In Momentus Enterprise, a Booking is used to reserve and sell a space required for an event. During an event's contracting, planning, and delivery stages, bookings may need to be added, edited, or deleted. Bookings can be added and managed in the Bookings tab of the Add/Edit Event window. Since bookings affect many parts of event planning, it's important to carefully manage the bookings and their booking orders, which can be viewed in the Service Orders tab.
In this article:
Add a Booking
There are multiple ways to add a booking in Enterprise. Your best practice will depend on the processes and preference of your organization.
On the Bookings tab of the Add/Edit Events window
- Navigate to the Events page and select the event to add the booking to.
- Right-click on the event and select Edit. The Edit Event window opens.
- Select the Bookings tab.
- Click Add. The Add Booking window opens.
- Select the space from the Space drop-down.
- Update any booking information:
- Start and End Date/Time: Used to show the date and time the space should be booked for.
- Status: Used to show the status of the booking. This can be manually selected, defaulted to a specific status or defaulted from the event status. Booking status defaults will depend on your organizations configuration of the Manually Synchronize Booking and Event Status and Show Conflicts for Bookings Within the Same Event options selected in the Booking Configuration window (Organization Parameters BK093 and BK040). Connect with your System Administrator or Primary Momentus contact for more information.
- Usage: Used to show how the space will be used. You can also use booking usages to default start and end times to a booking or to limit the available booking rates for a space. See Default Booking Times with Usages and Space Booking Rates for more information.
- Rate: Used to select the pricing for the space booking. For information about configuring space rates, see Space Booking Rates.
- Click OK. The booking is saved on the event.
Using the Booking Calendar from the Add/Edit Events window
- Navigate to the Events page and select the event to add the booking to.
- Right-click on the event and select Edit. The Edit Event window opens.
- Select View > Event Planning > Booking Calendar. The Booking Calendar opens with the event dates and price list selected.
- On the calendar grid, click and drag across the space row for the days/times that you would like to make the booking for. The pending booking row will display in the grid section.
- Repeat steps 4 to add all required bookings. If you accidentally add an incorrect booking, you can remove a booking row from the pending booking grid by right-clicking and selecting Remove Row.
- In the Rate, Status and Usage columns of the pending bookings grid, add further detail to each booking row, if applicable. If you do not see these columns, they may need to be added to your view.
- Click Book and close the Booking Calendar page.
- Navigate back to your Edit Event window. Your bookings will appear in the Bookings tab.
Directly on the Booking Calendar
- Navigate to the Booking Calendar page.
- Use the date field and calendar span option (7 days, Monthly and so on), to set the calendar to show the dates you would like to make your booking on.
- On the calendar grid, click and drag across the space row for the days/times that you would like to make the booking for. The pending booking row will display the grid section.
- Repeat step 3 to add all required bookings. If you accidentally add an incorrect booking, you can remove a booking row from the pending booking grid by right-clicking and selecting Remove Row.
- In the Existing Event field on the pending bookings grid header, select an existing event or leave blank if you would like to create a new event.
- In the Price List field, check the defaulted Price List:
- If you are adding bookings to an existing event the price list from the Event will automatically default here.
- If you are creating a new event (the Existing Event field is blank), then check the correct price list has been defaulted for your new event.
- In the Rate, Status and Usage columns of the pending bookings grid, add further detail to each booking row, if applicable. If you do not see these columns, they may need to be added to your view.
- Click Book. The Add/Edit Event window opens with the booking in the Bookings tab.
- Click the save button to save the bookings to the event.
Edit a Booking
Booking information, such as space, start time and date, end time and date, usage, rate, and so on, can be edited anywhere the Bookings tab is available, as long as the related booking orders do not have actuals.
To edit a booking from the Events window:
- Navigate to the Events page.
- Use the filters to search for the event with the booking to be edited.
- Right-click on the event and select Edit > Edit. The Edit Event window opens.
- In the Bookings tab, find the booking to be edited.
- Right-click on the booking row and select Edit > Edit. The Edit Booking window opens.
- Edit the booking fields, as desired.
If the fields of the booking are not editable, it is likely that the booking order for this booking already has actuals. See Booking Orders for more information about how you can delete the actuals, before editing the booking.
- When all changes have been made, click OK. Your changes are saved.
