TABLE OF CONTENTS

• Overview
  • Configuration
  • Management
  • Customer Portal (CMRpay)
• Instructions
  • Automated Email Samples
  • Approval Queue
    • Filter Approval Queue
    • Review a Request
    • Make a Decision on a Single Reservation
    • Make a Decision on Multiple Reservations
  • Refund a Payment
    • Instructions
• Manage Inventory
  • Instructions
• Manage Reservations
  • Instructions
    • Search for Reservation
    • Export a Reservation
    • Reservation Details Page
    • Create a New Reservation
  • Edit a Reservation
  • Cancel a Reservation
• Signage
  • Instructions

Overview

Also known as meter bagging, meter hooding, or space reservations, SpotBlock is an area reservation system. With SpotBlock, you can create reservation types and manage your meter inventory.

This article will cover the 3 main categories:

Configuration

• Reservation Type Setup

• Rate Setup

• Inventory Setup

Management

• Approval Queue

• Manage Reservations

  • General search function allowing a user to look up a particular reservation

• Signage (located within Setup) 

Customer Portal (CMRpay)

• Ability to submit application request

• Dashboard to view past/current/future reservations

Instructions

Automated Email Samples

All automated communications are managed within the communication template manager. To search for a particular communication, select the global toggle in the upper right-hand side of your screen.

1. Select Settings > Communications Template Management 

Approval Queue

The Reservations Approval queue will have a very similar look and feel to the permits approval queue, including the ability to sort the table by using the New and Info Request tabs. A few key differences exist: 

Filter Approval Queue

You can filter the approval queue to view specific requests that meet your search criteria. Current filtering options:

• Meter/Space ID

• Reservation ID

• Request Type

• Requestors First/Last Name

Review a Request

After you select a reservation to review, you will able to review the application and make a decision on the request.

On the request page, several cards organize the reservation details:

• Decision. After you review the reservation request, you will select your Decision from the drop-down menu, then select Save Decision.

  • Approved

  • Denied

  • Needs More Information

• Charges. Displays the amount due for the reservation.

  • Note: This amount will be charged when the reservation has been approved.

• Reservation Details. Displays a snapshot of all reservation details:

  • Reservation ID

  • Created Date

  • Request Type

  • Start Date

  • Start Time

  • End Date

  • End Time

• Contact Information. Displays the requestor’s Name and Email.

• Attachments. If the requestor uploaded attachments, they would be displayed in this card.

• Locations. Displays all meters included in the reservation application.

• Notes. Displays any notes that have been added to the reservation application.

• History. Displays a log of the reservation application.

Make a Decision on a Single Reservation

1. Select SpotBlock > Approval Queue

2. Search for the reservations

   1. Note: Use a filter to narrow your results

3. Select the Reservation

4. Review all information

5. Make a Decision by selecting an item from the drop-down menu

   1. Approved

      1. If desired, select Fee Exempt or Adjust Price

         1. If you select the Fee Exempt option, the card will update with a Reason drop-down menu. You will select from one of the preexisting exemption options. Selecting one of these options will update the cost of the Reservation to $0.

         2. If you select the “Adjust Price” option, the card will update with 2 open text fields. You will enter the reason for the price adjustment in the Internal Note field. In the Adjusted Price field, you will be able to enter in the price you want the reservation to be updated to.

   2. Denied

      1. If desired, add a Response to Applicant

   3. Needs More Information

      1. If desired, add a Response to Applicant

      2. Note: Currently, the process of collecting additional information must take place offline and in direct communication with the applicant.

6. Select Save Decision

Make a Decision on Multiple Reservations

1. Select SpotBlock > Approval Queue

2. Search for the reservations

   1. Note: Use a filter to narrow your results

3. Select the Reservations

4. Since you selected more than one reservation, the Decision card now displays the Reservation Count (e.g., You’re reviewing reservation 1 of 25).

5. Review all information

6. Make a Decision by selecting an item from the drop-down menu

   1. Approved

      1. If desired, select Fee Exempt or Adjust Price

         1. Note: If you select Fee Exempt, the total expected will change to $0 and you will see the amount reflected next to a dropdown that contains pre-defined reasons for the exemption. These reasons should be defined in partnership with Passport’s Implementations and/or Support teams.

         2. Note: If you select Adjust Price, you will need to enter the next expected total due in the adjusted price field and provide a reason for the adjustment.

   2. Denied

      1. If desired, add a Response to Applicant

   3. Needs more Information

      1. If desired, add a Response to Applicant

7. Select Save Decision

   1. Or, select Skip To Next Reservation

Refund a Payment

Use the Transaction Management feature, located within the cashiering bundle, to refund a payment. 

Instructions

1. Select SpotBlock > Manage Reservations

2. Enter search criteria, then select Search

3. Select the desired reservation, then select the Transaction Details link to open the Transaction Management page

4. Select Manage Transaction

5. Select Refund Directly

   1. Determine the amount you would like to refund and make any adjustments. 

   2. Note: By default, the full refunded amount has been prepopulated.

   3. Note: Checks can only be refunded for the full original amount.

6. Select Continue 

7. Review your refund, then select Confirm Adjustment

   1. Note: After you complete the refund, a new transaction will be created with a Transaction Type of “Refund”

   2. Note: Refunding does not affect the status of the reservation. Any changes to the reservation’s status must be taken on the Reservation Details page

Manage Inventory

At this time, you can search for and view meters, but you cannot take any action on those meters.

