Clubhouse reservations and other amenity reservations will need to be handled by the front desk agent at each respective office. All paperwork and checks should be housed in a central location at the front desk as to be accessible by others when/if needed.
NOTE – If a reservation request is received via mail or walk-in, please scan all paperwork including copies of checks and create an XN in the owner’s account to attach the paperwork.
Reservation Requests
1. Compile necessary paperwork to include reservation/rental agreement form, reservation/rental fee, and deposit check. Please note some Associations may not require both a fee and a deposit. You will need to verify in Additional Info and the Association Reservation Procedure/Policy what is required for each reservation for a specific community.
2. Add a Reservation XN in the homeowner account noting the reservation request, paperwork, and payments received. Step XN to RESERVATION CONFIRMED. Add a follow up date in the XN for the next business day AFTER the Reservation.
Example Notes: “Received clubhouse reservation paperwork and checks for owner Bill Smith. Reservation date 05/01/17, Rental fee CK#123 for $50.00, Deposit fee CK#456 for $150.00.”
3. Create a Calendar Event on the Association Calendar for the specific date//time of the reservation. Do not note any personal homeowner information in the Calendar Event. Please just note the XN Number in the description. The Security Level on the Calendar Event should be set to HOMEOWNERS so other owners can see if the clubhouse is/is not available.
4. Please also determine in Additional Info/Reservation Procedure if any communication needs to be sent to the CAM, Board Member, Committee Member, Maintenance staff, or Clubhouse Monitor regarding the reservation request.
Reservation Follow Up
1. Once the date of the reservation has passed, you will need to verify through the appropriate contacts if we are to release/return the deposit check.
2. If the deposit check can be released, please contact/email the homeowner to ask if we can shred their check instead of mailing it back to them. If given approval, shred the check.
3. If they do want the check mailed back to them, please make sure to write VOID across the check before mailing.
4. You may close the XN.