rental & permit procedures guide · chicago resident), it must be corrected at the account...

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Chicago Park District Rental & Permit Procedures Guide

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Contents

ACTIVE NETWORK OVERVIEW ...................................................................................................................... 4

Software Access ........................................................................................................................................ 4

Accessibility Facts...................................................................................................................................... 4

Definitions of Terms .................................................................................................................................. 5

Screen Layout/Overview ........................................................................................................................... 7

Reservations – Process Overview ................................................................................................................. 8

Partnership Scenario Overview ..................................................................................................................... 8

Customer Account Management .................................................................................................................. 8

Establish an account for a customer ..................................................................................................... 8

Update an existing customer record..................................................................................................... 9

Update Family members ..................................................................................................................... 10

Create an Organization ....................................................................................................................... 10

Permit Creation & Communication ............................................................................................................. 11

Reservations – Resource Scheduler: Creating a Saved Quick View, Optional ................................... 11

Reservations – Resource Scheduler: Primary Method of Entry ......................................................... 11

Reservations – Recurring permit ........................................................................................................ 13

Relocate an Activity’s Assigned Facility .............................................................................................. 13

Create an Administrative Reservation ................................................................................................ 13

Look up a Permit ................................................................................................................................. 14

Look up a Receipt ................................................................................................................................ 14

Email a Permit ..................................................................................................................................... 14

View Customer’s Online Screen .......................................................................................................... 14

PRACTICE EXERCISES ........................................................................................................................... 14

Manage Permit ........................................................................................................................................... 15

Update/Change Permit Record ............................................................................................................... 15

Change Reservation Dates .................................................................................................................. 15

Change Reservation Times .................................................................................................................. 15

Change Reservation Location.............................................................................................................. 15

Add Checklist Items ............................................................................................................................. 15

Remove Checklist Items ...................................................................................................................... 16

Change Notes ...................................................................................................................................... 16

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Assign Permit to Different Customer .................................................................................................. 16

Add, Remove or Change Charges and Update Payment Plan ................................................................. 16

Change Fees: Existing Charge.............................................................................................................. 16

Change Fees: Add New Charge ........................................................................................................... 16

Change Fees: Delete Charge ............................................................................................................... 17

Change Payment Plan ......................................................................................................................... 17

Apply a Discount ................................................................................................................................. 17


Receive Permit Documents & Fees ......................................................................................................... 18

Receive Checklist Items ....................................................................................................................... 18

Receive payment ................................................................................................................................. 18

Change Event Status ............................................................................................................................... 18

Approve Permit ................................................................................................................................... 18

Deny Permit with No Payments .......................................................................................................... 18

Deny Permit with Payments ............................................................................................................... 19

Cancel Permit with No Payments ....................................................................................................... 19

Cancel Permit with Payments ............................................................................................................. 19

Audit Permit ............................................................................................................................................ 20

Review Permit Changes/ History ........................................................................................................ 20

Review Permit Changes/ History ........................................................................................................ 20


Security Deposit – Withhold and/or Refund ............................................................................................... 20

Permit Violations and/or Damages: Claim (retain) Security Deposit ................................................. 20

Full refund ........................................................................................................................................... 20

Reports ........................................................................................................................................................ 21

Permit Master ..................................................................................................................................... 21

Reservation Master ............................................................................................................................. 21

File Export ........................................................................................................................................... 21

View Online Payments ........................................................................................................................ 21

Review Overdue Payments for Permits .............................................................................................. 21

Recalling a Report Definition .............................................................................................................. 22

Schedule a Report to be Delivered by Email ....................................................................................... 22

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ACTIVE NETWORK OVERVIEW

Software Access ActiveNet Live Database – Staff Side

http://activenet.active.com/chicagoparkdistrict/login

ActiveNet Trainer Database – Staff Side

http://activenet.active.com/chicagoparkdistricttrainer/login

Accessibility Facts Any computer with internet access can access Activenet. For conducting customer transactions,

computer should also have access to a printer.

User Interface is accessible via a dedicated website address: http://activenet.active.com/chicagoparkdistrict/login staff should not bookmark this site, instead bookmark the help website below.

Accessible by any employee with a login and password. A unique login with a default password is assigned to each employee who attends a full training session, the password should be changed in the live site and the Trainer site at the conclusion of training.

Help is available online on a dedicated page of the Chicago Park District website, available on any computer with internet access. Navigating to the specific website address, no login or password needed, will give all Activenet users access to helpful information, including all procedures listed here. https://www.chicagoparkdistrict.com/programs-memberships/activenet-help/ Staff may also call the Registration Help Line at 312-744-0296 to reach Finance Staff during 9-5, M-F hours.

