Matrix Booking Knowledge Base
Matrix Booking Knowledge Base

Administrator guide – Bookings screen: Cancelled tab

Cancelled tab redesign

The Cancelled tab (formerly known as Cancellations report) has not yet been redesigned. For now, use the Cancellations report in our current version of Matrix Booking.

This page reflects the Cancellations report in our current version of Matrix Booking only.

This page describes how to use the Cancellations report:

  1. Cancellations 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. View a booking

  9. Reject or cancel a booking

  10. Limitations

Cancellations report

To use the Cancellations report:

  1. Select Reports in the top bar.

  2. Select Cancellations under the Bookings section in the side menu.

    image-20230821-075454.png

     

  3. The Cancellations report will appear.

    image-20230821-080251.png


  4. Select the view you want:

  5. Select the filters you want.

  6. Select 🔍 Search.

View by day

To view the Cancellations report by day in a timetable format:

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

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

  3. Filter cancellations using the Filters side menu.

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

    image-20230821-094447.png

     

  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

Tabs

You can also filter on the Cancellation type:

  • All

  • Rejected

  • No Show

View by week

To view the Cancellations report by week in a timetable format:

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

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

  3. Filter cancellations using the Filters side menu.

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

    image-20230821-100437.png

     

  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

Tabs

You can also filter on the Cancellation type:

  • All

  • Rejected

  • No Show

View by month

To view the Cancellations report by month in a calendar format:

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

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

  3. Filter cancellations using the Filters side menu.

    image-20230821-100522.png

     

  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

Tabs

You can also filter on the Cancellation type:

  • All

  • Rejected

  • No Show

View as list

To view the Cancellations report as a list:

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

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

  3. Filter cancellations using the Filters side menu.

    image-20240731-105634.png

     

  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

Tabs

You can also filter on the Cancellation type:

  • All

  • Rejected

  • No Show

View as table

To view the Cancellations report as a table:

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

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

  3. Filter cancellations using the Filters side menu.

    image-20240731-104755.png

     

  4. Select 🔍 Search.

  5. Select a page number to view the cancellations 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

Tabs

You can also filter on the Cancellation type:

  • All

  • Rejected

  • No Show

Choose columns filter

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

  • [Resource type] (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

  • Building

  • Cost Code

  • Email

  • Floor

  • Group

  • Location

  • Notes – further information provided by the booking owner

  • Reason – the reason why a booking was cancelled or rejected

  • 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)

  • Site

  • Status – the category of your booking (for example, confirmed or tentative)

  • Zone

image-20230808-091450.png

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.

View as chart

To view the Cancellations report as a chart:

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

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

  3. Filter cancellations using the Filters side menu.

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

    image-20240731-105438.png

     

  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

You can also filter on the Cancellation type:

  • All

  • Rejected

  • No Show

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

  • Location

  • Resource type

  • Group

  • Cost code

  • Domain

  • Owner

View a booking

To view a booking in the Cancellations report:

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

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

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

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

      image-20240731-105634.png


  2. The About booking pop-up will appear with all the information regarding the rejected or cancelled booking.

    image-20230821-102100.png

     

  3. Select the Attendees tab to find out who attended the meeting.

    image-20230821-102232.png


  4. Select the History tab for more information on the booking.

    image-20240731-110006.png


Reject a booking

To reject a booking in the Cancellations report:

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

    • For View by day, View by week, and View by month, select the booking you want to edit (see image below).

    • For View as list, select Reject Booking next to the booking.

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

      image-20230816-144902.png


  2. Either the:

    • warning pop-up will appear.

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

  3. Add a reason for rejecting the booking in the Reason for rejection (optional) text box if you want.

    image-20230816-150243.png


  4. Select either:

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

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

    • Edit Booking to edit the booking.

    • Close to discard your changes.

      image-20230816-150454.png


Note: if you give a reason as to why the booking was rejected, it will appear in the View as table report if the Reason filter is ticked from the Choose Columns ▼ filters.

Cancel a booking

To cancel a booking in the Cancellations 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 edit (see image below).

    • For View as list, select Cancel Booking next to the booking.

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

      image-20230815-150158.png

       

  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.

    • Edit Booking to return back to the Edit booking pop-up.

    • Close to discard your changes.

      image-20240730-120754.png


Note: if you give a reason as to why the booking was cancelled, it will appear in the View as table report if the Reason filter is ticked from the Choose Columns ▼ filters.

Limitations

The Cancellations report limitations are:

  • The Cancellations reports are limited to the first 5,000 entries for all cancellations and populates the report based on the search parameters you selected.

  • Bookings that were ended early won’t appear in the Cancellations report because the booking had taken place.

  • You can only view 1 booking at a time.

  • You can’t view cancellations in the Cancellations View as chart report.

  • You can’t edit any rejected or cancelled bookings.

  • You can’t reject or cancel bookings from the Cancellations report page – you can only reject bookings from the Cancellations report page and cancel bookings from the My Bookings, All Bookings, Cancellations, and Orphaned Bookings report pages.


❮ Back
Awaiting approval tab

Next ❯
Orphaned tab

Administrator guide homepage