Manage Spaces on the Calendars and Booking Agenda

You may need to show or hide spaces, adjust the order of the spaces or adjust how the space names display on the Booking Calendar, Function Calendar or Booking Agenda. Whenever you make any adjustments to how your Booking Calendar, Function Calendar or Booking Agenda displays, don't forget to save your view so you can use it again later!

Show or Hide Spaces

  1. Click the Calendar, Function Calendar or Booking Agenda link from the Main Menu. The Booking Calendar, Function Calendar or Booking Agenda screen opens.
  2. Select the Home tab.
  3. Click Select Spaces. The Select Spaces screen opens.
  4. To add spaces:
    • Select the space(s) you want to add from the Available section of the screen. Use Ctrl+Click or Shift+Click to select multiple spaces.
    • Click the single right arrow button to move the selected space(s) to the Selected side.
  5. To hide spaces:
    • Select the space(s) you want to hide from the Selected section of the screen. Use Ctrl+Click or Shift+Click to select multiple spaces.
    • Click the single left arrow button to move the selected space(s) to the Selected side.
  6. Click OK. 

Whenever a new space is added to the Spaces screen, you must update your views to include the new space.

Hide a Single Space

  1. Click the Calendar, Function Calendar or Booking Agenda link from the Main Menu. The Booking Calendar, Function Calendar or Booking Agenda screen opens.
  2. Right-click on the space name in the calendar/agenda.
  3. Select Remove.

Change the Space Order

The default sort for the spaces on the Available section of the Select Spaces screen is by Order and then Code. The Order and Code are set on the Add/Edit Space screen.

You can override the default sort by clicking the Order, Code or Description column header. When you move the spaces from the Available section to the Selected section, the sort you create on the Available side is used on the Selected side.

You can also make further adjustments to the space sort using the up and down arrows next to the Selected section on the Select Spaces screen. You can select multiple spaces using Ctrl+Click or Shift+Click to move several spaces at one time.

  • Double Up Arrow - Moves the selected space(s) to the top of the list.
  • Single Up Arrow - Moves the selected space(s) up one space.
  • Single Down Arrow - Moves the selected space(s) down one space.
  • Single Down Arrow - Moves the selected space(s) to the bottom of the list.

Manage Space Names

You can show either the abbreviated space description or full space description for the space names listed on the Booking Calendar, Function Calendar or Booking Agenda. To configure the display of the space names:

  1. Click the Calendar, Function Calendar or Booking Agenda link from the Main Menu. The Booking Calendar, Function Calendar or Booking Agenda screen opens.
  2. Select the Settings tab.
  3. Click Configuration. The Calendar Configuration screen opens.
  4. Select Description or Abbreviated Description from the Display Spaces Using drop-down.
  5. Click OK.

The space description and abbreviated description are configured on the Add/Edit Space screen. To change the description or abbreviated description for a space:

  1. Right-click on the space with the description or abbreviated description to update from the Booking Calendar, Function Calendar or Booking Agenda.
  2. Select Edit Space. The Edit Space screen opens.
  3. Enter the updated description in the Space Description field and/or the updated abbreviated description in the Abbreviated Description field.
  4. Click OK. 

Your access to the Edit Space screen is subject to access privileges or access management.

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Comments

6 comments

Date Votes
  • Megan Eve

    Is there a way to sort the spaces on the booking calendar for example by alphabetical order without having to do it manually by using the up and down arrows under advanced search then select spaces to put them in the order you want.

    0 upvotes

  • Wendy Thompson

    Hi Megan,

    In v20, the default sort on the Available side of Select Spaces is by Order, then Code, so if you have your Spaces sorted the way you want them using the Order field, they will display that way and you can move them to the Selected side in the same order.  If you choose to Display by Hierarchy, then the Spaces follow the hierarchy you have set up.  Otherwise, the only way to sort them is using the up and down arrows.  Please note that you can select multiple Spaces and move them as a group using the arrows.

    In v30, the default sort is the same, but we've added the option on the Available side of Select Spaces to sort by Order, Code, or Description by clicking the column header for the appropriate column.  You can then move the Spaces to the Selected side based on that sort.  However, additional sorting on the Selected side is still done using the up and down arrows.

     

    Regards,

    Wendy Thompson

    Senior Quality Engineer

    0 upvotes

  • Kris Corrigan

    Hi

    How can we keep a space collapsed on the booking calendar, I have collapsed the space, saved the view however the space expands again.

    Thanks

    Kris

    0 upvotes

  • Carolynn Williston

    Hi Kris,

    Thank you for bringing this to our attention. This is not standard behavior for the booking calendar, so I have written up a ticket for our developers to address it. You should expect to see it corrected in the next Ungerboeck service release.

    Thanks again,

    Carolynn

    0 upvotes

  • Carolynn Williston

    Hi Kris,

    I just wanted to follow up on this. We have resolved any incorrect behavior with spaces on the booking calendar. However, you may also want to double check the "Itemize Bookings" setting on any spaces that are not collapsing. If that option is checked, it could prevent any collapsed spaces from saving on a calendar view.

    Best,

    Carolynn

    0 upvotes

  • Kris Corrigan

    Hi Carolynn

    Thanks for the update much appreciated.

    Kris

    0 upvotes

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