Release Details
Product: Bookings - EQ1
Release Date: Thursday 3rd October 2024
Summary: A new feature in Equiem One enables both the Host of a booking and members of the bookings team to add notes to a booking.
Overview
Notes
The Host (end user) facing part of the feature is only available in Equiem One and it won’t be possible for hosts to leave notes on bookings via the Web NG platform until late Oct/early Nov 2024.
This feature doesn’t need enabling at a resource level.
Background
If a Host (end user) needed to add important information to their booking (such as invoice details), a resource had to be set up to include an Extras free text field on each resource. This process was time-consuming and often led to inconsistencies in how information was captured. Furthermore, this information was not consistently available across all reports, such as the Daily Run Sheet and the Reconciliation Report and also wasn’t visible in the booking emails.
Additionally, the bookings team often needed to add internal notes to a booking that were only visible to them, but this functionality was not available.
Adding a Host Note
When completing a booking in Equiem One, you can now add a Booking Note. Simply select the ADD NOTE button and a free text input will be shown.
Notes are limited to 500 characters and only plain text is supported.
Modifying Host Notes
Hosts can modify their notes providing the resource has been set up to allow edits to bookings and it’s still within the permitted timeframe. They can simply select the booking from their upcoming bookings and modify the Booking Note section:
These updates will be stored in the respective places they are included, as mentioned in this section, including booking emails as per the example below:
Adding an Admin Note
Providing you have an authorised role to manage bookings you will see an ADD ADMIN NOTE button on existing bookings, or when making proxy bookings on behalf of somebody else.
Simply select the ADD ADMIN NOTE button and a free text input will be shown.
Notes are limited to 500 characters and only plain text is supported.
Modifying Admin Notes
It’s not possible to edit admin notes. These release notes will be updated, once it’s possible, in roughly 2-4 weeks time.
Viewing Notes
In Emails
When the host adds notes, they will be included in both the host's emails and the emails sent to the bookings team, as shown in the example below.
Admin notes are not included in emails as they are intended for the internal bookings team only.
Viewing a Booking
Members of the bookings team can view both Host and Admin notes when viewing the booking summary for example:
On the ‘Daily Run Sheet’
Print or save the daily run sheet on the Bookings management tab:
If Host notes or Admin notes exist for a booking, they’ll be shown at the end of the run sheet.
In addition, we’ve also added a new column at the start called Host which identifies the host of the booking and their company:
As part of this change, we’ve optimised the layout of the daily run sheet, to better distribute the column width, however if a longer note is included the layout may be sub optimal. We will revisit this at a future date to improve the layout given that the export now includes more columns of information.
On the ‘Reconciliation Report’
Export the Reconciliation report csv:
If Host notes or Admin notes exist for a booking, they’ll be shown in the report towards the end:
FAQs
Question | Answer |
|---|---|
I’m using a free text field input for leaving notes on bookings, what shall I do? | Please update the existing resources and remove this extras field as it’s no longer necessary. |
I can’t see the option to add a host note when completing a booking on the Web NG platform. | Refer to the notes at the top of the page: The Host (end user) facing part of the feature is only available in Equiem One and it won’t be possible for hosts to leave notes on bookings via the Web NG platform until late Oct/early Nov 2024. |