Facility
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PLANS
Every plan, side by side.
Four plans. Each one has everything of the plan before it. Below is every feature of SmartMy Facility, area by area, with the plans that include it.
Plans
Starter
Facilities and rules, booking on web, back office and app, approvals, check-in, waitlist, services and problems
GrowthRecommended
Everything in Starter, and: hire: charges, online payment, deposits and refunds, public hire page, signed agreements; sharing between companies
Business
Everything in Growth, and: desks on floor maps, room displays, memberships sold online
Enterprise
Everything in Business, with the limits, terms and messaging number agreed for your group.
Every plan includes all of the plan before it. Tell us your size and we will give you a figure. Talk to us to try it or to start.
| Feature | Starter | Growth | Business | Enterprise |
|---|---|---|---|---|
| Limits and what every plan includes | ||||
| Bookable facilities included (10 desks = 1) | 10 | 30 | 100 | as agreed |
| Back-office users included (facility admin, facility manager, front desk / caretaker) | 3 | 10 | 25 | as agreed |
| People who book, attend or only approve (staff, members, students, parents, outside hirers) | unlimited | unlimited | unlimited | unlimited |
| Sites | 1 | 5 | unlimited | unlimited |
| Booking rule sets, facility types, services | unlimited | unlimited | unlimited | unlimited |
| Door QR codes | one per facility | one per facility | one per facility | one per facility |
| Public hire page | – | 1 (all facilities opened to the public) | 1 | as agreed |
| Floor plans with desks | – | – | unlimited | unlimited |
| Room display screens (tablet at the door) | – | – | 10 included, more as an add-on | as agreed |
| Membership plans / active members | – | – | unlimited / unlimited | unlimited |
| Back-office users (staff who run the product) | 3 | 10 | 25 | as agreed |
| App and portal users (the people you serve) | unlimited | unlimited | unlimited | unlimited |
| Storage for files, photos and documents | 2 GB | 10 GB | 50 GB | as agreed |
| Web address | a SmartMy address (yourname.smartmy….com) | + your own domain | + own domain | + own domain |
| Single sign-on (Microsoft / Google) | add-on | add-on | included | included |
| Getting started | self-start | self-start; guided set-up half price on a yearly plan | guided set-up included on a yearly plan | planned with you |
| Support | email, 2 working days | email and chat, 1 working day | + phone, 4 working hours | named contact |
| Backups kept (taken every day) | 7 days | 7 days + one up to 14 days old | 7 days + one up to 14 and one up to 30 days old | as agreed |
| A test copy of your data, to try changes safely | – | add-on | 1 included | included |
| Places | ||||
| Sites with their own time zone, opening hours, working days, holidays and managers | (1 site) | (5 sites) | ||
| Blocks, floors and rooms in one list, shared with the other SmartMy products | ||||
| Facilities and types | ||||
| Facility types (meeting room, hall, lab, court, gym, pool, guest room, desk) with default rules | ||||
| Photo, description, capacity and amenities per facility | ||||
| Managers, approvers and front desk staff named per facility | ||||
| Halls that split into parts: booking the whole blocks the parts, and the other way round | ||||
| One booking at a time, or many up to a seat limit (gym, pool, study hall) | ||||
| Rules | ||||
| Fixed slots, free time in steps, or half and full days | ||||
| Minimum notice, how far ahead, shortest and longest booking | ||||
| Limits per person: bookings a day or week, hours a week, open future bookings | ||||
| Setup and cleanup time kept free around each booking | ||||
| Blocked time for maintenance and closures, once or every week | ||||
| Rules of use accepted at booking | ||||
| Rules set for a site, a type or one facility, with exceptions for a group or a person | ||||
| Bookings | ||||
| Two people cannot take the same slot (checked with buffers, combined spaces, seats and blocked time) | ||||
| Purpose, attendees, guests and seats on the booking; managers book for someone else | ||||
| Repeat bookings (daily, weekly, monthly) with every date checked first, made by staff in the office screens | ||||
| Move and cancel within the rules; late cancellations flagged | ||||
| Waitlist: a freed slot is offered to the first in line for a set time | ||||
| Calendar entry for the booker and the people attending | ||||
| Private bookings shown to others only as "Booked" | ||||
| Finding | ||||
| Find a facility for a time, a size and the amenities needed | ||||
| Free now, with Book 30 minutes or 1 hour | ||||
| Calendar per facility and a day timeline of a whole site | ||||
| Approval | ||||
| Approval on or off per rule set, with named approvers; the slot is held while waiting | ||||
