You use the Booking Configuration screen to configure system behavior for the Facility Booking area of the software. Typically, this information is configured one time and is rarely changed. It is important to understand the implications of changing any system configuration as changes can have substantial impact to how Enterprise behaves in certain scenarios. If you need further clarification on how changing a particular system setting may impact the software, contact Support Services.
Click the Booking Configuration link from the Main Menu to access the configuration screen. The screen has three tabs: General, Other and Access Privileges. See below for information about the General and Other tab options. See Facility Booking Access Privileges for more information about the access privileges.
General Tab
Booking Conflicts Section
- Disable Conflict Checking on Bookings - If checked, the system does not check for conflicts or for conflict security when spaces are booked.
- Show Conflicts for Bookings Within the Same Event - If checked, if two or more bookings on the same event are in conflict, then Enterprise indicates there is a conflict. If unchecked, if two or more bookings on the same event are in conflict, then the software does not indicate there is a conflict.
Default Booking Values Section
- Serial Booking Flag - If checked, you can add daily bookings instead of continuous bookings, and the Daily check box is available for bookings. For example, a continuous booking is Space A is booked from January 10 at 8:00 am to January 15 at 10:00 am meaning the entire booking spans 122 hours (January 10 – 16 hours, January 11 - 14 – 24 hours for each day, January 15 – 10 hours). A booking with the Daily check box checked for the same time frame totals 12 hours. The booking is from 8:00 am - 10:00 am for each day of the booking (2 hours for 6 days). If unchecked, the Daily check box does not display on the Pending Bookings screen. You can use the Split By Day right-click menu option to create daily bookings.
- Booking Start Time - Default start time for the Pending Bookings screen when using the Booking Calendar 28 Day and Monthly view.
- Booking End Time - Default end time for the Pending Bookings screen when using the Booking Calendar 28 Day and Monthly view.
- Booking Function Class - Function class to assign to the Booking Function. A Booking Function is the function created automatically when creating a new event. If there is a Usage defined in System Parameter BK 025 and that usage has a default function class assigned to it, then that function class is used instead of the function class selected here.
- Calendar Overlap Cutoff Time - Controls the cutoff time for bookings that overlap days on the Booking Calendar 28 Day and Monthly view. For example, if a booking has a date/time range of November 12 6:00 pm through November 13 2:00 am and this field is set to 3:00 am, the Booking Calendar displays the booking only on November 12 and not on November 13 since the end time is before 3:00 am.
Booking Waitlist Section
You can only use waitlist (cascading) booking for bookings across different events. Waitlist (cascading) bookings do not apply to bookings within the same event.
- Enable Booking Waitlists - Once Waitlist Status Range Start and Waitlist Status Range End values are selected, the check box is checked. You cannot manually change the value of the check box. It is used to signify when the required information is configured and waitlisting is active.
- Update Event Status based on Waitlisted Bookings - If checked, an event's status updates based on the status of any waitlisted bookings according to the waitlisting rules. This check box is only available if valid values are selected in the Waitlist Status Range Start and Waitlist Status Range end fields.
- Waitlist Status Range Start and Waitlist Status Range End - Starting and ending status of the options range for the waitlist booking status. This is the lowest status available (Range Start) and the highest status (Range End) available for the waitlist. When a booking is created, the booking status defaults to the highest available status within the range defined. No two bookings for the same space at the same time have the status until reaching the range start status. Once all the statuses within a range are assigned, all subsequent bookings default to the range start status.
- Firm Booking Notification Status Level - Status to use as the firm or contracted status. This is the status which the account representative of events and the event accounts/account representatives with overlapping bookings receive notification by an activity that the space is firm or contracted by another booking. The activity is sent when the booking status moves to any status equal to or above the selected status up to cancelled.
- Waitlist Levels to Check for Availability - Number of levels below the next available status in the options range Enterprise should check if the slots are available before assigning the default status. If a 0 is entered, then the software does not look for any level below; it assigns the first open slot. If no value is entered, then the software considers the value as 2 and checks two levels below the available slot.
Booking Status Section
- Manually Synchronize Booking and Event Status - If checked, the event status and booking status are maintained by you. No automatic status changes are made by the system. If unchecked, the booking status is kept in sync automatically.
- On Booking Cancellation, Cancel Booking Order Item - If checked, when a booking is cancelled, the booking order item on the booking order is also cancelled. If unchecked, when a booking is cancelled, the booking order item remains on the booking order and the link between the booking and the order item no longer exists.
- Event/Booking Status Lock Level - If a status is selected, once an event or booking reaches or exceeds the selected status level, then you cannot set the event or booking back to a status lower than the selected status. If no status is selected, you can move the event or booking back to any status.
