Services with a booking: tea, projector help, extra chairs
A booker asks for tea, extra chairs or projector help with the booking. When the booking is confirmed, the team that does it gets a to-do due before the setup time, and marks it done.
PLANSEvery plan
The problem it solves
- Tea for twenty is asked for in a hallway and forgotten.
- The AV person learns about the board meeting when the projector does not work.
- Extra chairs are asked for an hour before the event, when nobody can bring them.
- A cancelled meeting still gets its lunch, because nobody told the canteen.
How it works
- An administrator lists the services once: the name, the unit, the team that does it and the notice it needs, such as 24 hours.
- The booker adds services to the booking with a quantity and a note, in Book a Facility or the app.
- A service asked later than its notice is refused, with the hours it needs.
- When the booking is confirmed, each request becomes Ordered, with Ready by set to the start of the setup time. Each team member gets a to-do.
- The team opens Service Requests, does the work and clicks Done. The system notes who did it.
- If the booking is cancelled, moved out or not paid in time, its open requests are cancelled and the to-dos removed.
Everything it does
The service list
- Name, unit (units to start with), order, and Archived for services no longer offered
- Ask at least (h before): 24 hours to start with
- Team: the staff who get a to-do for every booking asking for it
- Entity: empty means every Entity
On the booking
- Service, quantity, unit, notes, Ready by and status (Requested, Ordered, Done, Cancelled)
- Requests can be changed while the booking is a draft, waiting for approval or confirmed
- Ready by is the start of the booking less its setup time, so the room is ready when setup begins
Service Requests
- Facilities > Operations > Service Requests, for the front desk and managers; opens on To Do
- Filters To Do and Done; group by status, service or due day
- Done can be clicked by the service's team, the facility's managers or its front desk
With charges (Growth)
- Price per Unit and taxes on a service
- Priced services are added to the booking's price and invoice, and to statements for other Entities
Who uses it
BookerAdds the services needed, with quantity and notes.
Service team (canteen, AV, housekeeping)Gets a to-do for each confirmed request and marks it Done.
Front deskFollows the day's requests in Service Requests.
Facility administratorKeeps the service list, teams and notice times.
Where you use it
- Web: Book a Facility (services with prices), the booking's Services tab, Facilities > Operations > Service Requests and Configuration > Services
- The SmartMy Facility app: services when booking (built and in testing, not in the stores yet)
- Not on the booking portal: portal users and outside hirers cannot ask for services there
What you control
Settings
- Ask at least (h before): 24 per service
- Unit: units per service
- Team: per service, empty to start with
- Price per Unit and taxes: per service, with charges (Growth)
Notifications
- The team gets a to-do for each confirmed request, due on the day of the booking
- No separate message to the booker when a request is done
Questions
What happens to the tea if the meeting is cancelled?
Open requests of a cancelled, moved out or released booking are cancelled at once, and the team's to-dos are removed.When does the team get the request?
When the booking is confirmed. A booking waiting for approval keeps its requests as Requested until then.Can we charge for services?
Yes, with Growth. Give a service a Price per Unit and taxes; it is added to the booking's price and invoice.Can outside hirers ask for services?
Not on the portal. Staff can add services to their booking in the back office.Related features
BOOKINGSAttendees, guests, calendar entries and private bookingsA booking says what it is for, how many come, who attends and which guests come from outside. Attendees get it in their SmartMy calendar, and a private booking shows to others only as Booked.BOOKING RULESSetup and cleanup time, and blocked time for maintenanceKeep time free before and after each booking for setting up and clearing. Block facilities for maintenance, cleaning, events or holidays, once or every week.PORTAL, OFFICE SCREENS AND APPOffice screens and the front desk's dayStaff book from the back office on the same simple screens as the portal and the app: cards, a facility's day and one short form. Approvers decide on one screen, and the front desk runs its day from a board of who is expected, inside, done or a no-show.CHARGES AND PAYMENTFree or paid facilities, rates, peak hours and taxesKeep a facility free, charge everyone, or charge only some bookers: outside hirers, other Entities or your own staff. Rates by the hour, half day, day or booking, with evening and weekend rates, minimum charges and taxes.SERVICES AND PROBLEMSProblems and damage reported with a photoThe booker or the front desk reports a broken projector or a damaged table from the booking. A photo from the phone and how bad it is go with it. Managers get a to-do, and damage can be charged to the booker.
See it with your own rooms.
Tell us what you run: rooms, halls, courts, desks. We will show you a booking from request to check-out with your rules.