Facilities Booking

The Facilities Booking grid shows all Facility Facilities Bookings, including cancelled ones if Show/Hide Historic records is enabled. Use this grid to create, manage, or edit Facilities Bookings efficiently.

Modules > Facilities Booking > Facilities Bookings

The link will open the Facilities Bookings grid. It can be personalised and sorted in the normal way.

The grid can be filtered by one or more combinations of the following criteria:

Entering a Start date/time and End date/time range
- only Facilities Bookings within the specified range will be returned in the grid
- specifying only the Start date/time will return all Facilities Bookings from that date onwards
- specifying only the End date/time will return all Facilities Bookings up to the specified date
A selected Site
- selecting a Site from the list will return only those Facilities Bookings made in Buildings related to the specified Site
- not selecting a Site from the list will return Facilities Bookings made in Buildings related to any Site
- the list will only contain Site records related to the Bookable Buildings assigned to the current User
A selected Building
- selecting a Building from the list will return only those Facilities Bookings made in the specified Building
- not selecting a Building from the list will return Facilities Bookings made in any Building
- the list will only contain the Bookable Buildings assigned to the current User
A selected Location
- selecting a Location from the list will return only those Facilities Bookings made in the specified Location
- not selecting a Location from the list will return Facilities Bookings made in any Location
- the list will only contain Location records related to the Bookable Buildings assigned to the current User
Entering free typed Search criteria
Applying a Facilities Booking Query from the list
Using the standard grid column filters

The filter criteria above work in conjunction with each other. The more criteria defined, the more the grid will be filtered. If the record(s) you are expecting to see are not displayed, try removing or changing the filter criteria.

To add a new Facilities Booking click New , to edit an existing Facilities Booking click Edit . A pop up window will appear which will allow the creation or amendment of a Facilities Booking.

Click to view - Facilities Bookings Fields and Descriptions

Field Name	Description
Contact (a)	From the drop down select the Contact for the Facilities Booking (this can be manually entered). This list connects to Contacts
Chair (b)	From the drop down select the Chairperson for the Facilities Booking (this can be manually entered). This list connects to Contacts
External	Check the box on either the Contact or Chair to gain access to the External Contacts list.
Telephone	The telephone number of the Facilities Booking Contact - if the Contact has been picked from the Contacts list this field may auto-populate, the information can be free typed.
Chair Email	The email address of the Chairperson - if the chairperson has been picked from the contacts list this field may auto-populate, the information can be free typed.
Email	The email of the Contact - if the Contact has been picked from the Contacts list this field may pre-fill, the information can be free typed.
External Company	If the Chairperson has been selected from the External Contact list , this field will auto-populate with their company name.
Cost Centre	From the drop down select the Cost Centre - if the Contact has been picked from the Contacts list this field may auto-populate - for more information see Cost Centres. Available from 6.1.0.0 Cost Centres that have a Historic or Suspended state are excluded from this list.
Course	From the drop down select the Course Details
Booking Cost Code	From the drop down select the Facilities Booking Cost Code- this will filter according to the Cost Centre selected - for more information see Cost Codes. Available from 6.1.0.0 Cost Codes marked as Locked against the Cost Centre are excluded from this list.
Department	From the drop down select the Department - if the Contact has been picked from the Contacts list this field may auto-populate - for more information see Departments.
Inventory Cost Code	From the drop down select the Inventory Cost Code - this will filter according to the Cost Centre selected. Available from 6.1.0.0 Cost Codes marked as Locked against the Cost Centre are excluded from this list.
Booking Type	From the drop down select the Booking Type - for more information see Booking Types.
Catering Cost Code	From the drop down select the Catering Cost Code - this will filter according to the cost centre selected. Available from 6.1.0.0 Cost Codes marked as Locked against the Cost Centre are excluded from this list.
User Defined	From the drop down select the User Defined Lookup.
Description	Enter a description for the Facilities Booking.

Complete the fields and click Save . Once the Facilities Booking header has been completed and saved a sub navigation will appear to allow additional entities to be assigned.

These include:

Recurring Facilities
Catering
Inventory
Attendees
Events
Purchase Orders
Summary
Sales Invoices

Adding Room Bookings

Click to view more detail.

Once the Facilities Booking header has been completed, rooms can be added to the Facilities Booking. If the Facilities Booking has been made from the planner at least one line will already be populated, this line can be edited or more lines can be added.

Modules > Facilities Booking > Facilities Bookings

To add a Facilities Booking line click Add Booking , a pop up window will appear which will allow rooms to be searched for.

Apply the relevant dates and filters to search for available rooms that meet the required criteria, once the filters have been applied click Search Rooms .

Available rooms will be shown in the bottom of the pop up window, select the required room and click Select item and close form , the Facilities Booking line will now be added to the Facilities Booking header.

