Space Booking Rates

When you book a space on the Bookings tab on the Add Event or Edit Event screen, you can select a space booking rate from the Rate drop-down. For a rate to display in the drop-down you must:

Once you have those items configured, you can then select a rate for a booking. You can also configure the software to default a rate in for a space so you do not have to select it each time and you can limit what rates are available based on the usage assigned to the space. There are additional options that may impact the available space rates when you book a space such as using event profiles, early/standard/late pricing and account price classes. 

After you create your space rates, you can also update the space rate information if needed.

See Square Foot / Square Meter Space Booking Rates for information on creating rates based on a space's square footage or square meters. See Seasonal Pricing for Room Rates for information on room rate discounts or surcharges based on specific dates during the calendar year.

Also note, there are a number of additional options that may impact which Booking Rates are available when you book a Space. To name a few, the use of Event Profiles, Early/Standard/Late Price configurations, and Account Price Classes. Keep these in mind when applying and reviewing Rates on your Booked Spaces. 

Create a Resource Type

  1. Click the Resources link from the Main Menu. The Resources screen opens.
  2. Click the Add button. The Add Resource screen opens.
  3. Enter a unique resource type starting with a 1 into the Type field. 
  4. Enter the additional necessary information for the resource such as U/M and U/T. If you want to charge the additional rates on an hourly basis, set the U/T for the resource to Hourly. See Resource Types for details on the available fields.
  5. Click OK.

Configure the Space 

  1. Click the Spaces link from the Main Menu. The Spaces screen opens.
  2. Click the Add button. The Add Space screen opens.
  3. Enter the necessary information for the space. See Spaces for more information on each available field.
  4. Select the Pricing tab.
  5. Click the Select button. The Select Space Rates screen opens.
  6. Select the price list for the space booking rates from the Price List drop-down.
  7. Select the applicable resource type(s) from the Rate drop-down. The selected rates are available when booking a space for an event using the price list selected in step 6.
  8. Click OK.
  9. Click OK. The newly added price list and rate(s) display on the Pricing tab. 
  10. Enter the Standard Price for the price list and rate and the Advance Price and Late Price, if applicable.

  11. Click OK.

Review the Resource and Price List(s)

After you add the rates to the Pricing tab on the Add Space or Edit Space screen, the space booking rates are automatically added to the Resources screen for the selected resource type(s). From the Resources screen, view the newly added resource entries to confirm all the information is correct.

In addition to automatically creating the resources, the rates are also automatically added to the selected price list(s). From the Price Lists screen, verify the price list item entries and make any updates as needed to the price list item description. 

Book the Space for an Event

After completing the above steps, you can apply a rate to a space booking. After you select the price list for an event, click the Bookings tab. Insert a new row, select the space and in the Rate drop-down, you can select the available rates for the space.

Set a Default Space Booking Rate

You can control which rates are automatically selected for specific spaces depending on the price list selected for the event. This can reduce the time required to book a space as well as minimize rate selection errors. To configure default rates for a space:

  1. Click the Spaces link from the Main Menu. The Spaces screen opens.
  2. Select the space for the default rental rate.
  3. Right-click and select Edit. The Edit Space screen opens.
  4. Select the Pricing tab. The Pricing tab displays the price list and rate information for the space.
  5. Click the Select button. The Select Space Rates screen opens.
  6. Select the price list for the default rental rate from the Price List drop-down.
  7. Select the applicable resource type(s) from the Rate drop-down.
  8. Click OK. The newly added price list and rate(s) display on the Pricing tab. 
  9. Enter the Standard Price for the price list and rate and the Advance Price and Late Price, if applicable.
  10. Check the check box in the Default column to make the rate the default rate for that price list. You can only select one rate as the default for any price list.
  11. Click OK.

Limit Rates Available for a Space

You can limit the available rates based on the usage assigned to a space booking. For example, if a space is charged differently when used for move in and for a conference, you can limit the available rates so you only see the move in rates for the booking move in and the conference rates for the conference bookings. To limit the available rates based on the booking usage:

  1. Click the Booking Configuration link from the Main Menu. The Booking Configuration screen opens.
  2. Select the Other tab.
  3. Expand the Booking Rates and Orders section.
  4. Select Same Usage Rates in the Initial Filter for Select Rates Window drop-down.
  5. Click OK.

For the Rates drop-down on the Bookings tab to work properly, verify the following:

  • Booking usages are configured.
  • The booking usage is assigned to the space in the Usage drop-down of the Edit Resource screen.
  • The rate is assigned to the appropriate price list.
  • The price list for the rate is assigned to the event.

