Waitlist (cascading) booking allows you to create a waiting list for spaces. When you use waitlist (cascading) booking, space bookings are automatically assigned an option on a first come, first serve basis, and the event status automatically changes to reflect the status assigned to the booking(s). You can only use waitlist (cascading) booking for bookings across different events. Waitlist (cascading) bookings do not apply to bookings within the same event.
When a booking moves out of the option range, defined by the Waitlist Status Range End in the Booking Configuration screen, because it becomes a Firm booking, the salesperson for the events with overlapping bookings is notified through an activity. Similarly, when a booking is deleted or cancelled, the salesperson for the events with bookings set at lower option status codes than the cancelled or deleted booking is notified through an activity.
To configure cascading bookings:
- Define the Options Status Codes
- Configure Enterprise to Use the Booking Waitlist
- Set the Access Privilege
Define the Option Status Codes
The option status codes you create are used to define the options range, the confirmed booking status and the final event/booking status. The number of option status codes available is defined by your organization. Bookings automatically default to the highest available status in the option range. The first booking defaults to the first option; the second booking defaults to the second option and so forth until the lowest option status is reached. Once the lowest option status is reached, all subsequent bookings for that space and time combination are placed at the lowest option status.
Option status codes are added and maintained from the Event, Job and Function Status Master screen. When you create new status codes or edit existing status codes for the option status range, you should make sure all option status codes are in consecutive order and no other status codes are within the range.
- Click the Event/Job/Booking Status link from the Main Menu. The Event/Job/Booking Status screen opens.
- Click the Add button. The Add Event/Job Status screen opens.
- Enter the following information:
- Description - Name for the status. When using cascading bookings, you should use a description that indicates the level of the status. For example, name the status with a status code of 28 First Option. Name the status a status code of 27 Second Option.
- Event Scope - Select Events or Both.
- Text Color - Text color when the status displays in drop-downs and screens throughout the system.
- Background Color - Background color when the status displays in drop-downs and screens throughout the system.
- Status Group - Select the status group for the status. Status groups are used for searching, reporting and display purposes.
- Abbreviated Description - Shortened description for the status drop-downs. It should relate to the Description field so your users can easily understand which status they are selecting.
- Abbreviated Code - Shortened code value for the status drop-downs. It should relate to the Code field so your users can easily understand which status they are selecting.
- Lost Flag - If checked, the status is a Lost status. Only available for statuses with status codes of 80 - 89. This is used for Lost business reporting.
- Code - Describes where the status falls in the overall structure of the statuses. The code value has further impact in the system and is used in access privileges and organization parameters. There are five main status code groups:
- 01-09 - Open statuses
- 21-29 - Tentative statuses
- 30-79 - Firm statuses
- 80-89 - Cancelled and Lost statuses
- 90-99 - Archived statuses
- Click OK. Repeat for each cascading booking status.
Configure Enterprise to Use the Booking Waitlist
You need to configure multiple settings for the system to properly use waitlist (cascading) booking status codes to create a waitlist.
- Click the Booking Configuration link from the Main Menu. The Booking Configuration screen opens.
- Select the General Tab.
- Expand the Booking Waitlist section.
- Configure the following options:
- Enable Booking Waitlists - This check box becomes checked after you select the Waitlist Status Range Start and Waitlist Status Range End value. You cannot change the value of the check box. It signifies that the required information is configured for waitlisting and it is active for your organization.
- Waitlist Status Range Start - Starting status of the options range for the cascading booking statuses. This is the lowest status code available for the waitlist.
- Waitlist Status Range End - Ending status of the options range for the cascading booking statuses. This is the highest status code available for the waitlist.
- Firm Booking Notification Status Level - Status to use as the firm/contracted status. This is the status where the salesperson for events with overlapping bookings are notified by an activity that the space is firm/contracted by another booking. The activity is sent when the booking status is moved to any status equal to or above the selected status up to cancelled.
- You can configure the below additional options if desired:
- Update Event Status Based on Waitlisted Bookings - If checked, the event status automatically changes based on the status of its bookings.
- Waitlist Levels to Check for Availability - Number of levels below the default status the system checks if the option statuses are available before assigning the default status. For example, a booking is created and the default status is Second Option (another booking is already at First Option). If the waitlist levels to check for availability is set to 2, then the system checks if there is a booking set at the Third and Fourth Options before setting the booking status to the default status of Second Option. If there is a booking at the Fourth Option and nothing booked at the Third Option, then the booking is set to the Fifth Option rather than the Second Option. If both the Third and Fourth Option are open, then the booking is set to the Second Option. If the Waitlist Levels to Check for Availability is set to 0, then Enterprise does not check for any level below; the software assigns the first open option status. If no value is defined, the system uses a default value of 1 and checks one level below the default option status.
- Click OK.
