Add an Event with Recurring Bookings

You can use the Availability Search to create an event with recurring bookings (bookings that happen multiple times over the course of a period).

  1. Click the Calendar link from the Main Menu. The Booking Calendar opens.
  2. Select the Tools tab.
  3. Select Availability Search. The Availability Search screen opens.
  4. Enter the following information:
    • Days Needed - Number of days the space is needed for each instance of the recurrence. For example, if each recurring booking is one day, enter a 1. If each recurring booking spans 3 days, enter a 3.
    • Starting On - Recurring days of the week. For example, if the space is needed every Tuesday and Thursday, check the Tuesday check box and the Thursday check box.
    • Complete the other fields as needed. See Availability Search for more information on each field.
  5. Click the Search button. 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.
  6. 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.
  7. Click the Select button. The Add Event screen opens with the selected space(s) in the Bookings tab.
  8. Enter the necessary information.
  9. Click OK.

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Comments

4 comments

Date Votes
  • Rebecca McGregor

    we are trying to book a recurring event (every week over a full year period).  We have used this function to book but it is only creating 1 event which makes it tricky for invoicing.  A deposit invoice is raised for a portion of the venue hire then after each event the balance and any other charges after each weekly event (using payment plans).  This is a good way to pull the contract and deposit invoice but hard for that final invoice.  Any one got any tips or another way to do this?

    0 upvotes

  • Mark Fingerhut

    Rebecca - if your goal is to create separate events for each week, a better method to achieve this is through the use of Event Profiles. Scheduling a weekly event profile will result in a separate event each week. Thanks.

    0 upvotes

  • Frank, Christine

    We are also interested in using this for a recurring booking: One Event for a period of one year, held only on Mondays, Wednesdays and Fridays. Our aim is not having multiple events, but one recurring, so as far as I understood add recurring bookings to an event would help, but it only displays one booking...

    And the single days can be booked without participating on the whole one year event.

    I hope it´s clear how we imagined it.

    thanks 

    Christine

    0 upvotes

  • Mark Fingerhut

    Christine - if you are using the Availability Search process as outlined above, when you select the bookings from the search results to add to your event, they should all get added as separate booking lines, which it sounds like is what you're needing. If you are finding that's not the case, I'd recommend getting in touch with your CSM or Account Manager to set up a quick session to review. Thanks. 

    0 upvotes

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