📣 Feature Updates
Oct 2024: Depending on how the facility chooses to set up their rental availability, customers will either see a list of open dates and times or they will be able to choose the duration of their rental.
Oct 2024: Customers can view and sign off on Terms and Conditions specific to their rental.
Sept 2024: The "Time of Day" search filter will now include all open availabilities that overlap with the selected time period.
June 2024: Start and End date range can go beyond 365 days. Click here to see where this change was made.
📝 Overview
Facilities now offer two convenient options for customers to reserve a space: submitting a form to request a reservation or booking directly online. Customers can search for available resources and either submit a reservation request or book certain resources directly online, streamlining the reservation process for added convenience.
🎉 Curious what customers see when booking a birthday party?
This section highlights the full party booking experience from search to checkout.
🛠 Setup
💡 Need help setting this up?
Review the Booking Manager Setup article to ensure everything displays correctly in the Member App.
🔍 Searching
When customers open the Rentals page in the Member App, they will see a search filter screen pre-filled with the next 7 days (adjustable).
Click the arrow to learn more about each filter
Click the arrow to learn more about each filter
There are 7 different filters that can be used to search for online reservations:
📍 Location:
If you have multiple locations in your Dash account, they will appear in the drop down for your customer to view.
📂 Resource Type:
It will be important to designate resources by resource types so customers can narrow down their searches. For example, they may only want to view Picnic Shelters or Soccer Fields. If you leave this blank, all resource types will appear in your search.
⚙️ Amenities:
The ability to search for the tags on a resource. This answers the question “I need a resource with a PUGG goal and a bag of soccer balls” This is not a required field to fill out in order to see options appear.
📅 Date Range:
A single day or a range up to 30 days can be entered to see a list of available time slots.
✍️ Note: The date range above can look further than 365 days as long as the start and end date only span for 30 days. For example if today is 6/1/24. I can now search 7/1/25-7/31/25.
📆 Days of the Week:
The ability to search for an available resource on a specific day of the week. This answers the question “I need a resource on a Saturday."
⏰ Time of Day (Updated):
This optional filter allows you to view availabilities for a specific time period. If an available time period overlaps, what is selected, it will display. (All, Morning, Afternoon, Evening, Custom).
🧠 Let's look at a specific example. I would like to reserve a field for a party sometime between 6/10-7/10 during the afternoon. Here is how I would set that up:
📊 Availability Results
Once you have entered your search criteria, you will see a list of results. Resources labeled "Reservation Request" allow you to pick a date, after which the facility will contact you to finalize the reservation. The "Instant Booking" option lets you select a date and time to pay upfront and immediately reserve your spot.
🗓 Reservation Request
Click the "view more" button next to the option labeled "Reservation Request" to see a list of available dates for the resource. The full display of options available may differ depending on how the facility chose to set up their rental.
🧩 Calendar picker view
You will be presented with a list of dates for rentals based on your search criteria. From this list, you can click on a date to view the available times for that specific day.
Click the arrow to see how the calendar picker view looks for a reservation request
Click the arrow to see how the calendar picker view looks for a reservation request
Individual Day/Time Blocks:
When selecting an individual day from the search results, you will be brought to that specific day's availability.
After choosing a time, a form will appear to gather more information. Once this form is filled out, the customer will receive an automatic email confirming that their request has been submitted.
The staff assigned to the resource will also receive an email with the request information and will have a Task assigned to their admin employee account. It is then up to the staff member to follow up with the customer and complete the Task from their employee account.
⏱ Duration View
An available list of dates will appear to select from depending on your search criteria. Choose a date that works.
Click the arrow to learn how a duration reservation request works
Click the arrow to learn how a duration reservation request works
Start Time: From the list of available times, choose when the rental should begin
Duration: How long will the rental need to be for. The duration times are preset by the facility.
Click the "Add to Booking" button.
⚠️ If you are not logged into the customer online account already when choosing a "Reservation Request", you will be prompted to either create an online account or login to an existing account.
⚡ Instant Booking
Click the "view more" button next to option labeled "Instant Booking" to see a list of available dates for the resource. The full display of options available may differ depending on how the facility chose to set up their rental.
🧩 Calendar picker view
You will be presented with a list of dates for rentals based on your search criteria. From this list, you can click on a date to view the available times for that specific day.
Click the arrow to see how the calendar picker view looks for an instant booking
Click the arrow to see how the calendar picker view looks for an instant booking
Individual Day/Time Blocks:
When selecting an individual day from the search results, you will be brought to that specific day's availability. Select a time slot that works best.
