Administrator guide – Bookings screen: All bookings tab

This page describes how to use All bookings tab in the Bookings screen.

Access All bookings tab

To access All bookings tab:

Select Bookings in the navigation bar. The Bookings screen will appear.
Select the All bookings tab. The All bookings tab will appear.
Select the view you want:
- Table view
- List view
- Schedule view
Select the resource type using the Resource type dropdown to filter your search on that resource type.
Select the location using the Location dropdown to filter your search on that location.
Enter a user name or email in the User search bar to search for their bookings.
Select the date range using the Date from and Date to dropdowns.
Enter a filter you want in the Filter search bar.
Select the filters you want.
Select the columns you want (where applicable).
Select Search to view the results based on your search parameters and filters.

Filters

You can filter on the:

Resource type
Resource
Location (if left blank, it will search the whole organisation)

In Table view, the full list of columns in the Choose columns dropdown is as follows:

Resource (selected by default)
Date (selected by default)
Time (selected by default)
Title (selected by default)
Owner (selected by default)
# Attendees (number of attendees, selected by default)
Attendees
Cost code
Status – the category of your booking (for example, confirmed or tentative)
Group
Location
Site
Building
Floor
Zone
Owner email
Booked by name
Booked by email
Notes – further information provided by the booking owner
Requests – booking options asked for by the booking owner (for example, catering)
Requests with times – booking options asked for by the booking owner at a specific (for example, catering at lunchtime)

Booking status definitions

There are different statuses that bookings can have:

Status	Definition	Seen by
BOOKED	A booking that has been approved by a location manager or above, or accepted by the Matrix Booking system.	Status column
AWAITING APPROVAL	A booking that has been made and is waiting for approval by a location manager or above. If not approved in time or rejected, this status will remain for the booking.	Status column
CHECK IN NOW	A booking that can be checked in to.	Status column
CHECK-IN REQUIRED	A booking that can’t be checked in to as the check-in window hasn’t elapsed.	Status column

If a booking is approved, the status will move from AWAITING APPROVAL to either BOOKED, CHECK IN NOW, or CHECK-IN REQUIRED depending on your setup.

If a booking is rejected, cancelled, or auto-cancelled due to a “no show”, the booking will be removed the tab. The booking will appear in the Cancelled tab.

If a booking becomes orphaned, the booking will have whatever status it had at the time of the user’s deactivation, but there will an [X] next to the user’s name in the booking information panel.

Approve a booking

If you’re a location manager, location administrator, or administrator, you can approve or reject bookings.

To approve a booking in All bookings tab depends on the view you’ve selected:

For the List view, select Approve next to your chosen booking (see image below). The Approve booking pop-up will appear.
For the Table or Schedule views, select the vertical three-dots icon to open the more options menu.
Select Approve. The Approve booking pop-up will appear.
Select either of the following and the pop-up will close to return you to the Bookings screen:
- Select Approve booking to approve the booking.
- Select Close to not continue to approve the booking.

Reject a booking

If you’re a location manager, location administrator, or administrator, you can approve or reject bookings.

To reject a booking in All bookings tab depends on the view you’ve selected:

For the List view, select Reject next to your chosen booking (see image below). The Reject booking warning pop-up will appear.
For the Schedule view, select the vertical three-dots icon to open the more options menu.
Select Reject. The Reject booking warning pop-up will appear.
Optional: enter the reason why the booking is being rejected in the Reason for rejection text box.
Select either of the following and the pop-up will close to return you to the Bookings screen:
- Select Reject booking to approve the booking.
- Select Close to not continue to approve the booking.

Check in to a resource

If check-ins have been switched on, you’ll need to check in to your resource before your booking start time.

To check in to a booked resource in All bookings tab depends on the view you’ve selected:

For the List view, select Check in next to your chosen booking (see image below).
For the Schedule view, select the vertical three-dots icon to open the more options menu.
Select Check in.
Your resource has been checked in to.

Edit a booking

To edit a booked resource in All bookings tab depends on the view you’ve selected:

For the List view, select Edit booking next to your chosen booking (see image below). The Edit booking pop-up will appear.
For the Calendar view, select the vertical three-dots icon to open the more options menu.
Select Edit booking. The Edit booking pop-up will appear.
Make the changes you need to.
If the booking is upcoming, select 1 of the following and the pop-up will close to return you to the Bookings screen:
- Select Save and notify attendees to keep your changes and let your invited attendees know of the changes.
- Select the dropdown next to Save and notify attendees to open the dropdown and select Save without notification to keep your changes without letting your invited attendees know of the changes.
- Select Cancel to discard your changes.
If the booking is in the past, select either of the following and the pop-up will close to return you to the Bookings screen:
- Select Save changes to keep your changes.
- Select Cancel to discard your changes.

