Recurring bookings allow you to book one or more meeting rooms for the same customer, on a recurring basis.

To create a new recurring booking, first go to Calendars, in the main menu. Click the Recurring Booking button, found on the right side of your screen, on top of the calendar view.

1. Add General Information

Enter the resource /room for which the booking is being made, choose the customer’s account and contact, then name your booking.

2. Edit the Booking Schedule

Once Only

Selecting Once Only will create a regular booking, for which you can enter the date and time, under the Range of Occurrence.

Every

The Every option allows you to create a booking for a certain recurrence: in days or weeks. This way, you can, for example, you can book a room every day or week, within the time period that you set under Range of Occurrence.

Under the Range of Occurrence section, you can set the Start Date of the booking, as well as the time at which the room will be booked, each time when the booking occurs. The time period will therefore be the same every time. Next, you can set the booking to end after a certain number of occurrences or at an exact end date. Make sure that the option you select is ticked on the left.

For example, you can book a room every week, for a period of 4 weeks, starting January 18th.

Day of Week

Check Days of Week, then check the actual days of the week when you want the room to be booked for this particular customer.

Under the Range of Occurrence section, you can set the Start Date of the booking, as well as the time at which the room will be booked, each time when the booking occurs. The time period will therefore be the same every time. Next, you can set the booking to end after a certain number of occurrences or at an exact end date. Make sure that the option you select is ticked on the left. This way, your booking will occur every selected day of the week, between the selected start and end dates. For example, the booking can occur every Monday and Wednesday, starting January 1st, for a period of four weeks.

Week of Month

This option allows you to select a specific week of the month, as well as the day if the day of the week when the booking should occur.

Under the Range of Occurrence section, you can set the Start Date of the booking, as well as the time at which the room will be booked, each time when the booking occurs. The time period will therefore be the same every time. Next, you can set the booking to end after a certain number of occurrences or at an exact end date. Make sure that the option you select is ticked on the left.

For example, you can make a booking for the first week of the month, on Wednesday, for a period of 6 months, starting January 1st.

Day

This option allows you to create a booking for a certain day of the month. Under the Range of Occurrence section, you can set the Start Date of the booking, as well as the time at which the room will be booked, each time when the booking occurs. The time period will therefore be the same every time. Next, you can set the booking to end after a certain number of occurrences or at an exact end date. Make sure that the option you select is ticked on the left.

For example, you can book a room every 25th of the month, for a period of 4 months, starting January 25th.

Check your List of Booking Occurrences

Your list of booking occurrences is available under the Bookings section. Here is where you will find Here is where you will find the date and time when each booking will occur, as well as the room being booked. You can change the room booked for a particular date, if you want to, by selecting a new room under the Resource dropdown.

Please note that if Operate detects a booking conflict (if there is another booking made for the same resource, which overlaps the date and time of your recurring booking), this will be displayed next to the occurrence, as a Conflict notification. We recommend checking your calendar before making a recurring booking, to ensure that the resource you want to book is available at the date and time desired by your customer. If there is no conflict, Operate will display an OK sign.

Confirm your Booking

When you are happy with your booking setup, click the Confirm button on the right side of your screen.

Edit/Delete Recurring Bookings

To edit or delete a recurring booking, simply click on it within the calendar, then click the corresponding button on the right. 

Please note that recurring bookings cannot be edited as a group, only individually. They can be deleted as a group, as well as separately. When deleting as a group, bookings that have passed or that are too close to the current date/time will not delete along with the group and will need to be removed individually. 

Did this answer your question?