Booking clashes

Introduction

An essential part of managing resource bookings effectively is knowing resource availability and being alerted to clashes when a resource is already in use or if the available resource quantity is exceeded. There are circumstances where clashes may be acceptable - perhaps where the clash relates to the overlap of the setdown time of one booking with the setup 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 a clashing resource usage that is accepted and saved against the booking.

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

When does a clash arise?

A resource clash arises whenever the usage times for a resource of one booking overlap 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.

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For sequence bookings, clash detection extends to the sequence, with clashes on other sequence dates shown. In the example below, the booked resource will clash with two other bookings. The related clashing sequence dates are unselected by default but you can override and approve the clashes by selecting each of the clashing sequence dates before saving the changes.

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A resource clash also arises when the maximum quantity available is exceeded. In the example below, we're booking 5 of the maximum of 30 tables but 30 are already booked for another booking, as shown in the clash.

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Depending on a user's 'clash approval' permissions, they can either select an available alternative resource or they can approve the clash by ticking any unticked clashing sequence dates and Save the changes. In this way, allowing users to approve clashes avoids unnecessary barriers to their workflow; to continue adding a clashing resource to a booking, perhaps if the clash is going to be later resolved differently - for example, by selecting an alternative resource or reducing the booked resource quantity 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 permission is set in the Bookings module settings, accessed via the cogwheel icon in the top-right corner of the module. Click to Edit the Settings and select between Just Admin users or module Users with Write permission. Administrators are always able to approve clashes.

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Resources with approved clashes are distinguished in yellow. Expanding the clashing resource - clicking the expand/collapse icon - surfaces details of the booked resource clash.

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Overlapping bookings with approved clashes can also be seen when viewing the Planner in

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Finally, the Clashes report lists all 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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