Paper (manual) receipts will remain available at the park, but should only be used when Activenet is unavailable, due to connectivity outage, power outage or similar circumstances. Any business recorded on a paper receipt should be recorded into Activenet by Park Staff as soon as possible, no later than two business days.

o PLEASE NOTE: It is not recommended to create permits on paper receipts Credit Card payments may not be recorded on paper receipts

Staff Labels This document distingusishes between Department of Revenue and Park Staff. DOR staff use items labeled “Permit” or “Venue Rental,” Park Staff only use “Park Rental.”


http://activenet.active.com/chicagoparkdistricttrainer/login


https://www.chicagoparkdistrict.com/programs-memberships/activenet-help/

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Definitions of Terms

Administrative Reservation: Event type that holds space for internal purposes or maintenance. Administrative Reservation – Maintenance Purpose: For use by Parks and Revenue Department. Used to indicate a facility is unusable because of a Capital, Facilities or Natural Resources project in or near the facility (examples: Room Closed for Painting or Field Closed for Renovation) Administrative Reservation – Park Legacy Items Purpose: For use by Parks. Used prior to a center going live with ActiveNet Reservation module to reserve space that was previously booked using former reservation system (paper calendar/POS receipting/handwritten permit/rental) Administrative Reservation – Internal Hold PARKS Purpose: For use by Parks. CPD events that have priority in special event permitable space but activity or reservation is not made yet, (example: Night out in the Park event, Day Camp carnival) or Park needs to hold space for pre-event staging, (example: Reserving a club room to accept deliveries of candy and work space for staff to stuff goodie bags) or staff from another park are offering programming at the park (example: Special Rec staff offer Swim Lessons at a nearby park with a pool). Center: ActiveNet term to describe the next step down from Site; for CPD purposes, a park as a whole. Customer Account: A record that represents an individual customer. A customer account contains both contact and transactional information. Several customer accounts may be associated with each other using the “family members” designation. Customer/Participant: Patron of the Chicago Park District. Event Type: ActiveNet term for the purpose of the rental. Used in reporting, determining fees, checklist items. CPD uses “Park Rental” for all permits issued at the park level for room, gym and field rentals. Facility: ActiveNet term to describe a unit of usable space (such as a room, field, half of a gym, etc.). Permit Status: State or condition of permit. Approved – all required fees and documents have been received and approved. Event may occur. Cancelled – customer has notified CPD they are no longer hosting the event. Reservation may not be re-activated in ActiveNet. Complete – not currently used Denied – CPD has determined the event may not occur, usually because another event is taking place at same place/date/time or customer has failed to submit acceptable documents or fees; Reservation may n be re-activated in ActiveNet On Hold – not currently used Pending – Reservation is in good standing, but not allowed to occur yet Stage Denied – Reservation is not in good standing because customer has missed a submission deadline, but reservation is still being held Waiting Decision – If approval stages are used, then all stages are approved and permit is ready to be reviewed by staff member and approved or denied

Prep time/Prep code: Time that is not included on customer reservation, but room is no longer bookable to enable

for staff to set up/tear down.

Public Access: ActiveNet term to describe online location where customers may access their accounts and conduct transactions. Different from the User Interface, where CPD employees access ActiveNet to conduct transactions. https://apm.activecommunities.com/chicagoparkdistrict/ActiveNet_Login

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Receipt: A record of completion for a set of transactions.

Site: ActiveNet term to describe a business unit, for CPD purposes, a park as a whole (and the same as Center).

Transaction: An individual action as part of a receipt, such as an activity registration or payment toward the order.

Trainer site: A practice environment version of the ActiveNet service, where training is conducted and practice receipts may be created. The Trainer site will not process credit cards (though will accept credit card numbers and “act” like transactions are completed) or send out emails.

User: CPD employee or designated subcocntractor accessing the ActiveNet service from the business side, (a.k.a. user interface or back-end), as opposed to a customer accessing the service from the Public Access (online) side.

User Interface: a website (accessible from any computer with internet access) that allows CPD employees (users) to access the ActiveNet service from the business side.

Workstation: ActiveNet term to describe the virtual and/or physical computer used to access the service; parks usually have two workstations: Front Desk and a regional Finance. A workstation is selected upon user login. Workstation selection should always match the bank deposit slips used to deposit monies with the bank (e.g. employees working at Welles Park should login to the Welles Park Front Desk Workstation and utilize the Welles Park deposit slips). The Finance workstation is for Finance staff usage only.

Overlaps: Facility designation relationship where a larger space is subdivided into smaller space; also known as a parent-child facility relationship. E.g. Maggie Daley Multiuse+Clubroom 1+2+3 includes all 4 spaces.

