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Add/Update Booking Window

The Add/Update Booking window is used to enter a new booking or change an existing booking. This window is not available to View-only users.

If this is a new entry, the data-entry fields are blank except for any defaults that have been set as User Preferences. If you are changing an existing entry, the existing information is displayed in the various fields.



The OK button is disabled if there is not enough information to make a complete booking, or if the user is read-only.

Pressing the Print button after it is enabled will print the information shown in this window, including any notes.

When the E-mail button becomes enabled, you may click it to send the booking information to the e-mail address of the client.

The Delete button deletes the booking.

Booking   You can use up to 50 characters to identify the booking. Clicking the Down Arrow button will reveal a list of several routine bookings entered in the Update User Preferences window from which you can make a selection.  

Client   Enter the name of the person or organization for whom the resource is being booked. Select an existing client by clicking the blue Down Arrow button. The Browse Clients window will appear. If there is no client for the booking, select 'No Client.'

Start Date/End Dates   The dates are displayed using the Windows format, but you can use any of the standard date formats to enter the booking dates. If you click the Calendar button beside the Date fields, a look-up calendar will appear. Double click the desired date.

 Note: End Date is available only if 'Allow multi-day bookings' has been enabled in System Preferences.

Start Time   You can select the start time from a drop-down list by clicking the Down Arrow button. The selection of times is set from the Scan settings in User Preferences. Click the start time for the booking, and it will be entered in the Start Time field.

Duration  You can enter the duration time for the booking, or accept the default duration (set in User Preferences), or select from common durations by clicking the Down Arrow button.
 
 Note: Duration is not visible if 'Allow multi-day bookings' has been enabled in System Preferences.
 
End Time   The duration will be automatically added to the start time and displayed as the end time. If you change the end time, the duration will also change to reflect the new end time. End time is entered or selected the same way as start time.

Repeat Status   This message appears on the face of the window and shows the type, frequency and end date for any repeats that apply to this booking. If there are no repeats, the message shown is "Single booking."

Repeat   Click the Repeat button and the Booking Repeats window will appear. It is used to specify when a booking is to be repeated. You may select any resources that are available for the date and time selected for repeat bookings.

Status Select the status of the booking. This feature must first be enabled by clicking the 'Enable booking status colors' check box on the Status and Colors tab of the Update System Preferences window. Also, the Browse and Scan colors must be selected for the various types of booking status.

Project  Select the name of the project of which this booking is one component.

Private  Click this check box if you wish to make bookings where only you can see the booking name and client.

Lock   Placing a check mark in this box keeps other general users from changing this booking. Locks can be overridden by Resource Administrators or System Administrators.

Inactive  Placing a check mark in this box means the booking is excluded from browse booking, reports and utilization analysis.

Resources   The names of resources currently involved with this booking are shown in a list box in alphabetical order.

To add a resource to the list, click the Add button. The Browse Resources window will appear to let you select resources. If you have already entered dates and times for the booking, you will be able to select from just those resources available at those times. Note however, that this can consume considerable network resources and takes some time to complete. One way to reduce this time would be to check for available resources that are part of a resource group.

You can add to or delete from all the resources in a resource group by clicking the Add Group or Delete Group buttons. The Browse Resource Groups window will appear from which you may select a resource group. To use resource groups, you must be authorized to book all the resources on the list.

If a selected resource is a pooled resource, the Units of Pooled Resource window will appear and ask you how many units of the resource you wish to book.  

You may designate any resource as a primary resource by highlighting it and then clicking the Make Primary button.

To delete a resource from the booking, highlight the resource in the list box and click the Delete button. To replace a resource with another one, highlight the resource you wish to replace, click the Delete button and then insert another resource from the Browse Resources window.

NOTES TAB

You can enter a note to your booking having up to 2,000 characters.

ACTUAL TIMES TAB

If the ability to collect actual times has been enabled in System Preferences, you can use these four fields to enter when the event actually started and ended.

COLORS TAB

If you are a System or Resource administrator and colors have been enabled in System Preferences, you can override the color selection for this booking using the features found on this tab. Scheduling Software home