You can configure default lead (setup) and strike (tear down) hours for spaces and/or on an event-by-event basis. You can show lead and strike hours on the Booking Calendar and the Booking Agenda. You can also use lead and strike hours in Online Space Booking (OSB).
Space Lead and Strike Hours
- Click the Spaces link from the Main Menu. The Spaces screen opens.
- Select the space that needs the lead and strike times configured.
- Right-click and select Edit. The Edit Space screen opens.
- Select the Details tab.
- Expand the Booking Defaults section.
- Enter the number of default hours in the Lead Hours and Strike Hours fields. The Lead Hours determines the number of hours before the event start time to book the space, and the Strike Hours determines the number of hours after the event end time to book the space.
- Click OK.
When a space with lead and/or strike hours is booked, the system automatically calculates the lead and strike times. If a booked spaces lead or strike hours time frame overlaps another existing event, a booking conflict warning displays. You must have booking conflicts active to display the conflict warning.
Event Lead and Strike Hours
- Click the Calendar link from the Main Menu. The Booking Calendar screen opens.
- Click in the Booking Calendar area for any space and period of time to create a pending booking. The Pending Bookings grid opens.
- Right-click on the column headers in the Pending Bookings grid.
- Select Show Columns. The Column Settings screen opens.
- Select Lead Hours and Strike Hours from the Available section and move them to the Selected section.
- Click OK.
- Enter the lead and strike hours for the event into the appropriate fields for each space. If default lead and start hours are configured in Space Lead and Strike Hours, they default into the appropriate fields.
- Click the Book button. The Add Event screen opens.
- Enter additional information for the event as necessary.
- Click OK.
To always have the lead and strike hours and date columns show on the Booking Calendar, save your view after step 5.
Display Lead and Strike Hours on the Booking Calendar
You can show lead (setup) and strike (tear down) times on the Booking Calendar.
- Click the Booking Configuration link from the Main Menu. The Booking Configuration screen opens.
- Select the General tab.
- Expand the Booking Calendar Lead/Strike Coloring section.
- Select the colors for the text and background from the Lead Time Color and Strike Time Color fields. This is what displays on the Booking Calendar to designate lead and strike times.
- Click OK.
- Click the Calendar link from the Main Menu. The Booking Calendar opens.
- Select the Settings tab.
- Select Configuration. The Calendar Configuration screen opens.
- Select Lead and Strike Dates and Times or Unique Styles for Lead and Strike Dates and Times from the Display Bookings Using drop-down. If you select Unique Styles for Lead and Strike Dates and Times, the system uses the colors selected in step 4 to display the lead and strike start dates and times.
- Click OK.
Display Lead and Strike Hours on the Booking Agenda
You can show lead (setup) and strike (tear down) times on the Booking Agenda.
- Click the Booking Agenda link from the Main Menu. The Booking Agenda screen opens.
- Select the Settings tab.
- Select Configuration. The Calendar Configuration screen opens.
- Select Lead and Strike Dates and Times or Unique Styles for Lead and Strike Dates and Times from the Display Bookings Using drop-down. If you select Unique Styles for Lead and Strike Dates and Times, the system uses the colors selected in step 4 of the Display Lead and Strike Hours on the Booking Calendar section to display the lead and strike start dates and times.
- Click OK.
Lead and Strike Hours in Online Space Booking (OSB)
The availability search in Online Space Booking (OSB) uses the lead and strike hours on existing bookings and for spaces that are searched or selected. If a public-facing users searches for a space:
- That conflicts with an existing booking's lead/strike time, it does not show as available.
- With lead and strike hours that conflicts with an existing booking, it does not show as available.
- With lead and strike hours that results in a booking occurring over midnight (previous or next day), it does not show as available.
Comments
2 comments
Could you please explain why would you assign lead and strike hours to spaces, which would be 'fixed' (or can they be overridden, dependant on the 'type of event/function'?) and if 'fixed' apply to all bookings for that space, rather than using space 'usages' ie. pack in and pack out for example, which can be specified dependant on the type of event/function, in the space? I am trying to decide what the best practice is and if there is another consideration I haven't thought about?
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Heather - when you configure lead and strike hours on the space, those are used to calculate the lead time/strike time when you book that space. It initially fills in the lead time & strike time fields on the booking, but those fields are editable at any point.
Typically, these would be used if a space should always have set up or tear down time built in, regardless of how the space is being used or set up. The way many of our clients use this is if there is a built-in room turnaround time used for cleaning, refresh of basic room features, etc. If you need to tie lead and strike time to be more usage or setup-based, it may be a bit more manual to manage this process. You may want to discuss this need in a bit more detail with your consultant or CSM because there could be various ways of handling this. Thanks!
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