You can use the availability search to find available spaces for an event based on criteria such as date, time, days, space type, capacity, etc. To use the availability search:
- Click the Calendar link from the Main Menu. The Booking Calendar screen opens.
- Select the Tools tab.
- Select Availability Search. The Availability Search screen opens.
- Enter your search criteria:
- Date Range – Date range for the space(s) needed for the event. If it's for a particular day, enter the same date in both fields.
- Time Range – Time range for the space(s) needed for the event.
- Search Using – Select if the space(s) is needed for the specific entered time range (Specified Times) or if the space(s) is needed for a duration within the time range (Duration within the specified time).
- Duration – Time length the space(s) is needed for the event in hours and minutes. Only available if Duration within the specified time is selected in the Search Using drop-down.
- Days Needed – Consecutive days needed for the space(s) for the event.
- Frequency – How often the space(s) is needed for the event so available spaces are searched over multiple weeks or months if needed.
- Starting On – Day(s) the space booking for the event can start on. For example, if you must reserve the space starting on a Monday, check the Monday check box.
- Expand the Space Options section.
- Enter the necessary information:
- Spaces – Click the link to select the space(s) to search for availability. The default available spaces are based on the Booking Calendar view. The Select Spaces screen opens.
- Select the spaces(s) for the availability search 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 section of the screen.
- Use the up and down arrows to the right of the Selected section of the screen to change the order of the spaces.
- Space Type – Spaces with matching space types are included in the availability search.
- Capacity – Spaces with capacities equal or less than the entered capacity are included in the availability search.
- Setup – Spaces with the matching setups and setup capacities are included in the availability search.
- Features – Click the Features hyperlink to select any required features for the space for the event. The Select Features screen opens.
- Select the feature for the availability search from the Description drop-down.
- Enter a capacity into the Capacity field if desired.
- Click OK.
- Spaces – Click the link to select the space(s) to search for availability. The default available spaces are based on the Booking Calendar view. The Select Spaces screen opens.
- Expand the Result Options section.
- Select the necessary information:
- Include Conflicting Bookings – If checked, spaces that create booking conflicts are included in the availability results.
- Minimum Conflict Status - Spaces at or above the selected status are included in the conflict check. For example, if you cannot change Firm bookings per the booking policy, select the Firm booking status so spaces with Firm bookings and above are not included in the availability results.
- Include Special Calendar Days – If checked, the search includes special calendar days. This means you could include days your venue is closed in the availability results.
- Enforce Booking Restrictions - If checked, the search excludes spaces if there are booking restrictions.
- Click Search. The Availability Search Results screen opens. Spaces with conflicts show the conflict booking information in the Event Description and Status columns. You can also right-click on a space and select Conflicting Bookings to see additional conflict information.
- Select the space(s) for the event. Use Ctrl + Click or Shift + Click to select multiple spaces. You can also use the Back button to return to the Availability Search screen without booking any of the spaces.
- Click the Select button. The Add Event screen opens with the selected space(s) in the Bookings tab.
- Enter the necessary information.
- Click OK.
To add availability search results to an existing event, start from the event:
- Navigate to the Edit Event screen for the event for the new bookings.
- Click the Tools button at the top of the Edit Event screen.
- Select Availability Search. The Availability Search screen opens. The dates default to the event move in and move out.
- Enter your desired availability search criteria.
- Click OK. The Availability Search Results screen opens.
- Select the bookings to add to the event. Use Ctrl+Click or Shift+Click to select multiple bookings.
- Click the Select button. You return to the Edit Event screen with the new bookings in the Bookings tab. The bookings are not saved yet.
- Click OK to save the new bookings.
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