RecDesk FlexScheduler has been developed to meet the needs of increasingly more sophisticated scheduling scenarios voiced to us by our existing customers as well as future clients. This enhancement will initially be released to a few early access customers in February, 2018 and will be released to all customers in March of 2018. If you'd like to be an early access customer, please contact your RecDesk Customer Success Representative. FlexScheduler will have the following capabilities:

Predefined Fee Schedules with rates and rate calculation measure (per occurrence, per hour, per minute);

Auto-Rate calculation on line items with ability to override as necessary;

Support for Add-Ons on a per-timeslot basis (each with or withour associated fees);

Ability to select and include multiple facilities when generating a reservation;

Ability to easily append single or recurring timeslots to an existing reservation with different recurring date parameter and/or facility selections (ie T,Th from 8AM - 10PM and then M,W,Fri from 11AM - 1PM);

Ability to specify Set-Up and Teardown times on timeslots to allow for facility prep and cleanup;

Specify a Custom Color for a particular reservation or series of reservations.

Facilities can be reserved with the FlexScheduler by navigating to the Facilities tab and clicking Reserve Facility from the submenu. Alternatively, you can go a specific Facility's Facility Usage Calendar and click on Reserve Facility for a particular date. The advantage of the latter way is that the Facility and Date will be preselected.

Prerequisites - Facility Fee Schedules.must be set up ahead of time, if applicable (see Facility Fee Schedules (FlexScheduler Only))

Basic Workflow

Enter a Reservation Title (required)

Optionally add a Customer

Set the Privacy setting
PRIVATE – Details NOT viewable on Community Calendar
PUBLIC – Details Viewable on Community Calendar

Select a Status from the drop down (note: currently only Approved is available)

If you'd like to change the Calendar Color for this reservation from the default color, click on the Color box drop down, select a new color, and click choose. To clear a color and make it black, click on the X in the upper right of the color selection box.

Optionally add a Note and/or a Private Note (click + Add Private Note and enter the private note for internal use only)

Choose Facilities:

Choose a Facility from the drop down (required)

Choose a Group Size (required)

Optionally add a Line Description

If you'd like to add another Facility to this reservation, click on + Add Another Facility and repeat

Click Continue

Select Dates & Times::

Select Single Date OR Recurring

Enter Start date and Start Time and End Date and End Time (required)

Optionally add Set Up Minutes and/or Teardown Minutes

For Recurring Reservations:
Choose repeat pattern by selecting Repeats from the drop down

If Daily selected
Choose the Repeats every interval
Set the Ends After occurrences or Ends On date
If Weekly selected
Choose the Repeats every n weeks interval
Select the days that it repeats
Set the Ends aAfter occurrences or Ends On date
If Monthly selected
Choose the Repeats every n months interval
Select the Repeat by option
Set the Ends After occurrences or Ends On date

Click Continue

Set Fees (optional)

If you'd like to set a fee for a Facility on this reservation, click on the Require fee switch for that Facility
Choose a Fee Type from the drop down (Note: Facility Fee Schedules must be set up ahead of time for facilities requiring fees by clicking the Fee Schedules tab in the facility detail page).

The default Fee Amount for that fee schedule will appear in the fee amount and can be overridden if your role allows it. Rate Type will be prefilled by the fee type chosen (Note: The auto-rate calculation will be done if Rate Type is Per Hour or Per Minute)

Optionally add a Security Deposit (Note: If the reservation is a recurring reservation, once you enter the Security Deposit, you have the option to Apply Security Deposit to all dates)

You can also optionally check off Include Setup/Teardown in Fee Calculation and the same fee chosen will be charged for the Setup and Teardown times (Note: this option is not available for per occurrence fee types)

If this Facility has optional Add On Fees, check off the Add On Fee Type, enter Quantity, and optionally override the default Fee Amount for that add on fee if your role allows it

Repeat for all Facilities requiring Fees

Click Continue

Review Reservation - you may do any of the following:

Edit Details

+ Add New Time Slots

Select Reservation Occurrence(s) and click Delete selected (n)

Edit Individual Reservation Occurrences by clicking on the pencil icon

Click Save Reservation

If Conflicts are found, the occurrence(s) will be highlighted and the conflict will be listed below the occurrence. You can select individual occurrences and and click Delete selected (n). Then click Save Reservation with conflicts.

If fees were added to this reservation, be sure to complete the checkout process and create the invoice.