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Adding Booking Details and Items to Individual Bookings

The steps that you follow to add booking details and items to individual bookings depend on the category type. Also, you can add multiple occurrences of a booking detail to a booking only if the booking detail is a Resource with Service Order category or a Catering category. If the booking detail is not a Resource with Service Order category or a Catering category, and the detail is already added to a booking, you cannot add the detail again to the booking. You can, however, add more items to the booking detail. 

To add booking details and items to individual bookings

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, expand the folder structure for the reservation until the appropriate booking folder is visible.

3. Select the booking folder, and then in the Booking Details pane, click New. The Booking Details list opens.

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4. Select the booking detail that you are adding to the booking. A dialog box opens.

5. Continue to one of the following:

To add a booking detail from a non-resource category” below.

To add a booking detail from a resource, service order, or catering category”.

To add a booking detail from a non-resource category

A booking detail that is from a non-resource category can be setup notes, attendees, agenda (activities), or a room charge.

To add setup notes

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1. Enter the sequence number for the setup notes.

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The sequence number determines the order in which the notes are displayed in the Items pane in the Navigator when the booking detail (Setup Notes) is selected for a booking.

2. Enter the appropriate notes or comments.

3. Optionally, if these notes are to be printed on internal reports only (the notes would be excluded from external reports like a confirmation), then select Internal.

4. Click OK. The Setup Notes dialog box closes. The booking detail and its items are displayed as folders under the Booking folder in the Navigator window.

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After you add setup notes for the first time to a booking, Setup Notes is no longer an available option on the Booking Details dropdown list. To add more setup notes to the booking, select the Setup Notes folder for the booking or click a Setup Note in the Items pane, and then click New.

To add attendees

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1. Enter the information for the attendee. At a minimum, you must enter the attendee name.

2. If the attendee is a visitor (that is, not registered for the event), then select Visitor.

3. Click OK. The Attendee dialog box remains open.

4. Repeat Step 1 through Step 3 until you have added all the needed attendees/visitors to the booking.

5. Click Cancel. The Attendees dialog box closes. The booking detail and its items are displayed as folders under the Booking folder in the Navigator window.

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If you close the Attendees dialog box before you have added all the needed attendees/visitors to the booking, then Attendees is no longer an available option on the Booking Details dropdown list. To add more attendees/visitors to the booking, select the Attendees folder for the booking or click an attendee/visitor in the Items pane, and then click New.

To add an agenda (activities)

Agenda dialog box

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1. Enter the start time, the end time, and a description for the agenda.

2. Optionally, in the Description field, enter a name or description for the agenda.

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The description can be a maximum of 50 characters, including spaces.

3. Optionally, if these notes are to be printed on internal reports only (the notes would be excluded from external reports like a confirmation), then select Internal.

4. Click OK. The Agenda dialog box remains open.

5. Repeat Step 1 through Step 4 until you have added all the needed agendas.

6. Click Cancel. The Agenda dialog box closes. The booking detail and its items are displayed as folders under the Booking folder in the Navigator window.

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If you close the Agenda dialog box before you have added all the needed agendas/activities to the booking, then Agenda is no longer an available option on the Booking Details dropdown list. To add more agenda/activities to the booking, select the Agenda folder for the booking or click an agenda in the Items pane, and then click New.

To add a room charge

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1. Enter the sequence number for the room charge.

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The sequence number determines the order in which the charges are displayed in the Items pane in the Navigator when the booking detail (Room Charge) is selected for a booking.

2. Optionally, enter notes or comments about the room charge.

3. If needed, edit the quantity.

4. Select the appropriate pricing method, and then enter any other additional information as needed after you select a pricing method.

