Booking Roles and Space Classes

When a Booking Role is assigned to an Online Space Booking (OSB) configuration, the spaces seen by any public-facing users allocated to that Booking Role will be restricted. These restrictions are controlled by the Space Classes assigned to the Booking Role. Space Classes provide an easy way to group spaces together before assigning them, rather than adding each Space individually.

Booking Roles will also restrict access to OSB portals, both via a direct link and in a user's Account Portal. If an OSB configuration has no Booking Roles assigned and it is added as a Homepage Gadget to the Account Portal, it will be visible for all public-facing users using the Account Portal.

In this article:

• Configure and Maintain Space Classes
• Assign Spaces Classes to Spaces
• Configure and Maintain Booking Roles Types
• Configure and Maintain Booking Roles

• Assign and Maintain Booking Roles in Online Space Booking Configuration

• Track Changes to Booking Roles and Space Classes
• Manage Booking Roles via API

Configure and Maintain Space Classes

Space Classes are used to restrict which spaces are seen in the OSB Portal by contacts assigned to Booking Roles.

To create Space Classes:

1. From the Main Menu, search for and select Space Classes. The Space Classes window opens.
2. Click Add. The Add Space Class window opens.
3. In the Description field, type the description for your group of spaces and click OK. Your new Space Class will be added with a defaulted ID in the Space Classes window.
4. Repeat steps 1-3 for each Space Class you would like to add.

To edit Space Classes:

1. From the Main Menu, search for and select Space Classes. The Space Classes window opens.
2. Select the Space Class you would like to Edit, right click and select Edit. The Edit Space Class window opens.
3. Edit the Description field and click OK. Your Space Class will appear edited in the Space Classes window. You may need to click Search for the changes to display.

To delete Space Classes:

1. From the Main Menu, search for and select Space Classes. The Space Classes window opens.
2. Find the Space Class you would like to delete, right click and click Mark for Delete. The Space Class will be marked with a red warning sign.
3. Click Save. The Space Class will disappear from the Booking Role Types window.
   If the Space Class is used on any Booking Roles, you will see a warning showing which Booking Roles it is assigned to. To delete this Space Class, you will first need to remove it from any Booking Roles it is assigned to.

Assign Space Classes to Spaces

Once you have created your Space Classes, you need to assign these to the spaces that will be used in your OSB configuration.

To assign a Space Class to a Space:

1. From the Main Menu, search for and select Spaces. The Spaces window opens.
2. Select the Spaces you would like to assign the Space Classes to, right click and select Edit or Edit Multiple. The option available will depend on if you selected one or multiple spaces.
   • If the Edit Space window opens, add the required Space Classes into the Space Classes field and click OK. If this field is not in the layout of your Edit Space window, you may need to add it using the Edit Layout option in the bottom right corner of the window.
   • If the Edit Multiple window opens, find the Space Classes field, click on the checkbox, select the Space Classes you would like to assign to the selected spaces and click OK. If you cannot see the Space Classes field you may need to add it using the Edit Layout option in the bottom right corner of the window.
3. Click OK. The assigned Space Classes will appear on each Space selected.

To remove a Space Class from a Space:

1. From the Main Menu, search for and select Spaces. The Spaces window opens.
2. Select the Spaces you would like to remove the Space Class from, right click and select Edit. The Edit Space window opens
3. In the Space Classes field, click on the small 'x' beside any of the Space Classes you would like to remove.
4. Click OK. The Space Classes will no longer be visible in the Space Classes field on the Space preview.

Configure and Maintain Booking Role Types

Booking Role Types are used to group the Booking Roles together in the Booking Roles window, to help keep the list of roles organized. For example, if you have multiple Booking Roles assigned to a particular faculty or department, you may want to group them under the same Booking Role Type to easily view them together.

To create a Booking Role Type:

1. From the Main Menu, search for and select Booking Roles Types. The Booking Role Types window opens.
2. Click Add. The Add Booking Role Type window opens.
3. Add a description for the Booking Role Type.
4. Click OK. Your new Booking Role Type will be added to the Booking Role Types window.

To edit a Booking Role Type:

1. From the Main Menu, search for and select Booking Roles Types. The Booking Role Types window opens.
2. Find the Booking Role Type you would like to edit, right click and select Edit. The Edit Booking Role Type window opens.
3. Make the required changes to the Booking Role Type description.
4. Click OK. Your Booking Role Type will appear edited in the Booking Role Types window. You may need to click Search for the changes to display.

To delete a Booking Role Type:

1. From the Main Menu, search for and select Booking Roles Types. The Booking Role Types window opens.
2. Find the Booking Role Type you would like to delete, right click and select Mark for Delete. The Role Type will be marked with a red warning sign.
3. Click Save. The Booking Role Type will disappear from the Booking Role Types window.
   If the Role Type is used on any Booking Roles, you will see a warning showing which Booking Roles it is assigned to. To delete this Role Type, you will first need to remove it from any Booking Roles it is assigned to.

Configure and Maintain Booking Roles

Once your Space Classes have been assigned to Spaces and your Booking Role Types have been created, you are ready to configure your Booking Roles.

