Examples of Charges

Example: Charge by Hourly Use

To charge by hourly use, fill out at least these fields after clicking “New Charge” in the “Charges” tab:
Charge Type: Select “Charge per hour”
Hourly Cost: Enter amount
Minimum Purchase: Enter “1”
Maximum Purchase: Enter “1”

Example: Charge for each Reservation

To charge by reservation or booking (this charge will be assessed based on the booking. If your reservation slots (or “booking” slots) are three-hours long, this will assess one charge for that three-hour slot., fill out at least these fields after clicking “New Charge” in the “Charges” tab:
Charge Type: Select “Charge per reservation”
One-Time Cost: Enter amount
Minimum Purchase: Enter “1”
Maximum Purchase: Enter “1”

Example: Charge for Cancellations

Note that there are TWO ways to do this and that cancellations don’t show up in the reports until after the time has passed.
One way to charge for a cancellation, fill out at least these fields after clicking “New Charge” in the “Charges” tab:
Charge Type: Select “Charge upon cancellation”
Cancellation Fee: Enter amount
Cancellation Policy: Enter the number of hours before the scheduled reservation that the registrant has to cancel without this penalty.

Example: Charge for Additional Services & Supplies

For example, imagine that it is possible for a user to use up to five slides to accompany their use of a microscope and they must use at least one. Fill out at least these fields after clicking “New Charge” in the “Charges” tab:
Charge Type: Select “Charge per unit”
Unit Cost: Enter amount
Minimum Purchase: Enter “1”
Maximum Purchase: Enter “5”
Allow Edit Later?: If you select this, the user can come back later and adjust how many slides they actually used.

Example: Charge for Actual Time Used

If you would like your user to return to the system after the reservation and note their “actual” time using the system (to subtract for lunch breaks, for instance), select “Allow Edit Later?”, and then make sure to remind them to do this. The detail will show up in your reports and you can bill however you choose.

Example: Charge Different Prices for Different Groups of People

If you have created different user groups under the “Setup” tab of your resource, you can charge them different prices. You could charge an “Internal Yale” group $50/hour and an “External” group $100/hour for instance. Make sure to select the appropriate user group from the “Charge Group” drop-down, and remember that you will have to make a charge for each individual group that you created.

Example: Set a Maximum Cost for a Time Period

To create a limit in the system where a user can spend a maximum of $2,000 per year and after that all reservations are free, you would:
Visit the “limits” tab on your “Edit Resource” page. Select “New Limit.” Fill out at least these fields:
Limit Type: Cost
Threshold: 2,000
Interval: 365
Action: Accept reservation but do not charge after limit is met.

FAQ

There are different things that splitting your users into separate groups can help you do.

For different communication purposes

You may keep your users in two groups so that it is easier to communicate with users in your own organization and outside your organization, for instance.

To have internal and external prices

If you create a group for internal Yale users and a separate group for external users, you can charge them separate pricing for using your resource. You could also split your users into “nonprofit” and “for profit.”

To add an automatic “training” fee

If you split your users into “New” and “Advanced” users, you can add a “Training” charge that is only charged to new users. Once they graduate from training and are able to use the resource without supervision, you simply move their email address to the “Advanced” user group and they are no longer charged the training fee.

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