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EMS Software, LLC

Modifying Bookings

This section guides you in working with bookings in the Reservation Details page on Virtual EMS, where you can add, change, or cancel services and attendees for a booking. A Reservation may contain multiple bookings, and the procedures below also guide you in efficiently applying your changes to more than one booking within a Reservation.

Reservation Details tab

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The Reservation Details tab displays detailed summary information (the Reservation ID, the Event Name, the Event Type, and so on) for the selected reservation and all its bookings as well as any requested services for those bookings. 

To Edit a Booking

 

1) Click the Edit Booking icon vems_ReservationMenu_image030.png next to the booking you wish to edit. A Request page opens.

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The Request page that opens depends upon the type of booking that you are editing—a booking for reserving a room, a booking for requesting a room, or a booking for services only.

2. Edit the information for the booking as needed. Required fields are marked with a red asterisk (*).

3. At the bottom of the Request page, click Update Booking. A message opens indicating that the booking was successfully updated.

4. Click OK. The message closes. You return to the Reservation Summary page with the new or modified information for the booking displayed.

To Add Services for a Booking

1. Click the Add/Edit Services icon vems_ReservationMenu_image031.png next to a booking. The Booking Details tab opens. This tab summarizes information for the booking (event name, event date, location, and so on), plus services you can add to the booking (Available Services tab) and any services already added (Existing Services tab).

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2. On the Available Services tab, click the type of service you wish to add. The Available Services tab refreshes to present options based on the service you choose.You can add resources with service orders, catering (food) services, resources without service orders, setup notes and/or a room charge.

3. Enter the necessary information for the services you are adding to the booking.

4. At the bottom of the page, click Save.

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Required fields are marked with a red asterisk (*). You may need to add information such as the start and end times, the estimated count, and so on. You may also have to answer service-specific questions, and/or have to agree to Terms and Conditions.

The Available Services tab closes. You return to the Booking Details tab.

  • If the reservation has only this single booking, a confirmation message displays. Click OK to close the message and return to the Booking Details tab. The newly added booking detail shows on the Existing Services tab.
  • If the reservation has multiple bookings, then choose whether to add services to just the one booking, or several:
    • To add the services to only this booking, click Do Not Apply to Additional Bookings. You remain on the Booking Details tab. The newly added services show on the Existing Services tab.
    • To add the services to one or more of the other bookings in the reservation, select them (you can select all using the checkbox in the Date column heading), and then click Save. A confirmation message displays. Click OK to close and return to the Booking Details tab. The newly added services now show on the Existing Services tab.

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Any resource conflicts are marked with a Warning icon and highlighted in red.

Resource conflict indicated

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To Add Attendees to a Booking

1. From the Booking Details tab, you can also add multiple attendees or visitors to a booking. For each attendee/visitor you add, enter the necessary information and click Save to return to the Attendees/Visitor page. Required fields are marked with a red asterisk (*).

2. After you finish adding attendees or visitors, do one of the following:

  • If the reservation has only this single booking, then click Back to Reservation Summary page.
  • If the reservation has multiple bookings, then choose whether to add attendees to just the one booking, or several:
    • To add attendees to just this selected booking, click Back to Reservation Summary page.
    • To add attendees to one or more of the other bookings in the reservation, click Add to Additional Bookings. to return to the Booking Details tab. Select the appropriate bookings (to select all, use the checkbox in the Date column heading), and then click Save to return to the Booking Details tab. The newly added attendees show on the Existing Services tab.

To Edit and/or Cancel Services for a Booking

1. Click the Add/Edit Services icon vems_ReservationMenu_image031.png next to a booking. The Booking Details tab opens. This tab summarizes information for the booking (event name, event date, location, and so on), plus the available services you can add to the booking (Available Services tab) and services that have already been added to the booking (Existing Services tab).

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You have the following options for editing and/or canceling (deleting) the services for a booking:

• To add a new item to a service, click the New Item icon vems_ReservationMenu_image031.png for the service.

• To edit the service, for example, the start and stop times for a Catering service, click the Edit icon vems_ReservationMenu_image035.png for the service.

• To cancel (delete) the service (which deletes all items in the service), click the Cancel Service Order icon vems_ReservationMenu_image028.png for the service.

• To edit a single item for a service, for example, the quantity and/or special instructions for an item, click the Edit Item vems_ReservationMenu_image035.png icon next to the item.

• To cancel (delete) a single item for a service, click the Cancel Item icon vems_ReservationMenu_image028.png next to the item.