# Reserving a Facility

This page walks you through finding a facility and reserving it.

### Browse Facilities

Go to **Reservations → Facilities** to see everything available to book.

[![c6fba6a5-9ce7-40d2-87ef-156bff42730a.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/scaled-1680-/c6fba6a5-9ce7-40d2-87ef-156bff42730a.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/c6fba6a5-9ce7-40d2-87ef-156bff42730a.png)

You can use **Search facilities(1)** to look up a facility by name, or **Search by Manager(2)** if you know who oversees it. Use the toggle next to the search bars to switch between a grid view and a list view.[![1786025775842.jpeg](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/scaled-1680-/1786025775842.jpeg)](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/1786025775842.jpeg)

### Reading a Facility Card

Each facility card shows its category, the person managing it, its availability, and any relevant tags such as available equipment. Some cards also show **No approval required**, meaning the booking is confirmed the moment you submit it.

[![1786026058738.jpeg](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/scaled-1680-/1786026058738.jpeg)](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/1786026058738.jpeg)

Facilities without this label need approval from the facility manager before the booking is finalized.

---

### Reserve a Facility

You can start a reservation directly from a facility card, or from the calendar if you're already viewing a facility's availability.

Step 1

Open the Booking Form

Click **Book Facility** on the facility you want to reserve.

[![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/scaled-1680-/0RSimage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/0RSimage.png)

You will then see a calendar view showing you the facility's availability, click **Reserve Facility** in the top right.

[![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/scaled-1680-/dySimage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/dySimage.png)

Step 2

Set the Date and Time

Enter the **From** and **To** dates, along with a **Start time** and **End time**. If the booking covers the entire day, tick **All Day** instead of setting specific times.

[![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/scaled-1680-/pEMimage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/pEMimage.png)

Step 3

Add a Reason

Enter a short reason for the booking. This helps the facility manager understand the purpose of your reservation when reviewing it, and appears on your reservation record for future reference.

[![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/scaled-1680-/FSQimage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/FSQimage.png)

If you need to include a supporting document, click **Click here** next to **Do you want to attach Document?** and select the file from your computer. This is optional and can be left blank for straightforward bookings.

Step 4

Submit the Reservation

Click **Reserve** to submit the booking.

[![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/scaled-1680-/WBHimage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/WBHimage.png)

A confirmation message appears once your reservation is submitted.

<p class="callout warning">If the time slot you selected overlaps with an existing booking on the same facility, you will see an error message "**Booking already overlaps with existing booking start and end date**" and the reservation won't go through. Choose a different time or date and try again.</p>

---

*See **[Tracking Your Reservations](https://docs.smartadmin.rw/link/50#bkmrk-page-title)**  page to learn how to check the status of your booking request.*