Add Booking Details and Items to Existing Bookings

The steps that you follow to add booking details and items to individual bookings depend on the category of the item. You can only add an item more than once to a booking if it is a Resource with Service Order or Catering item.  

  1. Open the Navigator. 

  2. In the left pane, expand the folder structure for the reservation until a booking folder is visible. Select the booking folder, and then in the Booking Details pane, click New. 

    The Booking Details list opens.

    You can also add booking details and items after the first one has been added by clicking on the booking and then clicking the Tools menu. This launches a menu with wizards to streamline the process of working with many types of details for the booking.

    You can also use the Add Booking Details Wizard to add booking details and items to multiple bookings in a single step, and you can add the same detail (for service order and catering categories) to multiple bookings. The steps that you follow depend on the category type and how your Administrator has configured your system. 

    You can also copy booking details and items from one booking to another: right-click on the booking detail and click Copy. Then right-click on the booking to which the booking detail is being copied and click Paste.

  3. Select the type of item you want to add to the booking.

  4. Continue to one of the following:

Add a Non-Resource Item 

Non-resource items include:

  1. Setup Notes

  2. Attendees and Visitors

  3. Agenda (Activities)

  4. Room Charges

Add Setup Notes 

  1. On the New menu, select Setup Notes.

  2. Enter the sequence number for the setup notes, which determines the order in which the notes are listed in the Items pane in the Navigator. 

  3. Enter notes or comments. If you want these notes to be printed on internal reports only (the notes would be excluded from external reports like a confirmation), select Internal. 

  4. Click OK. 

    The booking detail and its items are displayed as folders under the Booking folder in the Navigator window.

    After you add setup notes for the first time to a booking, Setup Notes is no longer an available option on New menu. To add more setup notes to the booking, expand the folder hierarchy for the booking until you see existing Setup Notes, click on one, and then click New.

Add Attendees and Visitors 

Visitors are non-registered attendees who are not already in your EMS database, such as temporary building guests.

  1. On the New menu, select Visitor.

  2. Enter the visitor name.

  3. You can select the Visitor option to flag attendees who are not registered for the event.

  4. Click OK. 

  5. Repeat Steps 1 through 3 until you have added all the needed attendees/visitors to the booking.

  6. Click Cancel to cancel.

    If you close the Attendees dialog before you add all the attendees/visitors to the booking, Attendees is no longer an available option on New menu. To add more attendees/visitors to the booking, expand the folder hierarchy for the booking until you see existing Attendees/Visitors, click on one, and then click New.

Add an Agenda (Activities) 

  1. On the New menu, select Agenda.

  2. Enter the information.

  3. Enter the start time, the end time. You can enter a name or description for the agenda (maximum of 50 characters, including spaces) in the Description. If you want these notes to be printed on internal reports only, select Internal.

  4. Click OK. 

  5. Repeat Steps 1 through 4 until you've added all the needed agendas.

  6. Click Cancel. 

    The booking detail and its items are displayed as folders under the Booking folder in the Navigator window.

    If you close the Agenda dialog before you have added all the needed attendees/visitors to the booking, Agenda is no longer an available option on New menu. To add more agendas to the booking, expand the folder hierarchy for the booking until you see existing agendas, click on one, and then click New.

Add a Room Charge 

  1. On the New menu, select Room Charge. 

    Enter the information. 

  2. Enter the Sequence Number for the room charge, which determines the order in which the charges are listed in the Navigator. You can enter notes or comments about the room charge. If needed, edit the quantity. 

  3. Select a pricing method, and then enter information:

    Pricing Method

    Additional Fields

    Unit

    Unit Price

    Half Day/Full Day (Event Time)

    Half Day Price

    Full Day Price

    Hours

    Half Day/Full Day (Reserved Time)

    Half Day Price

    Full Day Price

    Hours

    Hourly (Event Time)

    Hourly Price

    Minimum Charge

    Maximum Charge

    Initial Flat Charge

    Hourly (Reserved Time)

    Hourly Price

    Minimum Charge

    Maximum Charge

    Initial Flat Charge

    Hourly (Specific)

    Hourly Price

    Minimum Charge

    Maximum Charge

    Initial Flat Charge

  4. Enter a discount percent and/or a reservation discount.

  5. Click OK.

    If you close the Room Charge dialog before you have added all the needed attendees/visitors to the booking, Room Charge is no longer an available option on New menu. To add more room charges to the booking, expand the folder hierarchy for the booking until you see existing room charges, click on one, and then click New.

Add a Resource, Service Order, or Catering Item 

  1. On the New menu, select a resource, service order, or catering item.

    • If you add a service order or catering item from the New menu, a Service Order dialog opens with options for Service, Reviewed, Service Start Time, and End Time. For catering items, additional fields display for you to enter Estimated, Guaranteed and Actual Counts.

      Select the Service type and enter the Start Time. You can enter more fields.

    • If you select a resource category item, then a Resource Selection dialog opens, where you select resources to add to the booking.

      Your EMS administrator might have configured an override resource (also known as an Override Description) so you can book a resource that has not been configured in your EMS database. For example, the administrator might have configured an override resource named "Other." If you select the "Other" resource, then a Description field is displayed on the Resource Selection dialog. You must enter a description or name for the override resource before you can continue. EMS does not track availability of override resource items; however, EMS reports on override resource items just like any other resource item. Furthermore, you might be able to select variations for an item.

      You can use the Grouping field to search for available items in a specific grouping, such as A/V Equipment. In the Filter field, you can add a keyword for the search.

      To add multiple resources as a "Package" to the booking in a single step, click the Packages tab, choose a package, and specify how many packages to add Quantity field. If you change the quantity for a resource package, the quantity for each individual resource that makes up the package is also changed.

  2. Click Select.

  3. Repeat steps to add more items.

  4. Click Close.

    If you close the dialog before you add all the items to the booking, they no longer an available option on New menu. To add more items to the booking, expand the folder hierarchy for the booking until you see existing items, click on one, and then click New.