Bookings are entered as follows:

  1. Click the Calendar button on the toolbar to select the Calendar page.
  2. Click the Add a Booking link in the task list to display a new booking form as follows:

  1. Use the Check Availability form to choose the date or dates you want to book the facilities for as follows:

For One-off Bookings (i.e. booking a single facility on a specific day)

For Regular Bookings (i.e. bookings which take every week)

  1. Use the Check Availability form to select the facilities you wish to book by highlighting the facility or group of facilities you wish to book.

  1. Review the Availability of the facilities using the list displayed at the bottom of the form.

  1. Review the facility (or facilities) you wish to book and Click on the OK button to add the facilities to a new Booking form.

Note: The Disc. %, Nett, VAT and Gross prices will be zero until you select selected a Hirer and a price band is known

  1. Click on the Select Hirer link in the task list to display the Select Name form

  1. Type the name of the hirer, click the Hirer in the list and click the OK button to return to the Booking Form. If the Hirer is not present in the list click New Hirer to add a Hirer.
  2. If you have entered any prices on the Price List and the Hirer is on a price band other than "No Charge", the Confirm Prices form is displayed to allow you to confirm that the calculated prices are correct.

  1. If the prices shown are correct click the OK button. If they are not correct you can change them either by selecting a different Price Group, Price Band or Discount or by entering the price you wish to charge in the Nett Price column before clicking OK.

Note: The Nett, VAT and Gross prices are now completed using the Hirer's price band.

  1. Review the list of facilities booked to ensure that they are all available. Facilities which are already booked by someone else are highlighted with . These must be resolved either by using the Edit Date or Remove Date links in the task list.
  2. Use Status to specify whether this is a Confirmed, Provisional or Standby booking.
  3. Change the date Booked if the booking wasn't made on the date shown.
  4. Click on Save to save the Booking form and confirm that you wish to save the bookings

How do I add bookings to an existing Booking form?

To add bookings to an existing form proceed as described above. Then when you click Save if the Hirer you selected already has existing bookings you will automatically prompted to confirm whether or not you want to save a new Booking form or add the new bookings to an existing form. The form that is used is show below:

If you choose to add the bookings to an existing form you will need to select the booking form in the list before clicking the OK buttton.

How do I make a booking exempt from VAT even though the Facility might normally incur VAT (e.g. a series of 10 or more regular bookings of sports facilities for Clubs)?

To make a booking exempt from VAT simply selected the Exempt radio button alongside VAT Treatment. The VAT value against each booking will then be set to zero. You should note though that the VAT Treatment applies to all the bookings on a booking form so if when you save the bookings you choose to add them to an existing Booking Form the VAT Treatment must be the same as that on the existing booking form.

Can I cancel or delete more than one booking at a time?

Yes. Before clicking the Cancel Date or Remove Date tasks highlight all of the dates you whish to cancel or remove. You do this by holding down the Ctrl key at the same time as you click the date. Alternatively you can hold down the Shift key and click the first and last dates to highlight consecutive dates.

How do I move a booking from one facility to another?

To move a booking to another facility, highlight the booking date you wish to move and click the Change Facility task. This will display a form which allow you to select a different facility. If you want to move more than one booking on the form highlight all of the bookings you wish to move before clicking on Change Facility. You can highlight more than one date by holding down the Ctrl key at the same time as you click the date. Alternatively you can hold down the Shift key and click the first and last dates to highlight consecutive dates.

Can I change the time of a block booking without changing each one individually?

You can change the time of a block booking using the Change Time task. If you only want to change bookings on selected dates just highlight the ones you want to change before clicking on Change Time. You can highlight more than one date by holding down the Ctrl key at the same time as you click the date. Alternatively you can hold down the Shift key and click the first and last dates to highlight consecutive dates.

Can I change the interval displayed in the availability grid to show the times for squash courts hired out in 40 minutes sessions?

You can change the interval displayed in the availability grid to any one of the following: 5mins, 10mins, 15mins, 20mins, 30mins, 40mins, 45mins and 60mins. The default is 30 minutes but any changes you make are remembered for subsequent bookings. You change the interval (located in the top right corner of the availability grid) by clicking on the current interval and selecting the one you would like to change to.

Can I enter a comment against a booking that will appear on the Booking Confirmation and Invoice?

You can enter a comment against an individual booking by selecting a date and using the Edit Date task. The comment will then be appended to the facility name on the booking confirmation letters and invoices.

Last Updated: 07/02/2008