Getting started with a new software platform can be intimidating, however learning the basics of Facilitron is easy. First, let's discuss some of the basic things you need to know to get you up and running.
UNDERSTAND THERE ARE TWO PARTS OF THE FACILITRON PLATFORM
The Community-Facing Front End - the online rental site where the community goes to find available facilities, view photos, see pricing and configure requests
The Administrative Back End - where administrators go to manage community requests and where members of your organization go to make internal requests
Understanding who goes where, when is a simple, but fundamental basic of Facilitron. The community goes to the rental site on the front end, even if they have special rates or pay no fees. Facility administrators and internal users (such as teachers) who are requesting facilities go to the administrative back end. The back end will allow internal users to book or request facilities and times that may not be available to the community (such as during the school day).
HOW TO DIRECT RENTERS TO YOUR RENTAL WEBSITE
When the community comes to you to inquire about facility rentals, you need to be able to explain that the request process is online and know how to direct community members to your organization's community-facing front end rental site.
Your organization's rental site has a specific online web address (URL). Keep that web address handy. The address is usually linked from your organization's website, but it can also be found by going to Facilitron.com and typing in the organization's name in the search field. For example, the URL of the Columbus City Schools rental site shown below is https://www.facilitron.com/ccs43215.
If community members have trouble creating an account or placing a request, they can contact Facilitron support through email, phone or live chat for assistance.
UNDERSTAND YOUR DISTRICT'S APPROVAL WORKFLOW
Accommodating quick approvals is one of the many benefits of the Facilitron platform. Your account has been set up to accommodate your organization's approval workflows per facility. It's important to understand who is the final approver and who are your organization's pre-approvers for certain facilities.
HOW TO CREATE INTERNAL SCHEDULES OR MAKE INTERNAL REQUESTS
Creating schedules for internal activities and events is different from the way the community makes requests on the front end. You need to make sure you understand how to add an internal activity or event from your administrative back end (Hint: it's a lot like adding an event with Google calendar).
Internal events MAY go through an approval process depending on what you are requesting and what the privileges are with your role (Example: requesting a conference room in the library for a teachers meeting may include the librarian in the approval workflow)
The Create Schedule modal popup:
HOW TO MANAGE RESERVATION REQUESTS
Every event on the calendar, whether internal or external, has a reservation detail page where the request is managed. Pending requests not only need to be reviewed for approval, but they may need to have adjustments made to fees or services. Knowing how to review pending requests and make adjustments to reservations is an important requirement for a facility administrator.
WHAT TO CONTACT YOUR ACCOUNT MANAGER ABOUT
Facilitron provides dedicated account managers to assist you with questions, on-going training, best practices and more. Understanding what to contact your account manager about will help build the partnership between you and your account manager and allow you to become an expert at managing facility use for your organization.