Adding and viewing bookings
In this article
Customising the Bookings module user experience
Depending on your user's most common booking workflows, the Bookings Module Options allow you to Edit and set
- whether the booking Charges functionality should be enabled
- the Default planner view - either Day, Week or Month view
- the Start week on, which determines which day of the week is first on the Planner in Week and Month view
- whether new unlinked bookings Show on calendar by default
- whether new bookings are Linked to an event or Not linked to an event (i.e. a standalone booking) by default - ideal if most of your bookings are external bookings that are not linked to your organisation's Calendar events
- the default Status of new bookings - "confirmed" or "pending". So, if new bookings have an approval stage, you can set the default status to "pending" and then, once approved, a booking can be set as "confirmed"
Adding or editing a booking
There are two main ways to add a booking. The first is through the Planner, which displays all your bookings visually in either a Day, Week or Month View. Click Add booking at the top of the Planner.
You can also add a booking through the Bookings section of the module, which displays all your bookings in a simple, searchable list. Using the View and Status tools you can filter the list if you wish. Again, to add a new booking click Add booking at the top of the page.
Whichever method you choose, you'll be taken to the Add booking page.
Begin by setting whether the Booking is Linked/Not linked to an event. You can link internal bookings to existing events in your Calendar module or you can create unlinked bookings that are not linked to an event.
Add a booking Name (required). If the Booking is Linked to an event, the event's name and date(s) will be pre-populated into the booking. A booking reference number will be assigned to the booking when you save it. At this stage you may wish to select the booking's Type from the drop down list.
If the Booking is Not linked to an event in the Calendar module, there is the option to Show on calendar - perhaps to keep your Calendar module users in the loop with certain bookings. Bookings shown on the Calendar in this way are never visible on web-embedded calendars or in My ChurchSuite - they're only visible to Calendar module Users.
Add the booking Date. Selecting single date adds the current date, which you can edit by clicking in the date box to bring up the date picker:
If your booking is for a recurring function or event, select Add multi-date. For a 'multi-date' booking, specify the booking sequence date range From and Until and the repeat Frequency. Select Add dates.
The Add single date and Add multi date can be used in combination to build custom booking sequences, including those with an irregular sequence - when a list of multi-dates is generated, you still have the option at this stage to manually remove or add further dates to the sequence, if you wish. The sequence is created when the booking is saved but even then you can still add and remove dates to/from the booking sequence.
Add an optional booking Description. If the Booking is Linked to an event, the event's description will be pre-populated but you can edit this if required, which will not affect the description on the Calendar Event.
Specify a booking Contact. A booking contact can be either a person in your Address Book or a customer within your Bookings module. Search for a contact or customer - the list auto-suggests as you type - or select Add customer.
For multi-site customers set the Site the booking relates to. Bookings are site specific - you will only be able to assign same-site or "all sites" resources to the booking. Set the booking Status - 'Confirmed', 'Pending' or 'Cancelled'.
Next, if you have not already done so, select the appropriate booking Type and answer the booking questions you have pre-configured for that booking Type (see related support article about creating and customising Booking Types). Required questions are designated with a red star symbol and must have responses added in order to save the booking.
Finally add Resources to your booking. You can select multiple resources if you wish. Click +Add resources to add them.
Specify the resource usage Start and End times for the booking. Optionally add Set up and Set down time for each resource as appropriate. Using these set up/set down indicators prevents situations where a clash is inadvertently created due to unforeseen preparation times e.g. clearing up a room from one booking overlapping with trying to get the same room ready for the next booking. Set up/set down times are taken into consideration when detecting booking clashes.
With multiple Resources, you can use the batch action checkboxes to select several or even all resources, and then apply changes to all the selected resources.
Any Booking Clashes detected are displayed, including details of other bookings for the same resource(s). Depending on the Booking module options for who can override clashes, you'll have the option to either Ignore the clashes and save the booking - perhaps to resolve the clash later - or you can remove the resources that clash and add resources that are available before saving.
You cannot save a booking with clashes without ticking the Ignore clashes override checkbox - an error message is displayed.
When you have completed all the necessary sections of the new booking, click to Save changes before navigating away from the page. The newly added booking "View" page is displayed, including a visual indicator of any unresolved clashes. If the booking is linked to an event, that event's image will be displayed. If not, you are able to add an image at this point - see the related support article on 'Managing images in ChurchSuite'.
You can return to this page, perhaps to further Edit the booking at any time.
Sequence events and bookings
When adding a new booking Linked to an event and the linked event belongs to a multi-date sequence of events, ChurchSuite will display a list of all the future event dates in the sequence, enabling you to optionally add a booking sequence to match the event sequence - creating a linked booking for each event date in the sequence. See the related support article for further information on working with booking sequences.
ChurchSuite assigns a unique, consecutively-numbered booking Reference to each booking you add, helping you to distinguish your various bookings. For sequence bookings, the same Reference number is assigned to the entire sequence, making it easier to see all the bookings for a sequence grouped together by the same booking reference number.
The booking Reference is shown on each booking page (see above) and also in the list of bookings (see below). Clicking on a booking reference will filter a list to all bookings for that reference...
The booking Reference is also fully searchable in the booking search.
Viewing and managing your bookings
You can view bookings in the Planner - switching View between Day, Week and Month view. You can also filter the Planner by booking Type and Category - ideal for viewing perhaps just your "Rooms" category or just your "External" type bookings...
When viewing Today, a real-time timeline moves across the Planner, giving you a visual indicator of where you're at with your bookings for the day.
Navigating between different dates on the Planner is really easy too. Click Change Date and select a date. The Today button on the right will quickly reset your Planner back to display bookings for today's date. The forward and backward arrow buttons will also change the display by a single day/week/month (depending on your Planner view).
When viewing the Bookings list, notice how you can switch the View between Past or Future bookings. You can also filter by booking Status - Any, Confirmed (Default), Pending or Cancelled.
While most customers will use the Planner view and Bookings pages to keep everyone in the loop, you can also export your Planner in PDF format, providing a printed summary of the day/week/month's bookings with contact details for the overseer of each booking. It's also possible to subscribe to iCal feeds of the Planner, for those who wish to see bookings in the personal diary application.
It's also possible to subscribe to iCal feeds of the Planner, for those who wish to see bookings in their personal diary application.
When viewing a booking, you have the option to Communicate with the booking contact directly from the booking page. This option is only shown if a booking contact or customer has been set for the booking. If that contact/customer doesn't have an email or mobile number, the respective Send email and Send SMS options are not shown.
Communications sent in this way are logged in the booking's Communication log at the bottom of the booking page and in the communication log of the booking contact (in the Address Book) or customer (in the Bookings module's Customers section).