Pricing Method

Additional Fields

Unit

• Unit Price

Half Day/Full Day (Event Time)

• Half Day Price

• Full Day Price

• Hours

Half Day/Full Day (Reserved Time)

• Half Day Price

• Full Day Price

• Hours

Hourly (Event Time)

• Hourly Price

• Minimum Charge

• Maximum Charge

• Initial Flat Charge

Hourly (Reserved Time)

• Hourly Price

• Minimum Charge

• Maximum Charge

• Initial Flat Charge

Hourly (Specific)

• Hourly Price

• Minimum Charge

• Maximum Charge

• Initial Flat Charge

5. Optionally, enter a discount percent and/or a reservation discount.

6. Click OK. The Room Charge dialog box closes. The booking detail and its items are displayed as folders under the Booking folder in the Navigator window.

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If you must add multiple room charges to a booking, then after you add charges for the first time to a booking, Room Charge is no longer an available option on the Booking Details dropdown list. To add more charges to the booking, select the Room Charge folder for the booking or click a room charge in the Items pane, and then click New.

To add a booking detail from a resource, service order, or catering category

• If you select a service order or catering category, a Service Order dialog box opens with, at a minimum, options for Service, Reviewed, Service Start Time, and End Time. If a catering category is selected, additional fields for Estimated, Guaranteed and Actual Counts are displayed. Go to Step 1.

Example of a Service Order dialog box for a catering category

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• If you select a resource category, then a Resource Selection dialog box opens. The Resources tab is the active tab. Go to Step 4.

Example of a Resource Selection dialog box, Resources tab

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1. Select the service type.

2. Enter the start time, and optionally, the end time, estimated count, guaranteed count, and if applicable, select Reviewed and/or a state.

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For more information about reviewing service orders and selecting states, see Searching with the Service Order Management Browser”.

3. Click OK. A Resource Selection dialog box. The Resources tab is the active tab.

4. Do one of the following

• To select one or more resources from the pre-configured list of resources, leave the Resources tab open, and then go to Step 5.

• To add multiple resources to the booking in a single step, open the Packages tab, and then go to Step 7.

5. Do one of the following on the Grouping dropdown list:

• Leave the default value of (all) as is to search for all items in all groupings.

• Select a specific grouping to search for only those items in the grouping. For example, if the selected resource category is A/V Equipment, then available groupings could include Computer, Phone, Video, and so on. To search only for the available phones to add to a booking detail, select the Phones grouping.

6. Optionally, in the Filter field, enter a search string by which to filter your search.

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Your search is limited to the exact order of the characters in the string, but the search string is not case-sensitive and it can appear anywhere in the search results. For example, a search string of co returns coffee service, conference phone, and mini-copier.

7. In the Quantity field, leave the default value of 1.00; otherwise, enter a new value.

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If you change the quantity for a resource package, then the quantity for each individual resource that makes up the package is also changed.

8. Do one of the following:

• For the Resources tab—On the Items list, select the resource item, or CTRL-click to select the multiple resource items that you are adding to the booking.

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Your EMS administrator might have configured an override resource (also known as an override description) so that you can book a resource that has not been configured in your EMS database. For example, the administrator might have configured an override resource named “Other.” If you select the “Other” resource, then a Description field is displayed on the Resource Selection dialog box. You must enter a description or name for the override resource before you can continue. EMS does not track availability of override resource items; however, EMS reports on override resource items just like any other resource item.

• For the Package tab—Select the package that contains the multiple resources that you are adding to the booking.

9. Click Select.

• For items on the Resources tab—If your EMS administrator configured selections for the resource, then either you might be required to make selections for the resource, or you have the option to make selections for the resource; otherwise, go to Step 10.

Example of a Resource Selections dialog box

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• For packages on the Packages tab—The package is added to the booking. An entry for the package as well as entry for each item in the package is displayed in the Booking Detail Items pane of the Navigator.

10. Repeat Step 4 through Step 9 until you have added all the necessary booking detail items for the selected booking.

11. Click Close. The Resource Selection dialog box closes. The resource and its items are displayed as folders under the Booking folder in the Navigator.

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If you close the Resource Selection dialog box before you have added all the needed resource items to the booking, and the booking detail is not from a catering or service order category, then the booking detail is no longer an available option on the Booking Details dropdown list. To add more resource items to the booking, you can select the Booking Detail folder for the booking or you can click a booking detail item in the Items pane, and then click New.