To create a Booking Role:

1. From the Main Menu, search for and select Booking Roles. The Booking Roles window opens.
2. Click Add. The Add Booking Role window opens.
3. Add the required information:
   • Description - Type a description for the Booking Role.
   • Role Type - If desired, choose a Role Type to classify the Booking Role.
   • Space Classes - Select the Space Classes you would like to grant access to.
   • Active - This checkbox must be checked for this Booking Role to be used.
4. In the Contacts tab, click Manage Contacts. The Advance Search Contacts | Event Sales window opens.
5. Using the filters available, find the Contacts you want to add to this Booking Role. Make sure you click the Advanced Filters link to see all the standard fields available for filtering. It is possible to select multiple contacts by highlighting multiple lines.
6. Click Select. The selected contacts will be added to the Contacts tab.
7. In the Space Booking Configuration tab, click Select. The Select OSB Configuration window opens.
8. Select the OSB Configuration you would like to add this Booking Role to. It is possible to select multiple.
9. Click Select. Your OSB configurations will show in the Space Bookings Configurations tab of the Edit Booking Role window.
10. Click OK. Your Booking Role configuration is now complete.

To edit a Booking Role:

1. From the Main Menu, search for and select Booking Roles. The Booking Roles window opens.
2. Find the Booking Role you would like to Edit, right click and click Edit. The Edit Booking Role window opens.
3. Change or add the required information.
   • To add contacts to the Role, see steps 4-6 in the To Create a Booking Role process above.
   • To remove contacts from the Role:
     1. Navigate to the Contacts tab in the Edit Booking Role window.
     2. Find the contacts you would like to remove, right click and select Mark for Delete. The Contact will be marked with a red warning sign.
     3. Click Save. The Contact will disappear from the Contacts tab.
   • To remove this role from an Online Space Booking configuration:
     1. In the Space Booking Configuration tab, find the OSB configuration you would like to remove, right click and select Mark for Delete. The OSB configuration will be marked with a red warning sign.
     2. Click Save. The OSB configuration will disappear from the Space Booking Configurations tab.
4. When you have finished making your changes, click OK. The changes will be saved to the Booking Role.

To delete a Booking Role:

1. From the Main Menu, search for and select Booking Roles. The Booking Roles window opens.
2. Find the Booking Role you would like to delete, right click and click Mark for Delete. The Booking Role will be marked with a red warning sign.
3. Click Save. The Booking Role will disappear from the Booking Role window.
   If the Booking Role is assigned to an Online Space Booking configuration or a Contact is assign to that Role, you will see a warning message showing where the role is currently used. To delete this Role Type, you will first need to remove any Contacts from the Role and remove the role from all Online Space Booking Configurations.

Assign and Maintain Booking Roles in Online Space Booking Configuration

Once your Booking Roles are configured, you can also manage the Booking Roles that are assigned to each OSB configuration directly on the OSB configuration window.

To add a Booking Role to your OSB configuration:

1. From the Main Menu, search for and select Online Space Booking Configuration. The Online Space Booking Configuration window opens.
2. Find the OSB configuration that you would like to add the Booking Role to, right click and select Edit.
3. In the Booking Roles tab, click Manage Booking Roles. The Online Space Booking Configuration - Booking Roles window opens.
4. On the left side of the window you will see the Booking Roles available to be added. Select the roles that you would like to add and click the > button in the middle of the window to move the selected items to the selected list on the right side of the window.
5. Click Save. The roles you have selected will appear in the Booking Roles tab of the Edit Online Space Booking Configuration window.

To remove a Booking Role from your OSB configuration:

1. From the Main Menu, search for and select Online Space Booking Configuration. The Online Space Booking Configuration window opens.
2. Find the OSB configuration that you would like to remove the Booking Role from, right click and select Edit.
3. In the Booking Roles tab, click Manage Booking Roles. The Online Space Booking Configuration - Booking Roles window opens.
4. On the right side of the window you will see the Booking Roles currently assigned. Select the roles that you would like to remove and click the < button in the middle of the window to move the selected items to the available list on the left side of the window.
5. Click Save. The roles you have removed will disappear in the Booking Roles tab of the Edit Online Space Booking Configuration window.

Track Changes to Booking Roles and Space Classes

You are able to track these changes to booking roles and space classes in the audit log. Each of these logs will need to be activated, see Audit Log Tracking for instructions.

• Transaction Class - Booking Roles
  • Transaction Types:
    • Add Booking Role
    • Booking Role Account Add/Delete
    • Booking Role Contact Add/Delete
    • Booking Role Space Booking Add/Delete
    • Booking Role Space Class Add/Delete
    • Delete Booking Role
• Transaction Class - Booking Role Types
  • Transaction Types
    • Add Booking Role Type
    • Booking Role Type Description Changed
    • Delete Booking Role Type
• Transaction Class - Space Classes
  • Transaction Types
    • Add Space Class
    • Delete Space Class
    • Space Class Description Changed

Manage Booking Roles via API

We've developed a set of APIs specifically tailored for managing booking roles within the OSB ecosystem with a focus on empowering universities and corporate campuses to streamline their event management processes. These endpoints can be used in integrations to facilitate the automatic assignment of booking roles for students, faculty, and staff.

Key Capabilities:

• Create, Read, Update, and Delete Booking Roles: Manage booking roles for students, faculty, and staff with comprehensive CRUD operations.
• Create, Read, Update, and Delete Booking Role Types: Define and customize booking role types to suit the unique needs of your institution.
• Create, Read, Update, and Delete Booking Role Assignments: Assign booking roles to accounts, contacts, and online space booking portals.