| No answer in time: goes up to the facility managers, then is rejected | ||||
| Managers can book anyway and move another booking out, with a reason kept; the people moved are shown free alternatives | ||||
| Check-in and no-shows | ||||
| Check-in required per rule set, with an opening time and a grace time; QR code on each door | ||||
| No-show: the slot is freed and the booker told; early check-out frees the rest | ||||
| Strikes for no-shows and late cancellations, then a temporary booking ban that managers can lift | ||||
| Sharing between companies | ||||
| A facility owned by one company, shared with named companies, or common to the site | – | |||
| Each company's own booking window on a shared facility | – | |||
| Quotas per company in hours or bookings, per week or month | – | |||
| Hours reserved for one company on chosen weekdays | – | |||
| Other companies see only free or busy | – | |||
| Services and problems | ||||
| Service list (tea, projector help, extra chairs) with the team and the notice each needs; tasks for the team before setup time | ||||
| Problems and damage reported with a photo and severity | ||||
| Charges | ||||
| A facility free, paid, or paid for some (own company, other companies on the site, outside bookers) | – | |||
| Rates per hour, half day, day or booking; peak hours; minimum charge; taxes; services priced per unit | – | |||
| Price and deposit shown before booking | – | |||
| Outside bookers pay online first; an unpaid booking holds the slot until the deadline, then frees it | – | |||
| Security deposit settled after use, less damage | – | |||
| Refund share worked out by hours before the start; full refund when the facility cancels; no-shows forfeit | – | |||
| Statements of charges to the other companies on the site, per period | – | |||
| Revenue report: charges, refunds, deposits and damages by facility and month | – | |||
| Public hire | ||||
| Public page of the facilities open to hire, with free and taken times, no sign-in needed to look | – | |||
| Hirers create an account and give phone, ID proof number and address; approval before confirmation | – | |||
| Hire agreement signed on the page, printable with the signature | – | |||
| Memberships | ||||
| Membership plans: facilities covered, validity, a number of visits or unlimited, visits per day, price | – | – | ||
| Members-only facilities; a visit held on booking, used at check-in, returned on cancellation | – | – | ||
| Plans bought and paid online; My Memberships with visits left | – | – | ||
| Workplace extras | ||||
| Desks on a floor plan: free, taken and mine; tap a free desk to book | – | – | ||
| Room display page for a tablet at the door: free or busy, next bookings, check in, book 15 / 30 / 60 minutes | – | – | (10 screens) | |
| Portal, office screens and phone app | ||||
| Web portal for bookers: browse, a facility's day, book, My Bookings, check in / out, accept a waitlist offer, cancel | (+ pay, sign) | (+ memberships) | ||
| Office screens: Book a Facility, Approvals, Front Desk (expected / inside / done / no-show), all bookings, waitlist, service requests, issues | ||||
| Phone app with tabs by role: Book, Bookings (door QR scan), Approvals, Desk | (+ floor map, Passes) | |||
| With other SmartMy products | ||||
| Counter (SmartMy POS): front desk sells from the same app; a sale added to a booking's accountWith SmartMy POS | – | (+ members charge to their account) | ||
| SmartMy Campus: timetable, exams, activities and parent-teacher meetings reserve rooms; students and parents bookWith SmartMy Campus | ||||
| SmartMy HRMS: department on each booking, rules by department and job, approval by the manager or department headWith SmartMy HRMS | ||||
| SmartMy VMS: outside guests of a booking get a gate pass for the booking's timeWith SmartMy VMS | ||||
| SmartMy Desk: a reported problem opens a ticket; the room can be closed to bookings until fixedWith SmartMy Desk | ||||
| Notifications | ||||
| Email and in-app messages: waiting, confirmed, approved, rejected, moved out, cancelled, waitlist offer, payment; reminders hours before | ||||
| Reports and records | ||||
| Booking analysis: use by weekday and hour, booked hours, no-shows, cancellations, rejections | ||||
| Utilisation: booked hours against open hours per facility and day | ||||
| Every change on a booking recorded with who and when; overrides keep their reason | ||||
| Groups | ||||
| More than ten companies and unlimited sites in one set-up, on agreed terms | – | – | – | |
| More in the product | ||||
| Bookings that need approval go through approval chains (several levels) | ||||
| Staff chat | ||||
| Room calendars kept in step with Microsoft 365 / Google | – | – | ||
Tell us your size and we will put the figure in writing.
Ask for a quote