The booking rate can automatically default into the Rate field for the space if the following is true:

  • Rate is set as the default rate for that space on the price list

OR

  • There is only one available rate for the booked space after the usage is selected, and
  • The default unit of time for the Usage matches the unit of time for the rate, and
  • The Enable Multiple Prices for Single Day Bookings configuration check box is checked. You can update this from the Booking Configuration screen.

Change Space Booking Rate Information

You can edit the space booking rate information on an existing space resource. Before making changes to any fields, make sure you are fully aware of the impact of any changes.

  1. Click the Resources link from the Main Menu. The Resources screen opens.
  2. Select the space (type 1) resource to edit.
  3. Right-click and select Edit. The Edit Resource screen opens.
  4. Edit the following information as needed.
  5. Click OK.

If you updated the space resource description, tax scheme or GL distribution scheme, you must use the Synchronize Resources process to update existing orders where the resource is used. To run the Synchronize Resources process:

  1. Click the Resources link from the Main Menu. The Resources screen opens.
  2. Select the resource(s) to update.
  3. Right-click and select Tools -> Synchronize Resources. The Synchronize Resources screen opens.
  4. Check the options to update.
  5. Click OK. 

Additional Information

If a space does not need a rate (it is free), then you do not need to create a resource type for it unless you want a zero charge to display on event documents such as event invoices. A space booking does not have a charge unless a rate is selected for the space on the Bookings tab of the Add Event or Edit Event screen.

Enterprise does not validate the charging units and the length of time for a space booking. The software does not prevent a user from selecting a weekly charge to a one hour booking. 

You can have a rate assigned to each individual space booking. To charge a separate move in rate, create at least two space bookings (one for move in and one for space rental).

If a Tax Scheme is assigned to the resource, the space rate charge does not include the tax nor is it visible on the space charge. It does appear on the booking order (the service order attached to the booking function which contains the booking charges).

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Comments

12 comments

Date Votes
  • Permanently deleted user

    I have followed al the steps above, but somehow I cannot select my items from the price list to add in the space master. When I get the pull down menu in pricing, I only see the resource types, but not the resources. Does dit make sense, what am I doing wrong. Its version 19.8

    0 upvotes

  • Greg Janssen

    Hi M Vanderwerff-
    I would like to review your setup with you over a Go To Meeting. Let me know your availability and email and I will set it up.

    0 upvotes

  • Nikki Crook

    Hi, we have a number of rates set up for spaces and these have been added to the price list. However the rate is not available for selection against the space, and I can't see the rate on the price list if I was to add it via creating a service order. These rates has been set up in the same manner as all other rates, and are active resources and active on the price list.

    Help please!

    Many thanks, Nikki

    0 upvotes

  • Maggie U.

    Hi Nikki,

    Verify that the price list the rate has been added to is the one that is assigned to the event or the price list being used on the service order.  This is the only thing that I can think of that would prevent the rate from showing as expected if all the resources and price list items are active.

    If you have confirmed the right price list is being used, then please enter a Client Care ticket so they can look more closely at your setup.

    Thanks,
    Maggie 

    0 upvotes

  • Nikki Crook

    Hi Maggie

    Yes I have verified all of that. I will submit a ticket.

    Thank you, Nikki

    0 upvotes

  • Kris Corrigan

    Hi

    Which SQL table will i find the rates for the bookings?

    Thanks

    Kris

    0 upvotes

  • Lee Tickett (Tickett Enterprises Limited)

    Kris, they should still appear in CC716.

    0 upvotes

  • Kris Corrigan

    Thanks Lee I should have made it cleaer sorry, I meant event specific, I can see the rates in the CC table and can link this to the EV200 via the price list however we amend the rates in the bookings screen therefore was wnating to pull it for each specific event.

    E.G Event Ungerboeck has a room 17 rate of £6,500 but the rate in the price list is £7,500

    0 upvotes

  • Lee Tickett (Tickett Enterprises Limited)

    That will be ER101. You'll want to link to EV802 on ORG, EVT and SSB if i remember rightly.

    0 upvotes

  • Kris Corrigan

    Nice one Lee

    0 upvotes

  • Lauren Allen

    I had set up the new terrace spaces at the rates were showing when adding the space onto a new booking. Then a few days later they were no longer showing and cannot seem to add them back in?

     

    0 upvotes

  • Wendy Thompson

    Hi Lauren,

    One thing you might check is Organization Parameter BK 082 - Initial Filter for Select Rates Window - which can limit what rates display for selection, based on Usage and/or Unit of Time.

    If that doesn't resolve your issue, I would suggest submitting a ticket with details so your configuration and workflow can be reviewed.

    Regards,

    Wendy Thompson]

    Senior Quality Engineer

     

    0 upvotes

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