Charges

Charges TabThe "Charges" tab appears after clicking the "Edit Resource" button.  You can click "New Charge" to create new charges.  Also, existing charges are detailed on the table below. 

The "Charges" tab appears after clicking the "Edit Resource" button.  You can click "New Charge" to create new charges.  Also, existing charges are detailed on the table below.

To add a cost associated with using your resource, go to the “Edit Resource” button and then the “Charges” tab. Click “New Charge.”  To see some possible instances of when you may want to charge for your resource, please see these charge examples.

The following are the options for charges:

Charge Group

If you have created different user groups under the “Setup” tab, you can create different charges and assign them to your different groups using this drop-down. If you only have one group, charges will be applied to all users.

Charge Description

Label the charge so that your users understand what they are being charged for. This will show up each time they reserve the resource.

Charge Type

By far the most common way to charge is charging for an hour’s use on a resource. To accomplish this, you can create hour-long slots of reservation time (in the “Create Availability” tab) and then select “Charge per reservation” below, or you can select “Charge per hour” below.

  • Charge per reservation: 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. If you have your availability by the hour, this charge will end up being by the hour.
  • Charge per hour: This charge will be assessed based on each hour of use, whether your reservations are in one-hour slots, five-hour slots or all-day slots.
  • Charge per unit: If you are charging for items that accompany the reservation, this is the Charge Type to use. You would generally use this in addition to creating an hourly or reservation cost. For example:
    • EXAMPLE: Charge for slides to accompany microscope use. You could require people to pay for at least one (set the “Minimum” to “1”) but let them decide if they need up to five (set the “Maximum” to “5”).  If you “Allow Edit Later” your users can return to the system and note how many units they used.
    • EXAMPLE: Charge for room clean up after the resource is used. You might have two charges here—one for “Messy” and one for “Not Messy.” Set up two charges with those labels, and then make each charge optional by setting the “Minimum” to “0” and the “Maximum” to “1”. After the resource is used, log back in as the administrator and check off which type of clean up was required so that it will show up in your report for accurate billing.

      Note: If you need to do this, make sure that your reservation slots allow time in between for cleanup.
  • Charge upon cancellation:

    Note: This is one of two ways to charge a cancellation fee. Also, if you charge a cancellation fee, it is good practice to note this for users in the general description area of your resource.

    This is a charge that is generally used as a penalty if people cancel at the last minute (the idea being that if they had cancelled earlier, someone else might have been able to reserve the resource during that time).  You can enter a dollar amount and the number of hours the person has before they are charged this fee.

One-Time Cost/Hourly Cost/Unit Cost

Enter the dollar amount of the charge.

Minimum Purchase/Maximum Purchase:

  • To make a check box, select Minimum=”0” and Maximum=”1”. This makes the charge optional.
  • To make a charge required, select Minimum=”1” and Maximum=”1”. You MUST enter this for all types of charges if you want the system to charge the user automatically.
  • To allow people to enter the number of units, enter the minimum and maximum number they can purchase.
  • To allow people to edit the amount of items they used after the date of the reservation, check the “Allow Edit Later?” box.

Allow Edit Later?

To allow people to edit the amount of items they used after the date of the reservation, check the “Allow Edit Later?” box.

Cancellation Policy

Note: This is one of two ways to charge a cancellation fee. Also, if you charge a cancellation fee, it is good practice to note this for users in the general description area of your resource.

Fill in the number of hours before the registration time that the registration has to cancel without penalty. Often this is 24 or 48 hours.

Cancellation Fees

If you assess a cancellation penalty, you can either add a fixed dollar amount for the cancellation fee, or a percentage of the cost of this charge. You can accomplish a cancellation penalty by EITHER choosing “Charge Type” “charge upon cancellation” OR choosing “Charge per reservation/hour/unit” and then filling out the “Cancellation Policy” and “Cancellation Fees” fields. The difference is that in the first case you can simply charge a dollar amount, and in the second case you can actually charge a percentage of the charge per reservation/hour/unit.