Administrator's Guide – Reports: All Bookings report

This page describes how to use the All Bookings report.

Contents

1. All Bookings report

2. View by day

3. View by week

4. View by month

5. View as list

6. View as table

7. View as chart

8. Start a booking

9. Edit a booking

10. End a booking early

11. Cancel a booking

12. Limitations

All Bookings report

To use the All Bookings report:

1. Select All Bookings in the top bar. The All Bookings page will appear.

   

2. Select the view you want:

   • View by day

   • View by week

   • View by month

   • View as list

   • View as table

   • View as chart

3. Select the search parameters you want.

4. Select the filters you want.

5. Select 🔍 Search.

View by day

To view the All Bookings report by day in a timetable format:

1. Select View by day to see all the bookings on a particular day. Today is the default.

2. Search bookings using the date drop-down in the Search parameters ribbon below the top bar.

3. Filter bookings using the Filters side menu.

4. Zoom in and out on the day using the + and - buttons in the bottom-right.

   

5. Select 🔍 Search.

6. If you change any filters, select 🔍 Search again to see the new results.

Search parameters

You can search on:

• Resource type

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

• User

• Date

Filters

You can filter on the:

• Location

• Resource

View by week

To view the All Bookings report by week in a timetable format:

1. Select View by week to see all the bookings on a particular week. The current week is the default.

2. Search bookings using the date drop-down in the Search parameters ribbon below the top bar.

3. Filter bookings using the Filters side menu.

4. Zoom in and out on the day using the + and - buttons in the bottom-right.

   

5. Select 🔍 Search.

6. If you change any filters, select 🔍 Search again to see the new results.

Search parameters

You can search on:

• Resource type

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

• User

• Week

Filters

You can filter on the:

• Location

• Resource

View by month

To view the All Bookings report by month in a calendar format:

1. Select View by month to see all the bookings on a particular month. The current month is the default.

2. Search bookings using the date drop-down in the Search parameters ribbon below the top bar.

3. Filter bookings using the Filters side menu.

   

4. Select 🔍 Search.

5. If you change any filters, select 🔍 Search again to see the new results.

Search parameters

You can search on:

• Resource type

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

• User

• Month

Filters

You can filter on the:

• Location

• Resource

View as list

To view the All Bookings report as a list:

1. Select ≡ (View as list) to see all the bookings. This is the default view.

2. Search bookings using the date drop-down in the Search parameters ribbon below the top bar.

3. Filter bookings using the Filters side menu.

   

4. Select 🔍 Search.

5. If you change any filters, select 🔍 Search again to see the new results.

Search parameters

You can search on:

• Resource type

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

• User

• Date range

Filters

You can filter on the:

• Location

• Resource

View as table

To view the All Bookings report as a table:

1. Select View as table (table button) to see all the bookings in a tabular format.

2. Search bookings using the date drop-down in the Search parameters ribbon below the top bar.

3. Filter bookings using the Filters side menu.

   

4. Select 🔍 Search.

5. Select a page number to view the bookings on that page.

6. If you change any filters, select 🔍 Search again to see the new results.

7. Select Export to download the report as a .csv file.

8. Select Print to download your report as a .pdf file.

Search parameters

You can search on:

• Resource type

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

• User

• Date range

Filters

You can filter on the:

• Location

• Resource

Choose columns filter

In the View as table, the full list of Choose Columns ▼ filters is as follows:

View as chart

To view the All Bookings report as a chart:

1. Select View as chart (chart button) to see all the bookings in a chart format.

2. Search bookings using the date drop-down in the Search parameters ribbon below the top bar.

3. Filter bookings using the Filters side menu.

4. Filter bookings using the tabs ribbon below the Search parameters ribbon.

   

5. Select 🔍 Search.

6. If you change any filters, select 🔍 Search again to see the new results.

7. Select Export to download the report as a .csv file.

Search parameters

You can search on:

• Resource type

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

• User

• Date range

Filters

You can filter on the:

• Location

• Resource

Tabs

In the Tabs ribbon, you can also filter on the:

• Location

• Resource type

• Group

• Cost code

• Domain

• Owner

Start a booking

If check-ins have been switched on, you’ll need to check into your resource. This is called “start a booking.”

