Effective October 1, the transition period from FMX to Facilitron will end. Moving forward, all invoices will be due at the beginning of each month or prior to the first occurrence of a new event. To avoid cancellation of existing reservations or denial of future bookings, please ensure that all outstanding invoices from July and August are paid through Facilitron.

7-Day Suspension Policy for Payment or COI Issues: if payment is not made or insurance that meets the district’s requirements is not uploaded to your Facilitron reservation at least 7 days prior to the event date, then your reservation will be suspended and you will no longer have permission to use the facility.

If your reservation is suspended you can call Facilitron Support to reinstate once payment is made and/or insurance is uploaded and verified on your reservation. Facilitron Support Phone number (800) 272-2962.

For a step-by-step guide on making payment, click here.

For a step-by-step guide on uploading insurance, click here.

For groups that have a treasurer or other contacts that should be receiving invoices, please add their contact information to your Facilitron user Account. Here are some helpful tips for adding those contacts to your user account.

Adding Additional Users to Your Organization

We understand there may be concerns regarding paying invoices for events that are later canceled or declined due to scheduling conflicts or higher priority events listed on the calendar. To help address this, Facilitron ensures that your payment is processed and credits are either refunded or applied to future invoices or reservations. For more details, please refer to the following link.

Declined Reservation Requests

When changing or canceling a reservation, please use the “Change Request” feature on your Facilitron reservation.

For a step-by-step guide on how to input a change request, click here. 

To communicate with the school site or district, use the “Comment” feature in Facilitron. This will help streamline communications between you, your organization, Facilitron, and the Community Services Department.

Thank you for your patience through this transition phase. We appreciate your cooperation and look forward to continued service and benefit to our community through the use of our facilities.

Due to budget reductions and staffing shortages, the West Linn-Wilsonville School District will be unable to offer the same level of facility rental availability during the 2025-26 school year. While the district will work to provide as much facility rental space as it can, sharing this information now will allow for community groups to plan accordingly. 

OTHER COMMUNITY SERVICES UPDATES

Limited Facility Rental Availability in 2025-26

The district’s operations department has limited staffing as of July 1, which will require the school district to close certain buildings to outside rental groups starting this school year (2025-26). This is necessary to ensure that schools remain clean and functional for school and that staff can reliably be available for approved rentals at other buildings. School-sponsored teams and groups will continue to be prioritized for facilities rentals. 

Starting Aug. 1, four schools will not be available for indoor rentals. Outdoor spaces will still be made available. Groups are encouraged to check the district website and facility rental system for available space. The buildings that will be closed to indoor rentals are:

• Cedaroak Park Primary
• Trillium Creek Primary
• Lowrie Primary
• Boeckman Creek Primary

We understand there is high demand for facility space across the school district. Please know that our community services and operations staff remain committed to providing as much availability as possible for the community. We will work with community groups as much as possible to find space as needed.

Category 2 Roster Requirements

League rosters are required for all Category 2 youth sports organizations. If a group has a minimum of 60% of in-district members on their League roster then they will qualify as Category 2. If they have fewer than 60% in-district members, then the group will qualify for a Category 3. All groups will need to submit league rosters annually to maintain C2 status. This process is in alignment with school districts and cities across the Portland-Metro area, and has been enacted to better prioritize field and facility space for local residents. We appreciate your cooperation as we live into this new requirement. You can review Category Prioritization Breakdown on the Community Services website.