Enhancements needed for implementation of Sportstugan

[filiptypjeu]

As the current Sportstugevärd I have few things on my mind about this upcoming implementation. I am not familiar with the code at all, so the following thoughts are based only on my experiences around the current system.

Members

Members of TF should be able to book Sportstugan as they wish, just like now. The current restrictions for members are:

• They have a BILL-code
• The date is within 3 months (the current month + three following), which has been decided by NaMö (?)

Also, for every reservation that is made, an email is sent as a notification to Sportstugevärdarna (and Carola). This also happens when people remove their reservation.

A couple of days before the rental period begins, an email is sent to the person who made the reservation reminding them of their reservation. The email also contains information on how to get the keys etc.

Other people

The main problem occurs when other people want to make reservations. The current system works like this:

1. A person that want to make a reservation, but who does not have a BILL-code (StÄlMs, people who have forgotten their code, and people from outside of TF), sends an email to Sportstugevärdarna
2. Sportstugevärdarna sees the email and thinks for themselves "Nice, another customer! But I think I'll send an answer later"
3. A couple of days pass, and Sportstugevärdarna realize that they have several unanswered messages concerning reservations
4. Sportstugevärdarna pray to the gods that none of the email reservations overlap each other, because if they do Sportstugevärdarna have to explain to the customer that the reservation is not possible, even though the time slot in the calendar is open
5. Sportstugevärdarna answer the emails and make reservations in other people's names, so called "värdbokningar"
6. Sportstugevärdarna (and Carola) get an email notification saying that a reservation has been made
7. The actual customer does not get a reminder of their reservation, and no info is sent to them, so all info has to come through the website or sportstugevärdarna
8. Time passes, and the customer get the keys from Carola, have a good time at Sportstugan, and returns the keys

Enhancements

Enhancements to the current system that would make "värdbokningar" more pleasant:

• Being able to provide an email when making the reservation, so that info/reminders can be sent automatically directly to the customer
• Possibility for the customer to remove the reservation manually, for example clicking a link in the initial email, or requesting such a link by providing an email that matches the reservation
• Being able to dynamically change the content of the emails that are sent automatically
• Better statistics, for example possibility to assign reservations to different categories (member/StÄlM/other/company etc.) which allows for automatic calculations of revenue and number of nights per group

FARS

So, as I see it, there are a few possibilities for the FARS implementation:

1. Anyone can make reservations, even without a account, but we all know this is not the way to go
2. Allow anyone to create an account, but this is not a sought after solution either
3. Anyone can make reservation requests, which is then sent to sportstugevärdarna (and/or disponenten and other qualified people) for acceptance
   • Making a request requires that a valid email is provided (request is made -> verification email is sent -> email is verified by clicking a link -> request is sent to sportstugevärdar)
   • Other required fields would be name and phone number (and yes/no/maybe for hot tub(?))
   • Other possible fields would be language and yes/no/maybe for hot tub
   • Sportstugevärdarna need to be notified of new requests, and be able to log in to some kind of admin page to accept these requests
   • In the same admin page one should be able to change what kind of emails are sent automatically (for example send this text when the request is accepted, and that text a week before the reservation period)
   • The requests can also be seen in the calendar, even if they have not been accepted yet, so that other customers knows that they won't be first in queue for this specific date
   • Making "tuusn" requests, or otherwise false requests, are of course a possibility
   • For the customer, removing a request, or an already accepted request, would be as simple as clicking a link, as long as the correct requirements are met (not too close to the actual rental period)
4. People need to contact sportstugevärdarna if they want to make a reservation, just like now
   • The reservations are made sportstugevärdarna
   • A valid email still need to be provided, and the customer need to verify the reservation after it has been made
   • Need to be able to specify what kind of price group the reservation belongs to when making the reservations, so that Carola knows whats coming
   • Sportstugevärdarna still need to answer emails ans make reservations as soon as possible

This is all I could think of at this moment, and I hope my insights are somewhat helpful. My thoughts seem to revolve around two enhancements:

1. Automatic emails with verification links
2. Admin page with a lot of statistics, and where one can create/accept reservations