Booking clashes

Introduction

An essential part of managing bookings effectively is being certain of resource availability and being alerted to clashes when a resource is already in use. Obviously, there are circumstances where clashes may be acceptable - perhaps where the clash relates to overlap of set down time of one booking with the set up time of the next booking - or perhaps where resource usage can be legitimately shared by more than one booking/customer e.g., a shared kitchen. In the context of bookings, an approved clash is deemed to be clashing resource usage that is accepted and saved against the booking.

The ChurchSuite Bookings module includes robust clash detection, with timely clash notifications surfaced to the user whenever they add or edit resources for a booking. Approved clashes are clearly shown when viewing bookings within the module and a handy Clashes report lists all bookings with approved resource clashes.

When does a clash arise?

A resource clash arises whenever the usage times for a resource of one booking overlaps with the usage times of that same resource on another booking on the same day. When adding resources to a booking, or editing an existing resource's usage times, detected clashes are alerted to the user.

And for sequence bookings, clash detection extends to the sequence, with clashes on other sequence dates shown. In the example below, the Kitchen resource also clashes on three other dates in the booking sequence. The related clashing sequence booking dates are unselected by default, but you can optionally override and approve the clashes by selecting each of the clashing sequence dates before saving the changes.

Depending on the booking user's 'clash approval' permissions, they can either select an alternative resource that is available or they can approve the clash and Save the changes. In this way, allowing users to approve clashes avoids unnecessary barriers to their workflows; to continue adding a clashing resource to a booking, perhaps if the clash is going to be later resolved in a different way - for example, by choosing an alternative resource for the clashing booking. Where a clash is detected (shown above), the Save button is disabled for users who do not have 'clash approval' permissions.

Clash Approval permissions are set in the Bookings module settings - click to Edit and select between Just admin users or module Users with Write permission. Administrators will always be able to approve clashes.

Resources with approved clashes are distinguished in yellow. Expanding the clashing resource - clicking the up/down icon - surfaces the clash details.

The overlapping bookings with approved clashes are also seen when viewing the Planner in Day view.

And finally, the Clashes report lists all your upcoming bookings that have resources with clashes. Clicking a clashing booking name will navigate you through to the booking, should you wish to make changes to resolve the clash - perhaps selecting a different resource that is available.

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