Adding a New Booking

To add a new booking select Add Bookings from the Bookings menu item and press Submit. Alternatively you can just click the Add Booking icon on the toolbar. This icon has a picture of a calendar with a plus sign in the corner. The Add Booking screen will then appear:

Change the From time to whenever you wish your booking to start and the To time to when you wish your booking to end.

The booking topic and the contact name do not have to be entered.

The Attendees field is for listing local or Internet e-mails addresses of those attending a meeting. Each e-mail address is separated by a space. If the Notify Attendees option has been set, all attendees will be e-mailed a message when the booking is deleted or changed in any way. Attendees can be chosen by clicking the ellipsis button to the right. The pop-up screen will list all email addresses listed in the Contacts table. To add new contacts use the Data Manager in the Meeting Manager Administrator.

The Equipment field is for listing the equipment to be used for the booking. Press the ellipsis button to the right to select equipment. Hold down the Ctrl key to select multiple items. All resources designated with the "Equipment" category will show up here. To add new equipment resources use the Data Manager.

The catering field lists any catering related notes for this booking.

The status field indicates the current status of the booking.

The color field indicates the color of the booking.

Booking Frequency

When adding a new booking it is possible to book the resource at a certain recurring frequency.

Resources can be booked with the following frequencies:

One Time

The resource will be booked only on the supplied date.

Daily

Selecting the first option, the resource will be booked every weekday.

Selecting the second option, the resource will be booked every day of the week.

Weekly

Selecting this option, resources will be booked every x weeks on the chosen days. For example, to have your booking recur every 2 weeks on the same day you would enter a 2 in the edit box.

Monthly

Selecting the first option will cause your booking to recur every x months. So, to book a resource on the same day of the week every quarter, you would enter a 4 in the edit box.

Selecting the second option allows for complex monthly scheduling. Resources can be booked on every First, Second, Third, Fourth or Last weekday of every x months.

End Date

All recurring events may be halted by selecting an "Until" date. This date specifies the last date that bookings will take place for the recurring event.

When you have finished entering information for the booking press the Submit button to add the booking.