End a booking early

To end a booking early in All bookings tab depends on the view you’ve selected:

For the List view, select End now next to your chosen booking (see image below). The End booking now warning pop-up will appear.
For the Schedule view, select the vertical three-dots icon to open the more options menu.
Select End now. The End booking now warning pop-up will appear.
Select either of the following and the pop-up will close to return you to the Bookings screen:
- Select End booking now to end the booking early.
- Select Close to keep the booking going.
The booking will appear in any of the views with the new booking end time reflected.

Note: if you have our Microsoft 365 integration and you end a booking early, the booking is removed from the resource’s Outlook calendar rather than being updated to reflect the end time. This keeps the booking or calendar event in both the booking organiser’s and the attendees’s calendars. It also prevents an updated invitation being sent to the attendees with different meeting times.

Cancel a booking

There are 3 ways to cancel a booking in All bookings tab:

Cancel an individual upcoming booking

To cancel an individual upcoming booking in All bookings tab:

For the List view, select Cancel booking next to your chosen booking (see image below). The Cancel booking warning pop-up will appear.
For the Calendar view, select the vertical three-dots icon to open the more options menu.
Select Cancel booking. The Cancel booking warning pop-up will appear.
Select either of the following and the pop-up will close to return you to the Bookings screen:
- Select Cancel booking to cancel the booking.
- Select Close to keep the booking.

Cancel upcoming bookings in bulk

To cancel upcoming bookings in bulk in All bookings tab:

Select the Table view.
Select the tick boxes next to the bookings you want to cancel. The bookings selected will be highlighted and the Cancel booking (number) button will appear (where number represents the number of bookings selected).
Select Cancel booking (number). The Cancel (number) bookings warning pop-up will appear.
Select 1 of the following and the pop-up will close to return you to the Bookings screen:
- Select Cancel and notify attendees to cancel the booking and let your invited attendees know of the changes.
- Select the dropdown next to Cancel and notify attendees to open the dropdown and select Cancel without notification to cancel the booking without letting your invited attendees know of the changes.
- Select Close to disregard the cancellations.

Cancel all upcoming bookings

To cancel all upcoming bookings in All bookings tab, follow the Cancel upcoming bookings in bulk steps , but select the tick box at the top of table. This will select all upcoming bookings.

Reassign a booking

There are 2 ways to reassign a booking in All bookings tab:

Reassign upcoming bookings in bulk

To reassign upcoming bookings in bulk in All bookings tab:

Select the Table view.
Select the tick boxes next to the bookings you want to reassign to another user. The bookings selected will be highlighted and the Reassign booking (number) button will appear (where number represents the number of bookings selected).
Select Reassign booking (number). The Reassign (number) bookings pop-up will appear.
Begin to enter the new booking owner’s name or email into the New booking owner text box. The New booking owner dropdown will appear.
Select their name from the dropdown.
Select either of the following and the pop-up will close to return you to the Bookings screen:
- Reassign to reassign the bookings to the new booking owner.
- Close to to disregard the reassignments.

Reassign all upcoming bookings

To reassign all upcoming bookings in All bookings tab, follow the Reassign upcoming bookings in bulk steps , but select the tick box at the top of table. This will select all upcoming bookings.

Limitations

The All Bookings tab limitations are:

The All bookings tab is limited to limited to the page size in your set up (the default is normally 10 entries per page).
The All bookings tab is limited to the first 5,000 entries for all the bookings and populates the pages based on the search parameters you selected.
You can only edit, end early, or cancel 1 booking at a time in the List view and Schedule view unless the booking is part of a series of bookings where you have the option to make changes to 1 booking or all of them.
You can edit a booking when it has started and ended. The start time can only be changed to the current time or after – it can’t be changed to before the current time. For example, you booked a desk for 1:00 PM to 5:00 PM today and you want to change the start time to 2:00 PM. It’s currently 2:05 PM. You can only change the start time to 2:05 PM or later and not for 2:00 PM as that’s already been. If the booking end time has elapsed, the booking times can’t be changed.
The system can’t allow a booking to be cancelled once it’s started – only end it early if the booking end time hasn’t elapsed.