Reservations and Taking Payments

Modified on Wed, 08 Mar 2023 at 12:37 PM

Many customers ask us "how can I take payment for a reservations?"   

We are planning on introducing 'paid' reservations to the current reservations system, but we are not yet there. Until then there are a number of ways your club can take reservations and get a payment for it. In all cases it is a 2-step process.  The best result will be based on the clubs business process flow 

The business process flow below is optimal for most clubs because it involves the lease amount of work for a volunteer board member overseeing reservations. 

The real question is "how are you taking your reservations?" and based on that you have to decide how best to use the system. Every club is a bit different. 

1. The typical flow is for the pool admin to set up the reservations that must be paid for in 1 facility group (like Party Area or Paid Party Areas).  
You would add our 'facilities (like Pavilion or Child play Area) to the system. You would be sure to put "limits" on the facilities so that only 1 family at time can book each facility (most clubs do not allow more than 1 family to book and area) 

This allows the members to book the location on a first come-first serve basis. without the pool admin checking calendars.

2.  Then put a note in the custom email that says the member has to pay by x date and direct them to where they need to go and pay. (This is done in the Facility not the Facility Group)   
 Determine where and how members pay for the party (via a product or a form).  (See When to use a Product versus a Form - If its a form add the link to the custom email

3. The last part is for the pool admins to check to see if everyone with a reservation has paid. 

To do that compare what you are seeing in the  Reservations >> Reservations>> with the payment method you used. 

3a. If the payment method is a Products you can see that in the Transactions report 
3b. If the payment method is a Form you can see that in the Form Entries. 

Below are some additional resources for reservations. 

Reservations (Details)   -



Was this article helpful?

That’s Great!

Thank you for your feedback

Sorry! We couldn't be helpful

Thank you for your feedback

Let us know how can we improve this article!

Select atleast one of the reasons

Feedback sent

We appreciate your effort and will try to fix the article