Disclaimer: Make sure you have completed the Initial Set-up Process before you try and set up a New Booking.
Creating a New Booking Event
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Click on the Calendar option from the top menu bar.
Find the date, time and resource and press your cursor on the time you are interested in starting your booking. You will see a different window that will ask if you want to create a single event or use the Booking Manager. Press the "Use Booking Manager" Button.
You can search by a variety of ways to find an existing booking:
Enter in a partial name of the booking or the contract ID
Type in the Customer name or ID #
Search by a date range of events
Enter in a User (Employee) to search all booking created by them
Click the "+ New Booking" to add a new booking.
Type the name of your Booking, what customer/organization it is for, and select the Event Type you would like to use. Click "Save New Booking" button.
The next screen will allow you to edit the event settings such as resource, time, fees, etc. If it is a one day event, select the proper event start and end time.
Daily Repeat: Switch the toggle to Daily. If you want it to repeat every day for a set date.
Weekly Repeat: Switch the toggle to Weekly. If you would like an event to repeat weekly for a specific day (Friday) for 4 weeks for example, here is that would look.
Options on "event create" page:
Event Repeats: Click the toggle to turn on the repeat option (Note: the date above will be the 1st date of the series).
Publish Online: Should this event be seen to all customers within the Member App and Schedule Display page.
Setup/Takedown: If the event requires reserved time for setup and/or takedown, you can create a calendar blocker. Tasks can also be assigned, and charges may be applied for this time if needed.
Fees: After selecting the date and time for your booking, all applicable fees based on the resource's booking options will automatically appear. You can choose which fees to include or remove. To add a fee not listed, simply enter it in the free-form box to display the corresponding product. Additionally, products can be added to the Event Type as "suggested fees."
Custom Fields: Some event types may have a custom form attached to gather more details from the customer.
Click "Save" when you are all done. You also have the ability to 'Save and Create New Event" or to "Save and Create Similar Event".
Viewing/Editing Booking
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Events: Your scheduled events will appear on the Booking Page along with the proposed cost for each event. You can press the 3 vertical dots to make any edits to the event, duplicate it, or delete it.
Item Rentals: If you decide you need to rent out certain products from your inventory, you can do this through the Booking Manager.
Learn more about "Product Inventory" control below.
Fees: If you click the Fees section on the left hand side, you can add a deposit to the booking or any other product that you would like to attach to the booking as a whole but not to an individual event.
Settings: Click on "Settings" on the left hand side to add any "Payment Terms" and/or "Additional Notes" that will appear in the Customer's Contract.
Contract: You can click "Contract" on the left hand side to see your customer's Contract to view all of the events with the Conditions you set, etc.
Files: You can upload any Files or Documents by clicking "Files" on the left hand side.
Create Invoice: Once you have everything set, you can click "Create Invoice" and an Invoice under the customer's name will be created
Note: An invoice will not be emailed. This is what the Contract is for. Once you are ready, you will send the contract.
Special Notes:
If you delete or modify any of your events, the "Rental Total" amount will reflect these changes automatically. Also on the Invoice, it will display that these events no longer are occurring.
The changes will automatically be reflected if there is an Edit or Deletion on the Contract.
Booking Invoice Edits
Anytime there is a change with a booking that effects the amount a customer has been charged on their invoice, a new line item is added to the customers invoice. We have made the line item displaying this change more clear and it will now appear right underneath the original event that has been modified.
How It Looks
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In this screenshot, you can see an event was deleted from the series. It displays the original event and right underneath it, the reversed event and its details.
Video
Here is a quick video to explain the changes of how it used to display vs how it now displays these changes within a Booking Manager invoice.
Searching for a Booking (using the Booking Manager)
Where
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The Booking Manager can be accessed in a variety of ways:
In the main global search box, start typing in "Booking Manager" until it appears to select.
From the top drop down menu, click on "Calendar" and then "Booking Manager".
Searching
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By default, all upcoming booking events created by the logged-in user will be displayed. These presets can be removed as needed.
To refine your search, you can:
Enter part of the booking name or contract ID.
Search by customer name or ID number.
Filter bookings within a specific date range to display events that fall within that period.
As you type in the search box, matching customer names or booking names will appear below for selection. If no bookings exist for the customer, no results will be displayed.
Bookings created by the "logged-in user" will appear if the "My Contracts" tag is included in the search.
In the "Creator" field, you can:
Select a specific user to view their bookings.
Leave it blank to display all bookings created by any user.
The search box includes a tag to identify bookings with unsigned contracts. This allows you to track which Digital Contracts still need to be completed.
A green arrow in the Contract column indicates a signed contract.
We have added a way to specifically search on bookings that have been Signed or Unsigned. In the search box either enter (s) for Signed or (u) for unsigned.
All columns in the output are sortable and you can use the Search box to find specific bookings or other text