Skip to main content
EMS Software, LLC

Adding Booking Details and Items to Multiple Bookings

You use the Add Booking Details Wizard to add booking details and items to multiple bookings in a single step. The steps that you follow depend on the category type. Also, you can add multiple occurrences of a booking detail to bookings only for service order and catering categories. If the booking detail is not a service order or catering category, and the detail is already added to the bookings, you cannot add the detail again to the bookings. (You can, however, add more items to the bookings. See Adding Booking Detail Items to Multiple Bookings”.)

emsum_Navigator_small_reminder.png

You can also manually copy booking details and items from one booking to another. To copy a booking detail, right-click on the booking detail that is being copied, and on the context menu that opens, click Copy. Right-click on the booking to which the booking detail is being copied, and on the context menu that opens, click Paste.

To add booking details and items to multiple 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, select the reservation to which you are adding the booking details and items.

3. In the Bookings pane, click Tools, and then click Add Booking Details Wizard. The Add Booking Details Wizard opens. 

Add Booking Details Wizard

emsum_Navigator_image062.png

4. Select the booking detail that you are adding to one or more of the bookings for the selected reservation, and then continue to one of the following:

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

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

To add a booking detail from a non-resource category

If you select a booking detail of any type other than resource, service order, or catering, (for example, attendees or setup notes), then to add the detail to the bookings, you follow the same general steps:

1. Select the booking detail.

2. Click Next, and then enter the information for the booking detail.

• If you are adding setup notes, see To add setup notes”.

• If you are adding attendees/visitors, see To add attendees”.

• If you are adding an agenda or activities, see To add an agenda (activities)”.

• If you are adding room charges, see To add a room charge”.

3. 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 already have the selected booking detail added. Add Booking Details Wizard, Select Bookings window

emsum_Navigator_image063.png

emsum_Navigator_small_reminder.png

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 to which you are adding the details, or click Select All to select all the displayed bookings in a single step, and then click Finish. A message opens asking you if you want to add more booking details.

5. Do one of the following:

• Click Yes to return to the Add Booking Details Wizard.

• Click No.

A message opens indicating that the changes were made successfully.

6. Click OK to close the message and return to the Navigator. The booking detail and its items are displayed as folders under the Booking folder in the Navigator window.

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

If you select a service order or catering category, then the Add Booking Details Wizard is updated with, at a minimum, options for Service, Reviewed, Start Time, and End Time. If you select a catering category, additional fields for Estimated, Guaranteed and Actual Counts are displayed. In both cases, a State option might also be displayed. Go to Step 1.

Example of the Add Booking Details Wizard for a resource with a service order

emsum_Navigator_image064.png

• If you select a resource category, then two results are possible:

• The Add Booking Details Wizard is updated with options for Reviewed and/or State. If applicable, select Reviewed and/or select a State, click Next to open the Add Booking Details Wizard, and then go to Step 3.

emsum_Navigator_small_reminder.png

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

• The Add Booking Details Wizard opens with two tabs—Resources and Packages. The Resources tab is the active tab. This tab displays a pre-configured list from which you can select one or more resources. Go to Step 3.

1. Select the service type.

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

emsum_Navigator_small_reminder.png

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

3. Do one of the following:

• To choose one or more resources from the pre-configured list of resources, leave the Resources tab open, and then go to Step 4.

• To add multiple resources to the booking in a single step, open the Packages tab, and then go to Step 6.

emsum_Navigator_image065.png

4. 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.)

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

emsum_Navigator_small_reminder.png

Your search is limited to the exact order of the characters in the string, but the string can 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.

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

emsum_Navigator_small_reminder.png

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

7. 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.

emsum_Navigator_small_reminder.png

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.

emsum_Navigator_small_reminder.png

Use the Move Up and Move Down options to order the selected items. To edit a selected item before you add it to multiple bookings, select the item, and then click Edit.

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

8. Click Next.

• 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 9.

Example of a Resource Selections dialog box

emsum_Navigator_image066.png

• 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.

9. 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 already have the selected booking detail added.

Add Booking Details Wizard, Select Bookings window

emsum_Navigator_image067.png

emsum_Navigator_small_reminder.png

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.

10. Select the booking, or CTRL-click to select the multiple bookings to which you are adding the details, or click Select All to select all the displayed bookings in a single step, and then click Finish. A message opens asking you if you want to add more booking details.

11. Do one of the following:

• Click Yes to return to the Add Booking Details Wizard.

• Click No.

A message opens indicating that the changes were made successfully.

12. Click OK to close the message and return to the Navigator. The booking detail and its items are displayed as folders under the Booking folder in the Navigator.