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Managing reservations

Requires the Facilities & Reservations module

The Reservations page is your booking control center: review member requests, book time slots on behalf of members, and see everything scheduled across your facilities. Click Bookings in the sidebar, then Reservations. The page has four tabs — Overview, Requests (with a count of pending requests), Book, and Blocks (Recurring blocks).

Read the overview

Section titled “Read the overview”

The Overview tab opens with three tiles — Needs review (click it to jump to the request queue), Booked today, and Next 7 days — followed by a Week at a glance grid of each facility’s bookings and open-slot counts for the week.

The Reservations overview showing six requests needing review, week-at-a-glance availability for the Main Pool, and the filterable list of all reservations

Below that, the All reservations list shows every member booking, soonest first, with a Status filter (Pending, Approved, Rejected, Cancelled) and a Facility filter. Each row links to the member’s profile and carries a status pill, an Approve button while pending, and a ⋯ menu.

Approve or deny requests

Section titled “Approve or deny requests”

  1. Open the Requests tab. The queue lists every pending request in time order, and requests competing for the same slot are grouped under a “requests for the same time” banner so you can pick a winner deliberately.

    The Requests queue with pending reservation requests, same-time groupings, and the Approve all button

  2. Click Approve on a request to confirm it. Memberley notifies the member that their reservation is confirmed — by email, and by text where they’ve opted in.

  3. To turn one down, open the request’s ⋯ menu and click Reject…. A Reason is required — the member receives it with the rejection notice.

  4. To clear the whole queue at once, click Approve all. Only the requests that were in the queue when you clicked are approved; anything that arrives mid-review stays pending.

Book on behalf of a member

Section titled “Book on behalf of a member”

  1. Open the Book tab.

  2. If you have more than one facility type, pick one (for example Tennis Court), then pick a date on the date strip.

  3. With several facilities of one type, choose Any available to see merged open times across all of them, or Choose specific to browse facility by facility.

    The Book tab with the facility type toggle, date strip, and the grid of open time slots

  4. Tap an open slot. A confirm bar appears with the selected time and a length stepper for multi-slot bookings.

  5. Search or select the Member, and — for an “any available” pick — optionally change the Facility.

  6. Check Approve immediately to skip the review queue, and Collect fee? to bill the facility’s reservation fee: it charges the member’s card on file, or sits on their account as a pending payment if they don’t have one.

  7. Click Create reservation.

Left unchecked, Approve immediately creates the booking as pending in your own review queue. Staff bookings aren’t subject to the facility’s open-bookings cap and may deliberately overlap a member’s other reservations — you’re the review. If the slot is taken the instant you submit an “any available” pick, Memberley books the same time on another facility of that type at no higher fee and tells you which one.

You can also book for a specific member straight from their profile — see Member profiles.

Reschedule a reservation

Section titled “Reschedule a reservation”
  1. Find the reservation in All reservations (or the request queue), open its ⋯ menu, and click Edit.
  2. In the drawer, use the Reschedule section to pick a new day and time, adjusting the length if the facility allows multi-slot bookings.
  3. Click Save new time.

The drawer also shows the booking’s status, payment status, who approved it, and any rejection or cancellation reason. Pending and approved reservations can be rescheduled; a reservation on a facility that is no longer reservable can’t be moved.

Cancel a reservation

Section titled “Cancel a reservation”
  1. Open the reservation’s ⋯ menu and click Cancel reservation (or use the button in the Edit drawer).
  2. In the confirmation dialog, optionally add a Reason — it’s kept on the reservation record.
  3. Leave Email the member about this cancellation checked to send them the notice (with your reason); uncheck it if they already know.
  4. Click Cancel reservation.

Members can also cancel their own pending or approved reservations from the member portal; those show up in the list as Cancelled too.

How auto-approval changes the flow

Section titled “How auto-approval changes the flow”

Facilities with Approve requests automatically turned on (see Facilities) confirm member bookings on the spot:

  • The booking lands directly as Approved and never appears in the request queue. The activity log records it as auto-approved rather than naming a staff member.
  • The facility’s reservation fee is billed immediately — charged to the member’s card on file, or left pending on their account.
  • Members who owe the organization money are the exception: their requests are held as Pending for staff review, the same delinquency signal that gates check-ins.

Bookings you create on behalf of members are unaffected — you decide with Approve immediately either way.

Section titled “Related”