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Screen Layout/Overview

^ Default view of User Interface after login^

ActiveNet Tab(s): within ActiveNet, shows which area of the service is being accessed (Front Desk, Reports, etc.). Several tabs may be open at the same time, including multiple instances of the same area.

Browser Tab: In the internet browser, the currently open tab. Not all browsers use tabbing, but when used, allows for multiple websites to be open concurrently.

Banner: Space along the top of the page where buttons/icons reside to facilitate navigation to different areas of the service.

Banner Buttons (Views): Icons that allow navigation to different areas of the service functionality, presenting different left navigation menu items, including (but not limited to):

Administration: Access to different administrative functions, including recording attendance and creating teams/groups for activities that need them.

Communication: Access to different modes of communication with customers supported by the service, including email, text message, and postal mail.

Customers: Quick shortcut directly to Enhanced Customer View, where all transactions should begin, unless using Point of Sale (POS). Provides an easy way to search for existing customers and create new customer accounts. For existing customers, displays account details such as current activities and memberships, outstanding balances due; as well as a starting point for initiating various transaction for the customer.

Front Desk: Access to different transaction types (e.g. activities, memberships, POS), and membership management. Will display dashboard-style list of different actions to take.

Point of Sale (POS): Quick shortcut to Point of Sale layout. Layout supports quick, cash-register-like transactions, customized by Site.

Reports: Access to all reports available. Will display dashboard-style list of different reports to select from, grouped by transaction type/function. Commonly used reports will include Rosters and balancing (cash receipts) reports.

Schedule Reservations: Immediate entry to booking calendar; starts reservation process

Permits: Search screen to look up reservation Drop-down Menus: area of the website that lists choices of actions, based on area of service being accessed. Menu

features subject areas that when selected, expand down to show actions available under that subject area.

Information Bar: Displays the current user logged in and provides access to user account information. Work Pane: the area of the website where work/actions take place. When creating a customer account, this is

where the data entry is performed.

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Reservations – Process Overview 1. Customer calls, emails or visits park to request reservation. 2. Park Supervisor or designee records reservation in ActiveNet and emails customer with links to

pending permit and customer account login 3. Park Supervisor initiates partnership proposal approval process in SharePoint, if applicable 4. Customer logs in and pays with credit card or pays in person by credit card, check, or cash 5. Customer submits requested documents, if applicable 6. Park Supervisor reviews all settings and documentation and approves permit in ActiveNet 7. Customer automatically receives link to approved permit 8. Park Supervisor initiates Security Deposit refund request with Finance, if applicable

Partnership Scenario Overview 1. Approved Partnership space usage (via the SharePoint process) should be entered as a permit

and discounted as appropriate (Discount - Park Rental - Approved Partnership or Discount - Park Rental - Approved Partnership Govt)

2. Arts Partners in Residence space usage should be entered as a permit and discounted as appropriate (Discount - Park Rental - Arts Partner in Residence). Programming for public consumption should still be entered as activities, but the space is reserved via Permit, not activity. The permit number should be listed under Event Notes.

3. Approved Partnership events should be entered as events only, reserving the space via the activity.

Customer Account Management

Establish an account for a customer

1. From “Enhanced Customer View” (default setting upon login, or select Customers icon from banner menu), look up customer by typing in the customer’s name.

Verify address, Date of Birth, or other factors to confirm if a similar account found*. *The system automatically generates customer accounts for all users (i.e. employees) will be listed as customers. These accounts may not be used and if one of these employees also wants to register, they should create their own separate account as a customer, in addition to the employee account.

2. If no account exists, add new by clicking “add new” button. Please review important notes below.

3. Upon completion of all fields, select “save” if this is the only account being created, otherwise select “save and add a new family member” to add a child to an adult’s account, as an example.

Customers may have more than one family association, as in the case of a child of separated parents.

If adding a new family member, many details provided in first account (such as last name, address, etc.) will be carried over to subsequent account for convenience, but any field may be overwritten as necessary.

Important Notes:

Adult accounts should be set up first, followed by any children/dependents.

Field names with an asterisk (*) are required.

For phone number, either primary or secondary is required, not both.

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For Text Message Alert phone numbers, if the customer agrees to provide carrier information, we may utilize this communication method to relay time-sensitive information (e.g. last minute cancellation) to customers via text message.

Email address is required IF the customer would like access to their account from home (via Public Access). Security information (password, security question) should not be completed.

“Promotional email” box is where the customer agrees to receive ANY emails form CPD, including, but not limited to: urgent activity-based messages, periodic park updates, schedule reminders (holidays), etc. The consent goes beyond “promotional” emails and should be conveyed to the customer as such.

