Make a Booking
The first step in making a booking, is to find a Room, or Rooms, to book.
If we click Make a Booking, at the top of the page, we will be taken to the Find Available Rooms page.
Here, we will need to select the date for the booking.
We can then select the time for the booking, either from the preset times, or by selecting a start and finish time.
If the booking is for a particular Category of hirer, for example, Church Use, or Community Use, we can select the relevant Category, or just stick with All.
If this is going to be a repeat booking, we can switch the Repeat toggle on, and set the repeat pattern. If this is a one off booking, the toggle can remain switched off.
Once these are set, we can click the Find Rooms button, and any rooms that match the criteria, will be displayed.
We can then select the room, or rooms, we want to book, by switching the Book toggle on, alongside the relevant rooms.
To continue with the booking, click the Book Selected Rooms button.
Booking Details
In the Create a Booking modal, we will see 5 tabs, the first being Booking Details.
If we’ve come from the Find Available Rooms page, the Date, Booking, and Rooms will already be completed. If we selected the Category, and Repeat, in the Find Available Rooms, these will also be completed. We can change any of these details, and add the number of people that will be attending, if we need to, just remember to click the Refresh Search button, to make sure the Rooms are still available.
We will also be able to select the Layout, that should be used for any rooms that are being booked, and see the cost of the booking.
At the bottom of the Booking Details tab, we can add any notes that might be useful.
We need to save the booking, at this point, by clicking the Create Booking button, at the top right of the modal. We will then be able to add extra details.
Extras
In the Extras tab, we can add any Extras that the room hirers might want included with the room.
We need to click the Edit button, in the top right corner of the Extras tab to select our extras.
We will see any Extras, that have been made available for this room, and any Fixed Extras, that have been added for the room.
We can add the Extras, by either switching the toggle switch on, or adding the quantity alongside each one. This will depend on how many of that extra are available. If there is only one available, then there will be a toggle switch in place of the quantity selector. The cost for the Extra will be shown, if it is selected. At the bottom of the page, we can see the total cost of any Extras we’ve selected, and the cost of the Room.
We can save the booking, at this point, by clicking the Save button, at the top right of the modal, or Cancel, if you don’t want to save any changes. We’ll be able to come back to it to add extra details, if we need to.
Events
The Event tab, allows us to link our Room Booking to an event in the Events calendar. To be able to do this, we need to click the Edit button, in the top right corner of the modal.
If there are already events in the Events calendar, for the day of the Room Booking, we can link the booking, by clicking the Link Event button, on the right.
If the event isn’t already in the Events calendar, and we want to add it, we can click the Create Event in Calendar button.
This will allow us to add the Event Name, a Start and End time, and a Description. Once these have been added, we just need to click the Add button.
We can save this tab, at this point, by clicking the Save button, at the top right of the modal. We’ll be able to come back to it to adjust the details, if we need to.
Clients
In the Client tab, we can add the details of the client that is booking the room.
To enable us to edit this tab, we will need to click the Edit button, in the top right corner.
If the booking is for someone within the organisation, this can be marked as an internal booking, and we will be able to search for the relevant person, from the People database. Once we select them, their details will be added for us.
Otherwise, if this is not an internal booking, we can switch off the Internal Booking toggle and, if the client has booked a room before, we can search for their details. If they haven’t booked before, we can enter the details of the Client, and any notes, in the form. The minimum we will need to add, is the client’s name.
We can save the tab, at this point, by clicking the Save, at the top right of the modal. We’ll be able to come back to it to add extra details, if we need to.
Payments
In the Payment tab, we can see the cost of the booking, including any chargeable extras, that may have been added.
We are able to record payments that have been made, or process debit or credit card payments, through the system.
The Record Payment button, will allow us to add any payments that have been made outside of the system, such as cash, or cheque payments.
To Record a payment, we simply click the Record Payment button, enter the amount and date of the payment, select the Source, and enter any notes. We can then click the Process button, to record the payment. The amount outstanding will be reduced by the amount of the payment.
The Process Payment button, will allow us to take credit or debit card payments, from the client. We will need to click the Process Payment button, and enter the amount of the payment.
We’ll then need to enter the card details, and the cardholders address.
We can then click the Process button, and the payment will be taken from the clients card.