VYROX xSERVA Campus Operations
xSERVA Facility Setup, Booking Rules and Utilisation
Facility booking in VYROX xSERVA (HomeServa, PropServa, SmartServa and SportServa) lets the management office publish courts, rooms, halls and other bookable spaces, decide who may book them, when, for how long and at what price, and then approve, collect payment for and close each booking. It is used by property managers, club administrators and front-desk staff. Residents and members book from the User App; see Facility Booking for Users.
This guide covers the management side: the rules behind every booking. For a product tour of the booking module, see Facility Booking System.
Before You Start
- Sign in to the management portal at the portal address your operator gives you.
- Your staff account needs the Facility Bookings permission to open bookings, and settings access to change facilities. Facility Utilization is a separate permission.
- The facility booking module must be enabled for your property. If you cannot see Facility Bookings on the portal home screen, ask your operator.
- If you plan to use member rates or member-only rules, set up your membership plans first.
How Facilities and Facility Types Fit Together
A Facility Type is a group, such as "Badminton Court" or "Function Room". A Facility is one bookable unit inside that group, such as "Court 3". Rules that protect fairness across the whole group (daily hour limits, no-show bans, unpaid-balance blocks) live on the facility type. Rules about price, duration and opening hours live on each facility.
Create a Facility Type
- Go to Settings > Facilities and open the Facility Types tab.
- Press New Facility Type.
- Enter the Facility Type Name.
- Choose the Booking Calendar Slot Interval (5-minute, 15-minute, 30-minute or Hourly). This sets how finely start times can be picked.
- Set any limits you need (see the table below).
- Press Add. To change a type later, press Edit on its row and then Update.
Facility Type Limits
| Setting | What It Does |
|---|---|
| Daily limit for members | Caps the total hours per day a customer account with a membership plan can book across all facilities of this type. |
| Daily limit for non-members | The same cap for customer accounts without any membership plan. |
| Upcoming bookings limit | Caps the total hours of upcoming bookings a member account can hold across this type. |
| No-show ban | Blocks customers with a set number of no-shows in a set number of past days from booking this type for a chosen number of days after their last no-show. |
| Hide this facility type from the User App | Removes the type from the User App. Staff can still see it in the staff portal. |
| Do not allow new bookings if the last active booking is still unpaid | Stops a customer booking again until the previous booking is paid. |
| Accumulated unpaid limit | Blocks new bookings when the unpaid amount, or the total booked duration within a set window, exceeds your threshold. |
Create a Facility
- Go to Settings > Facilities and press New Facility.
- Select the Facility Type.
- Enter the Facility Name, the Facility No. / Court No. / Room No. / Label and a Description.
- Set the Booking Duration Unit and the Minimum Booking Duration, with the maximum duration beside it.
- Fill in the availability, booking window and rate sections described below.
- Press Add.
The Facilities list shows Facility Name, Facility No., Facility Types, Deposit, Default Rate and Auto-approved for each facility. Use All Facility Types to filter and Search to find one by name.
Availability and Start Times
- Availability: set opening and closing times for each day of the week. Tick Same as above to copy the previous day.
- Restrict start times to even hours only (for example 8:00 AM, 10:00 AM) or odd hours only (for example 7:00 AM, 9:00 AM), each with its own time range.
- Allow a booking to be made even after the start time has passed, as long as the current time is no more than the minutes you choose past the start time.
Booking Windows
| Setting | What It Means | Example |
|---|---|---|
| Standard Booking Window | How far ahead a non-member may book. Minimum and Maximum in days, or a fixed date via Pick a date. | Minimum 0, Maximum 7 days |
| Member Booking Window | The same, for members of a membership plan. | Maximum 14 days |
| Conditional Booking Window | If today is earlier than a chosen day of the month, the maximum booking date is the last day of the current month; otherwise it extends to next month. | Day 25 |
Approval, Payment and Amendments
- Auto-approved: no approval from the management is needed. Leave it off if every booking must be approved by staff first.
