How to view your bookings

How to view a list of all of your organizations bookings


The List Bookings feature allows you to manage your bookings with ease. List Bookings is accessed from the Navigation Menu by clicking Manage Bookings > List Bookings.  From the List Bookings view, you can search for and perform actions on existing bookings. The PDF icon in the top right corner allows you to generate a daily Run Sheet, which lists all of your company's bookings, including any notes, amenities, or requirements. The excel icon allows you to generate an excel document of your company's bookings that can then be manipulated to suit your needs, for example creating pivot charts etc.


The Action menu displayed depends on whether your organization screens bookings (before they are confirmed):


Organizations that DO NOT screen bookings before they are confirmed will see the following Actions:



Organisations that do screen bookings will see the following Action menu:




View Booking

Clicking on View Booking will display all details associated with a particular booking. The Action button on the top right of the screen enables you to:


  • add 'Notes' to the booking
  • View Confirmation
  • Reschedule / Extend the booking
  • add 'Additional Charges'
  • Refund Charge; or
  • Cancel the booking


Internal Notes

Selecting Internal Notes allows you to capture or view notes regarding a specific booking. These will be listed on the PDF Run Sheet when you printed. Please note, once you have clicked on Notes, scroll down the screen to the bottom of the page to view / add Notes relating to the selected booking. Notes can be used, for example, if a customer has called in and requested a particular room setup, or requires stationery.


TIP: These notes will not show on any client confirmations. These are internal notes and will only display on your PDF Run Sheet.


Confirm Booking

If your organization screen's bookings (a Pro Feature) your Action Menu will have the Confirm Booking option. Once clicked, the booking will be confirmed and the booker is notified by email.


View Confirmation

When clicked, View Confirmation will generate on a new tab as a downloadable PDF, and is a copy of the confirmation received by the Booker and the Location / Center.


TIP: If a booker requests a copy of their confirmation or Tax Invoice, you can download it here to attach to an email.


Reschedule/Extend

Once a booking has been confirmed, you can make changes if required.


If the booking is the same duration, day and location but simply needs to be moved to a different space, this can be moved simply using the drag and drop feature in calendar view.


However, if the booking requires more specific amendments, you can use the reschedule function to move the booking to a different Location / Center, change the space and amend the start and end times. Once the changes are confirmed, the booker will receive an amended confirmation displaying the new details.


TIP: If a booker wants to cancel their booking and rebook a different date, use the reschedule function to avoid cancellation fees being charged.

 

Additional Charges

Additional Charges allow you to process an additional charge or charges e.g for catering, after a booking has been made. Customer’s credit card details are securely stored, and Location / Center staff can process these charges on behalf of their customers.


To add Additional Charges, simply enter the “Amount to charge” (exclusive of Tax), then enter the “Reason for charges” and then click “Charge booking”.


TIP: If the payment method was credit card, Meeting Hub will automatically charge the customers credit card and send a corresponding notification. Likewise, if the payment method is invoice, a notification will be sent. In both instances, the billing file is also updated.


Refund Charge

You can refund all or part of a booking cost, as well as any amenities booked. If payment was made via Credit Card: Meeting Hub will automatically calculate the Refund, and process the refund back onto the Customers Credit Card, as well as send them a notification accordingly; If payment method was Invoice: Meeting Hub will create a transaction in the billing file.


To refund a charge, enter the amount to refund (exclusive of tax), add a ‘reason for refund’ and then click ‘refund charge’.

TIP: If you are refunding multiple items, use the “plus” icon to add additional refund lines.


Mark As Paid

Mark as Paid is an optional field to use during your billing process. Most Meeting Hub customers track their payment status within their accounting system. Mark as Paid will only be displayed if the payment method for the client is set to invoice. The setting allows you to track which bookings have been paid, or not yet paid, if you are not uploading billing information into your accounting system from Meeting Hub.


Tip: Mark as Paid should only be selected when completing your billing process. Once clicked the bookings displayed will be marked as paid.


Cancel Booking

Meeting Hub will calculate the correct cancellation fee based on the cancellation terms configured. An option to override the cancellation terms will pop-up, allowing you to alter the amount refunded.


If the customer paid via Credit Card: Meeting Hub will automatically calculate the Refund, and process the refund back onto the Customers Credit Card, send the customer a notification accordingly and update the billing file; If payment method was Invoice: Meeting Hub will create a transaction in the billing file.


Note: Refunds display with the prefix data set in Organization settings under 'Prefix sequence for Refunds'.

Share by: