Facility (party) rentals

Use Facility rentals to review party requests, set fees, approve bookings, and manage cancellations.

Open the request and check the requested date, household details, fee, and any required agreement. Approve it when the time is available and the information is complete. If you decline it, enter a clear reason; the notification includes that reason if it can be sent.

The Upcoming rental restrictions section lists whole-club and facility closures affecting rentals in the next 90 days, with dates, times, and reasons. Choose Manage availability to add or change restrictions in Hours & closures. Lap-only and partial pool-area closures do not block rentals, so they do not appear in this list. Regular opening hours also do not restrict private rentals. Pending and decided rentals each show the readable date, AM/PM time range, and guest count on separate lines. All times are local to the club, with its timezone shown above the queue. The Requests list shows each pending request with its date, household and fee, and Approve, Decline and (for decided rentals) Cancel actions.

After approval, use the booking record to review payment, messages, and changes. Follow the cancellation and refund rules shown for the booking. See Agreements and waivers.

If two of you work the queue at the same time, only one overlapping request can be approved. The second approval waits for the first to finish and is then refused, naming the booking that already has the time.

Upcoming and Past are split on your club's own date, so an evening rental stays under Upcoming until the day is over where your club is.

Pending requests and decided rentals each show up to 50 rows. Upcoming and Past & closed, along with each list position, remain in the URL when you reload or use Back. Changing the decided view keeps unsaved request fields in place. Use View invoice for the fee's current financial record and household Activity for recorded messages. Approval, decline and cancellation each email the household, but the confirmation only confirms the reservation change; it does not establish email delivery. Cancellation voids a fee invoice that still has money owing. Money already paid is not returned automatically: that covers a paid invoice (even one still showing as open), the paid part of a voided one, and a payment still going through. When you cancel a rental here and money stays with the club, the treasurer gets a task to refund it from the invoice or issue an account credit from the household page. A member who cancels their own rental creates no task; your rental terms decide. If a payment that was still going through then fails, is returned, or covers only part of the fee, the rental's invoice is canceled automatically (what was paid stays paid) and the treasurer gets a note, so the household isn't asked to pay for a rental that was canceled. If account credit was used on that invoice, the note asks you to void it instead.

A cancellation, whether you make it here or the member makes it in the portal, sends the household a "Rental canceled" email (or "Rental request canceled" for a request nobody had approved yet) with the date and time and what happened to the fee. When you cancel, it reads as the club's cancel: the unpaid invoice is canceled, or "You'd already paid for this rental. That money isn't returned automatically: contact us about a refund or credit." A household whose payment is still going through is told that, and to contact the club if it completes.

Requests waiting for approval and approved rentals move to the household the other was merged into (the surviving household), including an approved rental for a date that has passed. Declined and canceled requests stay behind, and so does the fee invoice an approved rental already has. The surviving household's adults sign the facility rental agreement when asked, because the old household's signature stays on its own record. A rental approved after the merge is billed to the surviving household. See Household ownership and merging.

If your club lets connected tools make changes, Claude or another connected tool can ask to approve, decline or cancel a rental request. All three wait for approval on the website, from the person who asked, because they email the household and can create or void the rental invoice.