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Administrator's Guide – Reports: My Bookings report

This page describes how to use the My Bookings report.

Contents

  1. My Bookings report

  2. View by day

  3. View by week

  4. View by month

  5. View as list

  6. View as table

  7. Start a booking

  8. Edit a booking

  9. End a booking early

  10. Cancel a booking

  11. Limitations

My Bookings report

To use the My Bookings report:

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

    image-20240729-123255.png

  2. Select the view you want:

  3. Select the filters you want.

  4. Select 🔁 Refresh.

View by day

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

  1. Select View by day to see your 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 🔁 Refresh.

  6. If you change any filters, select 🔁 Refresh again to see the new results.

Search parameters

You can search on:

  • Date

Filters

You can filter on the:

  • Resource type

  • Resource

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

View by week

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

  1. Select View by week to see your 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 🔁 Refresh.

  6. If you change any filters, select 🔁 Refresh again to see the new results.

Search parameters

You can search on:

  • Week

Filters

You can filter on the:

  • Resource type

  • Resource

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

View by month

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

  1. Select View by month to see a your 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 🔁 Refresh.

  5. If you change any filters, select 🔁 Refresh again to see the new results.

Search parameters

You can search on Month.

Filters

You can filter on the:

  • Resource type

  • Resource

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

View as list

To view the My Bookings report as a list:

  1. Select ≡ (View as list) to see your bookings on days you have bookings. This is the default view.

  2. Filter bookings using the Filters side menu.

    image-20240729-123829.png

  3. If you change any filters, select 🔁 Refresh again to see the new results.

Filters

You can filter on the:

  • Resource type

  • Resource

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

View as table

To view the My Bookings report as a table:

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

  2. Filter bookings using the Filters side menu.

    image-20240729-124354.png

  3. Select 🔁 Refresh.

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

  5. If you change any filters, select 🔁 Refresh again to see the new results.

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

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

Filters

You can filter on the:

  • Resource type

  • Resource

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

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

  • 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

Booking status definitions

There are different statuses that bookings can have:

Status

Definition

Seen by

CONFRIMED

A booking that has been approved by a Location Manager or above, or accepted by the Matrix Booking system.

Status column

REJECTED

A booking that hasn’t been approved by a Location Manager or above, or accepted by the Matrix Booking system.

Status column

TENTATIVE

A booking that has been made and is waiting for approval. If not approved or rejected in time, this status will remain for the booking.

Status column

CHECKED IN

A booking that has been confirmed and checked in to.

Status column

NOT CHECKED IN

A booking that has been confirmed but not checked in to.

Status column

CANCELLED

A booking that has been cancelled.

Status column

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 My 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.

      image-20240729-124556.png

  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 to and started.

Edit a booking

To edit a booking in the My Bookings report:

  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.

      image-20240729-123829.png

  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.

    image-20240729-124849.png

  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.

    • Close to discard your changes.

End a booking early

To end a booking early in the My 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 edit.

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

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

      image-20240729-125150.png

  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 either

    • End Early to end the booking early.

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

    • Close to discard your changes.

      image-20240729-125357.png

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 My 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 edit.

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

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

      image-20240729-123829.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-20240729-125606.png

Limitations

The My Bookings report limitations are:

  • The My Bookings reports are limited to the first 100 entries for all your bookings and populates the report based on the search parameters you selected.

  • All the resources will appear in the report, but any resources that haven’t been booked won’t have bookings against them and will remain blank.

  • All entries in the My Bookings View as list and View as table reports are future bookings only.

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

  • You can only edit, end early, or cancel 1 booking at a time 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. Once a meeting has started, the start time can only be changed to the current time or later. 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.

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

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