Customer type should always be “Private Individual/Org.”

Resident box should be checked automatically after entry of city and zip code combination, assuming it matches residency verification list within the system.

o Chicago must be spelled correctly in order for residency box to be checked automatically. Because it is a simple check box, care must be taken that it is checked when needed, and not accidentally unchecked.

o Residency box will determine fees charged at time of transaction and may not be overridden during a transaction. If residency is incorrect (i.e. box unchecked for Chicago resident), it must be corrected at the account level prior to conducting a transaction.

o If residency is verified with a customer, it should be noted in the “customer notes” section of the account profile.

o Occasionally the system will override the city provided when a zip code is shared by two cities. When this happens, save the customer record, then edit the address/residency box separately.

Check “head of household” box for adult family member who is primarily responsible for payments for the family.

If Date of Birth is verified with a customer, it should be noted in the “customer notes” section of the account profile.

For emergency contact phone number, either home or other is required, not both.

Security information section should be skipped: customers will establish their login password and security question on their own upon accessing from home using the “forgot password” option.

Under questions section, the first five questions are required, all others are optional. Demographic questions in particular are being asked for information purposes only.

o If a customer indicates an Inclusion Aide is needed under the Special Needs question, be sure to also complete the request for an Aide with Special Recreation. Answering the question does not replace the existing procedure for requesting an Inclusion Aide.

PRACTICE EXERCISES

1. Create a customer account for yourself. 2. Create customer accounts for your favorite Movie Star and his/her child. Make them non-

residents. 3. Create a customer account for your (real/dream) spouse; make him/her your family. 4. Create a customer account for your favorite Baseball player.

Update an existing customer record

1. From “Enhanced Customer View,” look up customer by typing in the customer’s name.

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2. View customer’s account by reviewing search results and clicking on the name of the desired record.

3. Within the contact information box, choose “Edit” option in the blue header bar. 4. From the list of action options, choose based upon what needs to be updated:

a. Choose “Change Details” to update name, gender, or DOB. Public Access password is available here as well, but should not be modified by Park Staff.

b. Choose “Change address” to update residential/mailing address, residency status, phone numbers, email address, and emergency contact information.

c. Choose “List Custom Questions” to update the mandatory questions on account: Medical needs, school, pick up information, and walk home information.

Update Family members

1. From “Enhanced Customer View,” look up customer by typing in the customer’s name. 2. View customer’s account by reviewing search results and clicking on the name of the desired

record. 3. Click the “Family” tab to the right of the contact information box. 4. Choose “Manage Family Members” within blue header bar. 5. From pop up window, choose based upon the new family member to be added:

a. If the family member already has a customer account, choose “Add existing customer to selected family”

i. Search by name to find customer record of family member to be added, Search ii. Review search results and click on the name of the desired record.

b. If the family member does not have a customer account, choose “Add new customer to selected family”

i. Complete fields for the new customer record, Save ii. Some fields will be pre-populated, based upon answers from the starting

customer’s account

Create an Organization

When: When an organization is conducting business with the Park District, such as when a group sponsors a group of day campers or a group is seeking a room rental/permit. Both the organization and agents of the organization must be set up. 1. Set up the agent (i.e. person representing the Organization) as a customer.

a. Select Customers Icon, on Customer Search screen, select Add New Customer. b. For the customer name, use the First Name field to list the agent's first and last name, use the

Last Name field to list the agent's Organization name. c. For the address, use the Organization's address. d. For the emergency contact, list the Agent's supervisor or other appropriate contact at the

Organization. Alternate option: Agent’s name, relationship = self. e. For Date of Birth, if unavailable, use 1/1/1901. f. When finished entering the customer account information, you may select "save" or "Save and

Attach new Organization". i. "Save" should be used when the Organization already exists in the database.

ii. "Save and Attach New Organization" should be used if the Organization in not in the database and needs to be entered. Next screen presented will be to set up the Organization.

2. Set up the Organization (i.e. company/group/agency the agent represents). a. Select Customers Icon, select Population on left menu, select Organizations.

i. Search to confirm Organization does not exist in database.

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ii. Select Add New to enter New Organization. b. Enter the mailing address. c. Enter the organization's phone number. d. All other contact-information fields are optional, but recommended if the information is

available. e. If Organization is set up as a result of choosing "Save and Attach New Organization" option,

agent will be automatically linked to the Organization upon saving, so step 5 may be skipped. 3. Assign agent to organization.

a. Open Organization's Account Functions: i. Select Customers Icon, select Population on left menu, select Organizations.

ii. Search for Organization. iii. From search results, click on name of desired organization.

b. Select Manage Authorized Agents. c. Select Add New. d. Select binoculars icon to search existing customers for the agent. e. Select Save to add agent(s) to the organization.

