Enabling Amenity Reservations for your Homeowner Portal

Checking Permissions

It’s important to note that you may need to have your System Administrator enable the required security permissions for any roles that attempt to implement these changes.

1. Go to Settings > Roles.
2. Select your Role from the grid and confirm that the necessary permissions have been enabled for the following options:
   • Role > Association:
     • Amenity Calendar
     • Amenity Calendar Settings

• Role > Settings:
  • Amenity Category

For more information on Role Securities, visit the Roles Securities article.

The Action Item

You will need to build or edit an existing Action Item that contains the proper workflow for the Amenity Reservation request. Fill in any information for the Action Item that is applicable to your Associations.

Adding Steps to the Amenity Reservation Action Item

1. Go to Settings > Action Types/Steps.
2. Add steps to the Action Item based on your Association’s needs and click the Update button when complete.

Enter Rules for Each Step

Display Calendar Event is available to help homeowners visualize what step of the Amenity Reservation process they are on when viewing calendars.

1. Go to Settings > Action Types/Steps.
2. Open the Action Item.
3. The Action Item’s Steps will need to be assigned Rules by clicking each Step’s Rules button and clicking Update when complete.
4. Enter any applicable information to your Association.
5. Select one of the following Display Calendar Events options:
   • Do Not Show: No calendar event will be displayed.
   • Tentative Calendar Event: A pending calendar event will be displayed.
   • Confirmed Calendar Event: A successfully confirmed calendar event will be displayed.
   • Remove Calendar Event: The calendar event will be removed.

Creating Amenity Reservation Alerts

With the Amenity Reservation ready to go, you will need a means of informing your homeowners of their reservation and to do this you can create an alert with either of these two Alert Action Types: Amenity Reservation Reminder and Amenity Reservation Today. You can create a new Action Type or use one of your existing ones.

Enter Steps for Reminder Alerts

1. Go to Settings > Action Types/Steps.
2. Open the Alert Action Item.
3. Add steps to the Alert Action Item based on your Association’s needs and click the Update button when complete.

Enter Rules for Reminder Steps

Amenity Event Date and Amenity Reminder Date will be integral Alert Types in this step of the Amenity Reservation process.

1. Go to Settings > Action Types/Steps.
2. Open the Alert Action Item.
3. The Alert Action Item’s Steps will need to be assigned Rules by clicking each Step’s Rules button and clicking Update when complete.
4. Enter any applicable information for your Association.
5. Select one of the two new Alert Types: (Note: Both Alert Types coincide with the Alert Criteria (# of days)).
   • Amenity Event Date: Notifies the user based on the day of their Calendar Reservation.
   • Amenity Reminder Date: Notifies the user of their Calendar Reservation based on their set reminder settings.

Creating the Amenity Category

1. Go to Settings > Amenity Category.
2. Click the + New Category
   • Enter a Category Name. (Example: Pool, Tennis Court, Club House)
   • Select a Default View from the dropdown list.
   • Select Amenity Reservation from the Action Item dropdown list.
   • Click the Update button.

Creating the Amenity for the Calendar

Note: Completing the steps in this section makes your Amenity Category and Amenity available for selection in their respective dropdown fields on the Association > Amenity Calendar screen. The Amenity Category Type is also required for the Action Item window, which opens when you click New Event on the Amenity Calendar. Both a Category and an Amenity must be configured before New Event becomes available.

1. Go to Association > Amenity Calendar Settings.
2. Click the + New Amenity (Note: Make sure that you have the correct Association selected to add the Amenity to.)
   • Select your previously created Amenity Category from the Category dropdown list.
   • Enter a Name for the new amenity. Try to be as specific as possible in order to prevent confusion. (Example: If the Amenity Category is Tennis Courts and there are six (6) courts available, there should be six (6) different Tennis Court Amenities: Court 1, Court 2, Court 3, etc.)
   • Enter a brief Description for the amenity.
   • (Optional) Amenity Image: Click Choose File to upload a custom image for this amenity. The image displays in the Vantaca Home portal on the Reservation Requests page. There is a 5 MB upload limit.
   • Check the Display on Master/Sub checkbox if you would like the Amenity to be available on both Master and Sub Association Portals.
   • Select the days you want the amenity to be available by checking the associating checkboxes.
     • Note: At least one day must be selected otherwise you'll receive the error message, "Must select one of the following available days."
   • Select an Available Start and End Time from the dropdown lists, this will be the time frame the amenity is available.
     • Note: Amenity reservations must be set for the same day (start/end times). Events can not go past 11:59pm.
   • Select the Reservation Block time amount from the dropdown list.
     • This will preset the time on a Reservation Request.
   • Select a Reservation Limit from the dropdown list.
     • This will limit the number of consecutive Reservation Blocks a user may choose.
   • Select Visibility for your users from the dropdown list.
     • This will dictate who can view the amenity on the web portal.
   • Select a Display Color from the available options.
   • Click the Update button.

Enabling the Global Portal Pages

1. Go to Settings > Portal Pages.
2. There are separate pages that need to be enabled in the Classic and Modern Portal.
   • Enable the following pages in the Classic Portal grid:
     • Reservation Request
     • Amenity Calendar
   • Enable the following page in the Modern Portal grid: (Note: You may have to select the Show Disabled Pages)
     • Amenity Calendars
     • Reservation Request

Enabling/Disabling the Portal for an Association

When you enabled the Portal Pages in the previous step, they automatically became enabled for all your Associations if the Is Default field was enabled. You’ll need to manually disable the Portal Pages on the Associations you don’t want Amenity Reservations to appear on. (Note: If you did not enable the page in your global settings, you can enable each page individually via the UnUsed Portal Pages tab.)

1. Go to Association > Portal Pages
2. There are separate pages that need to be disabled in the Classic and Modern Portal.
   • Click the Not Used button for the following pages in the Classic Portal grid:
     • Reservation Request
     • Amenity Calendar

• Click the Not Used button for the following pages in the Modern Portal grid:
  • Amenity Calendars
  • Reservation Request

• Once disabled, the page(s) will appear in the UnUsed Portal Pages tab and can be re-enabled there.