The Reserve a Place tab page of the Schedule Places dialog allows you to either enter a new reservation, or view or modify a reservation.

Note that any filters you have in place on the View Reservations List tab page will still be in force on this tab page.

Enter a New Reservation

To enter a new reservation, click the small + button in the navigation bar just above the Place to Reserve field in the upper left corner of the tab page. This will clear out the fields on the dialog, and open up the drop-down list of places that can be reserved. After making your selection from this list, some fields will be filled in for you based on information that has been defined for the place you selected. Specific information about each field is outlined below.

If you do not see the place you wish to reserve on the drop-down list of places, you will need to first click the Define a Place tab page on the Schedule Places dialog then return here to make the actual reservation.

Modify a Reservation

You can update any item of information about a reservation at any time. Click directly into the field and make the change you need then click the small check mark icon in the navigation bar to save your changes.

Field Descriptions

Place to Reserve. This field must be selected from the drop-down list, and when selected, will cause some other fields to be filled in for you based on how the place has been defined. See the Define a Place help topic for more information.

Capacity. This field is an information-only field so that the person making the reservation will know the physical limits to the space he or she is reserving.

Reservation Type. The possible options that may appear on this list are: church office approved use only, church ministry/activity use, member use, and community use. The items that actually do appear on the list are based on the permissions allowed for reserving the selected place when the place was defined on the Define a Place tab page.

When you select the appropriate item from the Reservation Type list, other items, such as requirement for an attendant and rental rates appear based on your choice.

Group Reserving. Use this field to type in a name for the group that is going to be using the place. This is a history list field, which means that once you have entered this group name, it can easily be recalled again in the future should they reserve space again.

To modify the items on a history list, double-click directly in the list.

Activity. Type in a description of the activity for which the place is to be used. This is also a history list field.

Activity Date. Click the small calendar icon at the right edge of the edit control to select the date from a pop-up calendar. Or, you can type it in directly.

Start/End Times. Enter the time the place is reserved, including any setup and cleanup time required. Be sure to indicate AM or PM.

Special Note: This release of the Schedule Places function does not include an automatic mechanism to detect conflicts. It will be up to you to visually confirm the requested dates and times with the list of blackouts to make sure there are no conflicts.

Rental Rate/Overtime Rate. The rental information fields, including overtime rates, are read-only, and are supplied based on the Reservation Type and Place definitions.

Actual Rental Cost. This field is not a calculated field, meaning that it does not derive a value based on the rate and the amount of time for the reservation. This is intentional so that the actual rental cost may be entered as desired. This allows the user more flexibility when setting up the use fees which may take other factors into consideration beyond those items pre-defined for this place. For example, perhaps the normal rental rate is $50 for a 2-hour block for your fellowship hall when reserved by a church member, but if the members are reserving it for a family dinner after a memorial service, you may wish to waive the fee based on other church policies and practice. You can then enter any amount that is appropriate for any given reservation.

Cleaning Deposit. This amount is based on the place's definition, but may be overridden by entering a different amount.

Attendant/Key Information. There are two possible values: Required, Not Required.

If an attendant is required, that means that someone that meets the approval of the church must be present to open the place, lock it afterwards, and perhaps stay during the activity. In this case, you can enter the name of the attendant and his/her phone number. If the attendant is a member of the church whose name is already in CMD, click the small icon to the right edge of the Attendant Name edit box, and you can select the attendant from the list of names in CMD.

If an attendant is NOT required, ignore the Attendant Name/Phone fields, and instead use the fields regarding keys.

Change Attendant Requirement button. Click this button to override the attendant requirement for this reservation only. This button is not a part of the flow to tabbed controls, but it can be clicked directly with your mouse pointer.

Reservation Contact Information

These fields store the name and contact information of the person who is either in charge of the group or the person making the reservation. It is assumed that this person will also be the one picking up a key should the place they are reserving not require an attendant.

If the person making the reservation is a church member already in your CMD file, click the small icon to the right edge of the Contact Name field to select the name from the CMD's list of names. The other fields will be filled in automatically when the name is selected.

Reservation Entered By. This field can be filled in by the person who is making the reservation. It is a history-list field.

Printing the Reservation

While you have more printing selections and controls on the Print tab page, you can also print the current reservation you see on your Make Reservations / View Details page by clicking the Printer icon near the lower right corner of the page.

Saving Your Reservation

Click the small check mark in the navigation bar at the top of tab page when you are finished entering all the information about the reservation.