1. Find a Room
The first step in making a booking is to Find a Room, or Rooms, to book.
If we click ‘Make a Booking’ at the top of the page, we will be taken to the Find Available Rooms page.
Here we will need to select the date for the booking.
We can then select the time for the booking, either from the preset times, or by selecting a start and finish time.
If the booking is for a particular Category of hirer, for example, Church Use or Community Use, we can select the relevant Category, or just stick with ‘All’.
If this is going to be a repeat booking, we can switch the Repeat toggle on and set the repeat pattern. If this is a ‘one off’ booking, the toggle can remain switched off.
Once these are set, we can click the Find Rooms button and any rooms that match the criteria will be displayed.
We can then select the room, or rooms, we want to book by switching the Book toggle on alongside the relevant rooms.
To continue with the booking we click the Book Selected Rooms button.
2. Booking Details
In the Create a Booking modal, we will see 5 tabs, the first being Booking Details.
If we’ve come from the Find Available Rooms page, the Date, Booking and Rooms will already be completed. If we selected the Category and Repeat in the Find Available Rooms, these will also be completed. We can change any of these details, and add the number of people that will be attending if we need to, just remember to click the Refresh Search button to make sure the Rooms are still available.
We will also be able to select the Layout that should be used for any rooms that are being booked, and see the cost of the booking.
At the bottom of the Booking Details tab, we can add any notes that might be useful.
We can save the booking, at this point, by clicking the Create Booking button at the top right of the modal. We’ll be able to come back to it to add extra details if we need to.
3. Extras
In the Extras tab we can add any Extras that the room hirers might want included with the room.
You will see any Extras that have been made available for this room, and any fixed Extras that have been added for the room.
You can select the Extras by switching the toggle alongside each one. The cost for the Extra will be shown if it is selected. At the bottom of the page, we can see the total cost of any Extras we’ve selected and the cost of the Room.
We can save the booking, at this point, by clicking the Create Booking button at the top right of the modal. We’ll be able to come back to it to add extra details if we need to.
4. Events
The Event tab allows us to link our Room Booking to an event in the Events Calendar.
If there are already events in the Events Calendar for the day of the Room Booking, we can link the booking by clicking the Link Event button on the right.
If the event isn’t already in the Events calendar, and we want to add it, we can click the Create Event in Calendar button.
This will allow us to add the Event Name, a Start and End time and a Description. Once these have been added, we just need to click the Add button.
We can save the booking, at this point, by clicking the Create Booking button at the top right of the modal. We’ll be able to come back to it to add extra details if we need to.
5. Clients
In the Client tab we can add the details of the client that is booking the room.
If the booking is for someone within the organisation, this can be marked as an internal booking and we will be able to search for the relevant person from the People database. Once we select them, their details will be added for us.
Otherwise, if this is not an internal booking, we can switch off the Internal Booking toggle and, if the client has booked a room before, we can search for their details. If they haven’t booked before we can enter the details of the Client, and any notes, in the form. The minimum we will need to add is the client’s name.
We can save the booking, at this point, by clicking the Create Booking button at the top right of the modal. We’ll be able to come back to it to add extra details if we need to.
6. Payments
In the Payment tab we can see the cost of the booking, including any chargeable extras that may have been added.
We are able to record payments that have been made, or process debit or credit card payments through the system.
The Record Payment button will allow us to add any payments that have been made outside of the system, such as cash or cheque payments.
To Record a payment, we simply click the Record Payment button, enter the amount and date of the payment, select the Source and enter any notes. We can then click the Process Button to record the payment. The amount outstanding will be reduced by the amount of the payment.
The Process Payment button will allow us to take credit or debit card payments from the client. We will need to click the Process Payment button and enter the amount of the payment. If we’ve switched on the option to add a donation on top of the payment, and the client wishes to do so, switch the Add a Donation? Toggle and enter the amount to be donated.
We’ll then need to enter the card details and the cardholders address. If the client is making the payment, and we’ve already entered their address in the Client tab, we can click the ‘Use Client Address’ link to save typing it out again.
We can then click the Process button and the payment will be taken from the clients card.
We can save the booking by clicking the Create Booking button at the top right of the modal. We’ll be able to come back to it to add extra details if we need to.