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Facilities Management Guide

Stratapilot · Help Centre Last updated: June 2026

Overview​

The Facilities module allows scheme members to view and book shared amenities such as the gym, swimming pool, BBQ area, function room, or car wash bay. Executives set up the facilities and configure booking rules; lot owners book time slots directly through the platform.

Feature flag: The Facilities module must be enabled before it appears in the navigation. Go to Settings → Features → Facility bookings and toggle it on (Scheme Admin access required).

Who Can Do What​

ActionExecutiveOrdinary MemberCaretakerViewer
Add / edit facilities✅❌❌❌
View facility list✅✅✅✅
Make a booking✅✅❌✅
View all bookings✅✅❌✅ (own only)
Cancel any booking✅❌❌❌
Approve bookings (when required)✅❌❌❌

Setting Up a Facility (Executives)​

  1. Ensure Facility bookings is enabled in Settings → Features.
  2. Go to Facilities in the main navigation.
  3. Click Add Facility.
  4. Fill in the form:
    • Name — required (e.g. "Rooftop BBQ Area", "Level 3 Gym", "Pool & Spa").
    • Location — optional (e.g. "Level 3, North Wing").
    • Description — optional. Describe what is available and any rules members should know.
    • Open time and Close time — the daily booking window (e.g. 08:00–22:00). Members can only book within this window.
    • Max capacity — maximum number of people. Enter 0 for unlimited.
    • Max booking hours — maximum hours per booking. Enter 0 for unlimited.
    • Requires committee approval — tick if each booking must be approved by an executive before it is confirmed.
  5. Click Create.

Facility Card Details​

Each facility card shows:

  • Name and location
  • Description
  • Operating hours (e.g. "🕐 08:00–22:00")
  • Maximum capacity (if set)
  • Maximum booking duration (if set)
  • Approval required badge — shown if the facility requires committee approval for bookings
  • Inactive badge — shown if the facility is currently not available for booking

Making a Booking​

Facilities list

Facility detail

  1. Go to Facilities in the main navigation.
  2. Click on the facility you want to book.
  3. On the facility detail page, select a date and time slot.
  4. Click Book.

If the facility does not require approval, your booking is confirmed immediately.

If the facility requires committee approval, your booking enters Pending status. You will receive an email when an executive approves or declines it.

Booking Rules​

The booking form enforces:

  • Advance booking window — you can book from advanceDaysMin days ahead to advanceDaysMax days ahead (e.g. 0 days minimum to 90 days maximum).
  • Maximum booking duration — bookings are limited to the configured maximum hours.
  • Operating hours — bookings must fall within the facility's open and close times.

Managing Bookings (Executives)​

Executives can view all bookings for all facilities and members. From the facility detail page:

  • Approve a pending booking (when approval is required)
  • Decline a pending booking with an optional reason
  • Cancel any confirmed booking

Deactivating a Facility​

If a facility is temporarily unavailable (e.g. pool closed for maintenance), an executive can mark it as Inactive. Inactive facilities are shown with reduced opacity and a dashed border and cannot be booked until reactivated.

Frequently Asked Questions​

Can a lot owner (Viewer) book a facility? Yes — lot owners with the Viewer role can view and book facilities. If the facility requires approval, the booking enters Pending status until an executive approves it.

Can I book a facility on behalf of someone else? No — each booking is associated with the logged-in member's account.

What happens if I need to cancel? Cancel your own booking from the facility detail page. Executives can cancel any member's booking.

Does the platform send booking reminders? Booking confirmation emails are sent when a booking is made or approved. Reminder emails ahead of the booking time are on the roadmap.

Where do I configure which facilities are available? Facilities must be created by an executive via Facilities → Add Facility. The feature itself must be enabled in Settings → Features → Facility bookings.

Are there any state-specific rules about facility usage? Some facilities (pools, gyms) may have specific requirements under WHS legislation or local council regulations. Record any usage rules in the facility's description field so members can see them when booking.

This guide documents Stratapilot platform behaviour. Always ensure facility usage rules comply with your scheme's by-laws and relevant WHS obligations.