Online Booking Add on: In order to turn the Online Booking feature on to display Rentals online to customers, you must go to the "Integrations and Add-ons" page and click on the "Add-ons" section. A User with "System Admin" permissions can toggle the feature on once they have agreed to the terms.

Authorization: Currently you must have the "Booking Create/Edit Authorization" in order to access the Booking Engine and create and/or edit any existing bookings. The "Booking Delete" authorization allows you to delete any events or an entire booking that another user has created. You can choose to add these Authorizations to an existing Role or create brand new Roles (listed under Scheduling).

Products: Create products specifically to be used for the booking manager. These will include rental fees or any additional costs you may want to add on.

Booking Options: Booking options must be created. They can be reused for any resource. This includes set-up for the bookable type, date ranges, availabilities, fees and reservation settings.

Resource Type/Resource Setting: Booking Options can be assigned to either a Resource Type which are assigned to individual resources or a booking option can be assigned directly to individual resources.

Event Types: Create booking specific event types that fit your business needs. In the Booking Settings area of Event Types, you can add any optional custom forms, additional fees (furniture rentals, etc), assign the booking contract, and customize the "Terms of Conditions" section that appears on the contract.

From the Calendar drop down menu, select "Booking Options" or type in "Booking Options" in the global search box.

Click the "+" option to create a new Booking option.

Name: Type a Name that that can eventually be easily assigned to a resource or resource type.

Online Booking: Choose the appropriate state for this Booking Option

Select existing Terms and Conditions for customers to agree to online or create new terms.

Min Days Out: The minimum days in advance required for a customer to book a resource.

Max Days Out: The max days out in advance that a resident can book a resource.

Minimum Booking Duration: This toggle must be turned on at this point when creating a new booking if you want to provide the customer with the option to rent consecutive blocks of time as long as the minimum time requirement has been met.

Click the "Submit" button once you are done.

Start Time and End Time: This is the time frame the customers are able to book their rental for.

Block Size: The default amount of time for each rental.

Minimum booking duration: This is only displayed if it was turned on when the booking option was created initially. Enter the minimum number of blocks of time the customer must rent the resource for.

Days of the Week: Select the days of the week applicable for this availability.

Fees: Add all the fees that will be charged to the customer to rent the resource during the date range specified. Click "Add Fee" to get started.

Click the "Save" option when you have finished setting up your availability and any fees you want to potentially charge.

From the Calendar drop down menu, select "Booking Options" or type in "Booking Options" in the global search box.

Click the "+" option to create a new Booking option.

Name: Type a Name that that can eventually be easily assigned to a resource or resource type.

Online Booking: Choose the appropriate state for this Booking Option

Terms and Conditions: Select existing Terms and Conditions for customers to agree to online or create new terms.

Min Days Out: The minimum days in advance required for a customer to book a resource.

Max Days Out: The max days out in advance that a resident can book a resource.

Click the "Submit" button once you are done.

Start Time and End Time: This is the time frame the customers are able to book their rental for.

Block Size: The default amount of time for each rental.

Buffer Size: The amount of time in between rental blocks. Default is 0.

Days of the Week: Select the days of the week applicable for this availability.

Fees: Add all the fees that will be charged to the customer to rent the resource during the date range specified. Click "Add Fee" to get started.

Click the "Save" option when you have finished setting up your availability and any fees you want to potentially charge.

There are a variety of ways to access. You can click on the resource name from the calendar, type in "Resources" in the global search, or find it under the "Calendar" drop down.

Select the resource you are working on.

The Resource Type can be assigned from the Resource page. This allows you to assign the same Booking Options to a variety of resources.

Individual Resources can also have Booking Options assigned at the Resource level. This will override what is set at the resource type.

In the DaySmart Recreation Member App Settings section, a User account must be set as responsible. A task will be emailed to this employee when a customer requests a specific time to reserve this resource. This user will also receive an email when a customer has Booked a Reservation online.

Resource Image: Add an image of the resource for the customer to view online to get a better idea of what they are booking.

From the main search box, start typing in "event" to view the Event Types set-up page.

Select the Event Type you will be using for your Bookings or create a brand new one. You may use a variety of Event Types depending on your business (Wedding Event, Camp Site Rental, Indoor Field Rental, Outdoor Field Rental).

A custom form can be assigned to gather more details about the rental. If this is an online booking, the customer can be prompted to fill out required fields ahead of time during the registration process to gather this info.

From the Settings section, be sure you have the Option selected for "has invoicing and is rentable" in order to have this Event Type appear in the Booking Manager.

Click the tab labeled "Booking Settings".

Under "Contract" start typing the word "contract" and you will see the available "Booking Contract" to select.

For the "Terms and Conditions" section you can create a new template specific for this event type that your customers will see on the Contract or select one from a previously created template.

In the box, titled "Additional Event Fee Options", you can start typing alternate products that you may add to the event. A good example for this could be if you do Outdoor rentals or tables and chairs. Again, this product would have to be already set up. Click the "+" to add more items.

Before enabling Online Booking, check if your database has previously used this feature. If not, you’ll need to activate it in the "Integrations & Add-ons" section. Since Online Booking is an Add-On product, additional fees may apply for offering party reservations online.

Event Types: Online bookings currently require the default "Rental" event type. If you're using this type for admin-side events, consider discontinuing it to easily distinguish online bookings on the calendar.

Product: Next, set up Birthday Party Package products. If you offer multiple party types and need to track them separately, create a unique product for each one.

The key step is setting up Booking Options for each birthday party package. If you're new to this, check out our help page first, then return for birthday party-specific tips:

Key Points

Resource Types group similar resources, helping customers browse available party packages. For example, if you offer three inflatable party options, create an Inflatable resource type and assign the relevant booking options to it. Additional inflatable-related settings will be covered in the next step.

Each Booking Package/Option requires a dedicated Resource to ensure it appears correctly on the Admin calendar. For shared spaces like fields or ice, set up Blocking Rules in advance, as parties may use different surfaces than those shown on the calendar. Some facilities add Birthday blockers to real resources. Here’s what to configure for your new resources:

Currently, membership discount pricing for birthday products does not integrate smoothly with online booking when changes are made on the Admin side. While the initial online transaction applies the discount correctly, any modifications in the Admin panel will remove the discount, charging the customer full price. This is a known issue and will be addressed in future updates.

Online booking is limited to the "Rental" event type and does not support custom event types. Keep in mind:

If custom forms are attached to the event, they can be edited as you gather more details from the customer or if changes to the party occur.

If needing to create a bday party on the Admin side, the "Rental" event type will only allow you to book time on the resources at the scheduled time you have set in the booking options. If you want to book outside of those times, you will need to create rental outside of the booking manager.

Each bookable area or party type will need to be its own resource - not a sub resource (ex: Gold party package, Silver party package or Inflatable party, field party, etc).