Team Bookings

This guide explains how to view, add, and transfer team bookings

Contents

• Team Bookings overview
• View a team booking
• Add new team booking
• Transfer a booking

Team Bookings overview

Team Bookings is accessed through Team > Team Calendar on the Navigation Bar

The following roles can view an existing booking or add a new booking:

• System administrator: can view bookings and add bookings for all users
• Trainer: can view bookings and add bookings only for classroom activities they are scheduled to deliver
• Manager: can view bookings and add bookings for members of their team

View a team booking

1. Select Team > Team Calendar on the Navigation Bar to open the Team Bookings page
2. Enter the search criteria for the booking you want to view using either:

• • The text entry field (using keywords for the booking reference, username, personal ID or email, etc)
  • The Team Filters (to identify if specific roles should be returned)
  • The Library Filters (to identify activity, booking status, trainer, start date, end date, etc.)
    
    
    You can also choose whether you want a list view or calendar view of the results

3. Select the Search button to submit your search or select Reset to reset the filters
4. If no filters are selected, the results returned will be all bookings made by your team members (including currently booked and cancelled)
   
   
5. The results show the name of the delegate, the booking reference, the details of the classroom activity (activity title, start and end dates/times, location), the status of the booking and details of who made the booking
6. The full classroom booking list returned in the search can be printed using the Output to Excel button
   
   
   The following actions are available for each activity:
   
   

Add new team booking

1. Select Team > Bookings on the Navigation Bar to open the Team Bookings page
   
   
2. Select the Add Booking button to open the Schedule Search page
3. Use the Search field and the Library Filters to find the classroom activity you want to book a user onto. If you only have selected information, for example, you only know the course title or subject but nothing else, then use the Library Filters to find all relevant activities
   
   
4. Select the Search button to activate the search or select the Reset button to clear the search filters. This can be viewed in List view or Calendar View
   
   
5. Select the Book button for your chosen classroom activity. This will return you to the Add Booking page
   
   
6. Select whether the booking is for You, You and other users or Other users only
   
   

Then, review and validate the details of the workshop. You can also see how many spaces are available on the classroom activity and the total number of spaces

7. If the details are OK, check the tick box to confirm you have read the Terms & Conditions and select the Next button to open the Add Booking > Activity Details page
8. If you have selected the options which include ‘Other Users’ on the Manage Bookings page, you will be prompted to search for the delegates using the filters. The Search results will then appear in the Delegates box at the bottom of the page
   
   
9. Select the delegates to be booked on the course and move them into the Selected Delegates box using the arrows (the double arrows will move all the delegates in the list)
   
   
10. If you have selected multiple delegates, select the Multiple Add button. If you have only selected one delegate, select the Add button
11. In this example the Multiple Add button has been selected. This will take you to the Add Booking > Confirm Booking section where you will see a list of all the added delegates
    
    
12. If any delegate requires accommodation, select the Edit button. This will open the Add Booking > Activity Details page:

• • If accommodation is required, check the Accommodation Required box. This will expand the field for you to enter your arrival date, the number of nights required and your departure date. Then check the tick box to confirm you have read the Terms & Conditions
    
    
  • If any additional requirements are necessary, check the Additional Requirements box and then check the relevant boxes. If you have any special dietary requirements you will need to enter additional details of these
    
    

13. Select the Confirm button to return to the open the Booking Confirmation page
    
    
14. Confirmation of the classroom activity bookings are shown. You have the option to print this or save it as a PDF
15. Each delegate will receive an Activity Booking Confirmation email which contains all the information for the course including details of accommodation and any special requirements. This will be sent directly to their Messages inbox and to the email address in their profile.

Transfer a booking

The site allows you to transfer a delegate from one scheduled classroom activity another. This is more efficient than cancelling the delegate’s booking and completing a new booking.

1. Select Team > Calendar on the Navigation Bar to open the Team Bookings page
2. Use the Search field and the Library Filters to find the classroom activity you want to transfer the delegate booking from. If you only have selected information, for example, you only know the course title or subject but nothing else, then use the Library Filters to find all relevant activities
   
   
3. Select the Search button to activate the search or select the Reset button to clear the search filters. Selecting Search returns all schedules for the classroom activity selected
4. Locate the relevant classroom activity
   
   

The following actions are available for each activity:

5. Select the Transfer Booking button to open the Transfer Booking page
   
   
6. Select the Transfer to another schedule tab and use the search filters to find another classroom activity to transfer to
7. Select the Transfer button next to the relevant classroom activity
   
   
8. This opens a Confirmation box. Select the Yes button to confirm the transfer or the No button to cancel the transfer
   
9. If the Yes button is selected a confirmation pop-up will appear. Select the Back button to return to the Add/Edit schedule screen

Step 7 relates to transferring a delegate to a different classroom schedule. This page has an alternative tab – Transfer to another delegate, which transfers the existing classroom schedule booking to a different delegate