⚠️ If you are not yet logged into your member account, you will be asked to log in or create an account at this time in order to proceed with your booking.
Once you are logged into the Member App, the time slot that was selected will automatically be added to the shopping cart. If there are any required forms or questions to fill out ahead of time, they will need to be answered before continuing to the checkout screen.
📜 Terms and Conditions
Based on the online booking setup, customers may be required to review and accept the facility rental's Terms and Conditions before completing their booking.
If this applies, the Terms and Conditions will be displayed, and the customer must check a box to confirm they have read and agreed to the terms, as well as provide their initials to "Accept."
Proceed to checkout once finished.
Once the rental has been added to the cart, if the Terms and Conditions has not been accepted yet, you will be required to review and accept before the checkout process can be completed.
⏱ Duration View
An available list of dates will appear to select from depending on your search criteria. Choose a date that works.
Click the arrow to learn how a duration instant booking works
Click the arrow to learn how a duration instant booking works
Start Time: From the list of available times, choose when the rental should begin
Duration: How long will the rental need to be for. The duration times are preset by the facility.
Once you have clicked the "Add to Booking" button, you will be prompted to login to the customer online account (if you are not already).
📜 Terms and Conditions
Based on the online booking setup, customers may be required to review and accept the facility rental's Terms and Conditions before completing their booking.
If this applies, the Terms and Conditions will be displayed, and the customer must check a box to confirm they have read and agreed to the terms, as well as provide their initials to "Accept."
The booking will be placed within the shopping cart and the Booking Summary will appear below to review.
Proceed to checkout when ready.
Once the rental has been added to the cart, if the Terms and Conditions has not been accepted yet, you will be required to review and accept before the checkout process can be completed.
🎉 Birthday Parties
👀 How It Looks
Click the arrow to see an example of how a birthday party booking will look
Click the arrow to see an example of how a birthday party booking will look
The "Location" and "Type" are not required fields so they can be left blank to see any party option avail to be able to shop around.
From the left hand side navigation bar, the customer will need to go to "Rentals".
They can select a specific Location, and birthday party type they are looking for.
"Type" refers to the birthday party package type. If they see one they are interested in, they can choose to search by it.
Amenities will only display as a drop down if there have been any added to the Resource that the party package is assigned to.
For the start and end date, if there is a minimum amount of days that the parties will display, then they should start their search there. The search will only display for a 30 day time period.
The minimum duration should be ignored in this case.
The Time of Day and Day of the Week filters can also be used to help limit the search results
Once you select the Type of party you want, by clicking the "View More" option, a list of days and times will appear. Once you select a slot, you will either be prompted to log into the member app or if already logged in, your party package will be added to the shopping cart.
At this time if there is a custom form assigned to the event type for the customer to fill out prior to check out, they will be prompted to answer these questions now and view the summary of the party date and time.
Once the form is completed (if there is one), click on the Checkout button. Payment screen will appear to complete checkout process.
Customer will receive an email receipt plus if there was an additional template included on the product page, they will also see more details as to what the next steps will be.
🎥 Video Demo - Party
Here is a video of how the online booking of a birthday party looks to the customer on the Member App.
💡 Pro Tips
⚠️ Always review Booking Manager setup before publishing online bookings.
🧠 Encourage customers to use filters like Time of Day for quicker results.
💬 Use Amenities filters sparingly to avoid empty search results.
⛔ If using Instant Booking, ensure Terms & Conditions are configured and up to date.
📌 Remind staff to verify confirmation emails are enabled.
❓ Frequently Asked Questions (FAQs)
Click the arrow to view frequently asked questions
Click the arrow to view frequently asked questions
Can customers book without creating an account?
Click the arrow to see the answer
Click the arrow to see the answer
No. Customers must log in or create an account to complete a booking.
What happens if a requested time conflicts with an existing booking?
Click the arrow to see the answer
Click the arrow to see the answer
The system automatically prevents double-booking and only displays valid availability.
Can I restrict customers from adding an "Instant Booking" to certain resources?
Click the arrow to see the answer
Click the arrow to see the answer
Yes. Only resources you configure for Instant Booking in the Booking Manager will allow direct checkout.
Can customers request a refund through the Member App?
Click the arrow to see the answer
Click the arrow to see the answer
Refunds must be processed by staff on the admin side of the software. Customers cannot request refunds in the Member App.