Permit Creation & Communication

Reservations – Resource Scheduler: Creating a Saved Quick View, Optional

Front Desk >Reserve> Schedule Reservations 1. Within Bookable Resources Selection Criteria, use drop down menu to select Site. Section below

Bookable Resources will populate with park’s facilities 2. Check facilities you wish to view. RECOMMENDED: Choose facility you wish to reserve AND facilities that

physically surround it. This way you can view everything going on in a specific area and prevent scheduling conflicts

3. Open Layout Properties. Select view Mode and Start/End Time. 4. At bottom of Bookable Items, select Save As Quick View 5. Enter a name for the view 6. Check Save as my Default View, if applicable 7. Select Save

Reservations – Resource Scheduler: Primary Method of Entry

Front Desk >Reserve> Schedule Reservations 1. Select Saved Quick View or select a site and facilities. 2. Scroll down and select dates to view from the Date Chooser 3. Minimize Selection Pane and left rail menu 4. Check surrounding facilities for scheduling conflicts with other events, activities or rentals.

a. See section on p. 13 if an activity needs to be relocated to accommodate a rental reservation. 5. Drag mouse to highlight facilities to book for customer’s requested timeframe 6. Enter Event Name 7. Leave Event Notes blank 8. Enter Event Attendance 9. Leave Override Skip Dates as is 10. Leave Override Closed Times as is 11. Prep Code. Note: Prep Time prevents a facility from being booked for a designated amount of time

before and after a customer’s reserved time. This allows staff to prepare the space if needed. Prep time is not reflected on the permit or to the customer.

a. Leave drop down box empty b. Set up: Enter hours/minutes if desired

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c. Clean up: Enter hours/minutes if desired 12. Leave Schedule Type as Reservation: Billable 13. Leave Scope as tentative 14. Request Expiration – leave as default 15. Leave both Override Minimum Advanced Reservation setting and Override Maximum Advanced

Reservation unchecked 16. Event Type – select Park Rental from drop down menu 17. Edit reservation time 18. Review dates, quantity, start/end time 19. Select Reserve Selected 20. If you entered Prep time, a message pops up: “Did you already include the xxx minutes of Set up and XXX

minutes of clean up in your requested Reservation times?” select No. 21. Review Booking 22. Select Book it Now 23. Search for Customer or enter new Customer 24. Select Customer then continue reservation 25. Adding Charges. Use the charge entitled “Park Rental Fee" for your region and type of space being

rented. Example: “Park Rental Fee – Central – Room/Field” a. If the charge you need appears in the list click the fee name to open it

i. At top right check Include this Fee ii. Enter hourly rental rate in Default Fee

iii. Unit of Measure should remain Per Hour iv. Select submit

b. If the charge you need does not appear on the list, select Add a New Charge. i. Select charge from drop down menu by type (Park Rental) and region, then proceed to

step #26. 26. Repeat for each fee needed. Discounts are considered charges, so must be added following the same

method. Customers receiving discounts are charged full price, then discounts are applied to adjust down. 27. Initial Payment- if customer is paying at time of making reservation, enter amount customer is paying that

you will tender right now 28. Payment plan-proceed to Payment Schedule section

a. Enter the payment due date (72 hours from date you are creating the reservation) in First Payment and leave everything else as-is.

29. Notes- enter customer notes if there is specific information for this permit only. Text you enter will appear on permit for customer to view.

30. Enter Permit Notes if there is information that will appear on both reports and permit 31. Enter Staff Notes 32. Select Disclaimer Park Rental – Policies 33. Checklist Items- Check Include in Permit for any documents required 34. Questions

a. Event Description. Use drop down menu and select activity that best describe the purpose of the rental. Certain types will then open a second box to provide more details

b. Primary Age Group. Use drop down menu and select age group that best describes participants/attendees

35. Permit Administrator- select your name/Park Supervisor from drop down menu 36. Approval Stages leave blank 37. Select Submit 38. Follow either step 39 if customer is not paying right now, or step 41 if you are making payment for

customer i.e. Check, credit card, cash 39. Select Finish (if you are not making payment for customer) 40. Permit charges summary page appears. Skip ahead to step 48 41. Select Pay 42. Select Customer 43. Receipt Payment- enter forms of payment being tendered

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44. Select Pay 45. Review (Note: Balance reflects “balance due right now”. It will appear as $0 if customer has payment due

date in the future) 46. Select Finish 47. Print/email receipt for customer 48. Click permit # 49. Permit functions page appears 50. Under Audit/Review select Show Permit 51. Review permit 52. Click Send Email button 53. Customer email should auto fill 54. Add email subject by copying and pasting permit title 55. Copy & paste email text from saved notepad document 56. Select send

