Matrix Booking Knowledge Base
Matrix Booking Knowledge Base

Administrator guide – Bookings screen: Unassigned tab

This page describes how to use the Unassigned tab:

  1. Access the Unassigned tab

  2. Edit a booking

  3. Approve a booking

  4. Reject a booking

  5. Limitations

Access the Unassigned tab

Unassigned bookings happen when a user has been deactivated and they have upcoming bookings. To access the Unassigned tab:

  1. Select Bookings in the navigation bar. The Bookings screen will appear.

  2. Select the Unassigned tab. The Unassigned tab will appear.

  3. Select the view you want:

    • Table view

    • List view

  4. Select the resource type using the Resource type dropdown to filter your search on that resource type.

  5. Select the location using the Location dropdown to filter your search on that location.

  6. Enter a user name or email in the User search bar to search for their bookings.

  7. Select the date range using the Date from and Date to dropdowns.

  8. Enter a filter you want in the Filter search bar.

  9. Select the filters you want.

  10. Select the columns you want (where applicable).

  11. Select Search to view the results based on your search parameters and filters.

    Unassigned tab in the table view with example unassigned bookings displayed.

Filters

You can filter on the:

  • Location

  • Resource

Choose columns filter

In the Table view, 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

Show columns dropdown.

Booking status definitions

There are different statuses that bookings can have:

Status

Definition

BOOKED

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

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.

CHECK IN NOW

A booking that can be checked in to.

CHECK-IN REQUIRED

A booking that can’t be checked in to as the check-in window hasn’t elapsed.

CHECKED IN

A booking that’s been checked in to, but hasn’t started.

IN PROGRESS

A booking that has started.

CANCELLED

A booking that was rejected, or manually or automatically cancelled (due to the booking not being checked in).

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 from the tab. The booking then will then appear in the Cancelled tab.

If a booking becomes unassigned, 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.

When a booking has been anonymised, it will display the booking owner name as Anonymisation Service [X] and their email address will also be anonymised.

Edit a booking

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

  1. For the List view, select Edit booking next to your chosen booking (see image below). The Edit booking pop-up will appear.

    Unassigned tab in the List view with example unassigned bookings displayed.

  2. For the Table view, select the vertical three-dots icon to open the more options menu.

  3. Select Edit booking. The Edit booking pop-up will appear.

  4. Make the changes you need to.

  5. 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.

    • If you added or removed at least 1 attendee, select Save and notify all attendees to keep your changes and let all attendees know of the changes.

    • If you added or removed at least 1 attendee, select the dropdown next to Save and notify attendees to open the dropdown and select Save and notify changed attendees to keep your changes and let attendees know if they need to attend or not.

    • Select Cancel to discard your changes.

      Edit booking pop-up of an example unassigned booking.

Approve a booking

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

To approve a booking in the Awaiting approval tab depends on the view you’ve selected:

  1. For the List view, select Approve next to your chosen booking (see image below). The Approve booking pop-up will appear.

    Approve button on booking in list view on the unassigned tab.

  2. For the Table view, select the vertical three-dots icon to open the more options menu.

  3. Select Approve. The Approve booking pop-up will appear.

  4. 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.

      Approve booking pop-up.

Reject a booking

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

To reject a booking in Awaiting approval tab depends on the view you’ve selected:

  1. For the List view, select Reject next to your chosen booking (see image below). The Reject booking warning pop-up will appear.

    Reject button on booking in list view on the unassigned tab.

  2. For the Table view, select the vertical three-dots icon to open the more options menu.

  3. Select Reject. The Reject booking warning pop-up will appear.

  4. Optional: enter the reason why the booking is being rejected in the Reason for rejection text box.

  5. 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.

      Reject booking warning pop-up.

Limitations

The Unassigned tab limitations are:

  • The Unassigned tab are limited to the first 5,000 entries for all Unassigned bookings and populates the tab based on the search parameters you selected.

  • You can only edit and end early 1 booking at a time.

  • You can edit a booking when it has started. The start 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.

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

  • A booking always needs a booking owner regardless of whether the user has been deactivated or not.


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