Understanding Amenities and Reservation Requests in Proptia (Property Managers).

Proptia offers an Amenity Reservations feature, allowing property managers to make amenities available for reservation by residents, members, and other users. This guide walks you through setting up amenities and managing reservation requests.

Accessing the Amenity and Reservation Tools:

1. Log in to Proptia:
   • Use your property manager credentials to log in.
2. Navigate to the Operations Section:
   • From the main dashboard, go to Operations.
   • You will see two sections:
     • Amenities: For setting up and managing amenities.
     • Reservations: For viewing and managing reservation requests.

Setting Up Amenities:

1. Create an Amenity:
   • To set up a new amenity, click Amenities under the Operations section.
   • Click Add to create a new amenity.
   • Fill out the form, including:
     • Cover Photo (optional)
     • PDFs or Notes (optional)
2. Configure Amenity Reservation Settings:
   • Set parameters for the amenity, such as:
     • Open Hours: Define when the amenity is available for reservation.
     • Groups: Specify whether certain groups (e.g., residents, vendors, board members) can reserve the amenity.
     • Reservation Duration: Set the time increments (e.g., by hour or minute) for reservations.
     • Approval Process: Choose whether reservations need approval or are auto-approved.
     • Advanced Notice: Specify how many days in advance a reservation can be made and the maximum number of days a reservation can cover.
     • Management-Only Reservation: Indicate if the amenity can only be reserved by management.
     • Frequency Limits: Set rules for the maximum number of reservations allowed per user within a certain time frame.
3. Save the Amenity:
   • Once the amenity is configured, click Save.
   • The new amenity will now appear in the Amenity Directory, ready for residents and members to reserve.

Managing Reservation Requests:

1. View Submitted Reservation Requests:
   • Go to the Reservations section under Operations to view all reservation requests submitted by users.
2. Review and Take Action:
   • Select a reservation request to see the details.
   • You can perform the following actions:
     • Pending: Review and approve or deny the reservation.
     • Approved/Denied: Update the status of a reservation.
     • Checked In/Checked Out: Track the user’s arrival and departure.
     • Cancel: Cancel a reservation if necessary.
     • No Show: Mark the user as a no-show if they fail to appear.
3. Approving or Rejecting Requests:
   • If the amenity requires approval, you will receive a notification when a resident submits a reservation request.
   • Approve or reject the request directly from the Reservations section.

Resident Experience:

• Residents can view the list of available amenities and submit a reservation request by choosing a date, time, and duration. If no approval is required, the reservation will be auto-confirmed; otherwise, it will be processed by the property manager.