Booking sequences

In this article

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

Creating a booking sequence

How you create a booking sequence will depend on the nature of the booking - whether it's an internal booking linked to an event in your Calendar module, or an unlinked booking, perhaps for an external customer.

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

When you add a booking for a Calendar module event sequence - for example, a multi-date discipleship course - ChurchSuite will auto-suggest creating a linked booking sequence to match the event sequence dates.

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

The Add booking pop-up opens and the event sequence dates are auto-populated into the form, so that when the booking is saved, a booking sequence matching the event sequence is created, with each event date having a linked booking.

Complete the rest of the booking details before saving the changes to create the linked booking sequence; after which you'll then be prompted to add sequence resources to the sequence booking.

When the booking sequence is saved, the booking's Sequence tab lists all the future bookings in the sequence; to view the entire sequence, click View sequence.

You can easily navigate back to a booking's linked event by clicking on the event link surfaced on the Details tab:

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

Working within the Bookings module - either from the Planner or the Bookings section, select Add booking...

Select Booking is Not linked to an event.

Enter the Name of the booking, and option tick to Show on calendar, so that Calendar module Users who may not have Planner access can see the booking when viewing the calendar in the Calendar module. This option is only available for booking Not linked to an event.

Next, use the date/time picker to set the Start and End date/time for the first booking date in the sequence.

Select the Repeat pattern for the sequence by selecting the appropriate pattern from the drop-down and use the date picker to select the repeat Until date - the last date in the sequence. A list of sequence dates is generated. Note the option click X to remove any unwanted dates within the sequence, and the option to build an ad hoc sequence of dates using Add date.

Complete the remaining booking details - the booking Status, Site, Customer, booking Type, whether online payment is enabled, the booking type question responses, and click Save.

Next, add resources to the booking. The resource times default to the booking times for the first date in the sequence, but note the option to change the resources times - perhaps to factor in set-up time before the booking Start date/time, or set-down time after the booking End date/time. Ticking Add to sequence enables you to add the resources to other sequence dates. Click Save to complete the process.

The booking and booked resources are added, joined together as a sequence. This is helpful when changes are made to a booking - the changes can be optionally applied to some or all dates within the sequence, without needing to manually apply the change to each individual booking date. The Sequence tab lists all the other future bookings in the sequence. From here, you can View sequence - perhaps to make global changes to the booking sequence - or Add to sequence - to add additional booking dates.

Editing a booking sequence - booking details

You can make changes to individual bookings with a sequence using the Edit button on the booking to be edited. However, you can just as easily make bulk changes to multiple selected bookings within a sequence from the Sequence tab - select the bookings to be changed and choose Edit from batch Actions menu.

The batch Edit pop-up indicates how many bookings within the sequence will be updated. Tick each of the booking fields you wish to edit, and enter/select the updated value to be applied to all the selected bookings. Confirm your edit/s and click Save to apply the changes.

Editing a booking sequence - booked resources

In the previous section we used batch actions to make bulk changes to the booking details for a sequence. In this section we look at how to make bulk changes to the booked resources for a booking or booking sequence.

Working from a sequence booking's Details tab (and future date in the sequence), and for each booked resource in turn, select Edit from the Action menu on the right hand side of each resource in the list. 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/update one sequence 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 as necessary for each resource.

Note that you can make bulk changes to multiple selected resources for a booking 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 Resource actions to a sequence - sequence resources can only be edit one resource at a time.

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

Adding dates to an existing booking sequence

Working from a booking's Sequence tab 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's 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. Review and update the other booking details as appropriate, and click Save to add the booking/s.

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 booking to a Marriage Course booking sequence. The additional Marriage Course event date has already been added to the event sequence in the Calendar module; we now need to add the additional sequence booking date and link it to that 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 have linked bookings are listed. Review all the other booking details that have been pre-populated into the pop-up 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 a single booking within a sequence

You can delete an individual booking within a multi-date booking sequence without affecting the rest of the sequence. Open the specific booking you wish to delete and, hovering over More, select Delete. Only that individual booking date is removed; the rest of the sequence remains unchanged. Deleting a booking does not delete a linked Calendar module event.

You can also delete bookings from the Bookings section by selecting Delete from the Action menu.

Deleting multiple bookings in a sequence

Working within the Sequence tab of a booking, you can select and delete multiple bookings in a sequence 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 to select and bulk delete other bookings in the sequence.

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