- Auto-cancel: cancel a user's booking and release the slot for others if full payment is not received within 5, 10, 15, 20, 25, 30, 60 or 120 minutes.
- Amendment of booking is prohibited once payment has been made.
- User is not allowed to amend booking.
- Hide this facility for booking from the User App: staff can still make bookings for customers in the staff portal.
- Weekend and public holiday restriction: do not allow non-members (walk-ins and guests) to book on Saturdays, Sundays and public holidays, except members of the plans you tick.
Rates, Tax and Deposit
- Set the Refundable Deposit amount in RM (leave 0.00 for no deposit).
- Choose the Tax Type (for example SST where applicable).
- Enter the default charge per duration unit for All days.
- Add overriding rates for Weekday (Monday - Friday), Weekend (Saturday & Sunday), Public Holiday Eves or Public Holiday, each with a time range. Use + and - to add or remove rows.
- Add member rates under For members of the following membership plan(s):.
Smart Building Links
Where your property has them, you can link a facility to Lighting Control (with a Channel Number) and to Access Control, and choose how many minutes before the start time the access control QR Code Key becomes active for entry.
Manage Bookings
Open Facility Bookings from the portal home screen. Tabs:
| Tab | Shows |
|---|---|
| Upcoming | Future bookings. Filter by Pending Booking Approval, Pending Customer Payment, Confirmed, Pending Change Approval, Changed Confirmed, Rejected or Expired. |
| Completed | Finished bookings. Filter by Pending Refund Request, Pending Refund Approval, Pending Refund Payment or Completed. |
| Cancelled | Cancelled bookings, with the same refund filters plus Cancelled. |
| All | Every booking, sorted by booking creation time. |
| Checked-In | Bookings that have been checked in. |
| No-Show | Bookings marked as no-show. |
Search by name, phone or Booking ID. Press Booking Calendar for a calendar view.
Create a Booking for a Customer
- In Facility Bookings, press New Booking.
- Pick the customer account, facility, date, start time and duration.
- Confirm. Staff bookings follow the same rates but are not blocked by user limits.
Work a Booking
Open a booking to see its Booking ID, Booked By, Booked For, Duration, Booking Charge, Deposit and status. Depending on the stage you can press:
- Approve or Reject for Pending Booking Approval.
- Pay Booking Charge or Pay Deposit, then Verify Payment for payments that are Pending Verification.
- Cancel Booking. Cancelled bookings show why: Cancelled by user, Cancelled by the management, or Cancelled automatically due to non-payment.
- No-Show or Check-Out at the end of the booking.
- Refund Deposit, Request Refund and Approve Refund to move a refund through Pending Refund Request, Pending Refund Approval and Pending Refund Payment.
Check Facility Utilisation
- Open the reports area and select the Facility Utilization tab (beside Revenue and Cash Book).
- Choose a period: Today, Yesterday, Other Day, This Month, Last Month, Other Month, This Year, Last Year, Other Year or Custom Time Frame.
- Filter by All Facility Types or All Facilities, and switch between Analyze by Hour and Analyze by Minute.
- Read Utilization (%), booking Count, Charge, Average and Total, split by Member and Non-Member.
Frequently Asked Questions
Why Can Staff Book When a Customer Is Blocked?
Facility type limits apply to the User App. Staff see a warning but can still proceed in the staff portal, so the office can handle exceptions.
What Happens If a Customer Does Not Pay?
If auto-cancel is on, the booking is cancelled after the minutes you set and the slot is released. It then shows as Cancelled automatically due to non-payment.
Which Rate Applies When Two Rates Overlap?
The lower rate is applied. Arrange your overriding rates so they do not overlap unless you want the cheaper price.
Can I Stop Users Changing a Paid Booking?
Yes. Tick Amendment of booking is prohibited once payment has been made, or User is not allowed to amend booking to block amendments entirely.
How Do I Hide a Facility During Maintenance?
Tick Hide this facility for booking from the User App. Staff can still book it in the staff portal.