Booking sequences

In this article

Adding a booking sequence
Editing a booking sequence - booking details
Editing a booking sequence - booked resources
Adding dates to an existing booking sequence
Deleting bookings in a sequence

Adding a booking sequence

How you add a booking sequence will depend on the nature of the booking - whether it's an internal booking linked to an event sequence in your Calendar module, or an unlinked booking, perhaps for an external customer. In this article, we'll follow a worked example, adding the booking and then adding the booked resources for the booking.

1. Creating a booking sequence linked to a Calendar module event sequence

When adding a booking for a Calendar module event sequence - for example, a multi-date discipleship course - you can easily add the linked booking sequence to match the event sequence dates.

Working within the Calendar module, and from an event "View" page, select Add booking:

The Add booking pop-up opens with the event sequence dates pre-populated into the form.

Complete the other booking details and click Save to create the linked booking sequence; after which you'll be prompted to add the booked resources for the sequence booking (see the related article on Adding bookings for further information on adding booked resources to bookings).

The Sequence tab lists all future bookings in the newly-added sequence; to view the entire sequence, click View sequence.

You can navigate directly to a booking's linked event by clicking on the event link shown on the booking Details tab:

2. Create a multi-date booking not linked to an event in the Calendar module

While internal event sequence bookings are more easily added from the Calendar module (see the previous section), one-off and sequence bookings for external customers are best added from within the Bookings module itself - either from the resource Planner or the Bookings section of the module. Click Add booking...

Select Booking is Not linked to an event.

Enter the booking Name and optionally tick to Show on the calendar if you wish you Calendar module Users to see the booking on the events calendar in the Calendar module. This is helpful for those who may not have Planner access, but who still may need to know an external booking is happening alongside the organisation's internal events in the Calendar module. This option is only available for bookings Not linked to an event; your organisation's internal events are always shown on the Calendar module's calendar.

Use the date/time pickers to set the Start and End date/time for the first booking date in the sequence. Later, when adding the booked resources to the booking you'll be able to extend the booked resource times to factor in setup and setdown time on either side of the booking times if you wish.

Select the Repeat pattern for the sequence from the drop-down and use the date picker to set the repeat Until date i.e. the last date in the sequence. A list of sequence dates is generated but note the option to remove unwanted dates within the generated date list, and the option to Add date to build an ad hoc sequence of dates.

Complete the remaining booking details - the booking Status, Site, and Customer, and select the booking Type and whether online payment is enabled for the booking. You can also add responses to the booking-type questions. Click Save.

Next, add  resources. The booked resource times default to the booking times but note the option to change the resource times - perhaps to factor in setup time before the booking Start date/time, or setdown time after the booking End date/time. Ticking Add to sequence will also add the booked resources to other dates in the sequence. Click Save.

The booking sequence and booked resources are added. Working with booking sequences in this way is helpful when changes are made - changes can be optionally applied to some or all dates within the sequence, without needing to edit each booking. The Sequence tab lists all the other future bookings in the sequence. From here you can View sequence - perhaps to make changes to the entire booking sequence - or Add to sequence if you wish to add additional dates to the existing sequence.

Editing a booking sequence - booking details

It's important to distinguish between the  booking details and the booked resources that are assigned to the booking. In this section, we look at how to make changes to a sequence booking's details, and in the next section, we look at how to make changes to a sequence booking's booked resources. When making date or time changes to a booking, care should be taken to ensure the booked resource dates and times are updated, to avoid mismatches. Remember, the Planner shows booked resources dates and times (which may include additional setup and setdown time), not booking dates and times.

You can make changes to individual bookings within a sequence using the Edit action for a booking. However, you can also make bulk changes to multiple selected bookings within a sequence from the Sequence tab using the Edit action on the batch Actions menu.

The batch Edit pop-up indicates how many selected bookings will be updated. Tick each booking field you wish to batch edit and enter/select the updated value to be applied to the selected bookings. Click Save to apply the changes.

Editing a booking sequence - booked resources

In the previous section, we looked at making changes to a sequence booking's  details. In this section, we look at how to make changes to the booked resources for a booking or booking sequence. When making date or time changes to a booking, care should be taken to ensure the booked resource dates and times are updated, to avoid mismatches. Remember, the Planner shows booked resources dates and times (which may include additional setup and setdown time), not booking dates and times.

Working from the Details tab, and for each booked resource listed, select Edit from the resource Action menu. Note that it's not possible to bulk change multiple selected resources of a booking and apply the changes to the sequence; you can only edit and apply sequence changes to one booked resource at a time.

On the Edit resource pop-up make the appropriate changes and tick Update sequence to apply the change to other sequence dates. Click Save to apply the changes. Repeat for each booked sequence resource.

Note that you can make changes to multiple selected booked resources using the batch Edit actions - for example, to change the booked resource times. Note that these batch actions only update the individual booking being viewed - as explained in the previous section, it's not possible to apply batch Edit actions for booked resources to other sequence dates - changes to sequence resources can only be made one resource at a time.

On the batch Edit resources pop-up make resource date/time edits as appropriate and Save the changes.

Adding dates to an existing booking sequence

You can add additional dates to an existing sequence. Working from the Sequence tab of an existing sequence booking click Add to sequence.

If the booking is not linked to a Calendar module event...

The Add to sequence pop-up opens with all the existing booking details pre-populated into the pop-up fields. Edit the Start and End dates and times as appropriate for the date being added. Note that you can use the Repeat and/or Add date options to add a sequence of bookings to an existing sequence. Update the other booking details as appropriate and click Save to add the additional date/s to the sequence.

If the booking is being linked to a Calendar module event...

Before adding a booking to a sequence already linked to a Calendar module event sequence, be sure to first add the additional event date/s to the event sequence. See our related 'Working with Multi-date Event Sequences' support article. Having added the additional event sequence dates, you can now add the linked booking.

Important

Care should be taken when adding dates to booking sequences where the existing booking sequence is linked to an event sequence in your Calendar module. It's essential that your first add the extra event dates to the event sequence in the Calendar module before adding the booking dates to an existing booking sequence.

In the example below we are adding an additional date to a Marriage Course booking sequence. The additional Marriage Course date has already been added to the event sequence in the Calendar module; we can now add the additional booking date and link it to that added event. The Add to sequence pop-up first opens as 'Booking is Not linked to an event' - change this to Linked to an event and search/select the added event name, being careful to select the correct event date - only events that do not already have linked bookings are shown in the results. Review the other booking details and click Save to complete the process.

The new linked booking is added to the existing linked booking sequence. Finally, add resources for the new sequence booking date.

Deleting bookings within a sequence

You can delete an individual booking without affecting the other bookings in the sequence. Viewing the booking you wish to delete click More and select Delete. Deleting a booking does not delete any linked Calendar module event.

You can also delete bookings from the Bookings section of the module - perhaps using the Search or Advanced Search to find a particular booking. Then select Delete from the booking Action menu.

And finally, working within the Sequence tab of a sequence booking you can select and delete multiple bookings using the batch Delete action. Note that the list shows Future bookings by default but you can optionally switch to view All or Past bookings if you wish to bulk delete other bookings in the sequence.

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