Envibe: How do I create and confirm a single resource repeat booking?

Envibe: How do I create and confirm a single resource repeat booking?

Question

How do I create and confirm a single resource repeat booking? 


Answer

In a scenario that a customer would like to book one resource on a recurring basis, e.g. 1 meeting room at the same time each week, this is considered a single resource recurring booking. To complete this type of booking, follow these steps: 
  1. Launch BOOKINGS 
  2. Click VIEW DAY 

  3. Navigate to the applicable Booking Diary (e.g. multipurpose centre) 
  4. Use arrows/calendar tools to navigate to the starting date of the recurring booking date, e.g. 9th April 2020.
  5. Click and drag on the calendar to highlight the Booking Allocation (e.g. Meeting Room 1: 1am - 12pm) 
  6. Click the blue question mark to select the relevant Resource Class and Resource Type. NOTE: Depending on the site’s configuration, Resource Class and Resource Type may not be options. The blue question mark will turn into a green tick once resolved.
  7. Click REPEAT 
  8. Click PATTERN to dictate the repeat pattern 
  9. Specify the repeating pattern using:
    1. DAILY – repeat by a spacing of days.
    2. WEEKLY – repeat weekly on specified days of the week.
    3. MONTH – repeat monthly for certain numbered or ordinal days.
    4. CUSTOM – double click to select the pattern of days to be repeated.
      NOTE: Check or uncheck Exclude public holidays to instruct Envibe to automatically leave out allocations that fall on public holidays.
  10. Click SAVE 
  11. Click UNTIL to dictate when the repeating pattern will end 
  12. Specify how many times the pattern selected needs to be repeated. There are two options
    1. Repeat for a specified number of times 
    2. Repeat until a specified day is reached 
      NOTE: custom patterns are not repeatable 
  13. Click SAVE 
  14. Click REPEAT. The allocations will automatically be created for the booking.
  15. If there are any clashes with public holidays (if they are not specifically excluded), or with other bookings/annotations, a blue flag in the top right-hand side of the screen will appear. Click on the blue flag to toggle showing only the allocations that are clashing. 

  16. Click on the yellow flagged items to navigate to the Day View of that allocation. 
  17. Click on the allocation to: 
    1. Remove it 
    2. Move it 
      NOTE: If the site’s policy allows for double-booking, Envibe will allow the User to progress with a clashing booking assuming the user is aware of the policy and is happy to proceed. If the site’s policy does not allow double-booking, Envibe will not allow the user to progress with a clashing booking until the allocation has either been removed of moved.
  18. Once all allocations have a green tick, click BOOK to proceed to enter the other details of the booking.
  19. Select from the list of preconfigured Booking Types (e.g. commercial). 
    NOTE: Depending on the site’s configuration, Booking Types may not appear as an option.
  20. Search and select the applicable customer(s) from the contact list by clicking the tiles located in the top-right-hand side of the screen. NOTE: If the contact is not already in the system, they will need to be added by clicking NEW in the contact search screen. 
    1. PRIMARY – main contact person.
    2. BILLING – financial contact, name to appear on invoices (defaults to PRIMARY if left blank).
    3. ASSOCIATED – other contacts related to this booking.
  21. Click CONFIRM to confirm the booking