Set the Access Privilege
You can configure the Allow Moving Up of Booking Status By Option Range access privilege to control who can move a booking status within the option range to a higher option status if there is a booking with a status in between the booking status you are moving and the option status to which the booking is moving. For example, if you are moving a booking status from Third Option to First Option and you are not assigned to the access privilege and a booking exists with a status of Second Option, then you cannot move the status to First Option. If you are assigned to the privilege or no roles/users are assigned, then you can change the status to the First Option.
To configure this access privilege:
- Click the Access Privileges link from the Main Menu. The Access Privileges screen opens.
- Select the Allow Moving Up of Booking Status By Option Range privilege.
- Right-click and select Edit. The Edit Access Privilege screen opens.
- Select the Access Privileges Details tab.
- Click the Manage button. The Assign Access Privileges screen opens.
- Select the roles and/or users for the privilege from the Available section of the screen. Use Ctrl+Click or Shift+Click to select multiple roles/users.
- Click the single right arrow button to move the selected role(s) and/or user(s) to the Selected section of the screen.
- Click Save. You return to the Edit Access Privilege screen.
- Click OK.
Comments
11 comments
Hi,
Is anyone using this functionality?
It is a great tool to enable bookings on waitlist status, however, we already have statuses configured as per below and i am wondering would it effect if we update this to above:
10 - Provisional
20 - Confirmed
30 - RFI/ICD
40 - Notification
50 - Room Only
80 - Cancelled
85 - Lost
Thanks
0 upvotes
There should be no real negative impact, you'll just need to introduce these new "Wait List Status Levels below your 10 "Provisional", as I'm assuming that "Provisional" is your Tentative Status... if it's actually 20 "Confirmed" then simply insert the new Waitlist Status Levels just below 20.
Hope this answers your question and yes, we have quite a few clients using Wait listing.
1 upvotes
I'm testing this and have it working fine manually but am not able to successfully get the bookings to update automatically when selecting 'Update Event Status based on Waitlisted Bookings'. Any suggestions?
Thanks
0 upvotes
Kathy:
Review the configuration defined in your Organizational Parameters as prescribed in the article above and also review the Article on "Waitlisting (Cascading) Booking Rules" in the Knowledge Base... if you are correctly configured and the system is not performing as described, please report this to Support by clicking the Submit a Request menu on the home page of the Knowledge Base and then select Submit a Ticket. They will need to know the full details of your system including your USI Version (you can pull this from the ? button on your Global Nav Bar) and your Event Statuses and how you have these Org Parameters defined.
0 upvotes
What is the best way to work with the situation where a booking which was put on a room first (first come, first serve) gets a 2nd option, because there is a new booking which get the 1st option? Now I move the orginal booking to a date in the future, make the new booking and then move the first booking back, but it feels as this is not the correct way.
0 upvotes
Not sure I'm following what you're trying to accomplish in this process?
Can you explain in a little more detail as to which Account is in which Booking Position (Tentative, 1st Hold, 2nd Hold etc.) and what is happening with each Account?
Dave
0 upvotes
Room A is booked for Client 1, then a client with a booking with for example more rooms comes, so more revenue, sometimes It can happen that we book the rooms (inclusive room A) for the client 2 (who came second). Both not firm bookings, but options (Tentative) So not the principal of first come first serve. But I believe that its not possible to switch statuses (maybe that is only in our configuration the way?). Hope this clears up my question? It comes down to the fact that EBMS doesn't allow to change the event status manually.
0 upvotes
Thanks for the clarification.
I'm not sure why you believe you cannot adjust the Event Status manually. You should be able to do that. Let's build a quick example of how you'll have to move them.
Let's say you have 2 or 3 Waitlist Slots defined.
1st Client is "Tentative" (1 slot below Firm)
2nd Client is "1st Waitlist"
If you don't have any open Waitlist Slots available when you attempt to move the 1st Client, you may need to add an additional Waitlist Slot to your Statuses and adjust your Organization Parameters.
Hope this helps.
0 upvotes
Thanks, I believe due to the way it used to work, I was in the understanding that you couldn't change the statuses.But it seems to work perfectly. Thanks for helping.
0 upvotes
Momentus Support Center
We use waitlist but we have run into an issue.
We have one event with space booked at firm status from noon to 6pm
We have another event that needs to use the same space from 10am to 11am on the same day but it won't let us set to firm as the other event is preventing it.
How can we get round this?
0 upvotes
Theresa -are there Lead and Strike times/dates involved in your space configurations? You might want to look at how you have your Waitlisting configured in your Booking Configuration screen. You also might want to review your Org Parms related to Booking and Waitlisting - though I suspect this is probably a Lead/Strike issue. If none of those things resolve your issue - I'd reach out to your Consultant or Success Mgr for assistance.
0 upvotes
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