Viewing & Managing Bookings
A tour of the Bookings screen: how to find a booking, switch between calendar and the list, and manage a booking as it moves from Enquiry to Complete.
What the Booking screen is for
The Bookings screen is where every job in your organisation lives, from a first enquiry through to a completed event. Open it by selecting Bookings in the top navigation bar, or by choosing the Bookings app on your organisation's dashboard.
From here you can search and filter your bookings, see them on calendar or in a list, start a new booking, and open any booking to work on it.
If your organisation is a venue, you may also see a "Floor Plan" option in the Bookings menu, allowing you to view bookings in each space as a birds-eye-view of your venue.
Tour of the screen
Working from the top of the page down:
- New booking. The blue button at the top right starts a new booking. See Creating your first booking.
- Search and Stage filter. A search box, and stage dropdown apply for narrowing down what is visible.
- View switch. Two buttons, Calendar and List (+ Floorplan for Venues), change how your bookings are displayed.
- The bookings themselves. The claendar or list fills the rest of the page.
Finding a booking
- Search. Type into the search box to find a booking by it's title, refernece or it's customer, and choose Apply.
- Stage. Select a stage from the drop-down to show only bookings at that point in your process. The options are Enquiry, Brief, Quote, Confirmed, Complete, Cancelled and Lost. Alternatively, leave it on All stages. Select Apply to update the results.
You can use both together, for example to find every histroical booking for one customer.
Calendar and list views
Use the Calendar and List buttons to switch between the two layouts.
Calendar. Shows your bookings on a month grid, with today's date highlighted. Use Month, Week and Day to change how much you see at once, the arrow buttons to move backwards or forwards, and Today to jump back to the current date.
List. Shows one row per oboking, with these columns:
Column | What it shows |
|---|---|
Ref | The booking's reference, for example BK-ORG_0003. Select it to open the booking. |
Title | The name you gave the booking. |
Customer | The customer (or primary customer, if there are multiple) of the booking. |
Type | The booking type, shown with its colour. |
Event date | The date of the event. The list is ordered by this column by default. |
Stage | A badge showing where the bookoing is in your process. |
Select a column heading to sort by it.
Opening and managing a booking
Select a booking's reference or title to open it. The top of the page shows the title, reference, current stage and when teh booking was created and last updated. A menu down tehl eft lets you move between the parts of the booking. On mobile, this navigation is accessed by pressing the 'Navigation' button that shows at the top of the page.
Moving a booking through its stages
At the top of the page, a row of stages shows how far the booking has come: Draft, Enquiry, Provisional, Confirmed, and Complete. Stages you have passed are ticked and the current stage is highlighted.
To move to the next stage, use hte button beside the stage row, for example Move to Confirmed. It stays locked until any required items in the Checklist are done. Select Checklist to see them.
- Required items must be resolved before you can move on, for example a quote being sent or an invoice being paid. Some tick themselves off automatically, others require manual confirmation.
- Recommended items, such as confirming equipment, won't stop you moving on but are worth checking.
Your organisation administrator can change which items are required, which items are recommended, and which do not display for each stage.
The booking menu
Group | Tab | What is it for |
|---|---|---|
Overview | Overview | Event detials, custom fields, a financial summary, and the booking's contacts at a glance. Select Edit event detials or Edit to change them. |
Event | Location | Where you will be, with location notes and a site contact. |
Event | Brief | A place to record venue notes, access information and client requests. Entries can be shared with the customer, and can be made editable by them. |
Event | Schedule | The timeline for the day. Add items and open the run sheet. |
Event | Attachments | Files and folders for this booking. Upload, create folders and preview files. |
People | Customers | The contacts on the booking, who the Primary Customer is, and their Customer Portal access. |
People | Forms | Forms linked to the booking. |
Money | Financials | Opens the booking finance dashboard. |
Money | Contracts | Create contracts from templates, send them for signature and see which are signed. |
Live | Live Requesting | Start a session where guests scan a QR code at teh event to request songs in a queue you can moderate. Available to Live Music organisations only. |
Admin | Tasks | Booking tasks (coming soon) |
Admin | History | A dated log of what has happened, such as as stage changes, quotes and invoices. |
Customers and Customer Portal Access
On the customers tab you can add contacts tot he booking, choose which one is the Primary Customer, and remove contacts. Each customer can be given access to the Customer Portal so they can see their booking. Portal access cannot be taken back once it has been granted, so grant it carefully.
Troubleshooting
- The "Move to" button is locked. Open the Checklist. A required item, such as a quote being sent or an invoice being paid, hasn't been completed yet.
- I can't find a booking. Check the Stage filter is on All stages and clear the search box, then select Apply. If you are in the calendar, check you are looking at the right month.
- The calendar looks empty. The calendar shows the month you are viewing. Use the arrow buttons or Today to find your bookings, or switch to List to see everything in one place.
- The customer can't see their booking. Check the Customers tab. The customer needs Customer Portal access before they can log in and see it.