# Managing facilities

> Create, edit, deactivate, and delete the bookable spaces you offer, and group them using facility categories.

Canonical: https://www.clubpal.app/docs/facility-hire/managing-facilities
Section: Facility hire

Facilities are the bookable spaces you make available to members. You create and edit them at **Admin > Facility Hire > Facilities**.

## Creating a facility

Go to **Admin > Facility Hire > Facilities** and click **Add Facility**. Fill in the details described below, then click **Save**.

### General details

**Name**  
The display name shown to members, for example "Main Pitch" or "Court 1". This name is also recorded on every booking so it is preserved even if you rename the facility later.

**Category**  
Optionally assign the facility to a category such as "Outdoor Pitches" or "Meeting Rooms". Categories help members browse and filter facilities. See [Facility categories](#facility-categories) below.

**Description**  
A rich text description shown to members on the facility detail page. Use this to describe the space, list any rules, or explain what is included.

**Location**  
A short free-text description of where the facility is, for example "Outdoor, North End" or "Building B, Ground Floor".

**Amenities**  
A list of features available at this facility, such as "Changing Rooms", "Parking", or "Floodlights". These are shown to members on the facility detail page.

**Image**  
A single photo of the facility, shown on the facility listing and at the top of its booking page. Click **Add Image**, choose a file, and crop it to the 16:9 frame. Once set, **Change** replaces it and **Remove** clears it.

A facility without an image simply shows its details, with no placeholder, so there is no rush to add one to every facility at once.

**Terms and conditions**  
A structured list of Terms and Conditions items members must accept before confirming a booking. Each item has a name and either links to an external document (URL) or displays rich text in a modal. Items can be reordered by dragging and edited or deleted inline. When at least one term is configured, members must tick a separate acceptance checkbox for each item during checkout and the acceptance timestamp is recorded on the booking. Leave the list empty if no T&C acceptance is required.

**Active**  
When disabled, the facility is hidden from members and no new bookings can be made. Existing bookings are not affected. Use this to take a facility offline temporarily without deleting it.

### Booking rules

**Minimum notice (hours)**  
The minimum number of hours in advance a booking must be made. For example, setting this to `2` prevents bookings for slots that start within two hours. Leave blank to allow bookings right up to the start time.

**Maximum advance (days)**  
How many days ahead members can book. For example, `14` limits bookings to the next two weeks. Leave blank to allow bookings at any distance in the future.

**Buffer between bookings (minutes)**  
Changeover or cleaning time added after each booking. A 30-minute buffer on a 10:00–11:00 booking means the next booking cannot start until 11:30. The buffer is not shown to members as part of their booking time; it is used internally to prevent back-to-back conflicts. Set to `0` to disable.

**Cancellation window (hours)**  
The number of hours before the booking start time within which members cannot cancel. For example, `24` prevents cancellations within 24 hours of the start. Admins can always cancel regardless of this setting. Set to `0` or leave blank to allow cancellations at any time.

**Refund window (hours)**  
The number of hours before the booking start time within which a cancellation is non-refundable. For example, `48` means cancellations made with less than 48 hours' notice do not receive a refund. If a cancellation falls outside this window a refund is due. Set to `0` or leave blank to always apply a refund.

**Minimum Deposit (%)**  
The smallest share of the price a member can pay to hold a booking, with the rest taken automatically from their saved card before the booking. Leave blank to require full payment.

**Balance Due (days before)**  
How many days before the booking the remaining balance is taken. Deposits are only offered when both this and **Minimum Deposit (%)** are filled in. See [Deposits](https://www.clubpal.app/docs/facility-hire/deposits).

![The Booking Rules card with Minimum Deposit set to 25 percent and Balance Due set to 14 days before](https://www.clubpal.app/img/docs/facility-deposit-settings.png)

> **Tip**
>
> These values default to your club-wide settings at **Admin > Facility Hire > Settings**. You only need to change them on individual facilities if you want to override the default.

## Availability and pricing

When you create a facility you also configure its availability schedule and pricing tiers. These are covered in detail in [Availability and pricing](https://www.clubpal.app/docs/facility-hire/availability-and-pricing). You can return to a facility at any time to update these settings.

## Editing a facility

Go to **Admin > Facility Hire > Facilities**, find the facility you want to change, and click **Edit**. Update the fields and click **Save**.

> **Note**
>
> Renaming a facility does not change the name stored on existing bookings. The name is captured at the time of booking so historical records remain accurate.

## Deactivating a facility

If you want to temporarily stop taking bookings for a facility, edit the facility and disable the **Active** toggle. The facility is hidden from members immediately. Existing bookings are not affected.

To allow bookings again, re-enable the **Active** toggle.

## Deleting a facility

Click **Delete** on the facility. This performs a soft delete; the facility is hidden from all views and no new bookings can be made. Existing bookings and their history are retained.

> **Warning**
>
> Deleting a facility cannot be undone from the admin interface. Contact support if you need to restore a deleted facility.

## Facility categories

Categories group facilities for display, filtering and reports. They are optional; a facility does not need to belong to a category.

Manage categories at **Admin > Facility Hire > Categories**.