Booking Settings

The Booking Settings tile allows you to configure various rules and settings associated with how your users/patrons can submit room booking requests, this includes:

• Setting minimum and maximum allowable booking times
• How far in advance bookings can be made
• Field visibility and requirements on the booking request form
• Customizing email notifications associated with booking requests

Users with the Booking Manager, Program Manager, Moderator, or Administrator role can perform the functions described in this article. 

Accessing the Booking Settings

1. From the Dashboard, click the Bookings Management tile
2. Click Booking Settings tile

Reservation rules

1. Minimum Duration - enter the minimum duration a room can be booked for
   1. Tip! If 1 hour is selected for the minimum duration, the availability grid view will still display 30min time slots as this will allow for one hour bookings at the bottom of the hour (from 1:30pm - 2:30pm as example)
2. Maximum Duration - select the maximum duration that a room can be booked for
3. Maximum Days in Advance - select the maximum number of days in advance a room may be booked for

Advanced configuration

1. Show advanced Room Booking fields - when checked, all fields from the Required fields section will be displayed on the booking request form. If left unchecked, only the fields selected in the "Required fields" section described below
   1. Tip! This only displays the fields from the Required fields section, this setting alone will not make those fields required
2. Allow All Day Booking - when checked, this will override the maximum duration and allow room(s) to be booked for the entire day
3. Allow anonymous bookings - when checked, this will allow anonymous (or non-logged in users/patrons) the ability to request room bookings
   1. To help prevent spam submissions, by default, a CAPTCHA is added to the booking request form

Required fields

This sections lists the 'Advanced room booking fields' on the booking request form. 

As described above in the Advanced Configuration section of this article, all fields may or may not be displayed on the form. If the 'Show advanced Room Booking fields' box in the advanced configuration section is left unchecked, only the fields marked as required here will be displayed on the form and be marked as required for booking request submissions. 

1. Check the box beside each field you wish to make required for entry on the booking request form

Email Notifications

Email notifications can be enabled to acknowledge submitted booking requests, as well as informing users/patrons of approved or denied booking requests. These notifications can be enabled or disabled and customized to meet your needs. 

1. Send Email Notifications?, check this box to enable email notifications during registration or event updates
   1.  Booking Requested - this is the confirmation email indicating the booking request has been submitted
      1. Booking Requested, check this box to enable this email notification
         1. Create a custom notification
            1. Subject, enter a subject for the email
            2. Body, enter the body of the email
            3. Click Browse available tokens to select tokens to include in the subject or body
   2. Booking Approved - this is the confirmation email indicating the booking request has been approved
      1. Booking Approved, check this box to enable this email notification
         1. Create a custom notification
            1. Subject, enter a subject for the email
            2. Body, enter the body of the email
            3. Click Browse available tokens to select tokens to include in the subject or body
   3. Booking Denied - this is the confirmation email indicating the booking request has been denied
      1. Booking Denied, check this box to enable this email notification
         1. Create a custom notification
            1. Subject, enter a subject for the email
            2. Body, enter the body of the email
            3. Click Browse available tokens to select tokens to include in the subject or body
2. Click Save Configuration to save these settings