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Pattern Bookings (Same day weekly, same time, several weeks, etc.)

Yes, It Requires More Steps

When attempting a pattern booking to reserve multiple dates at one time, such as every Tuesday in the same gym, 7:00-8:00 p.m. October through March, groups reserving space online have found it to be more challenging in the new software than before. The software requires that you load one date at a time into the cart and then checkout and pay for all dates. Yes, it does take additional steps than in the past and more time to load each date into the cart. 

Community user groups have been using the new software for Park fields since February 2022, school facilities, libraries, and other facilities since May 2022. It does work. So, rest assured that while it requires additional steps and added time, the system does work for pattern reservations as we have outlined below. 

The Good Part

Let's first consider the beneficial side of this process. 

It is apparent that this slower process will be an immense help to our community as it will curb over-reserving by groups that have been known to go online and reserve excessive space anywhere that they can get it, just in case they need it or don't get other space that they desire. Often, we have seen groups do that and then later go back and cancel a substantial percentage of the space based upon what they actually received elsewhere. In fact, at times, groups have canceled so late that it prevents other groups from being able to stand up a program and use the space. Many community groups have long shared that such has often been destructive to their ability to successfully operate programs in schools for our community.

So, while this does involve more steps, this more time-consuming process will prevent user groups from doing bulk, full-blast, snatch-and-grab type reservations for space that they end up never using. Thus, this will serve to preserve the community’s ability to reserve space in a manner that is more equitable to all. 

We have asked the vendor for a way to make it somewhat less cumbersome; however, right now, they have not been able to implement changes. 

We Totally Get It

It can be frustrating. We get it. In fact, staff have the same process on their end as the online users do. We book all school and PTA events ourselves, along with other priority high-volume use. Trust me, we do get it. It is not quick and easy. We totally understand.

As with each software change, there are things that are not always the same. Some better, some worse. This was not our intended design. It is how the software works as of right now. 

This specific change impacts all 6,000 groups that CUPF works alongside to ensure access to public facilities. The overwhelming majority of community user groups are non-profit, and are fully volunteer led without any paid staff to assist. These changes impact volunteers and paid staff at all organizations.

We empathize with each of our customers. Truly, we do.  

Working To Make It Better

As groups become more familiar with the software, it is anticipated that those reserving space will find it less cumbersome. Nonetheless, we fully understand the impact. We will continue to collaborate with the vendor for a middle-ground approach as we move forward. 

Let's Walk Through It
 
STEP ONE: 
  • Select “Facilities” from the main screen
STEP TWO: 
  • Select Facility Type. For this demonstration, we will be using the Montgomery County Public School Gymnasiums
STEP THREE: 
  • Enter the most important search criteria on the left hand side:
  • DATE: Beginning Date
  • TIME: Beginning Time of rental
  • LOCATION: Select 1-4 locations to load results easily and quickly.
  • Once this is completed, click on the dark blue “SEARCH” button on the left hand side of your screen.
  • The system will narrow down the results to the ones that fit your search criteria, making the website easier to read and move through.
STEP FOUR: 
  • Click on each consecutive time block until you have the time range that you would like fully selected. In this example, we will be booking from 6-8pm. So you will need to select 4 time blocks.
  • The system will add this date to your “pre-cart” which can be found at the bottom of your screen.
  • Once you have selected the first date and time, do NOT click add to cart.
  • Now that your first date is in the “Pre-Cart” area, change the “date” on the left hand side (in the search criteria area) to your next date and click “search”.
STEP FIVE: 
  • Reselect the times you are booking for (on the new date).
  • They will be added into the “Pre-Cart” area.
  • After clicking “add to cart” the system will ask you to assign the booking to a family member, as seen below. If you are booking on behalf of an organization, check the organization name. If you are booking on behalf of a person, check the person’s name.
  • Complete steps four and five for each date you are booking for. The “Pre-Cart” will keep track of them all.
  • Once you have selected all of your dates, click the “Add to Cart” button to complete the check out process.
Pro Tip

When answering the questions that are produced to make the booking, please be sure the “Copy Answers” box is toggled with a check mark- this will pre-enter your answers for each like facility. (IE: If a classroom and a gym are booked- the classroom answers will be applied to the classroom bookings, and the gym answers will be applied to the gym bookings.) If this is not toggled on, you will need to answer the questions for each individual date that you are booking for. Soooo, please make sure the “Copy Answers” is toggled on!
        
It Sounds Way Worse

We think that these steps outlined above in detail make it sound worse than it really is, overall. Once you have done it once, you'll be good at it. Once you've done it twice, you'll be a pro at it, we hope. We're actually quite confident about that. And, if we're wrong, we are here to help you. Just reach out.

Have Questions?

Please contact our office with any questions that you may have:

Thank You

Thank you for using public facilities for community events and activities!


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Office of Community Use of Public Facilities
Montgomery County Government, Maryland
Phone: 240-777-2725