Managing Facilities
Last Updated: February 11, 2026
Overview
As a center admin, you can add, edit, and manage facilities at your community center. This guide explains how to manage facilities, configure settings, and optimize facility listings.
Adding Facilities
Step 1: Access Facility Management
- Log into Admin Dashboard:
- Access your admin account
- Navigate to "Facilities" section
- Click "Add New Facility"
Step 2: Enter Basic Information
Required Information:
- Facility Name: Name of the facility (e.g., "Main Hall A")
- Facility Type: Select from available types (Hall, Meeting Room, etc.)
- Description: Detailed description of the facility
- Capacity: Maximum number of people the facility can accommodate
Optional Information:
- Size: Physical dimensions (square meters)
- Floor Level: Which floor the facility is on
- Images: Upload photos of the facility
- Amenities: Select available amenities
Step 3: Configure Settings
Booking Settings:
- Requires Approval: Whether bookings need manual approval
- Booking Policies: Advance booking windows, duration limits
- Availability: Operating hours and availability rules
Pricing:
- Base Rate: Standard hourly rate
- Pricing Rules: Time-based pricing, member discounts
- Additional Fees: Setup fees, equipment rental (if applicable)
Step 4: Save Facility
- Review Information: Check all details are correct
- Save Facility: Click "Save" or "Create Facility"
- Verify: Confirm facility appears in your facility list
Editing Facilities
Updating Facility Information
-
Select Facility:
- Go to Facilities section
- Find facility you want to edit
- Click "Edit" or facility name
-
Make Changes:
- Update any information needed
- Modify settings as required
- Update images if needed
-
Save Changes:
- Review changes before saving
- Click "Save" to update
- Changes apply immediately
What You Can Edit
Basic Information:
- Facility name and description
- Capacity and size
- Floor level
- Facility type
Settings:
- Booking policies
- Approval requirements
- Availability rules
- Pricing rules
Media:
- Facility images
- Remove or add photos
- Update image order
Facility Configuration
Booking Policies
Advance Booking Windows:
- Minimum Advance Notice: How far in advance bookings must be made (e.g., 2 hours)
- Maximum Advance Booking: How far in advance bookings can be made (e.g., 90 days)
Duration Limits:
- Minimum Duration: Shortest booking allowed (e.g., 1 hour)
- Maximum Duration: Longest booking allowed (e.g., 8 hours)
Approval Settings:
- Requires Approval: Whether manual approval is needed
- Auto-Approve Members: Automatically approve member bookings
- Auto-Approve Public: Automatically approve public bookings
Availability Rules
Operating Hours:
- Set daily operating hours
- Different hours for different days
- Holiday hours and closures
- Special event hours
Date Overrides:
- Block specific dates (maintenance, events)
- Special hours for specific dates
- Holiday closures
- Custom availability periods
Pricing Configuration
Base Pricing:
- Set standard hourly rate
- Configure pricing unit (hourly, daily)
- Set minimum pricing
Time-Based Pricing:
- Peak hour rates (evenings, weekends)
- Off-peak rates (weekday mornings)
- Day-of-week pricing variations
- Seasonal pricing (if applicable)
Member Discounts:
- Set member discount percentage
- Apply to all bookings or specific times
- Configure discount rules
Facility Status
Active Facilities
What it means:
- Facility is available for booking
- Appears in search results
- Users can book the facility
- All features are enabled
When to use:
- Facility is ready for bookings
- Normal operation
- Available to users
Inactive Facilities
What it means:
- Facility is temporarily unavailable
- Doesn't appear in search results
- Users cannot book
- Existing bookings may be affected
When to use:
- Maintenance or repairs
- Renovation work
- Temporary closure
- Seasonal closure
Important:
- Existing bookings may need to be cancelled or rescheduled
- Notify users of facility unavailability
- Reactivate when facility is ready
Facility Images
Adding Images
Image Requirements:
- Formats: JPEG, PNG, WebP
- Size: Maximum 5MB per image
- Recommended: Square format (e.g., 1200x1200px)
- Quality: High quality, clear images
Best Practices:
- Show facility from multiple angles
- Include layout and setup options
- Show amenities and features
- Use good lighting
Managing Images
Image Management:
- Upload multiple images
- Reorder images (set primary image)
- Remove outdated images
- Update images as needed
Primary Image:
- First image shown in listings
- Should be most representative
- High quality and clear
- Attractive thumbnail
Facility Amenities
Available Amenities
Common Amenities:
- Wi-Fi / Internet
- Parking
- Kitchen facilities
- Audio/Visual equipment
- Accessibility features
- Heating/Cooling
- Tables and chairs
- Stage
- Outdoor access
Selecting Amenities:
- Choose all applicable amenities
- Be accurate (users rely on this)
- Update if amenities change
- Verify amenities are available
Facility-Specific Settings
Scope Hierarchy
Settings follow a hierarchy:
- Facility-Specific: Settings for this facility only (highest priority)
- Center-Wide: Settings applied to all facilities at center
- Global Default: Default settings if no specific settings exist
Why it matters:
- More specific settings override general settings
- Facilities can have custom policies
- Centers can set center-wide defaults
Common Customizations
Popular Customizations:
- Different pricing for popular facilities
- Stricter policies for high-demand facilities
- Special availability for premium facilities
- Custom approval requirements
Managing Multiple Facilities
Facility Organization
Best Practices:
- Use clear, descriptive names
- Organize by facility type
- Keep information consistent
- Regular updates and maintenance
Bulk Operations
If Available:
- Update multiple facilities at once
- Apply center-wide settings
- Bulk status changes
- Mass updates
Facility Analytics
Usage Reports
Available Metrics:
- Booking frequency
- Popular time slots
- Revenue per facility
- Utilization rates
Using Analytics:
- Identify popular facilities
- Optimize pricing
- Adjust availability
- Plan improvements
Best Practices
Facility Information
- Keep Updated: Regularly update facility information
- Accurate Details: Ensure capacity, size, amenities are accurate
- Clear Descriptions: Write clear, helpful descriptions
- Good Images: Use high-quality, representative images
Settings Management
- Review Regularly: Check settings periodically
- Test Policies: Verify policies work as expected
- User Feedback: Consider user feedback when adjusting
- Document Changes: Keep records of policy changes
Availability Management
- Update Promptly: Update availability when needed
- Block Maintenance: Block dates for maintenance
- Holiday Closures: Set holiday closures in advance
- Special Events: Block dates for center events
Troubleshooting
Common Issues
Facility Not Appearing:
- Check facility status (should be active)
- Verify facility is saved
- Check search filters
- Contact support if issues persist
Settings Not Applying:
- Check scope hierarchy (facility vs center vs global)
- Verify settings are saved
- Check for conflicting settings
- Review settings priority
Pricing Issues:
- Verify pricing rules are configured
- Check member discount settings
- Review time-based pricing
- Test pricing calculations
Next Steps
Need Help?
If you have facility management questions:
