If you are an operator team member who is using the Dynamic Booking module, you can book spaces on an ad hoc basis using the Calendar in the essensys Platform. This view shows you the bookings that have been made at the site, and lets you choose a space with slots that are currently available (neither booked nor leased at the required time).
Important: The calendar enforces the following rules:
Bookings are constrained by booking rules, which describe the minimum booking time, possible start times, and so on for booking particular spaces.
Bookings cannot end after the site closing time.
Booking Spaces
Before you begin
You must be using the Dynamic Booking module.
There must be spaces with the status bookable, that are available for booking. Bookable spaces are available if they are not occupied or booked, and if their parent spaces (the spaces that they are interior spaces to) are not occupied or booked either.
If you are booking a space for an occupier, that occupier must be in essensys Platform.
If you want to charge your occupier for the booking, there must be a booking product that is associated with the space.
Accessing the Calendar for a Site
Click Operations.
Select the Site you are interested in.
Click the Calendar tab to view the bookings associated with the selected site.
Note: By default, the list view, showing all upcoming bookings, is shown.Click Timeline to view the calendar.
The Timeline view shows the same bookings in a calendar form. For details, see Timeline View.
Note: Both the List and Timeline views can be filtered to show bookings at different times, by different occupiers, and so on. You can also edit and cancel bookings in both views. You can only book available spaces in the Timeline view.
Making an ad hoc space booking
Optionally, use the filters in the top-right to select the type of room you want to book.
Example: Use the filters to limit the spaces to those with a capacity of 10+ occupants if you are looking for a room to host some training for a group of this size.Select the date on which you want to make your booking.
Select an available time that you would like to book.
Note: Hovering your cursor over a time period shows a possible booking slot that could be selected. The default selection (possible start time, possible length, and so on) is configured by the Booking Rules.
Click to select the space and time, and begin the booking.
Note: The pop-up that opens gives a lot of details about the space that is potentially being booked.Optionally, change the start time or duration of the booking.
Optionally, assign the booking to a particular occupier and occupier user.
If the space booking attracts a cost, the list and total price are displayed at the bottom of the pop-up.
Optionally, you can select the toggle to "Mark as paid" and add payment notes as required.
Note: The platform has no facility to take payment directly so this option should only be used if an offline payment has been taken directly from the occupier. Using this toggle will create a paid charge transaction meaning that the occupier will not be charged on their monthly bill run.
Optionally, you can click Override and update the cost if you want to charge the Occupier a different amount.
To make the booking with the supplied details, click Book.
The booking is made. If the booking attracted a charge, that charge will be created against the occupier at the time of the booking. If it has been marked as paid, a second negative charge will be created to offset the amount, and both will be marked as paid.
Calendar Details
Timeline View
A calendar view of bookings and booking information. View space availability and create, modify, and cancel bookings for a space.
The Timeline view is a calendar, where:
Each row represents a space at the chosen site. Spaces may be hidden under their space type, click the accordion to view more.
The vertical rule shows the current time (if your view is of today).
Any booking, unavailability, or occupancy for the space is indicated as a block in the view. Click on these blocks for more details, and to make changes.
Note: Spaces are shown as unavailable where they cannot be booked because there is a space in the space hierarchy above them that is booked or occupied already. Example: If the whole east wing of floor 6 is occupied, then a meeting room that is on this wing, and that is configured as an interior space to it, will be unavailable in this view.
Changing the Date
By default, the Timeline view is filtered to show today's bookings. Use the date field to change the period of time you want to view bookings for:
Click the left and right arrows to select a different date. To open the calendar (shown above) and select a specific date, click the date itself and make your selection.
Filtering the Bookings
You can also filter by floor, space, space type, capacity (the number of people the room is intended for), and tags. By default, the Timeline view will show occupied spaces, but you can select to hide them.
Make a booking
Field | Description |
Space details:
| Read-only. The first set of fields define the location of the space that you are attempting to book. |
Includes | Read-only. These are the space tags that are associated with the space. They describe amenities that are available in the space, or details about the space. Tip: These values are globally configured as space tags and then assigned to your spaces. |
Date | Read-only. The date that the booking is scheduled for. |
Start time | The time that the booking starts. Can be updated in line with Booking Rules. Example: If the booking rules indicate that bookings of this type are every hour, you can change to a different time on the hour. |
Duration | The length of the booking. |
Space availability | Details of the availability for this room on the selected day. |
Assign booking:
| If this booking is being made on behalf of an occupier:
Assigning an occupier for the booking enables the pricing fields. |
Pricing:
| The price associated with this booking. Charged to the occupier.
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