Operations → Amenities & Bookings → /amenities
An amenity is a shared facility residents can use — a clubhouse, gym, pool, rooftop, function room, guest parking bay. The module defines the facility, its rules and its charges, and manages the bookings against it.
Defining an amenity
| Section | Fields |
|---|---|
| Basic info | Name, code, description |
| Access policy | Who may use it and under what conditions |
| Require booking | Whether use must be booked in advance |
| Guests | Whether guests are allowed, and the maximum number |
| Default fees & penalties | Guest fee, overstay fee, no-show penalty |
| Appearance | How the amenity presents in listings |
| Status | Active or inactive |
Create the amenity
Name and code first — the code appears in reports and should stay stable.
Set the access policy
Decide who may book: all residents, residents in good standing, specific blocks.
Decide whether booking is required
A gym may be open access; a function room almost certainly is not.
Set guest rules
Whether guests are allowed and the maximum per booking.
Set fees and penalties
Guest fee, overstay fee and no-show penalty. Set them even if they are zero, so the policy is explicit rather than assumed.
Bookings
An amenity booking records:
| Field | Meaning |
|---|---|
| Amenity | What was booked. |
| Context | The resident, unit or lease booking it. |
| Starts / Ends | The booked window. |
| Actual start / actual end | When it was really used. |
| Guests | Number of guests brought. |
| Pricing snapshot | The fees as they stood when the booking was made. |
| Notes | Anything relevant to the booking. |
The pricing snapshot
Fees are snapshotted onto the booking when it is made. Changing an amenity's fees afterwards does not re-price bookings already taken — which is what stops a fee change from silently re-charging past users.
Actual times and penalties
The gap between the booked window and the actual times is what drives charges:
| Situation | Charge |
|---|---|
| Used within the booked window | Base fee only. |
| Stayed beyond the booked end | Overstay fee. |
| Never turned up | No-show penalty. |
| Brought guests | Guest fee per guest, up to the maximum. |
Recording actual start and end is therefore not administrative detail — it is what makes the fee policy real.
Charging for amenity use
Amenity charges reach the resident as invoice lines against their lease, billed to an amenity service type. See Invoices and Chart of accounts.
Resident-facing booking
Where the tenant portal is enabled, residents book amenities themselves within the access policy you set. Bookings made in the portal appear in the same list as those made by staff.
Managing the facility
Review upcoming bookings weekly
Especially for facilities that need preparation or supervision.
Record actual times
Otherwise overstay and no-show policies are unenforceable.
Reconcile fees to invoices
Bookings with fees but no corresponding charge mean uncollected income.
Deactivate rather than delete
A closed facility keeps its booking history.
Common problems
| Symptom | Cause |
|---|---|
| Residents double-booking | Booking not required on an amenity that needs it. |
| Fees not charged | No amenity service type, or actual times never recorded. |
| A fee change applied retroactively | It did not — bookings hold a pricing snapshot. Check the booking's snapshot before assuming an error. |
| Guests exceeded the limit | Maximum guests not set on the amenity. |