Member Guide

Guide for club members using the Refugio reservation system

Member Guide

This guide will help you navigate the Refugio reservation system to check availability, make reservations, and manage your bookings.

Getting Started

Logging In

1. Navigate to the login page

   Open login.php in your web browser

2. Enter your credentials

   • Email: Your registered email address
   • Password: Your password
3. Access your dashboard

   Click “Acceder” to log in. You’ll be redirected to your member dashboard (viewSocio.php)

If you don’t have an account, contact the administrator to create one for you with your member details.

Your Dashboard

After logging in, you’ll see the main navigation menu:

• Calendario: View bed availability calendar
• Nueva Reserva: Create a new reservation
• Mis Reservas: View and manage your reservations
• Mi Perfil: Update your profile information

Checking Availability

The calendar view helps you find available dates before making a reservation.

Understanding the Calendar

Access the calendar by clicking Calendario in the sidebar.

Color coding:

Green

Many beds available (5 or more free beds)

Yellow

Few beds available (fewer than 5 free beds)

Red

No beds available (fully booked)

Blue (solid)

You have an approved reservation on this day

Cyan (dashed border)

You have a pending reservation on this day

Gray

Past date (cannot book)

Reading Day Information

Each calendar day displays:

• Day number at the top
• Available beds (e.g., “15/26 libres” means 15 beds available out of 26 total)
• Number of reservations for that day
• Your reservation details if you have one

Navigating Months

Use the left and right arrow buttons in the calendar header to move between months:

• ← (Anterior): View previous month
• → (Siguiente): View next month

The current month and year are displayed in the center.

Quick Reservation from Calendar

Click any available day (green or yellow) to jump directly to the reservation form with that date pre-filled.

Making a Reservation

Create a new reservation by clicking Nueva Reserva in the sidebar.

Step 1: Select Dates and Room

1. Choose check-in date

   Click the “Fecha de Entrada” field to open the date picker. Select your arrival date.

   Dates marked in red are fully booked. You can still select them, but availability will be checked when you choose a room.

2. Choose check-out date

   Click the “Fecha de Salida” field and select your departure date. It must be after the check-in date.

3. Select a room

   After choosing dates, the room dropdown will populate with available rooms showing:

   • Room number
   • Number of beds available in that room

   Example: “Habitación 1 (4 camas disponibles)”

4. Choose number of beds

   Use the + and - buttons to select how many beds you need (minimum 1)

You can only select as many beds as are available in your chosen room for your selected dates.

Step 2: Describe Your Activity

In the “Actividad a Realizar” section, describe what activity you’ll be doing during your stay:

Examples:

• “Hiking to Pico de la Sierra”
• “Mountain biking trails”
• “Rock climbing”
• “Photography expedition”

This helps the refuge manage activities and group similar interests.

Step 3: Add Companions

If you’re reserving more than 1 bed, you must add companion information for each additional bed.

For example, if you reserve 3 beds, you need to add information for 2 companions (you are the first person).

1. Click 'Agregar Acompañante'

   The button appears when you select more than 1 bed

2. Fill in companion details

   For each companion, enter:

   • Es socio: Select “Sí” if they’re a club member, “No” if not
   • Nº Socio: Member number (only if they’re a member)
   • DNI: National ID number (required)
   • Nombre: First name (required)
   • Apellido 1: First surname (required)
   • Apellido 2: Second surname (optional)
3. Repeat for each companion

   Add one companion entry for each additional bed beyond the first

You must add exactly the required number of companions. For example, 3 beds = 2 companions. The form will not submit if this doesn’t match.

Step 4: Add Comments (Optional)

Use the “Comentarios” field to:

• Request specific bed numbers or room locations
• Mention dietary requirements
• Note any special needs
• Provide additional information for administrators

Step 5: Submit Your Reservation

1. Review your information

   Double-check all dates, room selection, companions, and details

2. Click 'Crear Reserva'

   Submit your reservation request

3. Wait for approval

   You’ll see a success message: “Reserva creada exitosamente. Pendiente de aprobación por el administrador.”

   Your reservation is now pending and awaits administrator approval.

Managing Your Reservations

View and manage all your reservations by clicking Mis Reservas in the sidebar.

