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EMS Software, LLC

Editing Multiple Bookings in the Navigator

Four Wizards are available for changing when and where information for multiple bookings in a reservation:

• The Change Booking Date/Time Wizard

• The Change Booking Status Wizard (which includes canceling multiple bookings in a single step)

• The Change Rooms Wizard

• The Change Miscellaneous Booking Information Wizard (which includes type, setup type, and setup count)

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To edit billable information for a booking, see Editing Booking Detail Item Charges for Multiple Items”.

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Remember, you can also edit certain booking information in the Reservation Book. See To edit an existing reservation”.

To edit multiple bookings in the Navigator

1. Open the reservation in the Navigator. See:

Opening a reservation directly in the Navigator”.

Opening a reservation through the Reservation Book”.

Opening a reservation through a group”.

 “Search Tools”.

2. In the left pane of the Navigator, select the reservation for which you are editing the bookings.

3. Continue to the following as appropriate:

To edit the booking date and/or time”.

To edit the booking status”.

To edit the rooms for bookings”.

To edit miscellaneous booking information”.

To edit the booking date and/or time

1. In the Bookings pane, click Tools > Change Booking Date/Time Wizard.The Change Booking Date/Time Wizard opens.

 Change Booking Date/Time Wizard

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2. Select a different value for the date, time, or both.

Value

Description

Date

• (no changes)

• The default value.

• Reschedule Booking Earlier

• Reschedule the bookings to an earlier date that is based on the number of days that you specify.

• Reschedule Booking Later

• Reschedule the bookings to a later date based on the number of days that you specify.

• Reschedule Booking to Specific Date

• Reschedule the bookings to a new date that you specify.

Time

• (no changes)

• The default value.

• End Booking Earlier

• Resets the event end time and the reserved end time to an earlier time, based on the number of hours that you specify.

• End Booking Later

• Resets the event end time and the reserved end time to a later time, based on the number of hours that you specify.

• Reschedule Booking Earlier

• Resets both the event start and end times and the reserved start and end times to an earlier time, based on the number of hours that specify.

• Reschedule Booking Later

• Resets both the event start and end times and the reserved start and end times to a later time, based on the number of hours that you specify.

• Reschedule Booking to Specific Time

• Resets the following values based on the specific times that you select:

• Reserved Start

• Event Start

• Event End

• Reserved End

• Set Setup/Teardown

• Resets the setup or teardown times based on the hours or minutes that you specify.

• Start Booking Earlier

• Resets the event start time and the reserved start time to an earlier time, based on the number of hours that you specify.

• Start Booking Later

• Resets the event start time and the reserved start time to a later time, based on the number of hours that you specify.

3. Click Next. The Select Bookings window opens. By default, this window displays all the bookings for the selected reservation with a date greater than or equal to the current day’s date.

Change Booking Date/Time Wizard, Select Bookings window

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To show canceled bookings, clear Hide Cancelled Bookings. Conversely, to hide canceled bookings, select Hide Cancelled Bookings. To show all bookings regardless of date, clear Hide Old Bookings.

4. Select the booking, or CTRL-click to select the multiple bookings that you are editing, or click Select All to select all the displayed bookings in a single step, and then click Finish. The Change Booking Date/Time Results window opens. This window displays a list of all the selected bookings, whether the date/time change was successful or not.

Change Booking Date/Time Results window

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Optionally, to view only the bookings for the selected reservation that were NOT successfully changed, select Show Unchanged Only. To view the details for a specific booking that was changed, select the booking, and then click Go To.

5. Click Close to close the Change Booking Date/Time Results window and return to the Navigator.

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If you reserve a resource and then edit the date, time, location, or status of a booking, and there is a resource inventory conflict, a Resource Inventory Conflicts report opens onscreen. If you close this report, you can manually run a Resource Inventory Conflict check. In the Bookings folder of the Navigator, select Tools > Resource Inventory Conflict.

To edit the booking status

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If your EMS administrator has granted you the appropriate security access, you can change the status of a booking, which includes canceling a booking. If you change the status for a booking, you can leave the option of Update Reservation Status selected to have the reservation-level status changed as well.

1. In the Bookings pane, click Tools > Change Booking Status Wizard. The Change Booking Status Wizard opens.

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This is the same Wizard that opens if you select a reservation in the Navigator, and then on the Reservation Summary tab, click Change Status. See Changing the Status for a Reservation from the Reservation Summary tab”.

