Reservation Manager Setup and Breakdown

Overview

Setup and Breakdown Buffer Minutes settings provide the ability to define a buffer to be added to the beginning and/or end of a reservation that will allocate time that cannot be booked by another reservation.  The Setup and Breakdown Buffer Minutes are defined per program and serve as 'buffers' between facility reservations.

Setup and Breakdown Instructions may be tied to the reservation and a means to communicate the instructions to internal staff.

Permit Program Settings

When defined for the program, these values create Setup and Breakdown events on the calendar.  A registrant to a permit program with buffers defined will not be prompted to enter the desired setup and breakdown minutes.  The system will create the setup and buffer events automatically. 

Setup Buffer Minutes:  enter the number of minutes to be automatically created as an event that is before the reservation start time.

Breakdown Buffer Minutes:  enter the number of minutes to be automatically created as an event after the reservation end time

Admins may choose to just define one or the other.  It is not required to define both.  For example, may choose to use only Breakdown minutes.

Admin Registration

Administrators processing permit program registrations may be prompted to make decision in certain situations when there are Conflict or Zone Conflict Alerts.  If there is a conflict for the Setup and Breakdown events, admin may choose to create the Setup and Breakdown events anyways.

When there is a Conflict or a Zone Conflict Alert, a Table of Conflicts will display.  The table will show if the reservation event,  the set up event or the breakdown event have conflicts along with messages and in some cases a choice of action.

The table will show:

Requested - will display the Day/Date/Time Range that is being requested but is in conflict. Setup and Breakdown events will be followed by “(Setup)” or “(Breakdown)”.

Conflicts With -  will display the item that is causing the conflict or alert. Zone Conflicts will display as the Zone name followed by (Restrict) or (Alert).  Permit conflicts, Quick Reservations and Closures will show as a link.

Status - Unavailable, Closed, or the Zone Conflict Message.

Action - for each conflict either a message will display or a choice of actions. 

• If there is a conflict or Zone Restriction,  one of the following messages will display: "Setup buffer will not be created", "Breakdown buffer will not be created", or "Requested reservation will not be created".
• If there is a Zone Conflict Alert for a reservation:
  • the admin will be prompted to select "Do not create requested reservation" or "Create Reservation (ignore alert)"
• If there is a Zone Conflict Alert for Setup or Breakdown event and if the requested Reservation has a conflict:
  • If setup, will display “Setup buffer will not be created”
  • If breakdown, will display “Breakdown buffer will not be created”
• If there is a Zone Conflict Alert for Setup or Breakdown event and the requested Reservation also has a Zone Alert, choices will display.
  • If Setup, you will have the following 3 choices:

    “Do not create corresponding reservation” - When selected, the other two options will be disabled. (i.e. if you are not creating the reservation, you should have no options to whether or not it should have it’s buffers.)

    “Create Reservation without Setup buffer”

    “Create Reservation with Setup (ignore alert)”

  • If Reservation, you will have the following 2 choices:

    “Do not create requested reservation” 

    “Create Reservation (ignore alert)” 

• If the requested Reservation does not have any conflicts or zone alerts, nut the Setup/Breakdown does have a Zone Alert, you will have the choices:

  • “Create Reservation without Setup/Breakdown buffer” 

  • “Create Reservation and Setup/Breakdown (ignore alert)”

Public Site Registration

Public site registrants will not see any information regarding Setup and Breakdown buffers during registration or on email receipts or on the Public Site where permit information is available.

During the registration, if there is a conflict for the reservation time, or the Setup event or the Breakdown event, a conflicts page will display.  The conflicts page will display the reservation time as "Unavailable" with no reference to the Setup or Breakdown event.

Public Calendar 

The Setup and Breakdown events will display on the public site based on the existing flag “Show on Public Calendar” (like all events).

When displayed on the public site they will not display details.

Admin Site Permit Management

Admin Facility Calendar

Setup and Breakdown events will display on the Facilities Calendar.  A reservation event with setup and breakdown events will display as three separate entries on the calendar and each may be edited.  

When a permit event’s date/time is changed, the corresponding Setup and Breakdown events will move with it.

When a permit event is removed, the corresponding Setup and Breakdown events will be removed.

Setup and Breakdown events can be modified or removed just like any other calendar event.

The Setup and Breakdown events will be displayed like any other events, with the relevant permit information displayed.

View Permit Request page

Summary Section

Setup and Breakdown Instructions:  

These optional instructions may be entered on the View Permit Request page.

When entered, they are included on

Facility Calendar Report

Permit Summary Report

Reservations section

Along with the reservation events, this section will include Setup and Breakdown events for each permit event.  If no Setup or Breakdown buffer was created during the registration, they may be added. If no Setup or Breakdown Buffers are defined for the program and admin may add setup and breakdown events to the reservation.

Administrators may edit the buffer event and delete the buffer event.

Add Reservation:   when adding a Reservation to a permit, if the permit program has Setup and Breakdown buffers defined the admin will be provided the choice of including setup and breakdown buffers.  The page will default to including these buffers.

Delete Reservation:  deleting the Reservation event will also delete any associated Setup and breakdown events.