Reservation Status

Your reservations are organized into three sections:

Pending

Pendientes de Aprobación - Reservations awaiting administrator approval

• Shows as cyan/dashed on calendar
• Can be edited or canceled
• Waiting for admin to approve or reject

Approved

Reservas Aprobadas - Confirmed reservations

• Shows as blue on calendar
• Can be canceled (annulled)
• Can be edited if the check-in date hasn’t passed
• These are your confirmed bookings

Canceled

Reservas Canceladas - Rejected or canceled reservations

• Past reservations that were canceled
• Cannot be modified
• Kept for your records

Viewing Reservation Details

Each reservation shows:

• Habitación: Room number
• Nº Camas: Number of beds reserved
• Fecha Entrada: Check-in date (format: DD/MM/YYYY)
• Fecha Salida: Check-out date (format: DD/MM/YYYY)
• Días: Number of days (for approved reservations)
• Solicitado: When you made the request

Editing a Pending Reservation

You can modify reservations that are still pending approval:

1. Locate the reservation

   Find it in the “Pendientes de Aprobación” section

2. Click 'Editar'

   Click the blue “Editar” button

3. Make your changes

   Modify:

   • Check-in date
   • Check-out date
   • Room selection
   • Number of beds
4. Save changes

   Submit the form to update your reservation

Editing a pending reservation keeps it in pending status. It will still need administrator approval.

Editing an Approved Reservation

For approved reservations that haven’t started yet:

1. Find the reservation

   Look in the “Reservas Aprobadas” section

2. Check if editable

   The “Editar” button appears only if the check-in date is in the future

3. Make changes

   Update dates, room, or number of beds as needed

4. Submit

   Save your changes

• You cannot edit reservations where the check-in date has passed
• Changes to approved reservations are subject to availability
• If beds aren’t available, you’ll see an error message

Canceling a Pending Reservation

1. Locate the pending reservation

   Find it in the “Pendientes” section

2. Click 'Cancelar'

   Click the red “Cancelar” button

3. Confirm cancellation

   Confirm in the dialog that appears

The reservation moves to “Canceladas” and beds are released.

Annulling an Approved Reservation

1. Find the approved reservation

   Locate it in “Reservas Aprobadas”

2. Click 'Anular'

   Click the red “Anular” button

3. Confirm

   A special confirmation dialog will appear warning you that this action cannot be undone

Annulling an approved reservation is permanent and cannot be undone. If you change your mind, you’ll need to create a new reservation.

Managing Your Profile

Update your contact information by clicking Mi Perfil in the sidebar.

Viewing Your Information

Your profile displays:

• Member number
• Full name
• DNI
• Email address
• Phone number
• Profile photo (if uploaded)

Updating Contact Information

You can update your:

1. Email address

   Enter your new email in the email field

2. Phone number

   Update your phone number

3. Save changes

   Click “Guardar Cambios” to update your profile

Your name, DNI, and member number cannot be changed by members. Contact an administrator if these need to be updated.

Uploading a Profile Photo

1. Click 'Cambiar Foto'

   In the profile section, click the upload button

2. Select your photo

   Choose an image file:

   • Formats: JPG, JPEG, PNG, or GIF
   • Maximum size: 5 MB
3. Upload

   The photo will be uploaded and displayed in your profile and sidebar

Changing Your Password

To change your password:

1. Current password

   Enter your current password for verification

2. New password

   Enter your new password (minimum 6 characters recommended)

3. Confirm

   Re-enter your new password to confirm

4. Save

   Click “Cambiar Contraseña”

After changing your password, you’ll need to use the new password for future logins.

Tips for a Smooth Experience

Plan Ahead

• Check availability well in advance, especially for weekends and holidays
• Popular dates book quickly, so reserve early
• Consider alternative dates if your first choice is full

Accurate Information

• Provide accurate companion details to avoid delays in approval
• Include all necessary information in comments
• Double-check dates before submitting

Timely Cancellations

• Cancel reservations you can’t use as soon as possible
• This frees beds for other members
• Be courteous to fellow club members

Communication

• Use the comments field to communicate special requests
• Contact the administrator if you have questions
• Keep your contact information up to date

Troubleshooting

Cannot find available beds

Problem: All days show red or very few beds available

Solutions:

• Try different dates or time periods
• Check if there’s a special event reserving the entire refuge
• Consider reserving fewer beds
• Contact the administrator for assistance

Reservation not approved

Problem: Your reservation stays pending for a long time

Possible reasons:

• Administrator hasn’t reviewed it yet (check back daily)
• There may be a conflict with another reservation
• Your request might need clarification

Solution: Contact the administrator if it’s urgent or has been pending for several days.

Cannot edit or cancel reservation

Problem: Edit or cancel buttons are disabled

Reasons:

• The check-in date has already passed (approved reservations)
• The reservation is already canceled
• You’re looking at the wrong section

Solution: Pending reservations can always be edited or canceled. For approved reservations, the check-in date must be in the future.

Form won’t submit

Problem: “Crear Reserva” button doesn’t work

Common causes:

• Number of companions doesn’t match beds (e.g., 3 beds needs 2 companions)
• Required fields are empty
• Check-in date is after check-out date
• No room selected

Solution: Review all fields and ensure companion count matches bed count minus one.

Getting Help

If you encounter issues:

1. Check this guide for solutions to common problems
2. Review the calendar to understand availability
3. Contact the administrator if you need assistance
4. Use the comments field in reservations to communicate special needs

For security and password issues, see the Security Best Practices guide.