Override Existing Bookings Utility

In some situations, such as a building closure, a scheduled maintenance repair, and priority event, you might need to “bump” one or more bookings from their scheduled location. You use the Override Existing Bookings Utility to bump all the bookings that meet specific criteria and place them in a Conflict status. A new all day booking that uses the settings (Event Name, Event Type, and Group) that you specify is created in place of these bumped bookings.

1. On the EMS menu bar, click System Administration > Tools > Override Existing Bookings Utility.

   The Override Existing Bookings Utility window opens.

2. To search for rooms that contain the bookings that you want to bump, do the following.

   • In Building, select a specific building, area, or view.

   • In Room Type, leave the Room Type set to the default value of (all), or select a specific room type.

   A list of all the rooms configured for the selected building, area, or view and that are of the indicated Room Type display on the Available list.

3. Select the room, or Ctrl-click to select the multiple rooms that contain the bookings that you are bumping, and then click Move (>) to move the selected rooms to the Selected list.

4. Repeat Step 2 and Step 3 until you have selected all the rooms that contain the bookings that you are bumping.

5. To filter the list of bookings that you are bumping for the selected rooms, enter a Start Date and End Date.

6. To see a list of the bookings that you are bumping, click View Bookings. Otherwise, go to Step 7.

   The View Bookings window opens. A list of all rooms with the bookings that you are bumping display.

   Optionally, you can select a booking in this window, and then click Open to open the booking’s reservation in the Navigator for a more detailed examination, and you can also click Export to export the list of bookings to an Excel spreadsheet. After you have viewed the bookings and/or exported the booking, click Close to close the View Bookings window and return to the Override Existing Bookings Utility window.

7. Specify the event type, event name, the status, and the group for the new all day bookings that are to be created in place of the bumped bookings.

   If the appropriate event type is not available, you can configure the event type. If a status is not available, you can configure it. You can select a group from the Group field, or you can search for a group. If the appropriate group is not available, you can configure a group.

8. Select Override Existing Bookings Conflict Status (the status to which the bumped bookings are changed).

   If a status is not available, you can configure a status. If you select a status with a Cancel type, a Cancel Status dialog opens. Enter a cancel reason and indicate who canceled the booking for Cancel type status. You can also enter notes about the booking cancellation.

9. To update the reservation status to the status for the new all day bookings, leave Update Reservation Status.

   Clear this option to leave the reservation status unchanged.

10. Click Finish.

    A message appears indicating that the existing bookings (which are all the bookings the meet the search criteria) will be overridden and set to the conflict status that you selected and asking you if it is OK to continue.

11. Click Yes.

    The Navigator displays new all day bookings with their new status.