Booking Restrictions

Booking restrictions are parameters or conditions defining when a space is not bookable. 

Beginning in 30.98, legacy booking restrictions are no longer enforced. The Booking Restrictions section/tab for spaces is no longer available. Instead, a new Booking Restrictions page is available from the Main Menu. A new Booking Restriction field is available on the Add/Edit Space window. If not visible, add the field to the layout.
 

Booking Restrictions Overview

A Booking Restriction represents a set of rules that can apply to any individual space. Restrictions can apply based upon one or more of the following:
  • Account Type(s)
  • Source (e.g., via back-office or Online Space Booking)
  • Special Calendar Days (commonly referred to as holidays)
  • Day(s) of the week
  • Time range(s)
  • Date range(s)
  • Minimum Booked Hours
  • Maximum Booked Hours
Where possible, the software proactively enforces booking restrictions. Availability Searches from back-office or Online Space Booking do not return restricted spaces. Attempts to add a restricted booking from the Bookings tab or Booking Calendar return an error message and prevent the booking.
 
Each space allows assignment of a single booking restriction configuration. A space cannot have multiple booking restrictions assigned. Develop a plan for the configuration and application of booking restrictions. Below are recommendations and things to consider:
  • Start with the broadest restrictions. For example, for venues closed on certain days of the year, begin with a base restriction for those days. Copy the base restriction and add conditions to create more specific restrictions.
  • Consider the source. If using Online Space Bookings, determine where restrictions apply - from online, from back-office, or both.
  • Consider Special Calendar Days. Special Calendar Days display in the Restricted Holidays field when configuring the restriction. There is no need to specify days or date ranges. The software restricts the appropriate day of the week once configured as a Special Day.
  • Consider Account Types. Add any account type restrictions. For example, restrict accounts that belong to a certain group from booking a space.
    • For Online Space Bookings, all account type restrictions apply if the user has not signed in. Once authenticated, only restrictions applicable to the user's account type apply.
    • If using account type restrictions with Online Space Bookings, set the sign-in position to Beginning of Application for best results.
  • You can create a single booking restriction with multiple conditions. There is no limit to the number of conditions for a single restriction. For spaces where the restriction differs by date range, add a condition per date range. For example, from January to March, a space is unavailable on weekends. From April to July, the space is unavailable on weekdays.
  • Assign a Restricted Holiday or configure conditions for a restriction to be enforceable. Otherwise, there are no dates/days to which the restriction applies.
  • Booking restrictions are not enforced until assigned to a space.

Configuring Booking Restrictions

Set up booking restrictions in three steps:
  1. Create Booking Restriction and configure Booking Restriction Details.
  2. Configure Booking Restriction Conditions.
  3. Assign booking restriction to space(s).

Booking Restriction Details

Booking Restriction Details specify how to apply the booking restriction. Follow these steps to create a Booking Restriction and configure Booking Restriction Details.

  1. Click the Booking Restrictions link from the Main Menu. The Booking Restrictions page opens.
  2. Click Add. The Add Booking Restriction window opens.
  3. Enter the necessary information:
    • Description – Name for the booking restriction.
    • Rule Applies To - Determines if the restriction applies in back-office or online.
      • Online and Ungerboeck – Enforces restriction in back-office and in Online Space Bookings.
      • Online Only – Enforces restriction only in Online Space Booking.
      • Ungerboeck Only – Enforces restriction only in back-office.
    • Restricted Holidays – Restriction applies to the selected Special Calendar Days.
      • This setting applies restrictions independent of any configured conditions.
      • Setting does not limit ability to conduct Availability Search by special calendar days. It only impacts the spaces returned in the search.
    • Account Types – Restriction applies to the selected account types for the event account. If blank, the restriction applies to all account types. Review Booking Restrictions Overview for considerations when combining online and account type restrictions.
    • Enforce Min/Max Booked Hours - Enables entry of Minimum Booked Hours and Maximum Booked Hours.
  4. Click Set Conditions.

Booking Restriction Conditions

Booking Restriction Conditions define the date and time constraints for enforcing the restriction. During this time the space is not available for booking. You can configure daily and continuous restrictions. A sample of each scenario is outlined below.

Daily Restriction Sample
Select the applicable days of the week and enter the time ranges for the conditions. For example, to limit booking a space to 6:00 AM - 8:00 PM Sun-Sat, create the following conditions:
  • Condition 1
    • Days of the week - Select every day from Sun-Sat
    • From Time - Set to 12:00 AM
    • Until Time - Set to 6:00 AM
    • Only enforce during specific dates - Set to No
  • Condition 2
    • Days of the week - Select every day from Sun-Sat
    • From Time - Set to 8:00 PM
    • Until Time - Set to 11:59 PM
    • Only enforce during specific dates - Set to No
Continuous Restriction Sample
Use several conditions to create continuous restrictions for specific periods of time. For example, to restrict a space from 11:00 AM on day 1 to 8:00 AM on day 24, create the following conditions:
  • Condition 1
    • Days of the week - Select the day of the week for day 1 (e.g., Th)
    • From Time - Set to 11:00 AM
    • Until Time - Set to 12:00 AM
    • Only enforce during specific dates - Set to Yes
    • Start Date - Set to the date of day 1
    • End Date - Set to date of day 1
  • Condition 2
    • Days of the week - Select every day from Sun-Sat
    • From Time - Set to 12:00 AM
    • Until Time - Set to 12:00 AM
    • Only enforce during specific dates - Set to Yes
    • Start Date - Set to date of day 2
    • End Date - Set to date of day 23
  • Condition 3
    • Days of the week - Select the day of the week for day 24 (e.g., Sa)
    • From Time - Set to 12:00 AM
    • Until Time - Set to 8:00 AM
    • Only enforce during specific dates - Set to Yes
    • Start Date - Set to date of day 24
    • End Date - Set to date of day 24

