Booking Settings & Email Notifications

From the Booking Settings tile, you can configure the rules and settings associated with how your users/patrons can make room bookings, this includes:

• Setting minimum and maximum allowable booking times
• How far in advance bookings can be made
• What information is required on the booking request form
• Customizing the 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. 

Configuring 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. Note: if 1hr is selected, the availability grid view will show 30min time slots for both options to allow for bookings 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.
   1. Note: this only displays the fields from the Required fields section, this setting alone will not make those fields required
   2. When this box is left unchecked, only the fields marked as 'required' (as described in the Required fields section) will appear on the booking request form
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
   2. Note: Because anonymous users do not have an account in Stacks, they cannot manage their own booking requests; changes or cancellations to room bookings from anonymous users must be done by users with the Booking Manager, Program Manager, Moderator, or Administrator role

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

Here you can enable or disable, as well as customize the email notifications that can be send to the Stacks users/patrons that have submitted booking requests. 

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