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Knowledge base
Renter Solutions
Getting Started for Renters
11
Requirements For Making A Rental Request
Am I Requesting On Behalf Of An Individual Or An Organization?
Account Types for Renters
Signing Up / Creating An Account
Logging In
Forgot Password - Renters
I Haven't Received An Account Verification Email
Adding Additional Users to your Organization
Requesting a Facility Quick Start Guide
Where can I get a W-9 Form?
Transferring Your Rental Organizations Account to a new user
Making and Managing Reservation Requests
24
[Video] Making Reservation Requests
How To Search For Facilities
Requesting A Particular School or District
Requesting Multiple Dates Or Facilities
"Grayed Out" Or Unavailable Facilities
When Will My Request Be Approved?
Reservation Approval Notifications
Commenting on a Reservation - Renters
Using the Dashboard - Renters
How to Make A Payment
Paying By Check
Insurance - Frequently Asked Questions
How Do I Upload My Certificate of Insurance (COI)?
What happens if my Certificate of Insurance (COI) does not meet requirements?
How do I Upload my Document? (Non Profit Determination Letter, Team Roster, Tax Exemption Letter, etc)
Requesting A Change
Requesting A "Change Request" to your Reservation
Cancelling A Reservation
Declined Requests
Where Are My Reservations?
Voluntary Product Accessibility Templates
What Happens If I Am Locked Out of The Facility?
How Do I Upload My Vendor's Certificate of Insurance (COI)?
What is a Certificate of Insurance (COI)?
Attendee Management for Renters
2
Using Attendee Management for Renters
How to Check-In—Attendee Management for Participants
Understanding Rental Fees
7
Why Am I Being Charged These Rates/Fees?
Can I Get A Refund?
Rate Categories
Receiving Non-Profit Rates
Receiving Special Rental Rates
Fees For Required Services
Receiving An Invoice
COVID-19 FAQs for Renters
4
What is Facilitron doing to assist its customers regarding the coronavirus pandemic?
How will I know if my reservation is going to be suspended?
Can I cancel my reservation?
Should I suspend or cancel my reservation?
Payments and Refunds
1
How to Request a Refund
Facility Owner/Administrator Solutions
Getting Started for Administrators
12
What is Facilitron?
What Do I Need To Know?
The Two Parts Of The Facilitron Platform
Internal Reservations vs External Reservations - What's The Difference?
Your Role As A District Administrator (Public Schools)
Creating an account and an organization for your school
Finding the Administrative Dashboard
Customizing Email Notifications
Account Types For Owners/Administrators
Using Chrome's language translation feature
Submitting New or Updated Photos of Facilities
Directing Renters To Your Rental Request Site
Calendar Support
7
Finding My School Or District's Calendar
Customizing and Saving Calendar Views
Creating Internal Events on the Calendar
Creating Maintenance Blocks
Printing Your Calendar
Connecting Your Google or Apple Calendar
Calendar Time is Wrong for Subscribed Calendar
Logging In & Adding Staff/Users
6
Logging In
Login instructions for Single Sign On (SSO) Districts
Troubleshooting for Single Sign On (SSO) Districts
Forgot Password - Administrators
Facilitron Access for Staff/Employees
Adding Staff/Users to your Account
Working with Reservations for Administrators
21
Creating An Internal Reservation
Creating An Internal Schedule With Multiple Dates
Finding Reservations/Navigating To The Reservation Details Page
Reservation Detail Page - An Overview
Share a Reservation with an External Calendar
Approving Reservations (District Admins)
Pre-approving Reservations (School Admins)
Commenting On Reservations - Admins
Internal Commenting on Reservations - Admins
Using "Alert Facilitron" with Comments
Editing Time, Location Or Equipment (And Applying To Multiple Dates)
Adding or Changing Services
Adding A New Date or "Timeslot" To A Reservation
Replicate Timeslots
Adding Additional Facilities to a Reservation
Removing Date(s) From A Reservation
How to Change the Renter on a Reservation
Making Reservation Requests During School Hours
Finding your Reservation placed at another School Site
How to Send an Invoice on the Reservation Details Page
How to pre-approve and approve automated change requests for reservations
Verifying and Invalidating Insurance/COIs
7
How to Read a Certificate of Insurance/Explanation of Coverages
Steps to Verify/Invalidate a COI After OCR Scan
Alternate Insured Name
Validate Proper Form
Invalid Hold Harmless Agreement or Policy Statement
Wrong Document Type/Format
Special Notes for Reviewing Insurance/COIs
Training Videos
4
[Video] Get Started Videos: Review and Approve a Reservation
[Video] Get Started Videos: Make Changes to a Reservation
[Video] Get Started Videos: Creating an Internal Schedule
[Video] Administrative Video Training Course
COVID-19 FAQs for Admins
6
What is Facilitron doing to assist its customers regarding the coronavirus pandemic?
Why should facility owners like school districts "suspend" a reservation rather than simply canceling or declining it?
How can I find out what actions neighboring school districts or facility owners are taking?
Why should a school district keep availability open when we know we don't want groups on our sites?
Why is it important for facility owners to track all expenses and revenue loss due to the coronavirus?
What is the benefit to a renter for suspending rather than canceling reservations?
Attendee Management for Administrators
3
[Video] How to Use Attendee Management
How to Use Attendee Management for Facility Administrators
Checking-In—Using Attendee Management for Participants
Work Orders
Getting Started with Work Orders
14
Logging In to Work Order Management
Managing Users
How do I Create a Work Order?
What is the Basic Workflow of a Work Order?
The Different Statuses of a Work Order and What They Mean
Understanding a Work Order and its Components
What is the Work Order Calendar?
What are Receiving Work Orders?
What are Recurring Work Orders?
How do I Create Recurring Work Orders?
How do I Search for a Specific Work Order?
What are Estimates? - Feature Overview
Estimates - How to Setup Feature, a Process, and Procedure
How Do I Add a New User to the Work Order System
Work Order Reports
5
What are Reports? - Overview
What is the Custom Report Generator?
How do I Export Data Reports?
What is the Maintenance Plan?
What are Performance Measures?
Work Order Management
22
Different Kinds of People/Users
What are the Roles in the System and What do They do?
Managing Users
How do I set up a Maintenance Technician?
How do I set up Electronic Distribution of Work Orders to my Crew?
Additional Menus Available for User Roles
How do I Delete a User, Worker, or Property from the System?
What are Approval Groupings?
Site Based Worker Work Order Assignment Process
How do I Auto-assign Workers to Properties?
How do I Associate Worker(s) to a Property?
Places/Location/Properties:
Hazardous Materials
Inventory - Assets:
Inventory - Consumables:
Managing Different Alerts
What are Performance Metrics?
Do I have the Ability to Conduct Surveys?
Managing the Website
Different Work Order Choices
What is Key Management?
Adding Tech Ticket Tracking to the System