This article walks through how to create a new amenity and how to configure an existing one. You can set the amenity's name and description, define operating hours, enable reservations with customizable time windows and limits, and configure fees and deposits.
Creating an amenity requires the Create Amenity permission. Editing an existing amenity requires the Edit Amenity Details permission. Deleting an amenity requires the Delete Amenity permission. Some options may be unavailable or appear differently depending on your level of account access.
Open the Amenities page.
Click Create Amenity in the top-right corner.
In the Create New Amenity dialog, fill in the following fields:
Amenity Name (required)
Amenity Description
Amenity Type: choose from Pool, Gym, Tennis Court, Basketball Court, Playground, Clubhouse, Park, or Other.
Access Control: choose from Open (no code or ID), Access Code, Key Card, or Household PIN. If you select Access Code, an additional Access Code field appears.
Click Create Amenity.
After the amenity is created, you are automatically taken to the edit page where you can configure operating hours, reservation settings, and other details.
Open the Amenities page.
Click the pencil icon on the amenity card you want to edit.
The Edit Amenity Details page opens.
The edit page is divided into several sections described below. When you are done making changes, click Save Changes at the bottom of the page. Click Cancel to discard changes and return to the Amenities page.
This section contains the basic information about the amenity:
Amenity Name (required): the display name shown to all members.
Amenity Description: a free-text description shown on the amenity card.
Amenity Type: Pool, Gym, Tennis Court, Basketball Court, Playground, Clubhouse, Park, or Other.
Amenity Access Control: how members gain physical access to the amenity.
Open (no code or ID): no restrictions.
Access Code: a shared code. When selected, an Access Code field appears where you enter the code.
Key Card: members need a key card.
Household PIN: members use their household PIN.
This section controls when the amenity is open and how operating hours are defined.
Choose the amenity's current operating status:
Normal Schedule: the amenity follows its configured operating hours.
Schedule Override - CLOSED: the amenity is closed regardless of normal hours. When selected, additional fields appear:
Override Reason (required): a short explanation, such as "Maintenance" or "Weather."
Override Start Date: when the closure begins.
Override End Date: when the closure is expected to end.
Choose how operating hours are determined:
Fixed Hours: set specific open and close times for each day of the week (see below).
Sunrise to Sunset: operating hours will automatically adjust based on sunrise and sunset times for your community. No manual time entry is needed.
Open 24/7: the amenity is set to be open 24 hours a day, 7 days a week. No operating hours schedule is needed.
When Fixed Hours is selected, a Schedule Hours grid appears with a row for each day of the week (Sunday through Saturday). Each row has an Open and Close time picker in 15-minute increments.
Helpful shortcuts:
Set Sunday's times and click the copy icon next to Sunday to copy those times to all other days.
Click Clear All to remove all times, which sets the amenity to 24 hours (always open).
This section controls whether and how members can reserve the amenity.
Check Allow members to reserve this amenity? to enable the reservation system for this amenity. When checked, the full set of reservation configuration options appears below.
When the amenity's status is set to Schedule Override - CLOSED, a separate checkbox appears: Allow reservations during closure. This is useful for amenities like clubhouses that are closed for walk-in use but available for private rentals.
Choose how reservations are structured:
One per time window: only one party can reserve each time slot. Use this for amenities like kayaks or tennis courts.
Multiple per time window: multiple parties can reserve the same time slot up to a maximum occupancy. Use this for amenities like pools or fitness centers. When selected, a Maximum Occupancy field appears (in persons).
Weekday Reservation Window Length: the duration of each reservation slot on Monday through Friday, in minutes (minimum 15, in 15-minute increments).
Weekend Reservation Window Length: the duration of each reservation slot on Saturday and Sunday, in minutes (minimum 15, in 15-minute increments).
Total Household Reservation Limit: the maximum number of active reservations a single household can hold at one time for the selected amenity. Choose "No Limit" to remove the restriction.
Daily Household Reservation Limit: the maximum number of reservations a household can hold per day for the selected amenity. Choose "No Limit" to remove the restriction.
Minimum Reservation Advance: the earliest a member can book, measured in days from today. Set to 0 to allow same-day reservations.
Maximum Reservation Advance: the furthest out a member can book, measured in days from today.
Maximum Number of Persons per Reservation: the most people allowed per individual reservation. Set to 0 for no limit.
These fields only appear if the Financial module is enabled for your community:
Deposit Amount: a refundable deposit charged when the reservation is made.
Fee Amount: a non-refundable reservation fee charged when the reservation is made.
Reservation Cancellation Window: the number of hours before the reservation start time that cancellations are allowed without escalation or penalty.
Allow reservations for members with a past due balance: when unchecked, members with a past due balance cannot make new reservations for this amenity.
Require agreement to Reservation Terms: when checked, members must agree to terms and conditions (such as a liability waiver) before booking. A rich text editor appears where you can enter the agreement text.
When reservations are enabled, an additional Reservation Availability Schedule section appears below. This schedule defines the time windows during which reservations can be made for each day of the week. These times may differ from the amenity's normal operating hours.
The schedule grid works the same way as the operating hours schedule, with Open and Close time pickers for each day and the same copy and Clear All shortcuts.
At the bottom of the edit page, the Danger Zone section appears for users with the Delete Amenity permission. Click Delete Amenity to permanently remove the amenity.
A confirmation dialog appears requiring you to check three boxes before proceeding:
Delete the amenity: the amenity will be permanently removed from the system.
Archive all reservation history: all past reservations will be archived and removed from public view.
Archive all amenity calendar events: all calendar events associated with this amenity will be archived and removed from public view.
Click Delete Amenity in the dialog to confirm. This action cannot be undone.
After creating an amenity, you are automatically redirected to the edit page to finish configuration. The amenity is created with reservations disabled by default.
When switching from "one per time window" to "multiple per time window," the Maximum Occupancy defaults to 10 persons. Adjust this to match the actual capacity of the amenity.
The Reservation Availability Schedule is separate from the Operating Hours schedule. This allows amenities to accept reservations during different hours than their walk-in operating hours.
Deleting an amenity is permanent. All reservation history and calendar events are archived and cannot be recovered.
If you have questions or need help, chat with Communitrak Support from any page using the messenger icon in the bottom-right corner.
