Amenity booking for residents
Residents book the clubhouse, courts and party hall themselves from their society page, through SmartMy Facility. Each booking carries the flat, and the limits you set count for the whole flat, not each family member.
PLANSEvery planWith SmartMy Facility
The problem it solves
- The party hall is booked in a register at the office, and two families turn up on the same Saturday.
- One flat books the tennis court every evening by using four family logins.
- The office takes calls all day to say whether the clubhouse is free.
- Nobody can show which flat had the hall when the damage was found.
How it works
- With SmartMy Facility in the same account, the office adds each amenity as a facility: clubhouse, court, gym, party hall. Each has its hours and rules.
- In the booking policy it ticks Portal Users May Book. It sets limits, such as 1 booking a day or 4 hours a week.
- Amenities then appears in the Society part of the resident page. The resident picks a facility, a day and a free time, says what for and how many people, accepts the rules and books.
- The booking carries the resident's flat. If the flat already used its limit through another family member, the booking is refused and says why.
- Bookings that need approval, such as the party hall, wait for the approvers; others are confirmed at once. The resident is told either way.
- The office sees the flat on every booking, can group bookings by flat, and opens Amenity Bookings from the flat's form.
Everything it does
Limits per flat
- Bookings per Day, Bookings per Week and Hours per Week from the booking policy count every booking of the flat, whoever made it
- They count bookings waiting for approval, confirmed and in use, for the facilities of the same policy
- Open Future Bookings still counts per person, not per flat
- Exceptions in the policy change the limits for a group or a person, as in SmartMy Facility
The flat on the booking
- Filled in from the resident who books, for a flat of the same society
- The office can set or correct it on the booking
- Bookings list: a Flat column and Group by Flat
- The flat form: an Amenity Bookings button
Booking rules from SmartMy Facility
- Fixed slots, free time in steps, or half and full days; minimum and maximum duration
- Minimum notice, how far ahead, free cancellation up to some hours before, a reminder before the start
- Setup and cleanup time kept free; blocked time for maintenance
- Terms the resident accepts before booking
- Waitlist, check-in with the door QR and no-show strikes, where you switch them on
Guests at the gate
- Outside guests the office lists on the full booking form each get a gate pass when the booking is confirmed
- The pass runs from 30 minutes before to 30 minutes after the booking, with the booker as host
- Moving the booking issues the passes again; cancelling or rejecting withdraws them
- Residents cannot add guests with gate passes from the booking page
For residents
- Amenities shows only when at least one facility is open to residents
- The Resident app lists the facilities and the flat's bookings from the last 30 days on; Book opens the booking page
- Residents do not see who booked the taken times
Who uses it
Facility manager or society officeSets up the amenities, the rules and the limits, approves bookings and sees bookings by flat.
ResidentBooks an amenity, follows the booking and cancels within the rules.
ApproverApproves or rejects bookings that need it, such as the party hall.
GuardLets in the guests of a booking with their gate pass.
Where you use it
- Resident portal: Society > Amenities, which opens the SmartMy Facility booking pages
- The SmartMy Society Resident app: Society > Amenities. Book and All amenities open the booking page in the phone's browser. It is built and in testing, not in the app stores yet
- Web (office): Facilities (bookings, calendar, approvals, configuration); the flat's Amenity Bookings button
- Not without SmartMy Facility: Society alone has no amenity booking
What you control
Settings
- Portal Users May Book: off in a booking policy until you tick it
- Bookings per Day, Bookings per Week, Hours per Week: 0 (no limit) until you set them; counted per flat
- Approval: the policy "Hall / Auditorium" asks for approval to start with; other bookings are confirmed at once
- All other booking rules: as set in SmartMy Facility
Approvals
- Facility booking: one chain per Entity. Bookings of the "Hall / Auditorium" policy wait for the facility's approvers to start with. Add chains under Facilities > Configuration > Booking Rules > Approval Chains for other amenities
Notifications
- Facility Booking Waiting for Approval, Confirmed, Rejected, Cancelled and Reminder: to the resident who booked, in the app and by email. WhatsApp and SMS from your message credits, and app push once the apps are in the stores
- Facility Booking to Approve: to the approvers
Works with
SmartMy FacilityThe booking itself: facilities, rules, approvals, check-in and the booking pages. The link adds the flat and the limits per flat, and installs by itself when both products are in your account.
Questions
Do we need SmartMy Facility for this?
Yes. Booking is done by SmartMy Facility. With both in one account, the link turns on by itself and residents see Amenities on their page.Can one family book more by using several logins?
No. The limits per day, per week and hours per week count all bookings of the flat. The booking page says the flat already has its bookings.Can the party hall need committee approval?
Yes. A facility with the "Hall / Auditorium" policy waits for its approvers to start with. Name the committee members as approvers, or add an approval chain for other amenities.Can residents book in the Resident app?
The app lists the amenities and the flat's bookings. Book opens the booking page in the phone's browser. The app is built and in testing, not in the app stores yet.Can we charge for the party hall?
SmartMy Facility can charge for a facility, from its own Growth plan, and residents would pay online before the booking is confirmed. This has not been tried for a society yet; we set it up and try it with you.Related features
FLATS AND RESIDENTSResident app and resident web portalResidents answer the gate, invite guests, follow daily help and parcels and read alerts in the SmartMy Society Resident app or in a browser. Both show the same flat and do the same things.FLATS AND RESIDENTSTowers, flats and resident loginsSet up your towers and flats once, add the owners, tenants and family of each flat, and give every resident a login of their own. Each resident sees only their own flat.GUESTS AND PRE-APPROVALGuest invitations with a QR and a six-digit codeA resident invites a guest from the portal or the Resident app. The guest gets a pass with a QR and a six-digit code, with the way to the flat. The gate lets them in without ringing the flat.ACROSS SMARTMY SOCIETYApproval chainsEvery approval in SmartMy Society goes through a chain. Examples: a visitor waiting for a flat, a child going out, a visit request, a suggested contact, a goods gate pass, a work permit. With no set-up the usual people decide; you add levels, such as the estate manager then the secretary, without code.SOCIETY OFFICENotice board for flats, towers and ownersThe society office posts notices to every flat, to chosen towers or to owners only, pins the important ones and attaches files. Residents are alerted when a notice goes up, and the office sees who has seen it.ACROSS SMARTMY SOCIETYNotificationsSmartMy Society tells the right person the moment something happens. It might be a visitor waiting for the flat, a parcel at the gate or the maid late. It might be a child at the gate, a bill due, an emergency. Each event has its own recipients and channels: app notification, in-app, email, and SMS or WhatsApp on paid credits.
See it set up for your own society.
Tell us how many towers, flats and gates you have. We will show you and your committee the resident app, the guard app and the office screens, set up that way.