To add booking conditions to a booking restriction:

  1. Add or edit a Booking Restriction.
  2. Click Set Conditions.
  3. Enter the necessary information:
    • Days of the week – Select the days of the week the restriction applies.
    • From Time and Until Time – Restriction applies between the times for the selected days. Enter 12:00 AM to 12:00 AM to restrict the entire day.
    • Only enforce during specific dates -
      • If No, the restriction is always enforced, and the Start Date and End Date fields are not available.
      • If Yes, the Start Date and End Date fields become active. The restriction is enforced during a specific date range.
    • Start Date and End Date – Restriction applies during the entered date range.
      • You can leave the Start Date or End Date field blank. This indicates it is an open-ended restriction.
      • If the Start Date is blank, the restriction is enforced until the End Date.
      • If the End Date is blank, the restriction is continuously enforced after the Start Date.
  4. Click Add Conditions to create additional conditions. Combine conditions to create more detailed date and time schedules for restrictions. There is an "or" relationship between conditions. If a single condition is met, the space is restricted and not available for booking.
  5. Click Save.

Copy a Booking Restriction

You can copy booking restrictions to create new or more specific booking restrictions.
  1. Click the Booking Restrictions link from the Main Menu. The Booking Restrictions page opens.
  2. Select the booking restriction to copy.
  3. Right-click and select Copy Booking Restriction. The Copy Booking Restriction window opens.
  4. Enter a name in the Description field.
  5. Click OK.

Edit a Booking Restriction

You can edit a booking restriction if necessary. When editing a booking restriction, it updates for all assigned spaces.
  1. Click the Booking Restrictions link from the Main Menu. The Booking Restrictions page opens.
  2. Select the booking restriction to edit.
  3. Right-click and select Edit. The Edit Booking Restriction window opens.
  4. Update the restriction and condition information as needed.
  5. Click Save.

Delete a Booking Restriction

If a booking restriction is no longer used and not needed for audit purposes, you can delete it. The delete process cannot be undone.
  1. Click the Booking Restrictions link from the Main Menu. The Booking Restrictions page opens.
  2. Select the booking restriction to delete.
  3. Right-click and select Mark for Delete.
  4. Click Save.

Assign Booking Restrictions to Spaces

You can only apply a single booking restriction to a space. A single space cannot have multiple booking restrictions assigned. The software only enforces booking restrictions once assigned. Booking restrictions do not validate or apply to existing bookings.
 

To assign a booking restriction to a single space:

  1. Click the Spaces link from the Main Menu. The Spaces page opens.
  2. Select the space for the booking restriction.
  3. Right-click and select Edit. The Edit Space window opens.
  4. Go to the Details tab.
  5. Select the restriction for the space from the Booking Restriction drop-down.
  6. Click OK.

To assign a booking restriction to multiple spaces:

  1. Click the Spaces link from the Main Menu. The Spaces page opens.
  2. Select the spaces for the booking restriction. Use Ctrl+Click or Shift+Click to select multiple spaces.
  3. Right-click and select Edit Multiple. The Edit Multiple Spaces window opens.
  4. Check the box for Booking Restriction.
  5. Select the restriction from the drop-down.
  6. Click OK.
Once assigned, the restriction is enforced when searching or booking the space.

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Comments

5 comments

Date Votes
  • Bronwyn Trigg

    can you block a day, the entire day, not by space, i have 15 bookable spaces all in different configurations, all i want to do is just lock down a day to any event, is this possible.

    1 upvotes

  • Dave Segasture
    • Edited

    Brownyn, before I give an answer I'd like to request a bit of additional clarification. 

    1) Will this "entire day" be something that needs to recur? For example, we never Book on Sundays - so we'd like to block every Sunday

    - or -

    2) Is this just one specific Date like 12/12/22 - we will not be open that day and want to prevent anyone from booking that specific Date?

    If it's number 2 - it might be simpler to simply book every Space for that day - being careful to select settings which wouldn't impact any Space Utilization or other reporting you might be doing. 

    If it's number 1 - yes, this can be done, you can create a Booking Restriction to Block that day and then apply it to every (or appropriate) Space(s) via the Spaces screen. As described in the last paragraph of the KnowledgeBase Article above. 

    Let me know if you need more assistance and we'll get into more specifics. 

    Dave S. 

    0 upvotes

  • Bronwyn Trigg

    Thanks Dave, the Booking Restriction is not working as i thought it may, i will keep playing and see if i can get it to do what i need.

    i am wanting to put restrictions on days as per management request, ie lock all of July to any further bookings, or Lock just single days due to an event being big.

    0 upvotes

  • Bronwyn Trigg

    Further to this, i have just added a restriction to every Monday & Tuesday for 2023 - in our test system, no special conditions or tricky dates, just a blanket now bookings Monday or Tuesday, just using the standard fields in the Booking Restrictions window. then assigned this to All spaces in my calendar , so i shouldn't be able to book any space, but i can, i can book spaces on Mondays and Tuesdays for 2023, i have followed Step by Step above and am not winning, any one have thoughts ??

    0 upvotes

  • Dave Segasture

    Bronwyn - please open a Support Ticket so we can get someone from Support to look at your issue and determine if you have a configuration or technical error.

    0 upvotes

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