Online Space Booking (OSB) is a web-based public-facing application that allows your public-facing users (staff and/or customers) to search space availability to request or reserve spaces. Once OSB is configured, you can share the link to each OSB portal with your public-facing users, typically through the Account Portal or links on your website .
You may combine OSB with the Order Processing (OP) public-facing application to charge your customers for space rental and to allow them to order items and/or services for their event. Bookings including Event Details, Space Bookings and Order Items may be optionally configured to allow for "date controlled" editing and/or cancellation requests.
When your public-facing user submits an online space booking, an event is created with the bookings selected by your customer. This event will included any notes and documents that your public-facing user entered (dependent on your configuration).
Booking Roles are assigned to your OSB configuration to control which spaces a public-facing user will see in your OSB portals. These roles also limit which OSB portals the public-facing user can access through the Account Portal.
Step-by-step instructions outlining how to configure your OSB portal are available in Online Space Booking Configuration. Before you start, though, be sure the prerequisite setup below is complete.
Prerequisite Setup
- Configure Spaces
- Configure Event Related Information
- Configure a Content Builder Layout
- Configure Booking Roles
Configure Spaces
Although you probably already have spaces configured, verify the following are set up for each space you plan to offer online:
- Space Description - Make sure it is appropriate for your public-facing users.
- Space Type - Displayed online in the space details.
- Capacity Amount - Used in availability searching.
- Gross Area and Area U/M - Displayed online in the space details.
- Minimum Capacity and Maximum Capacity - Used for availability based on number of attendees.
- Space Notes - Additional information to show in the space details.
- Space Classes - May be used to specify which set of spaces are available to public-facing users assigned to a Booking Role.
- Features - May be used for availability searches and filters to verify the space meets requirements
- Setups- May be used for availability searches and filters to verify the space meets requirements
- Pricing - Requires a price list and Class 1 resource(s) to assign pricing to spaces. The default price list for the event and the rate type to assign to each space are assigned in the online space bookings configuration.
- Space Images - Recommended space images formats and sizes:
- Most image formats work. A 16:9 image ratio is recommended.
- Main Image size - 691w x 389h pixels
- Thumbnail Image size - 295w x 166h pixels
- Time Zone - Set the local time zone for the space. Only applies if Events Across Time Zones feature is licensed and enabled.
For more information on configuring spaces, see Spaces.
Configure Event Related Information
You can assign certain attributes to the events public-facing users create through online space bookings. For best results, make sure you configure the following options:
- Event and Booking Statuses, including Status Groups
- Price Lists
- Event Category, Class, Type, Rank and Indicator
- Event User Defined Fields
- Note Classes - Only needed if you allow your public-facing users to enter event notes.
- Document Categories - Only needed if you allow your public-facing users to upload documents.
Configure a Content Builder Layout
The content builder allows you to customize the Event Details page for the online space bookings configuration. You can configure items like custom text, custom notes, terms and conditions statements, document uploads and what event fields the public-facing user needs to complete for their space reservation in the content builder.
See Online Space Booking Content Builder for instructions.
Configure Booking Roles
Booking Roles are only needed if you would like to restrict the spaces that a public-facing user can see in a OSB portal, or you would like to restrict which OSB portals a public-facing user can see in the Account Portal.
See Booking Roles and Space Classes for more information and instructions.
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