Delete a Booking
Bookings from an event can be deleted by using the Mark for Delete option on the right-click menu on the Bookings tab. Once you delete a booking, you can no longer view it on the Bookings tab and it is automatically removed from the booking order created for the space charges (viewable in the Service Orders tab).
If your Booking order already has actuals, you should not delete the Booking until you have deleted the actuals on the booking order (see Booking Orders). If the event is contracted, you will also need to revise the contract to update it with the deleted booking (see Contract Revisions).
To delete a booking:
- Navigate to the Events page.
- Use the filters to search for the event with the bookings to delete.
- Right-click on the event and select Edit > Edit. The Edit Event window opens.
- In the Bookings tab, select the bookings to be deleted. Use Ctrl+Click or Shift+Click to select multiple bookings.
- Right-click on the bookings and select Mark for Delete.
- Click OK. The bookings will be deleted from the Bookings tab and the booking order items will be removed from the booking order.
Comments
15 comments
Hi could you please let us know if we add a booking/modify a booking will the same be reflected in functions also?
0 upvotes
Hi,
If you have your booking and functions linked through the Booking Link column on the Functions screen, then modifying a booking will update the function it is linked with. When creating a new booking, if you check the Create Function checkbox, then a function will be created for that booking and they will be automatically linked so any changes to the booking will be reflected in the function.
Hope that helps!
Maggie
0 upvotes
Is there a way to edit multiple spaces at one time? When I select edit multiple there is no option to edit the space for the multiple bookings, only start/end time, date, etc. Or is there another way to do it. Thank you!
0 upvotes
Joe, are you coming in from the Event or from the Space Master?
Thanks!
--Carrie
0 upvotes
I would be coming in from the actual edit event page.
0 upvotes
Hi Joe,
editing multiple spaces to actually exchange one space for another is not possible. You would have to change the space description for each one or remove them entirely and add them again.
Barbara
0 upvotes
In V20 is there a way that you can edit multiple booking rates? For example in V19 we could copy and paste but in V20 that doesn't seem to work.
Thanks
0 upvotes
Hi Lisa,
There currently is not a way to edit multiple booking rates. Our Product Management Team does have this on their roadmap to add the Rate field to the Edit Multiple Bookings screen in the next 6 months.
Thanks,
Maggie
0 upvotes
I've been asked by many people at the ROH whether they can use the tool 'edit multiple' in the daily bookings tab of the navigation bar? I know you can do it in the events window, but it doesn't seem to work in the daily bookings window?
Any advice would be much appreciated.
Thanks,
Kate
0 upvotes
Hi Kate,
Edit Multiple Bookings is not an option in the Daily Bookings window.
You can use this feature in the Bookings window opened from the Main Menu as long as the bookings are within the same event. We do not support Edit Multiple Bookings across different events.
You could add the Bookings window to the Global Navigation bar using Global Navigation Customization so the users don't have to go to the Main Menu to access it.
Wendy Thompson
Senior Quality Engineer
0 upvotes
Hi!
I read the trail above. It looks like it wasn't an option 3 years ago, but wondering if this has changed. Is there a way now to edit multiple spaces while in the bookings tab under edit event. Trying to exchange one space for another.
Thanks for your help!
0 upvotes
Moriah
Thank you for your note. At this time, it is not possible to change a number of spaces via some type of Edit Multiple action. If a space has only one space booked, the "Move Event" option from the Calendar or the Event listing will work to move all bookings from one location to another. If you have multiple spaces booked on an event, the recommended way to do this is still to change each space.
0 upvotes
In v30 you will have the option to change the Spaces on one booking row, and then Copy that Space cell and Paste it to multiple booking rows within the same event. You will also be able to do this with the Rate field (Rate must be applicable to all selected bookings), and the other editable fields on Bookings, as well as on Functions!
0 upvotes
Hi, I have followed all necessary steps needed to modify a specific booking/function description and time slot However, the details in the actual event registration form have not been updated. These details are linked to the function. How can we update this? Thanks.
0 upvotes
Hi Abbey,
Once functions have been added to Registration Setup any changes to the description, dates, or times must be made from the Registration Setup window. Any changes made to the function from the Functions tab within the event will not be reflected in registration.
To edit this data for the function in registration follow these steps:
Note that if you are showing both the Description and Item Description fields in the Registration Functions table, you can change either of these fields directly on the table grid by double-clicking on the appropriate field. Editing the dates/times requires opening the Edit Registration Function window.
Regards,
Sam
0 upvotes
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