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How do I create an Amenity?

Create a New Amenity Listing

Also searched as: add an amenity, set up an amenity reservation, create a reservable amenity, new amenity setup, amenity fees and rules

Your organization's amenities are facilities or functions that members can reserve for use (such as a clubhouse, pool, or tennis court). Use this guide to establish the rules and limits that apply to an amenity and its availability. Admins set up, monitor, and manage amenities in one place, and members submit reservations online.

Start the New Amenity

  1. Click on the Features tab on the vertical Dashboard menu at the left side of the screen.
  2. Click on the Amenities tab.
  3. In the AMENITIES window, click on the + New Amenity button.

 Section 1: Amenity Information

  1. In the AMENITY SETUP window, type an identifying name for the amenity in the Amenity Name box.
  2. Click on the Limited to dropdown menu to limit the availability of this amenity to one or more organization roles or committees. Activate the checkbox in front of each role for which you want this amenity to be available.
    • Note: this dropdown menu only appears if you have created member tags or added community committees.
  3. Type a description of the amenity in the Amenity Description box. Make your description definitive, especially if your organization offers more than one of this type of amenity.
  4. (Optional) Upload an image of the amenity:
    • Click Browse in the Amenity Image section.
    • In the ADD IMAGE window, click Browse and select a GIF, JPG, or PNG file up to 15 MB.
    • Click and drag inside the blue selection box to position it over the part of the image you want to display. Drag the blue dots on the corners/edges to resize the selection, or zoom with a trackpad/scroll wheel.
    • Click Save Image to confirm, or click Cancel, press Esc, or click the X to abandon the change.
    • To remove or replace an uploaded image later, click Browse again in the Amenity Image section, click Remove File, then Save.
  5. Automatically approve new reservations? — Set to No if you want to manually review and approve/reject each reservation request, or Yes if the amenity does not require approval.
  6. Will members be charged to use this amenity? — Set to No for a free amenity, or Yes if a fee applies.
    • If set to Yes, the Will the charge be per event or per person? option appears. Choose Per Event for a flat fee regardless of attendance, or Per Person to charge by individual.
  7. Registration Duration — Click this dropdown to select the length of a single registration/booking.
  8. Price Per Duration — If charging a fee, type the registration fee amount here..
  9.  Enable Service Fee — Set to Yes to pass a transaction fee on to members, or No to skip it. 
    •  The service fee has two parts: a percentage and a flat dollar amount. 
  10. Enable Damage Fee — Set to Yes to allow a post-reservation charge for damage repair costs, or No to skip it.
    •  If Yes, enter the Maximum Damage Fee (the most you can charge — you can charge less, never more) and a Damage Fee Description explaining what the fee covers. 
  11. QuickBooks Account (only visible if your account is synced with QuickBooks) — Select a QuickBooks Account Name other than your default (set on Account > Settings) to route payment data from this amenity. Leave unchanged to use the default. Not all customers have QuickBooks integration access.
  12. Reminder — Choose how long before a reservation to send an automatic reminder, or select No Reminder to skip this feature.
    • If you set a reminder, a Reminder 2 dropdown appears so you can schedule a second reminder.
  13. Max Capacity (optional) — Enter a number to cap attendance for this amenity.
  14. Age Limit (optional) — Enter a minimum age required to use this amenity.
  15. Application (optional) — Select a custom form for amenity sign-up from this dropdown.
    • Click the Forms link next to this dropdown to open the Custom Forms window and build a new application form.
    • After creating a new form, click the Refresh icon (circular arrows) next to the dropdown to see it in the list. (See the "Custom Forms" help article for full instructions.)
  16. Amenity Document (optional) — Upload a document for members to download during registration (e.g., waiver, rules sheet):
    • Click Browse, select the file, and click Open, then Save.
    • Once uploaded, the Require member to acknowledge file upload? option appears — set to Yes to require members to agree to the document's terms, or No if not required.
    • To remove or replace the file, click Browse again, click Remove File, then Save.
  17. Require digital signature for reservation? — Set to Yes to require a typed signature at booking, or No to skip.
  18. All of the fields above live on this same Information screen. Once finished, click Save & Next to continue, or Cancel to exit without saving.

 Section 2: Days and Times Available

  1. Will this amenity be available the same time(s) every day?
    • Yes — use the single "Daily Availability" schedule for all seven days.
    • No — separate tabs appear for each day of the week so you can set different hours per day.
  2. Click + Add (next to "Daily Availability," or on an individual day tab) to open a time picker and add an availability window.
    • Click the start time box, then drag the hour/minute/AM-PM selectors to set the start time.
    • Click the End tab, drag the selectors to set the end time, then click Set to confirm.
    • Click + Add again to add more time windows for the same day(s).
  3. Click Save & Next to continue, or Back to return to the previous section.

 Section 3: Amenity Constraints and Limitations

All of the following limits are optional — activate any, all, or none of these checkboxes.

  • Number of reservations per timeframe — Limits how many times one member can reserve this amenity within a set period (day/week/month/quarter/year).
  • Rolling — the timer restarts from the member's most recent reservation.
  • Static — the timer follows the calendar (e.g., resets every calendar month).
  • Limits on advance reservations — Sets how far ahead a member *can* book (e.g., no more than 30 days out).
  • Amount of advance notice required for reservations — Sets how far ahead a member *must* book (e.g., at least 24 hours' notice).
  • Post-reservation lockout time — Sets how long the amenity stays unavailable after a booking, to allow for cleanup or maintenance (measured in time slots, days, or weeks).
  • Member can reserve consecutive time slots — Activate to let members book back-to-back time slots in one reservation, as long as there's no reservable gap between them.

Click Save & Next to continue, or Back to return to the previous section.

 Section 4: Date Exclusions (Blackout Dates)

Use this section to set blackout dates/times when the amenity will be unavailable for booking — for example, holidays or scheduled maintenance closures.

  1. Click + Add to create an exclusion.
  2. All Day — Set to Yes to block the entire day(s), or No to specify a time range within each excluded day.
  3. Click the Start Date box to open a calendar and select the exclusion's start date. Click the arrows next to the month/year to navigate. Click a start date, then an end date, and click Set to confirm.
  4. If you set All Day to No, also set a Start Time and End Time using the time picker, then click Set.
  5. Click + Add again to add more exclusion periods.
  6. To edit an exclusion, click the Edit This Exclusion icon (green checkmark). To remove one, click the Remove This Exclusion icon (red trash can).

Click Save & Next to finish setup.

 Final Review and Access Management

  • View a summary of your amenity settings on the Final window.
  • To revisit and change any earlier section, click its name in the list of links below the "AMENITY SETUP" title.
  • Click Access Management to open the SUB-ADMIN ACCESS MANAGEMENT window and choose which Sub-Admins can administer this amenity (see the "Overview of Sub-Admin Roles" guide for details).
  • Click Manage Amenity Emails to choose which Admins/Sub-Admins receive email notifications about reservations for this amenity.
  • Click Back to Amenities to return to the main AMENITIES window.

If you have additional questions about the Amenities feature, please visit the Support Desk through your Admin Dashboard and open a support ticket.