Create your first booking

Before you start

A Booking is one engagement: one supplier perofrming at one event for one customer. Before you create one, check three things:

• The customer is a contact. Bookings can only be created against a Contact. If the person is still a Lead, convert them first using the Actions & Convert menu on the Lead screen. See CRM Contacts.
• You have permission. Your role needs to allow creating Bookings. If you can't see the option, ask an organisation administrator to check your role.
• You know the basics. Have the event date and time to hand, and the location if available (location is optional)

Create a booking

1. Open bookings. Select Bookings from the main navigation.

2. Click the New Booking button in the top right of the screen.

3. Fill out the basic information for the booking. You'll need to fill out:
4. 1. Event title
   2. The event date and time
   3. A booking type (this will be optional unless your organisation has set it as required)
   4. Event end (optional)
   5. Timezone
   6. Booking owner (this will be optional unless your organisation has set it as requried)

4. Next, Eleventh will ask you which customer the booking will be created against. You can only select one contact initially, however can add more contacts to the booking after it has been created.
   
   If you do not have a customer setup in the system yet, you'll need to click "Create a new contact" and fill out their details. Once a contact has been created, Eleventh will display it in the search results for you to select.

Once you've found the customer you wish to attach, click "Select" next to their name. The customer search will change indicating the customer you selected. You can change your mind by clicking the "Change" button if you've selected the wrong customer.

5. If you know where the booking is taking place, you can set a location for it next.
6. 1. For venue organisations, an additional option will display "At an Eleventh Venue" which will allow you to select a Venue Site and Venue Space in which the booking will take place.
   2. For non-venue organisations, you can select between "To be confirmed" and "Custom address" which will enable you to type the address.

Once you've typed out an address, a Google Maps preview will appear beneath it.

When you're happy with the basic details, click "Create booking" at the bottom of the form.

You've created your first booking!

Once your booking has been created, you'll be taken to the View Booking screen where you'll see the information for the booking that you just entered.

On the Overview screen, you'll see a concise summary of everything you entered.

• The event details (namely Date, Time, Timezone, Owner, Event Location Preview)
• A financial summary of the booking (total amount invoiced, total amount paid, overall financial status of booking)
• Booking contacts (a list of contacts assigned to the booking - at the point of creation, there will only be one)
• An overview of the booking lifecycle (Draft -> Enquiry -> Provisional -> Confirmed -> Complete by default)
• Options to navigate through the bookings various data points, namely:
• • Location
  • Brief
  • Schedule
  • Attachments
  • Customers
  • Forms
  • Financials
  • Contracts
  • Live Requesting (for organisations in the Live Music feature stream only)
  • Tasks
  • History

We'll give you a tour in the next article. Click below to view it.