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2. On the Status dropdown list, select the new status for the bookings.

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If you select any type of Canceled status, then three additional fields—Reason, Who Cancelled and Notes—are displayed on the Change Booking Status window. You must enter data in all three of these fields before you can continue in the Wizard.

3. Enter a Reconfirm Date if it is required for the new status that you selected.

4. Optionally, leave Update Reservation Status selected to have the reservation-level status changed as well.

5. Click Next. The Select Bookings window opens. This window displays all the bookings for the selected reservation with a date greater than or equal to the current day’s date and that do not have invoiced items. By default, all the bookings are selected.

Change Booking Status Wizard, Select Bookings window

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To show canceled bookings, clear Hide Cancelled Bookings. Conversely, to hide canceled bookings, select Hide Cancelled Bookings. To show all bookings regardless of date, clear Hide Old Bookings.

6. Select the booking, or CTRL-click to select the multiple bookings for which you are changing the status, or click Select All to select all the displayed bookings in a single step, and then click Finish. The Change Booking Status Results window opens. This window displays a list of all the selected bookings, whether the status change was successful or not.

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Optionally, to view only the bookings for the selected reservation that were NOT successfully changed, select Show Unchanged Only. To view the details for a specific booking that was changed, select the booking, and then click Go To.

7. Click Close to close the Change Status Results window and return to the Navigator.

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If you reserve a resource and then edit the date, time, location, or status of a booking, and there is a resource inventory conflict, a Resource Inventory Conflicts report opens onscreen. If you close this report, you can manually run a Resource Inventory Conflict check. In the Bookings folder of the Navigator, select Tools > Resource Inventory Conflict.

To edit the rooms for bookings

1. In the Bookings pane, click Tools > Change Room Wizard. The Change Room Wizard opens. Search for Rooms is selected by default.

 

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2. Do one of the following:

• To search for rooms, continue to To search for rooms”.

• To select a specific room, select Specific Room, and then continue to To select a specific room”.

To search for rooms

1. Click Next. The Change Room Wizard Select Bookings window opens with a list of all the bookings for the selected reservation with a date greater than or equal to the current day’s date.

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To show canceled bookings, clear Hide Cancelled Bookings. Conversely, to hide canceled bookings, select Hide Cancelled Bookings. To show all bookings regardless of date, clear Hide Old Bookings.

2. Select the time/room combination with which to work, and then click Next. (For example, an 8 a.m. event and a 2 p.m. event in the same room are displayed as two separate items; however, multiple 10 a.m. bookings in the same room on different dates are displayed as a single item with the number of bookings indicated in the Number of Bookings field.) The Change Rooms window is refreshed with options for changing the building, the room, the status, or any combination of these. 

Change Rooms Wizard with location and status options

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3. In the left pane of the Change Rooms window, select the booking, or CTRL-click to select the multiple bookings that you are moving to a new room, or click Select All to select all the displayed bookings in a single step.

4. In the right pane, change the building, the room specifications, the status, the room features, or any combination of these as needed for the selected bookings, and then click Next.

5. If you did not select a specific Setup Type, then go Step 7; otherwise, in the Setup Count field, enter a new setup count.

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Make sure that this count is the maximum that you expect the new room to hold.

6. Optionally, select one or both of the following to update the selected bookings with the following information for the new room:

• Update Setup Type on Selected Bookings.

• Update Setup Count On Selected Bookings (use Minimum).

7. Optionally, if you change the booking status, select Update Reservation Status to have the reservation-level status changed as well.

8. Click Next. The Change Room Wizard is refreshed with an Available tab, and if applicable, a Conflicts tab. The Available tab is always the active tab.

• The Available tab contains two panes. The left pane lists all the rooms that meet some or all of your event criteria. The right pane lists all the event dates that must be fulfilled.

• The Conflicts tab lists all the rooms that are not available for the requested dates. Optionally, you can open the Conflicts tab to view the list of rooms that were not available for scheduling for the event as well as list of the events that are scheduled for each room.

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The Conflicts tab is displayed only if there are any rooms that are not available for the requested dates based on your room search specifications. If no rooms are in conflict, then the tab is not displayed.

Change Rooms Wizard, Available tab

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9. Select the new room that you are scheduling for the event.

