Sites with opening hours, holidays and a shared room list
Each site has its own time zone, opening hours, working days and facility managers, and holidays are blocked for the whole site. Blocks, floors and rooms are one list that the other SmartMy products use too.
PLANSEvery plan
The problem it solves
- A campus and a city office keep different hours, and one booking sheet cannot tell them apart.
- Someone books the seminar hall for a Sunday when the building is locked.
- The same room is typed three times: for classes, for the helpdesk and for bookings.
- Nobody knows who to call about the rooms in the second building.
How it works
- Open Facilities > Configuration > Places > Sites and click New. Name the site, choose the Entities on the Site and fill in the address.
- On the Opening Hours tab, set Opens at and Closes at (08:00 and 20:00 to start with). Choose the Time Zone and the open weekdays.
- Choose the site's Default Booking Policy and its Facility Managers. They manage every facility of the site.
- Add the blocks and floors under Configuration, then the facilities. A room already made for classes or the helpdesk is the same room here.
- Add public holidays as blocked time of the kind Closure / Holiday, for the whole site.
- A facility that keeps other hours gets its own on its Booking Hours tab. A pool might open 06:00 to 12:00 and 16:00 to 21:00.
Everything it does
The site
- Name, Code (unique), Entities on the Site (your current Entity to start with), street, city and notes
- Opens at and Closes at: 08:00 and 20:00 to start with
- Open days: Monday to Saturday ticked, Sunday not ticked, to start with
- Time Zone: when empty, the time zone of the site's first Entity
- Default Booking Policy: used by facilities whose own record and type have none
- Facility Managers: manage every facility of the site, besides the managers named on a facility
Blocks, floors and rooms
- Blocks belong to a site, floors to a block, rooms to a block and floor; a room takes its site from its block
- Names are unique inside one block and Entity, ignoring case and spaces, so two blocks can each have a Room 101
- One list shared with the other SmartMy products: a room made for the timetable, the helpdesk or visitors is the same record
- A room is for This entity, Shared with other entities or Common to the site (sharing comes with Growth)
- Allow Booking turns a room into a bookable facility; untick it and it leaves the booking screens
Hours and time
- Every booking time is shown and checked in the site's time zone
- A rule set with Only in Opening Hours (on to start with) refuses a booking outside the day's hours
- A booking must fit inside one day and one stretch of hours
- Own Booking Hours on a facility: one or more rows per weekday with a start and an end. A day without a row is closed; two rows give a break
- When you switch on Own Booking Hours, the rows start from the site's hours and open days
- A facility with no site is open every day, all day
Holidays and closures
- Holidays are blocked time of the kind Closure / Holiday, for the whole site or chosen facilities
Who uses it
AdministratorCreates the sites, their hours, time zone and default rule set.
Facility managerRuns the facilities of the sites they are named on and blocks time for holidays.
BookerSees free times only inside the hours the site or the facility keeps.
Where you use it
- Web: Facilities > Configuration > Places > Sites, Blocks, Floors and Facilities / Rooms
- Web: the day Timeline of a site under Facilities > Schedule > Timeline
- The booking portal: only times inside the opening hours are offered
- The SmartMy Facility app: the same (built and in testing, not in the app stores yet)
What you control
Settings
- Opens at / Closes at: 08:00 / 20:00 to start with
- Open days: Monday to Saturday to start with
- Time Zone: the first Entity's time zone when empty
- Default Booking Policy and Facility Managers per site
- Own Booking Hours per facility: off to start with
- Only in Opening Hours per rule set: on to start with
Questions
Can two sites keep different hours and time zones?
Yes. Each site has its own Opens at, Closes at, open days and Time Zone. Bookings at each site are checked in its own time.How do we close for a festival or a national holiday?
Add blocked time of the kind Closure / Holiday for the site, from the start to the end of the day. Nobody can book into it.Our pool opens in the morning and the evening only. Can that be set?
Yes. Switch on Own Booking Hours on the pool and add two rows for each day, for example 06:00 to 12:00 and 16:00 to 21:00.We already have our rooms in SmartMy Campus. Do we type them again?
No. Sites, blocks, floors and rooms are one list for all SmartMy products. Tick Allow Booking on the rooms you want booked.Related features
PLACES AND FACILITIESFacility types, photos, capacity and amenitiesGroup your rooms, halls, labs and courts into types that share one set of booking rules. Each facility carries its photo, description, capacity, amenities and the people in charge of it.BOOKING RULESBooking rules: slots, notice, limits and exceptionsA rule set says how a facility may be booked. It sets the slots, the notice, how far ahead, how long, and how many bookings each person may hold. Exceptions change it for an Entity, a group or one person.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.FINDINGFacility calendars and a day timeline of a siteSee bookings by week on a calendar, one colour per facility. Or see a whole site's day on a timeline, with facilities as rows and hours as columns. Click a free hour to book it.SHARING BETWEEN COMPANIESFacilities shared between companies, with windows and quotasOne auditorium, several Entities. The owner books first, and each other Entity books within its own window and quota. Hours can be kept for one Entity, and others can see only that a time is taken.GROUPSSeveral entities in one accountRun the facilities of several institutions, firms or trusts in one SmartMy account. Each Entity has its own facilities, rules, approval chains, charges and message settings. A site can hold several Entities that share a hall on agreed terms.
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.