Administrator's Guide – Reports: Tentative Bookings report
This page describes how to use the Tentative Bookings report.
Contents
Tentative Bookings report
To use the Tentative Bookings report:
Select Reports in the top bar.
Select Tentative Bookings under the Bookings section in the side menu.
The Tentative Bookings page will appear.
Select the view you want:
Select the search parameters you want.
Select the filters you want.
Select 🔍 Search.
View by day
To view the Tentative Bookings report by day in a timetable format:
Select View by day to see all tentative bookings on a particular day. Today is the default.
Search bookings using the date drop-down in the Search parameters ribbon below the top bar.
Filter bookings using the Filters side menu.
Zoom in and out on the day using the + and - buttons in the bottom-right.
Select 🔍 Search.
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 Tentative Bookings report by week in a timetable format:
Select View by week to see all tentative bookings on a particular week. The current week is the default.
Search bookings using the date drop-down in the Search parameters ribbon below the top bar.
Filter bookings using the Filters side menu.
Zoom in and out on the day using the + and - buttons in the bottom-right.
Select 🔍 Search.
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 Tentative Bookings report by month in a calendar format:
Select View by month to see all tentative bookings on a particular month. The current month is the default.
Search bookings using the date drop-down in the Search parameters ribbon below the top bar.
Filter bookings using the Filters side menu.
Select 🔍 Search.
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 Tentative Bookings report as a list:
Select ≡ (View as list) to see all tentative bookings.
Search bookings using the date drop-down in the Search parameters ribbon below the top bar.
Filter bookings using the Filters side menu.
Select 🔍 Search.
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 Tentative Bookings report as a table:
Select View as table (table button) to see all tentative bookings in a tabular format.
Search bookings using the date drop-down in the Search parameters ribbon below the top bar.
Filter bookings using the Filters side menu.
Select 🔍 Search.
Select a page number to view the bookings on that page.
If you change any filters, select 🔍 Search again to see the new results.
Select Export to download the report as a
.csvfile.Select Print to download your report as a
.pdffile.
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:
[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 – information on whether a booking is confirmed or tentative
Zone
View as chart
To view the Tentative Bookings report as a chart:
Select View as chart (chart button) to see all tentative bookings in a chart format.
Search bookings using the date drop-down in the Search parameters ribbon below the top bar.
Filter bookings using the Filters side menu.
Filter bookings using the tabs ribbon below the Search parameters ribbon.
Select 🔍 Search.
If you change any filters, select 🔍 Search again to see the new results.
Select Export to download the report as a
.csvfile.
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
Edit a booking
To edit a booking in the Tentative Bookings report:
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 (see image below).
For View as list, select Edit Booking next to the booking.
For View as table, select [Booking Time] or [Booking Owner (you)] on the booking.
Either the:
Edit booking pop-up will appear.
About booking pop-up will appear. Select Edit Booking to open the Edit booking pop-up.
Change the date, time, duration, title, and notes for the booking.
Select the Attendees tab to add or remove attendees.
Select the Options tab to add or remove options to the booking (if the resource has optioned).
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.
Select Close to discard your changes.
Approve a booking
To approve a booking in the Tentative Bookings report:
Depending on the view you’ve selected, how to approve 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 Approve next to the booking.
For View as table, select [Booking Time] or [Booking Owner (you)] on the booking.
Either the:
warning pop-up will appear.
About booking pop-up will appear. Select Approve to open the warning pop-up.
Select Approve.
Select Edit Booking to edit the booking.
Select Reject Booking to reject the booking.
Select Close to close the pop-up.
Reject a booking
To reject a booking in the Tentative Bookings report:
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.
Either the:
warning pop-up will appear.
About booking pop-up will appear. Select Reject Booking to open the warning pop-up.
Add a reason for rejecting the booking in the Reason for rejection (optional) text box if you want.
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.
Select Edit Booking to edit the booking.
Select Close to close the pop-up.
End a booking early
To end a booking early in the Tentative Bookings report:
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 (see image below).
For View as list, select End Early next to the booking.
For View as table, select [Booking Time] or [Booking Owner (you)] on the booking.
Either the:
warning pop-up will appear.
About booking pop-up will appear. Select End Early to open the warning pop-up.
Select End Early.
Select Edit Booking to return back to the Edit booking pop-up.
Select Close to close the pop-up.
Cancel a booking
To cancel a booking in the Tentative Bookings report:
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.
Either the:
warning pop-up will appear.
About booking pop-up will appear. Select Cancel Booking to open the warning pop-up.
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.
Select Edit Booking to return back to the Edit booking pop-up.
Select Close to close the pop-up.
Limitations
The Tentative Bookings report limitations are:
The Tentative Bookings View as list report is limited to ten entries per page.
The Tentative Bookings reports are limited to the first 5000 entries for all tentative bookings and populates the report based on the search parameters you selected.
You can only edit, end early, or cancel one booking at a time.
You can’t edit, approve, reject, end early, or cancel bookings in the Tentative Bookings View as chart report.
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 1:00pm 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.
→ Next
Orphaned Bookings report