Reservations – Recurring permit

Front Desk >Reserve> Reserve Facility 1. Type in Event Name, Attendance & Event Type 2. Utilize Facility search to your needs, enter park name (e.g. Maggie) in search box, leave all other search

options as is 3. Select continue 4. Select Start Date and End Date 5. Select times

6. Select Days of week by clicking name box above columnIf Rain Dates are Requested and Available: 1. Book space requested, including the rain dates 2. In Charges section, add a charge “Discount – Park Rental - Rain Dates” 3. Enter dollar amount of hourly rental rate 4. Unit of Measure is EACH 5. Default Quantity is number of hours that the rental fee should be waived for rain dates 6. Select Submit

Relocate an Activity’s Assigned Facility

1. If Chicago Park District Activity is using space that is needed for a rental, the activity can ebe moved for that one day of the series, submit the following information to your Region’s activity data entry representative:

a. Activity Number b. Date of conflict c. Facility to which the Activity should be assigned

2. Once representative has re-assigned the activity facility, proceed with reserving space.

Create an Administrative Reservation

1. Follow steps for your preferred method of reservation entry. 2. Event Name – enter purpose of hold 3. Event Attendance – enter 1 4. Event Type – Select one of these three (definitions on page 4) Administrative Reservation – Maintenance,

Administrative Reservation - Internal Hold PARKS, Administrative Reservation – Park Legacy Items 5. Reserve Selected 6. Review information 7. Book It Now 8. Customer – use Park Supervisor customer account, not personal account 9. Select Continue Reservation 10. Select Submit 11. Select the Permit number

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12. Permit Status>Change Status/Checklist/Stages 13. Select Approved 14. Select Save

Look up a Permit

Front Desk > Reserve > Permits 1. In Reserve section, select Permits

2. Enter 900 Pending Permit Number under “Permit Number” to search for a specific permit

OR

3. Enter relevant filters under “Search Criteria”

4. Check Desired Permit status (i.e. Tentative, Denied, Stage Denied, Approved, etc.)

5. Select Search

6. To view actual permit, go to Functions>Audit/Review>Show Permit

Look up a Receipt

Front Desk > Receipts > Lookup Receipt 1. Enter Search Criteria

a. Enter receipt number for a specific receipt

b. Enter relevant filters

2. Select Submit/Search

Email a Permit

Front Desk > Reserve > Permits 1. Locate Permit

2. Functions>Audit/Review>Show Permit

3. Select Send Email

4. Add Permit Coordinator Email address to serve as confirmation that Email was sent

5. Enter Email Subject (required or email will not be sent)

6. Enter Email Text


View Customer’s Online Screen

Customers>Search>Actions Tab 1. Locate Customer record

2. Select Actions tab

3. Scroll down to Miscellaneous

4. Select Access My Account

PRACTICE EXERCISES 1. Schedule a one day, 3 hour field rental for Community Soccer Organization next month at your location on

the field of your choice. Use an existing adult customer account.

2. Schedule Zoey’s 4th Birthday Party in a club room. Create the customer account as you create the Permit.

3. Schedule a 6 week basketball rental for 1 hour each week in your gym. Use an existing adult customer

account.

4. Schedule two meetings for the same day in the same room; one earlier in the day and one later in the

day. Use existing adult customer accounts.

