Copying or moving a booking

Learn how to copy a booking. This is a great tool should you have repeat clients who have the same preferences each time.

To copy a booking when overallocation is not permitted

1. Navigate to Bookings > Bookings
2. Select the booking to be copied
3. Click 'Copy'
4. Create a new opportunity
   Note: You want to create a new opportunity to ensure reporting on this event is accurate. This will also give you a unique email address to track communications for this new event. 
5. Select the status for the copied booking
6. Enter a new start date.
   Note: Always confirm the availability before copying a booking, as some conflicting sessions/functions may not be copied correctly if a conflict of that space exists. You will be prompted with an alert to say some sessions/functions were not copied. These will need to be re-added manually to the copied booking
7. Click 'Save'

To copy a booking when overallocation is permitted

In your User Policy we have the option to allow a User to over allocate a space. Navigate to Global Settings > Users > User Policies > Edit Policy > Venues - Function Spaces Overallocation Permitted, to turn on this permission.

This will allow a User to copy a booking when the space is already allocated to another event. This will provide an error message and make the Booking appear red in your Bookings list so your team is aware and can then move the sessions to a new space.

1. Navigate to Bookings > Bookings
2. Select the booking to be copied
3. Click 'Copy'
4. Create a new opportunity
   Note: You want to create a new opportunity to ensure reporting on this event is accurate. This will also give you a unique email address to track communications for this new event. 
5. Select the status for the copied booking
6. Enter a new start date.
   Note: The system will provide you with an error message warning you of the space conflict
7. Click 'Save'
8. Edit Booking > Click Error tab to review error of the booking
9. Click on the Sessions tab of the booking > Edit sessions > Update function space allocation until a conflict no longer exists
10. Click on the Errors tab > Select Errors > Click Resolve

Moving a Booking

If you need to move a booking, then you will need to use the move button.

1. Navigate to Bookings > Bookings
2. Select the booking that you wish to move
3. Click 'Move'
4. Enter a new start date.
   Note: You will be alerted if there is a conflict with another booking. Always check the function diary before moving a booking

All tasks associated with the booking will be moved. A dialogue box will appear to let you know that they will move the tasks and if Yes is clicked it will update the due dates.