Click to view Booking Line Fields and Descriptions

Field Name	Description
	Click to cancel the Facilities Booking line.
	Click to view any warnings about the Facilities Booking line.
	Click to view modifications made to the Facilities Booking.
Status	From the drop down select the Booking Item Status.
Facility	Auto-populated with the Location of the Facilities Booking - this is a hyper-link to the Location.
Date Start	Auto-populated with the Start Date of the Facilities Booking - this can be manually adjusted if the room is available.
Date Finish	Auto-populated with the Finish Date of the Facilities Booking - this can be manually adjusted if the room is available.
Att	The number of Attendees for the Facilities Booking.
Setup	Auto-populated with the set up time of the Location - this can be manually adjusted if required.
Close	Auto-populated with the closure time of the Location - this can be manually adjusted if required.
Facility Type	Auto-populated with the default Location Type of the Location, if the Location has multiple Location Types this can be altered from the drop down for more information see Location Types.
Rate	Auto-populated with the changeable rate for Facilities Booking the Location - this can be manually adjusted if required.
Rate Period	Auto-populated with the rate period of the Location - this can be manually altered from the drop down.
(a)	Check the box if Contact (a) is to be an Attendee - this will auto-populate the Attendees list.
(b)	Check the box if Chair (b) is to be an Attendee - this will auto-populate the Attendees list.

Recurring Facilities

Click to view more detail.

If a Facilities Booking has multiple Facilities Booking lines with the same Catering / Inventory / Attendee requirements, recurring facilities can be used. This quickly adds recurring facilities to multiple Facilities Booking lines.

Modules > Facilities Booking > Facilities Bookings

The link will open the Recurring Facilities grid.

To assign Catering click Assign , entities in the right hand assignment window are connected.

Click to view Catering Fields and Descriptions

Field	Description
	Click to delete the item.
	Click to add notes to the item.
Catering Ref	Auto-populated with the Catering Reference.
Description	Auto-populated with the description of the Catering item.
Time Required	Enter the time the Catering is to be delivered.
Collection time	Enter the time the Catering is to be collected.
Qty To Supply	Enter the quantity of Catering items to supply.
Qty To Invoice	Enter the quantity of Catering items to invoice.
Unit Price	Auto-populated with the Unit Price of the Catering item.

To assign Inventory click Assign , entities in the right hand assignment window are connected.

Click to view Inventory Fields and Descriptions

Field	Description
	Click to delete the item.
	Click to add notes to the item.
Description	Auto-populated with the description of the Inventory item.
From	Enter the date the Inventory item is to be used from.
To	Enter the date the Inventory item is to be used to.
Rate	Auto-populated with the rate charged for use of the Inventory item.
Rate Period	Auto-populated with the rate period the Inventory item is charged at.
Quantity	Enter the number of Inventory items required.

To add Attendees click New and populate the Attendee fields.

Click to view Attendee Fields and Descriptions

Field	Description
	Click to delete the Attendee.
Organiser	Check the radio button if the Attendee is the meeting organiser.
Attendee Name	Enter the Attendee name - click the search icon to access Contacts list.
Email	Enter the email address of the Attendee - if the Contact has been picked from the contacts list this field may auto-populate.
Catering Req	From the drop down select the Catering requirements of the Attendee - for more information see Meal Types.
Car Reg	Enter the car registration of the Attendee.
Register	Check the box if the Attendee has been registered.
External	Check the box if the Attendee is External to your organisation.
Email Invites	Check the box to email invites - Facilities Booking Preferences must be applied and Workflows enabled.
Remote	Check the box if the Attendee is a Remote Attendee - Conference Booking module.

Complete the fields and click Save .

Catering

Inventory

Attendees

Events

Purchase Orders

Summary

Sales Invoice

Booking Status and Additional Icons

Facilities Bookings have various statuses:

Reserved - When a Facilities Booking is first made through the planner it is reserved - this Facilities Booking reservation will be held for 10 minutes and must be saved to provisional to hold longer. To move a Reserved status to Provisional click Save
Provisional - a Facilities Booking can be held at provisional for as long as is required, the Facilities Booking can be altered and adjusted in this state
Confirmed - once the Facilities Booking has been confirmed its state can be moved to reflect this. To move a Facilities Booking to the confirmed state click Confirm Booking . Facilities Bookings can be altered and adjusted in this state
Complete - once a Facilities Booking has been completed its state can be moved to reflect this. To move a Facilities Booking to complete click Complete Booking . Facilities Bookings cannot be altered or adjusted in the state
Cancel - click Cancel Booking to cancel the Booking Header and any Booking Items linked to the Header

Icon	Feature	Description
	Add Booking	Click to open the Room Selector page in a separate window. Enter the search criteria to return matching Bookable Locations in the grid, select the most appropriate Location to add it to the Booking Header. This can be repeated multiple times to add the necessary Facilities Bookings to the Header.
	Add Recurring Booking	Click to add Recurring Bookings to the Booking Header. E.g. A team meeting that occurs every Friday at 10am. See Advanced Room Selector
	Add Non-Room Booking	It is possible to book out a non bookable room. E.g. Reception could be booked for a book sale. Click the icon and find the non bookable room. Once the room is selected a Facilities Booking line will be added to the Facilities Booking Header.

Icon

Feature

Description

Add Booking

Click to open the Room Selector page in a separate window. Enter the search criteria to return matching Bookable Locations in the grid, select the most appropriate Location to add it to the Booking Header.

This can be repeated multiple times to add the necessary Facilities Bookings to the Header.

Add Recurring Booking

Click to add Recurring Bookings to the Booking Header. E.g. A team meeting that occurs every Friday at 10am. See Advanced Room Selector

Add Non-Room Booking

It is possible to book out a non bookable room. E.g. Reception could be booked for a book sale. Click the icon and find the non bookable room. Once the room is selected a Facilities Booking line will be added to the Facilities Booking Header.