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Manage Permit

Update/Change Permit Record

Change Reservation Dates

Front Desk > Reserve > Permits 1. Locate permit

2. Check availability in resource scheduler

3. Under Functions-Reservation Details, Select “Change Place/Date/Time” under “Reservation Details”

Column

4. Select Modify of the desired event

5. Select event Date

6. Enter new Date

7. Select Submit

8. Select done

Change Reservation Times


2. Under Functions-Reservations Details, Select Change Place / Date / Time


4. Select event date

5. Enter new time

6. Enter new duration

7. Select Submit

8. Select Done

Change Reservation Location

Front Desk > Reserve > Permits 1. Check availability in resource scheduler

2. Locate permit

3. Select Change Place / Date / Time


5. Select event date

6. Select the binocular button next to facility or choose from drop down

7. Search for new Facility

8. Select override closed times if needed

9. Select on desired Facility

10. Select Submit

Add Checklist Items Front Desk > Reserve > Permits

1. Locate permit

2. Check desired permit status

3. Under Functions-Reservation Details select Checklist Transactions

4. Select Add/Remove checklist items

5. Select items to remove by selecting submit or select add items then select submit.

6. Check Checklist items under “Add Checklist Items”

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7. Select Save

Remove Checklist Items


2. Check desired permit status

3. Under Functions-Reservation Details select Checklist Transactions

4. Select Add/Remove checklist items

5. Check Checklist items under “Remove Checklist Items”

6. Select Save

Change Notes Front Desk > Reserve > Permits

1. Locate the permit

2. Under Functions-Reservation Details select Change Notes / Disclaimers

3. Enter new or edit existing text

4. Select Save

Assign Permit to Different Customer


2. Functions>Reservation Details

3. Select Change Customer / Organization

4. Select Find a Different Customer

5. Search for Customer

6. Select Customer Name

7. Select Done

Add, Remove or Change Charges and Update Payment Plan

Change Fees: Existing Charge


2. Under Functions-Financial Detail select Review/Modify charges

3. Select charge description

4. Change unit fee or quantity

5. Select submit

6. Review

7. Under Actions, select Apply Pending Charge Modifications

8. Review again

9. Select open staff notes

10. Enter notes ex: customer added extra hour

11. Select submit

Change Fees: Add New Charge


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3. Under Actions select Add New Charge

4. Under Charge Description use the drop down to select the charge you wish to add

5. Add default fee and quantity

6. Select submit

7. Under Actions, select Apply Pending Charge Modification

8. Open Staff Notes

9. Enter notes

10. Select submit

Change Fees: Delete Charge

Front Desk>Reserve>Permits 1. Locate permit


3. Select on the charge you wish to delete

4. Scroll down and select delete

5. When prompted “are you sure you want to remove this charge?” Select yes

6. Select submit

7. Under Actions select apply pending charge modifications

8. Open staff notes

9. Enter notes

10. Select submit

Change Payment Plan Front Desk > Reserve > Permits

1. Locate permit

2. Check Desire Permit status (i.e. Tentative)

3. Under Functions-Financial Detail select Modify Payment Plan

4. Refer to pg. 13 for information on payment plans

5. Enter new Payment Information

6. Select Submit & Done

Apply a Discount

Front Desk>Reserve>Permits 1. Locate permit


3. Under Actions select Add New Charge

4. Under Charge Description select Discount Venue ex: Approved Partnership

5. Insert a discount percentage under Discount Information

6. Select submit

7. Review

8. Select Apply

9. Add Staff Notes. Include todays date, your initials and partnership number from SharePoint

a. Example: 6/15/15 RLK received partnership approval for 50% discount #2598

10. Select submit.

PRACTICE EXERCISES 1. Select a permit. Change the date to a week later.

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2. Select a permit. Change the facility to another room. 3. Select a permit. Add 2 hours to the rental. 4. Select a permit. Apply a 50% partnership discount.

