How to Set Up Your Facilities

You can add facilities to your institution and configure them for scheduling and rental management. Here's how to get started.

Add a New Facility

1. From your institution's admin dashboard, open the facility creation dialog.
2. Enter your facility's basic information:
   • Facility name — displayed throughout the system (for example, "Main Gym")
   • Capacity — the maximum number of people the facility holds
   • Address — use the address autocomplete to ensure accuracy
3. Set buffer times if needed:
   • Default start buffer — time reserved before each booking
   • Default end buffer — time reserved after each booking
4. Optionally assign scheduling approvers — users (beyond administrators) who can approve events at this facility.
5. Click Create to save the facility.

Once created, the facility appears in your facilities list and becomes available for scheduling events and rentals.

Add Rules

Rules let you communicate requirements or policies to anyone booking the facility.

1. In the facility's Details tab, scroll to the rules section.
2. Add or edit rules inline.
3. Save your changes.

Rules are displayed to renters and event organizers when they book the facility.

Add Subfacilities

If your facility contains multiple bookable spaces (for example, separate gym courts or an auditorium), you can manage them as subfacilities.

1. Open the facility and select the Sub-facilities tab.
2. Add each subfacility by name.
3. Save your changes.

Subfacilities can be selected independently when scheduling events or creating rentals. Conflict detection accounts for subfacility assignments — two events at the same facility but using different subfacilities are not flagged as conflicting.

Configure Rental Rates

If you offer facility rentals, configure pricing in your rental settings (not inside the facility form itself). Rates are defined per facility and subfacility, and support both hourly and daily rate types with multiple rate classes.

Once rates are configured, they are applied automatically when a rental is created for that facility or subfacility.

View and Schedule Events

Once configured, your facility is available to:

• Select when creating or editing scheduled events
• Assign to rental agreements
• Check for booking conflicts, including buffer time overlaps
• Filter events and rentals by facility in the dashboard

Buffer times set on a facility apply to all events scheduled there unless overridden at the event level.