Facility (party) rentals

Facility rentals (/admin/facilities) are member requests to reserve pool facilities for a private party. This is separate from social Events, which the club runs itself. Pending requests arrive with the date, time, and purpose; approve or decline them from the Requests list.

A household needs to be in good standing, and needs to have signed the current-year facility rental agreement. If they haven't, the portal inlines the agreement text with a sign-and-submit form right there. You don't need to do anything to unblock them beyond having published the current agreement (see Agreements and waivers).

To close a day for facility rentals (a wedding, swim meet, maintenance), add a change under Hours & closures. That same place also holds regular hours and same-day closes. Editing a closed date never touches a reservation that's already approved — it only gates new requests and approvals.

Pending requests appear on the Facilities page with Approve and Decline actions.

On a narrow screen, scroll the table sideways to reach the actions. With a keyboard, Tab to the scrollable table and use the arrow keys; Tab also reaches the fields and buttons.

Approve re-checks availability at the moment you click it, not just at the moment the household requested — another reservation could have been approved for that date while this one sat in the queue, so a request that looked fine when it came in can still fail to approve. Enter the fee (any amount $0 or more); it freezes onto the reservation. An invoice is created only if the fee is above $0 — a $0 approval doesn't generate an invoice.

When you Decline a request, enter a clear reason. The household receives it in the notification email, so explain what they need to know or what they can try next.

Choose Cancel rental. Its confirmation warns that a paid invoice is not automatically refunded; invoice status is shown beside the request.

Same pattern as events: canceling voids an open/draft invoice automatically. A paid invoice is left untouched. If money is owed back, issue a separate account credit yourself; canceling doesn't do it for you.

Known issue: canceling while the linked invoice is mid-settlement (an ACH payment showing processing) currently leaves that invoice untouched — no automatic void, no automatic credit. The reservation still cancels. Check the invoice manually in this case, and issue a credit by hand once the ACH lands as paid. (Same gap as events — see the troubleshooting article for member-facing wording.)