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UPDATE: New Reservation Software
The implementation of the new software is on schedule, and should be completed by May 31, with user testing planned for June 2024. Full launch to all members will be available after major features are tested. Members will be invited to sign up for one of the planned ZOOM learning sessions on making a reservation.
There are several process changes to make booking easier, and keep the volunteer workload balanced. Here are some of the changes to keep in mind:
BOOKINGS
When a member books a room, they receive a confirmation email which contains a link to cancel or modify the booking if needed. (In the prior system, you could not modify an existing reservation.)
Ten days prior to arrival, you will receive a Guest Agreement email reminding you of the booking, and asking you to confirm agreement with SWC booking policies. It also asks for identification of the vehicle you are parking in the lot (e.g. make, model and color). (This is nice to have as a security feature if we are trying to identify who is there).
You must complete the Guest Agreement in order to receive the Pre-arrival email containing your personal door code. (The Pre-arrival email is scheduled to be sent 2 days prior to arrival). The door code is valid from 3 PM day of arrival to 11 AM day of departure. This door code is auto-generated; there are no longer any "permanent door codes". (This automated door code is just like the process used by VRBO).
TIMING OF RESERVATIONS
Bookings can only be made up to two (2) days in advance. The club has always said "No walk-ups", meaning you should not be able to join today and also immediately book a room. The simplest way to implement this, is to set the window for making the booking. This will mean that members will need to plan ahead if there is a snowstorm coming.
Bookings cannot be made more than 6 months in advance (180 days).
VOUCHERS
Vouchers are now called Gift certificates (GC). When booking a room, the member can only enter one (1) gift certificate against the cost of the booking. We can issue the GC in denominations of $40, 80, 120, 160 or 200. There will be a separate article and instructions on how to use these.
OTHER
For now, the sign in at the podium will remain as a paper system, but we are looking into a simple, digital solution to give us real-time answers on who is present at the clubhouse.
