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How to Set Up Reservable Amenities and Manage Reservations in Alosant

Learn how to set up reservable amenities in Alosant, configure booking rules and limits, approve or manage reservations, create manual bookings, and export reservation data.

Summary

Amenity reservations allow users to book shared locations and services such as courts, rooms, or appointments directly in the app. This article explains how to set up reservable amenities, configure reservation rules, approve or manage reservations, create manual bookings, and export reservation data.

Who this is for

  • Community managers and administrators managing amenity bookings

  • Teams responsible for configuring reservation rules and limits

  • Admins who approve, review, or report on amenity reservations

Prerequisites

  • You have access to the Alosant Admin portal

  • You have permission to edit Pages and manage Reservations

  • The amenity already exists as a Location or Amenity page

  • (Optional) A payment system is configured if reservations require payment

Steps

Set up amenity reservations

  1. In the Admin sidebar, select Pages.

  2. Find and edit the desired amenity page.

  3. Enable Reservable.

  4. Configure reservation options as needed.

  5. Click Save.

Configure reservation options

  1. Enable or disable Approve Automatically to control whether admin approval is required.

  2. Enable or disable Users Can Cancel Approved to control user cancellation permissions.

  3. Set Max Total Reservations per User in 24 Hours if limits are required.

  4. Set Max Total Reservations per Day to cap total daily bookings.

  5. Enable or disable Show Reservations Button.

  6. Enter a Custom Reservation Button label if needed.

  7. Enable or disable Allow Reservations when Closed.

  8. Enable Cancellation Notice to Admin to receive email alerts.

  9. Enter a Reservation Price if payment is required.

Configure reservation pricing and services

  1. Enable Reservation Types to select predefined reservation types and prices.

  2. Enable Services to add custom services.

  3. Enter a Title for each service.

  4. Enter the Duration of the service.

  5. Enter the Price for the service.

Approve or reject pending reservations

  1. In the Admin sidebar, select Reservations.

  2. Find a reservation with Status = Pending.

  3. Click Open.

  4. Click Approve or Reject.

Create a manual reservation

  1. In the Admin sidebar, select Pages.

  2. Edit the reservable location page.

  3. Scroll down and click Reservations.

  4. Navigate to the desired date.

  5. Click an available time slot.

  6. Click Disable Reservations.

  7. Enter details in the Note field.

  8. Click Save Note.

View amenity reservations

  1. In the Admin sidebar, select Pages.

  2. Edit the reservable location page.

  3. Scroll down and click Reservations.

  4. Navigate through weeks as needed to view bookings.

View reservations from the Reservations menu

  1. In the Admin sidebar, select Reservations.

  2. Review all reservations in the list.

  3. Sort by page, user, status, date, or request time.

  4. Click Open to view reservation details.

Export amenity reservations

  1. In the Admin sidebar, select Reservations.

  2. Click Export to CSV.

  3. Open the downloaded file to review reservation details.

Expected result

  • Users can reserve amenities based on configured rules.

  • Reservations are approved automatically or manually based on settings.

  • Admins can view, manage, and export reservation data.

  • Users receive notifications when reservations are approved.

Troubleshooting

  • Reservations do not appear: Confirm the amenity is marked as Reservable and saved.

  • Users cannot book time slots: Check reservation limits, hours, and timetables.

  • Reservations stay pending: Verify whether Approve Automatically is disabled.

  • Payments are not working: Confirm a payment system is configured in the app.

  • Admins are not notified of cancellations: Ensure Cancellation Notice to Admin is enabled.

FAQ

What happens if Approve Automatically is enabled?
Reservations are immediately approved and visible to users.

What happens if Approve Automatically is disabled?
Reservations remain pending until an admin approves or rejects them.

Can admins create reservations on behalf of users?
Yes. Admins can create manual reservations directly on the reservable location page.

Can reservation data be exported?
Yes. All amenity reservations can be exported as a CSV file.

Notes / Escalation

  • Important: Reservation limits and approval settings apply per amenity page.

  • Important: Payments require a payment system to be configured before enabling paid reservations.

  • Internal-only note: Reservation restrictions and advanced reservation logic may require additional configuration outside this workflow.

  • Escalate to the Alosant internal teams if reservations fail to save, approvals do not update, or exported data is incomplete.