Click on the Lettings tab, select the Calendar 

1. Under Common tasks select Add a booking  

2. Select One-off booking or Regular booking 

   1. For one-off bookings (booking a facility for a single specific day):

      1. Click to select the One-off booking option

      2. Enter the date the booking is for

      3. Enter the Start and End Times and Dates either from the drop down list, or by overtyping into each field

      4. Use the Check Availability form to check the date or dates for which you wish to make a booking

      5. Use the green arrows on screen to move your booking back or forward by an hour easily if required

   2. For Regular bookings (a booking that repeats over a period of time)

      1. Select the Regular booking option

      2. Select the day(s) on which the booking will take place

      3. Enter the Start and End Times and Dates either from the drop down list, or by overtyping into each field

      4. Select the number of weeks between each booking

      5. Use the Check availability form to highlight the facility or group of facilities you wish to check (for multiple facilities, select the facility group to which all your chosen facilities belong e.g. Classrooms, or All facilities)

      6. Use the green arrows on screen to move your booking back or forward by an hour easily if required

3. Select the Facility (top right)

4. Select Show dates (bottom right)

5. Review the Availability of the facilities using the list displayed on screen

   1. If the facility is already booked the time will be highlighted in one of the colours shown in the key (Already booked, Confirmed, Provisional, Standby or Partially)

   2. Review the facility (or facilities) you wish to book, and untick those you do not require for this booking

6. Click OK to add the facilities to a new Booking form

   1. Note that at this stage the pricing for the booking will be zero, until a hirer and price band are known

7. Click in the Hirer field to display the Select name form

   1. Click to select the hirer from the list, alternatively type the name in the search box or use the category field to filter the list

   2. Click OK

8. If you have entered prices on the Price list and the hirer has been assigned a price band other than 'No charge' a Confirm price window will allow you confirm that the prices are correct
   The Price band and Discount can be amended at this stage, or a special price can be applied

9. Click OK.  Any Reminders set for the Hirer will be displayed

10. Set the correct VAT treatment - Use facility rate or Exempt

11. The price, VAT, and total are now calculated using the hirer's price band, and insurance is added if applicable

12. Add any Booking form notes:  These are for internal use and do not appear on the Hirer's Invoice

13. Use the Status option at the top right to specify whether this is a Confirmed, Provisional or Standby booking

14. If you wish to print a copy of the Booking form, select Print confirmation (top left) and select Yes to save booking

15. Select to Create a new booking form or Add these bookings to an existing book form

16. Click OK

17. Select Email or Print

18. Click Save in the top right corner to save the Booking form

19. Select Yes

For further help see:

SCO Modules

FAQs