10. Optionally, do one or both of the following; otherwise, go to Step 11.

• Click Room Info to open the Room Info dialog box and view information about the room properties, setup type, features, and pricing.

• Click Building Hours to open the Building Hours dialog box which displays the hours that the selected room/building is open on the reserved date.

11. Click the Move button (>) to move the room to the Selected list. The selected room is displayed in the Rooms list in the right pane of the Available tab for every event date for which the room is available.

12. If all the event dates are fulfilled, click Finish; otherwise, repeat Step 9 through Step 11 until all the event dates are fulfilled, and then click Finish. A message opens, asking you if you want to change any more rooms.

13. Click Yes to repeat this procedure for any other bookings for the selected reservation; otherwise, click No close the message. The Change Rooms Results window opens. This window displays a list of all the selected bookings, whether the room change was successful.

Change Room Wizard, Results window

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Optionally, to view only the bookings for the selected reservation that were NOT successfully changed, select Show Unchanged Only. To view the details for a specific booking that was changed, select the booking, and then click Go To.

14. Click Close to close the Change Room Results window and return to the Navigator.

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If you reserve a resource and then edit the date, time, location, or status of a booking, and there is a resource inventory conflict, a Resource Inventory Conflicts report opens onscreen. If you close this report, you can manually run a Resource Inventory Conflict check. In the Bookings folder of the Navigator, select Tools > Resource Inventory Conflict.

To select a specific room

When you search for a specific room, you can search for a room within your facilities, or you can search for an override room, which is a room that is within your facilities but is not typically scheduled for events or it is outside of your facilities. If you specify an override room for an event, you must manually specify the location for the event.

1. Click the Search icon emsum_Navigator_image040.png. The Room Selector dialog box opens. This dialog box lists all the rooms in all the buildings to which you have been granted access.

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2. Do one of the following:

• Open the Building dropdown list and select (all) buildings, or a specific building, area, or view.

• Select the room, and then click OK.

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If you are selecting an override room, make sure to select the appropriate room, for example, one named OVR.

.

• If you are selecting a standard room or a combo room, go to Step 4; otherwise, if you are selecting an override room, go to Step 3.

3. In the Location field, enter the location for/description of the override room.

4. Click Next. he Select Bookings window opens. This window displays all the bookings for the selected reservation with a date greater than or equal to the current day’s date.

Change Room Wizard, Select Bookings window

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To show canceled bookings, clear Hide Cancelled Bookings. Conversely, to hide canceled bookings, select Hide Cancelled Bookings. To show all bookings regardless of date, clear Hide Old Bookings.

5. Select the booking, or CTRL-click to select the multiple bookings that you are moving to a new room, or click Select All to select all the displayed bookings in a single step, and then click Finish. The Change Rooms Results window opens. This window displays a list of all the selected bookings, whether the room change was successful or not.

Change Rooms Results window

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Optionally, to view only the bookings for the selected reservation that were NOT successfully changed, select Show Unchanged Only. To view the details for a specific booking that was changed, select the booking, and then click Go To.

6. Click Close to close the Change Rooms Results window and return to the Navigator.

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If you reserve a resource and then edit the date, time, location, or status of a booking, and there is a resource inventory conflict, a Resource Inventory Conflicts report opens onscreen. If you close this report, you can manually run a Resource Inventory Conflict check. In the Bookings folder of the Navigator, select Tools > Resource Inventory Conflict.

To edit miscellaneous booking information

Miscellaneous information that you can edit for multiple bookings includes the event name, the event type, the setup type, the setup count, and the attendance.

1. In the Bookings pane, click Tools > Change Miscellaneous Booking Information Wizard. The Change Miscellaneous Booking Information Wizard opens.

Change Miscellaneous Booking Information Wizard

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2. Select the information that you are changing, enter the new value for the selected information, and then click Next. The Select Bookings window opens. This window displays all the bookings for the selected reservation with a date greater than or equal to the current day’s date. 

Change Miscellaneous Booking Information Wizard, Select Bookings window

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To show canceled bookings, clear Hide Cancelled Bookings. Conversely, to hide canceled bookings, select Hide Cancelled Bookings. To show all bookings regardless of date, clear Hide Old Bookings.

3. Select the booking, or CTRL-click to select the multiple bookings for which you are changing the information, or click Select All to select all the displayed bookings in a single step, and then click Finish. A message opens, indicating that the changes were made successfully.

4. Click OK to close the message and return to the Navigator.