Resources
How to Start Using Bookings (video)
How to Create a Booking and Assign Staff
Adding Staff
Used to provide other users access to the Bookings or to allow specific staff to be requested. Note the following:
- change their role from View to Administrator if they need that type of access
- under the Availability Section, remove the checkbox for "Events on Office calendar affect availability" if their personal calendar should not affect the availability on the service calendar
- keep in mind that all staff will appear on the calendar view
Creating/updating a Service
- all new services will use the default settings on the bookings page but these can be changed for each service created as needed
- if you want multiple people to sign up for the same timeslot you must change the "Maximum Attendees" number to more than 1 at the time of setup
- NOTE: this cannot be changed after the service is saved
- if you leave it at 1 you will not be able to make the event a group event and will have to delete the original and recreate it (event represents the actual timeslots determined by Duration and Availability defined below)
- you must assign at least one staff member to the service
- if you set up any unique fields, they are not downloaded in the standard format file and are only viewable online
- if you change the name of the service after signups have begun, there will be different service names when you download data
- if additional timeslots/days need to be added to an existing service, use the "Set different availability for a date range" link in the Availability section
- if you change the max number of attendees after signups have begun the change will not be reflected in the current appointments
- each individual appointment will need to be updated with the new max number
How to Manage Appointments from Calendar
To see online reservations that have been made go to the Calendar section.
- If a service is set up to allow multiple reservations at one time, the administrator will not be able to cancel just one person's reservation, the entire time slot will have to be deleted and then only the appropriate ones added back
- The recommended method of handling changes to scheduled appointments is for the requestor to use the "Change your Appointment" link received in the confirmation email to either cancel or reschedule the appointment
- The Print feature does not always display the Customer Information detail properly, to get a list of scheduled appointments follow the steps below on "How to Download Appointment Information" and "How to Print Appointment Information"
Note: When looking at a timeslot it is very easy to cancel an entire reservation, always select Save to exit the reservation detail screen.
How to Update an Email Address
If an email address needs to be updated (due to a typo or non-SHU email address entered), follow these steps:
- Click on the timeslot where the requestor has a reservation
- Click Edit from the lower-left corner
- Hover over the person's name and click the pencil icon to Edit
- Enter the correct email address in both of these fields: Email and Display as
- Click Save
- On the Customer Information screen, click Update
- Then click Save from the top left
Note: If the steps above are not followed exactly, the email address will not be updated properly in the downloaded file.