How to book the clubhouse, courts or party hall
Book an amenity in the AKCS app, follow it from pending to confirmed, and see the rules your committee sets for duration, notice, capacity and cancellation.
How do I book the clubhouse or a court?
Open the amenity in the AKCS app, pick your date and time slot, and submit. The booking is created with a reference in the form AMB-XXXXXXXX and starts in pending. What happens next depends on your committee's charge for that amenity.
- Open AKCS, go to amenities, and choose one — clubhouse, party hall, court, pool, gym.
- Pick the date. Dates outside the booking window your committee set are not selectable.
- Pick the start and end time, inside the amenity's operating hours for that day.
- Enter the number of people attending, if the amenity has a capacity.
- Submit. AKCS checks the request against the amenity's rules before accepting it.
- Note the
AMB-XXXXXXXXreference on screen. Quote it to your committee about this booking. - If payment is due, pay before the deadline shown. If not, wait for approval.
All dates and times are your community's local time. Several slots booked together are tied under a group reference in the form GRP-XXXXXXXX.
What do the booking statuses mean?
A booking moves through a fixed set of statuses. Pending means it is waiting on a decision. Confirmed means it is yours. Everything in between tells you what is still outstanding.
| Status | What it means | What you do |
|---|---|---|
| Pending | Submitted, awaiting a decision from your committee | Wait |
| Awaiting payment | Approved in principle, but an advance or deposit is due | Pay before the deadline |
| Approved | Cleared, no payment needed | Nothing |
| Confirmed | Payment received, the slot is held for you | Nothing |
| Completed | The booking date has passed | Nothing |
| Rejected | Turned down, either by a rule or by your committee | Read the reason, rebook |
| Cancelled | Cancelled by you, or auto-cancelled for non-payment | Rebook if you still need it |
What happens if I don't pay for a booking in time?
An awaiting payment booking is cancelled automatically once its payment deadline passes. The slot goes back into the pool for other residents. There is no grace period and no reminder chase beyond the deadline on the booking.
Amenity charges are raised as an amenity invoice and paid like any other bill. See how to pay online for the methods your community accepts.
Will I get a reminder before my booking?
Yes. AKCS sends a reminder for the next day's approved bookings, in your app's language. It does not send one on the day itself, and it does not remind you about a booking still sitting in pending or awaiting payment.
Treat the reminder as a courtesy, not as your confirmation. The status on the booking is the source of truth.
Why was my booking rejected?
A rejection usually means the request broke one of the amenity's rules, not that a person turned you down. AKCS checks the rules in a fixed order and stops at the first failure, so the message you see names the first thing that was wrong.
The order of checks is:
- Capacity — the number of people against the amenity's capacity, plus any tolerance your committee allows.
- Duration — the slot against the minimum and maximum duration.
- Start before end — a slot that ends before it begins.
- Operating window and maintenance days — the amenity has to be open on that date at all.
- Operating hours — the slot has to sit inside the hours for that day.
- Overlap — an existing booking on the same amenity. Overlaps are checked to the minute, so a slot ending at 6:00 pm and one starting at 6:00 pm do not clash, but 5:59 pm and 6:00 pm do.
- Maximum concurrent bookings — how many live bookings one resident may hold at once.
- Advance-booking ceiling — how far ahead the date is.
- Minimum notice — how soon the slot is.
Because it stops at the first failure, fixing one problem can reveal another. Shorten an over-long slot, resubmit, and you may then be told it overlaps. That is the next check running, not a new fault.
What rules can our committee set for each amenity?
Each amenity carries its own booking rules, set by your committee. They are per amenity, so the party hall can demand a week's notice and a deposit while the badminton court needs neither.
| Rule | What it controls |
|---|---|
| Minimum duration | The shortest slot a resident may book |
| Maximum duration | The longest slot in a single booking |
| Maximum concurrent bookings | How many live bookings one resident may hold at once |
| Advance-booking days | How far ahead of today a resident may book |
| Minimum advance hours | The notice needed before the slot starts |
| Capacity tolerance % | How far over stated capacity a booking may go before it fails |
| Cancellation penalty | The charge applied to a late cancellation |
| Cancellation cut-off hours | How many hours before the slot a free cancellation is still allowed |
| Advance payment or deposit % | The share of the charge due up front to confirm |
| Payment deadline | When an unpaid booking auto-cancels |
Committees: set the cancellation cut-off deliberately. A cut-off of zero hours lets a resident drop the party hall at the last minute with no penalty, and that slot rarely gets rebooked in time.
How do I cancel a booking, and will I be charged?
Cancel from the booking in the app. The cancellation policy on that amenity decides the cost: cancel before the cut-off and there is no penalty; cancel after it and the penalty your committee configured applies.
Check the policy before you book something expensive. If your committee has not set a cancellation policy at all, no penalty is charged.
Committees reviewing these rules across every amenity can book a demo and we will go through the configuration with you.
Still stuck?
Email contact@shinraidynamics.com and a human replies within the same working day.