To start a booking in the All Bookings report:

1. Depending on the view you’ve selected, how to start a booking may be different:

   • For View by day, View by week, and View by month, select the booking you want to edit.

   • For View as list, select Start Booking next to the booking (see image below).

   • For View as table, select [Booking Time] or [Booking Owner (you)] on the booking.

     

2. In the View as list, select Start Booking.

3. In the View by day, View by week, View by month, or View as table, the About booking pop-up will appear and select Start Booking.

Your booking has been checked in and started.

Edit a booking

To edit a booking in the All Bookings report, how to edit a booking may be different:

1. Depending on the view you’ve selected, how to edit a booking may be different:

   • For View by day, View by week, and View by month, select the booking you want to edit.

   • For View as list, select Edit Booking next to the booking (see image below).

   • For View as table, select [Booking Time] or [Booking Owner (you)] on the booking.

     

2. Either the:

   • Edit booking pop-up will appear.

   • About booking pop-up will appear. Select Edit Booking to open the Edit booking pop-up.

3. Change the date, time, duration, title, and notes for the booking.

   

4. Select the Attendees tab to add or remove attendees.

5. Select the Options tab to add or remove options to the booking (if the resource has optioned).

6. After you’ve made your changes, select either:

   • Send Update to save and send the booking changes to all attendees.

   • ^⌄ drop-down list followed by Save without Sending Update to just save the booking changes.

     

7. Select Close to discard your changes.

End a booking early

To end a booking early in the All Bookings report:

1. Depending on the view you’ve selected, how to end a booking early may be different:

   • For View by day, View by week, and View by month, select the booking you want to end early.

   • For View as list, select End Early next to the booking (see image below).

   • For View as table, select [Booking Time] or [Booking Owner (you)] on the booking.

     

2. Either the:

   • warning pop-up will appear.

   • About booking pop-up will appear. Select End Early to open the warning pop-up.

3. Select End Early.

   

4. Select Edit Booking to return back to the Edit booking pop-up.

5. Select Close to close the pop-up.

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. 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

To cancel a booking in the All Bookings report:

1. Depending on the view you’ve selected, how to cancel a booking may be different:

   • For View by day, View by week, and View by month, select the booking you want to end early.

   • For View as list, select End Early next to the booking (see image below).

   • For View as table, select [Booking Time] or [Booking Owner (you)] on the booking.

     

2. Either the:

   • warning pop-up will appear.

   • About booking pop-up will appear. Select Cancel Booking to open the warning pop-up.

3. Select either:

   • Send Cancellation to save and send the booking cancellation to all attendees.

   • ^⌄ drop-down list followed by Cancel Booking without Send to just cancel the booking.

     

4. Select Edit Booking to return back to the Edit booking pop-up.

5. Select Close to close the pop-up.

Limitations

The All Bookings report limitations are:

• The All Bookings View as list report is limited to ten entries per page.

• The All Bookings reports are limited to the first 5000 entries for all bookings and populates the report based on the search parameters you selected.

• Bookings that were ended early will appear in the All Bookings report because the booking had taken place.

• You can only edit, end early, or cancel one booking at a time.

• You can’t edit, end early, or cancel bookings in the All Bookings View as chart report.

• You can edit a booking when it has started. 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 1:00pm to 5:00pm today and you want to change the start time to 2:00pm. It’s currently 2:05pm. You can only change the start time to 2:05pm or later and not for 2:00pm as that’s already been.

• You can’t cancel a booking once the booking has started – you can only end the booking early.

← Back
My Bookings report

→ Next
Tentative Bookings report

Administrator’s guide homepage