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Copying a Reservation in the Navigator

An easy way for you to make a new reservation in the Navigator is to copy an existing reservation and then make any necessary changes to the reservation. When you copy an existing reservation, you must provide a new start date and a new status; however, you can copy the existing reservation reminders, comments, user-defined fields, and drawings as is, and you can copy one or more or all the existing booking details.

To copy a reservation 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 that you are copying, and then in the Bookings pane, click Tools, and then click Copy Reservation Wizard. The Copy Reservation Wizard opens.

Copy Reservation Wizard

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3. Enter the information for the new reservation.

Information

Description/Comments

New Start Date

The date of the first booking for the new reservation.

New Status

The status for the new reservation.

Reconfirm Date

You must enter a date if it is required for the new status that you selected.

Conflict Status

You must enter a conflict status in the event that the new bookings are in conflict with any existing bookings.

Reconfirm Date

You must enter a date if it is required for the new conflict status that you selected.

• Copy Reminders

• Copy Comments

• Copy User Defined Fields

• Copy Attachments

• Copy Drawings

Leave the appropriate options selected to copy the existing items as is, or clear the option for each item that is not to be copied to the new reservation.

Copy Booking Details

Select the booking details that are being copied (CTRL-click to select multiple details) or to select all the details for copying, click Select All.

Note: By default, only active booking details are displayed. To show inactive booking details for copying, click Show Inactive.

Copy Inactive Resources/Rooms

Selected by default. Copies the inactive resource and/or rooms from the existing reservation to the new reservation. Clear this option if you do not want to copy the inactive resources and rooms.

4. Click Next. The Select Bookings window opens. This window displays all the bookings for the reservation that you are copying.

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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 recreating in the new reservation, 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.

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The start date that you specified becomes the date of the first booking for the new reservation. In addition, the copied bookings are scheduled according to the same pattern as the existing reservation. For example, if the existing reservation has three bookings and each booking was scheduled every seven days (12/14, 12/21, and 12/28), and the start date for the new reservation is 12/15, then the new reservation has three bookings with dates of 12/15, 12/22, and 12/29.

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When you copy multiple bookings, the bookings are simply copied and pasted as is—the bookings are not moved to a different location. If you need to move a booking to a different location, see To edit the rooms for bookings”.

6. Click OK to close the message and return to the Navigator. Both the existing reservation and the new reservation are now displayed in the left pane of the Navigator. The new reservation is assigned a number based on the next available reservation number in the database. If any of the new bookings are in conflict with existing bookings, this conflict is indicated in the Navigator.