Add/Update Booking

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Add/Update Booking

All users except view only users can add bookings to ResSched. Organizations can change the terms bookings, clients, resources, and categories to reflect their own usage. When the labels have been changed in Organization Settings, the new terms are used in ResSched schedules, lists and input forms. The new labels do not affect the documentation.  

 

Add New Booking

 

1.Select New from main menu, to open the Booking Information page (below).

2.Enter a name for the booking

3.Select a primary resource for the booking.

4.Enter date and time for the booking

5.Enter additional information about the booking such as other resources, client(s), repeat occurrences, location, and notes. Organization Settings may limit the use of these additional types of information, and they may make some mandatory.

6.Click Save

 

If the new booking results in schedule conflicts, users must resolve the conflicts by changing the booking or, if authorized, accepting the conflicts.  

 

Update Existing Booking

 

The right to change existing bookings is limited by user level and by Organization Settings. For authorized users:

 

1.Use Browse Bookings to filter a list of bookings that includes the booking you want to delete.

2.Click the edit button editbutton beside the booking to open the Booking Information page.

 OR

1.Open a schedule that includes the booking

2.Click on the booking to open the Booking Information page

3.Enter the changes

4.Click Save

 

If the changes result in schedule conflicts the new information must be changed or the conflicts accepted.

 

Booking Information Page

 

General Tab

 

Depending on the entries in Organization Settings, the booking details are:

 

Name

Name of the event or activity taking place. Routine bookings and booking names recently used can be selected with the Lookup button. Required.

Primary Resource

At least one resource must be selected as the primary resource for each booking using the Lookup button. If it is a pooled resource, enter the number of units needed for the booking.

 

The primary resource is listed with any other resources on the Resources Tab. To change the primary resource for a booking, select another resource as primary using the Lookup button. The former primary resource can then be deleted from the booking using the DeleteButton button in the Resources Tab.

Required.

Client

Use the Lookup button to select the client. Conditional: Enable Clients must be turned on Organization Settings and Multiple Clients per Booking turned off.  Client may be a required entry for all bookings in Organization Settings.

When

Date and time the booking occurrence starts to the date and time it ends. Required.  End date only required if Booking Occurrence Can Cross Midnight is turned on in Organization Settings,

Setup/Cleanup Days and Times

Setup and cleanup time needed for the booking. If Booking Occurrence Can Cross Midnight is turned on, setup and cleanup time can include days. Conditional: Enable Setup Cleanup must be turned on in Organization Settings  

Category

Category of the booking. Use the Lookup button to select a category . Conditional: Enable Category must be turned on Organization Settings and Multiple Categories turned off.  Category may be a required entry for all bookings in Organization Settings.

Status

Status of booking.

Private

Details of this booking are obscured from other users. Conditional: Private Bookings must be allowed in Organization Settings . System administrators can always see booking details and resource administrators can be allowed to see details.

Inactive

Mark booking as Inactive. Conditional:  Only available to administrators

Color

Provided for backwards compatability with booking made with older versions of ResSched. Organizations should use multiple categories instead of booking color for the future. Conditional: Existing booking must have color information

 

 

Resources Tab

 

All the resources currently selected for a booking including the primary resource are listed. Use the Add Resources button to select more resources to the booking.  For pooled resources, enter the number of units needed for the booking.  Users can use a resource group to filter the resources to select from.  

 

 

Repeating Tab

 

If authorized by access level or in Organization Settings, users can make repeat bookings.  Except for Irregular repeats, an end date for repeating must be entered. Repeat options are:

 

Fixed days, weeks, months between occurrences

The booking will be repeated the set number of days, weeks, or months until the repeat ending date is reached. Use this option to add a booking that starts on one day and ends on another but only during the workday (repeat every 1 day until end date).

Specified weekdays

Specify which weekdays and which weeks of the month the booking will be repeated.

Irregular occurrences

Enter the date and times for each occurrence

 

When changing a repeat booking, select whether the changes apply to just the open occurrence, all the occurrences, or the open occurrence and those that come after it. When some but not all occurrences are changed, a new booking is created for the changed occurrences. This new booking is marked with an * in the name to distinguish it from the original booking..

 

Clients Tab

 

If Multiple Clients per Booking has been turned on in Organization Settings, click the Add Client button to select one or more clients for the booking either from the whole client list or limited to those clients of a Client Group

 

Location Tab

 

The entry fields for the postal or street address. If the Enterprise Option has been licensed and mapping has been configured in Server Settings, a map and coordinates can also be displayed. The location of the primary resource or of the client may be set as the default location for new bookings in Organization Settings

 
 

Categories Tab

 

If Multiple Categories per Booking has been turned on in Organization Settings, click the Add Categories button to select one or more categories for the booking.

 

Notes Tab

 

Users can add up to 5000 character of free form text to the booking.

 

URLs Tab

 

An unlimited number of URLs for web pages, pdfs or other documents that can be opened with a web browser can be added to the booking.

 

History Tab

 

Administrators can view a log of booking activity.  The log includes when an action took place, who made the change, the booking ID, what the primary resource and client involved were, the first occurrence of the booking affected by the action, and a description of the action itself.