Receive Permit Documents & Fees

Receive Checklist Items


2. Functions>Reservation Details

3. Select Checklist Transactions

4. Select on desired checklist transaction

5. Check the Agree to Waiver checkbox to update the checklist line item

6. Select Save

Receive payment


2. Functions>Financial Details

3. Select Make a Payment

4. Enter the Payment Amount per line item

5. Select Submit

6. Select Pay

7. Select/Search for Payer (Customer)

8. Select Submit

9. Select $ symbol next to desired payment type, or enter amounts next to each payment type

10. Select Pay

11. Review details

12. Select Finish

13. Print receipt OR email to customer

Change Event Status

Approve Permit

Front Desk > Reserve > Permits 1. Locate permit 2. Functions – Permit Status

3. Select Approve

4. Automatic email is sent to customer notifying them that permit is approved

Deny Permit with No Payments Front Desk > Reserve > Permits

1. Locate permit

2. Functions>Change Status / Checklist / Stages

3. Select Denied

4. Select Save

5. Select OK to confirm Denied Permit (generic cancelled/denied email automatically sent to customer)

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6. Return to Permit



9. Copy yourself in order to have a record of communication.

10. Enter subject line “Date of Event Event Name - Denied ”

11. Copy & paste denial text into body of email.

12. Send email.

Deny Permit with Payments


2. Functions>Reservation Details>Change Place/Date/Time

3. Select Event Name

4. Enter “DENIED” at end of event name

5. Follow procedures above to update permit status to Denied

6. Return to Permit



9. Copy staff member in order to have a record of communication.

10. Enter subject line “Date of Event Event Name - Denied ”

11. Copy & paste denial text into body of email.

12. Send email.

13. Process refund paperwork using usual procedure

14. Once refund is processed in ActiveNet, Locate Permit Record

15. Functions>Permit Status>Change Status/Checklist/Stages

16. Select Denied

17. Select OK to confirm denial

18. Generic cancelled/denied email automatically sent to customer

Cancel Permit with No Payments


2. Functions>Permit Status

3. Select Cancel Permit Now


Cancel Permit with Payments

Front Desk > Reserve > Permits

1. Locate permit

2. Functions>Reservation Details>Change Place/Date/Time

3. Select Event Name

4. Enter “CANCELLED” at end of event name

5. Process refund paperwork using usual procedure

6. Once refund is processed in ActiveNet, Locate Permit Record

7. Functions>Permit Status

8. Select Cancel Permit Now


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Audit Permit

Review Permit Changes/ History

Front Desk > Reserve > Permits 1. Locate Permit

2. Functions>Audit/Review

3. OPTION 1: Select Change Log

4. OPTION 2: Review Permit Changes

Review Permit Changes/ History

Customers > Search> History Tab 1. Locate Customer record

2. Select History Tab

3. OPTION 1: Select Transactions Tab

4. Select modules (recommended: Reservations)

5. Enter date range

6. Select

7. OPTION 2: Select Ledger Tab

8. Enter date range

9. Select Get Records

PRACTICE EXERCISES

1. Select a permit. Receive 2 documents/checklist items Select another permit. 2. Select a different permit. Make one payment in full. Receive all documents/checklist items. Approve the

permit stages. 3. Select a permit with $0 balance. Cancel permit 4. Select a permit with some payments made. Cancel permit.

Security Deposit – Withhold and/or Refund

Permit Violations and/or Damages: Claim (retain) Security Deposit


2. Functions>Financial Detail

3. Select Claim Deposit

4. Select Claim Charge from drop down menu

5. Enter Amount to Claim

6. Enter Staff Notes (date, staff initials, reason)

7. Select Add Another if more than one type of violation/damage

8. Select Claim

9. Send email to customer that provides details (how much and why security deposit was retained)

10. Consult Chicago Park District Code for correct violation verbiage to include in letter if needed

11. If Balance remains to refund customer, follow normal procedure for issuing refunds (voucher,

spreadsheet, etc.)

Full refund

Follow current procedures for issuing refund (i.e. voucher)

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Reports

Permit Master

Reports>Reservation Reports>Permit Master Includes information by Permit with many details

1. Select Dates

2. Select criteria (recommend: Center or Event Type)

3. Run Report to PDF

4. TO SAVE REPORT DEFINITION

5. After Step 2, scroll down to Save Report Definition

6. Enter Report Name (include staff name & date)

7. Select Save

Reservation Master Reports>Reservation Reports>Reservation Master Includes information for each space/date reserved with fewer details

1. Select Dates

2. Select criteria (recommend: Center or Event Type)

3. OPTION 1: Run Report to PDF

4. OPTION 2: Run report to EXCEL TABULAR for sort/filter options

5. TO SAVE REPORT DEFINITION

6. After Step 2, scroll down to Save Report Definition

7. Enter Report Name (include staff name & date)

8. Select Save

File Export

Reports>General Reports> File Export 1. Select Table: Facilities Schedules

2. Enter reservation dates

3. Select Center, Facility, Schedule Type, Event Type

4. Field Selection: check boxes for information you want included on the report. Each item checked will be

a column of data. Note, “Event Description” is actually Event Name

5. Options: uncheck all except Regular Reservation

6. Type of Reservation: leave all checked

7. Choose Sort By option

8. Submit/Run Report

View Online Payments

Reports>Financial Reports>Transaction Export 1. Recall/Schedule “Permits – Online Payments”

2. Select Center

3. Enter Transaction Date range

4. Ensure “Added or Modified Since” boxes are blank

5. Run Report

Review Overdue Payments for Permits

Reports > Financial > A/R Aging 1. Select Report Filters

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a. Transaction Site: Park/Workstation

b. Revenue Site: Blank

c. Include Transaction Details

d. Report Modules: Facilities

2. Select Run Report

3. Any funds not listed in the current column are overdue

Recalling a Report Definition

Reports>Reservation or General Reports 6. Select desired report

7. Select Recall/Schedule

8. Select desired definition

9. Update criteria

10. Run Report

Schedule a Report to be Delivered by Email Reports>Reservation or General Reports

1. Select desired report

2. Select Recall/Schedule

3. Select Edit from Schedule Column

4. Select Enable

5. Enter Date Range

6. Select Fequency of email

7. Select email “from” address from drop down (or add New email address) desired definition

8. Enter destination email address(es)

9. Enter subject line and body text

10. Select Save

PRACTICE EXERCISES

1. Run Permit Master for a busy weekend. 2. Run File Export report for a 4 week time frame that includes several permits you created today.