If you need help with managing your inventory, please create a Support Ticket.

Instructions

1. Select SpotBlock > Manage Inventory

2. Enter search criteria in the Search Meter / Space ID field

Manage Reservations

Instructions

Search for Reservation

After performing the search, you can select any reservation to view the Reservation Details page to view more information or to take action.

1. Select SpotBlock > Manage Reservations

2. Enter search criteria, then select Search

3. Select the desired reservation

Export a Reservation

After performing the search, you can use the Export option to export your search results as a table. You can then filter these results to adjust which items display and the order in which they display.

1. Perform a search

2. While viewing your results, select Export

   1. Note: You will be provided with a CSV export of all current search results.

Reservation Details Page

This page displays information about the specific reservation you are viewing.

• Decision Card

  • Displays the reservation status, reviewer name, and decision date.

• Transaction Details Card

  • Displays any payments associated with the reservation. Each payment links to transaction management where you can perform payment-related actions.

• Payments Card

  • Displays high-level information about any payments related to the reservation. Information includes: Payment Amount, Payment Type, Payment Date, Card Tail, Expiration.

• Reservation Details Card

  • Displays reservation-specific information, including: Reservation ID, Created Date, Request Type, Start Date, Start Time, End Date, End Time.

• Contact Information Card

  • Displays requestor’s information, including name and email.

• Attachments Card

  • Displays any attachments included with the reservation. 

    • Note: You can add additional documents after you make a decision on this reservation.

• Locations Card

  • Displays meters associated with the reservation. Information includes: ID, Zone, Type, Address.

• Notes Card

  • Displays any notes related to this reservation

  • Note: Select Add Note to create a new note.

• History Card

  • Displays the reservation’s audit / history trail.

    • Note: These items are populated automatically.

Create a New Reservation

You can use this feature to create a new reservation for walk-in customers or for city-related and partnership needs. (e.g., a city parade or a partnership with a sports organization)

1. Select SpotBlock > Manage Reservations

2. Select Create New Reservation

3. Select a Request Type, then select Next

   1. Note: The page will update to reflect the request type you selected.

   2. Note: Selecting the Request Type from the drop-down menu will reveal the remaining application fields relate to that Type. 

4. Select the Documentation tab, then add documentation

   1. Note: The page will display request and required documentation

   2. Review the list of customer-provided documents to determine whether they meet the requirements, then check Manually inspected required documents

   3. Select Next

5. Select the Meter / Space Selection tab, then complete the form

   1. Start Date

   2. Start Time

   3. End Date

   4. End Time

   5. Meter/Space ID

      1. Note: Each individual Meter ID or Space ID must be entered into its own field by using Add Location or Bulk Add

         1. To add an ID using Add Location, select then enter desired Meter/Space IDs individually. Repeat the process until you have added all the IDs.

         2. To add an ID using Bulk Add, copy and paste the desired Meter/Space IDs from an excel sheet or document. Separate with commas, semicolons, or new lines.

      2. After using either process, select Check Availability to confirm the availability of the desired spaces. If the desired meters are available, you will see green validation messaging. If any of the desired meters are not available, or if an invalid ID was entered red validation messaging will display. All entered meter IDs must be validated as available before you can proceed.

         1. If an ID is unavailable, remove the ID or reconcile the issue. 

         2. If all IDs are available, select Add Available Meters to Reservation.

6. After all Meter IDs have been validated as available, select Add Available Meters to Reservation to populate the IDs in the Reservation Summary

   1. Note: The Reservation Summary card displays details about this reservation.

7. Select Proceed To Checkout to add the item to the Cart. 

   1. Note: At this point, you can either proceed with Checkout or add additional requests to the Cart. 

Edit a Reservation

You can now edit some fields within the Reservation Details and Contact Information sections. Any editable field will display after you select Edit. 

Create a Support Ticket if you need help with additional edits.

Cancel a Reservation

If a parker needs to cancel their reservation, they will need to contact you (the city) to process that request.

After you cancel the reservation, the reservation will not be automatically refunded. To refund the transaction, go to SpotBlock > Transaction Management and process the refund from the transaction link on the Reservation Details page. This process ensures that refunds can be processed in full or partially (if, for example, the city agrees to partially refund a long-term reservation that ended early).

1. Select SpotBlock > Manage Reservations

2. Enter search criteria, then select Search

3. Select the desired reservation

4. On the Reservation Details page, select Actions > Cancel

5. Select a Reason, then select Cancel Reservation

   1. Note: The Reason will be added to the cancellation email sent to the customer. 

   2. Note: The default text can be edited if the city initiates the cancellation and needs to communicate that to the customer. 

      1. Default text: “This reservation was cancelled in office.”

Signage

This section allows operators to print the list of meters that need to be bagged that day, the inserts for those reservations, and the dashboard permits (if desired).

Instructions

1. Select SpotBlock > Setup > Signage

2. Select the Date (use the calendar icon)

3. Select the print option

   • Note: All three options display at the top of the signage page. 

   • Note: You can select individual reservations to view details for a specific reservation record. 

   • Print List. This option will download a spreadsheet with all of the day’s reservations. Each location will display as a single line in the sheet.

   • Print Inserts. This option will open a printable file in a new tab that provides all the day’s required bag inserts or street-display signage.

   • Print Permits. This will open a printable file in a new tab that provides permits for the day’s reservations. These are the style permits a customer would be provided to affix to a vehicle, container, etc. These are also provided directly to the customer, so access here is available as another way to generate your daily list.