- Lowest Status to Lock Contracted Booking Rates - Status to use as the the lowest firm status where contracted bookings are locked. Once the booking status goes at or above the status, you cannot edit the resource field of the locked booking, nor can you increase the date/time range of the booking beyond the time set when the booking is set to the locked status. If no status is selected or if the status selected in the Awaiting Approval drop-down of the Contract Configuration screen is less than the status selected in this drop-down, then it is considered inactive and you cannot edit the resource or date/time range on a booking attached to any firm contract.
Booking Calendar Lead/Strike Coloring Section
- Lead Time Color - Text and background color to display the booking lead time on the Booking Calendar.
- Strike Time Color - Text and background color to display the booking strike time on the Booking Calendar.
Other Tab
- Disable Usage Changing Booking Description - If checked, changing the usage or space for a booking does not automatically update the booking description.
- Space Account Designation - Accounts assigned to the selected designation are available if accounts are assigned to spaces when configuring spaces on the Spaces screen. If no designation is selected, all accounts are available for selection.
Booking Notifications Section
- Disable Email Notifications for Released Bookings - If checked, users do not receive activity notifications when a space is released.
- Disable Email Notifications for Deleted Bookings - If checked, users do not receive email notifications when a space is changed or deleted.
- Booking Acknowledgement Account to Display - Account for the Booking Acknowledgement report.
- Booking Created Note Class - Note class for the automatic note created when a booking is created. The note includes which space is booked, the date/time of the booking, the status of the booking and the user who created the booking. If no note class is selected or if an invalid note class is selected (it is no longer in the Note Classes screen), then no automatic booking creation notes are added.
- Booking Change Note Class - Note class for an automatic note created when a booking is changed. The note includes the change and the user who made the change. If no note class is selected or if an invalid note class is selected (it is no longer in the Note Classes screen), then no automatic booking change notes are added.
- Booking Delete Note Class - Note class for an automatic note created when a booking is deleted. The note includes the deleted booking, the date/time of the booking, the status of the booking and the user who deleted it. If no note class is selected or if an invalid note class is selected (it is no longer in the Note Classes screen), then no automatic booking deletion notes are added.
Booking Rates and Orders Section
- Delete Booking Orders if Empty - If checked, booking and block orders are automatically deleted when all items are removed from those orders.
- Enable Multiple Prices for Single Day Bookings - If checked, you can have multiple prices for a booking on a single day.
- Use Additional Rate from Unit of Time - If checked, Enterprise obtains the additional rate from the Unit of Time screen based on the unit of time on the booking itself. If unchecked, additional rates are calculated using the default method used by Enterprise of checking the booking's usage and the usage's unit of time.
- Synchronize Booking Rate with Unit of Time Change - If checked, the booking rate automatically changes when the unit of time is changed.
- Allow Booking and Event Bill-To Accounts to Differ - If checked, you can have a different bill-to account for a booking order than the event bill-to account. Enterprise also does not sync the booking order’s bill-to account if the event’s bill-to account is changed. However, if the booking order’s bill-to account is already the same as the event’s bill-to account, then the booking order’s bill-to account changes to keep the booking order and event bill-to accounts in sync.
- Initial Filter for Select Rates Window - Filter to use for the available rates in the Select Rates screen from the Edit Event screen.
- Same Usage Rates - Displays the booking rates assigned the same usage as the booking usage.
- Same Usage & Time Rates - Displays booking rates with the same usage and unit of time as the booking.
- Show All Rates - Displays all applicable booking rates.
- Same Time Rates - Displays booking rates with the same unit of time as the booking.
Booking Performance Section
- Sort Booking Usage Drop-Down List by Code - If checked, the Usage drop-down on the Pending Bookings screen and the Bookings tab sorts by the usage code rather than by description.
- Use High Space Count Performance Enhancements - If checked, the sofware is aware of high space counts. Turn this on if you have an unusually high number of spaces. When this is checked, all space drop-downs that load all the spaces in Enterprise are Click to Select controls. If you are unsure if your organization uses a large number of spaces, contact your Client Care Team.
Housing Section
- Suppress Room Inventory Check - If checked, an inventory check does not take place during room orders. If unchecked, when rooms are ordered, if the room request exceeds the available inventory, you are stopped and you cannot add the order.
- Room Block Availability Status Level - Status for room numbers to count when calculating availability. If a room block is at or above the status level, the room numbers are counted. If no status is selected or the selected status is invalid, all room block room numbers count. Cancelled room block room numbers never count when calculating availability.
- Room Block Final Status Level - Status level for determining when a room block can no longer move down in status. Once a room block reaches this level, the room block cannot move to a lower status. If no status is selected, the room block can move to a lower status.
Comments
0 comments
Please sign in to leave a comment.