Release Details
Product: Bookings - EQ1
Release Date: Friday 8th November 2024
Summary: A new feature in Equiem One enabling authorised roles to manage booking resources, and bookings, all under the one site
Overview
Multi Site Resource Management
This feature is available to user accounts with an authorised booking role that are associated with multiple sites
Background
Previously, all functionality within the Bookings module was limited to the specific site you were using in Equiem One. This meant you could only create and manage resources that belonged to that particular site, including bookings for those resources.
However, there was a need, especially for our Flex product, to enable the creation and management of resources and their bookings within a single site. This change eliminates the need to switch between sites for managing booking related tasks when all resources effectively belong under one Flex site.
While primarily aimed at addressing the needs of Flex sites, this feature is also beneficial for clients with multiple sites in their portfolio, allowing staff to manage booking resources and bookings across various locations more seamlessly.
Accessing the Feature
Nothing new is required in order to access this feature. If your account belongs to more than one site, and you have an authorised booking role at those sites, you will gain access to this feature.
If you belong to only one site, there is no material change for how you go about managing bookings, whether that be resources or the actual bookings. A minor change has been made to the resource creation/edit form which is outlined in this section.
Site Switcher
If your account belongs to more than one site, and you have an authorised booking role at those sites, you will now notice that when you go into the Bookings section of Equiem One, the site switcher in the top left corner is disabled:
This is because it’s no longer required to switch sites for Booking functions.
If you navigate away from Bookings you will resume being able to switch to the other sites you have access to.
Creating/Managing Resources
The create/edit resource form now includes a new Location section, which is displayed whether you have access to one site or multiple sites. Several fields have been moved from the Details section into this new Location section:
Address
Building
Level
If you have access to multiple sites, a Site drop-down will appear, allowing you to select the site where the resource is being created:
Several parts of the resource form are comprised of site specific settings.
In the scenario where you select a site and continue to complete other parts of the form, then realise you’ve selected the wrong site and you amend it, you’ll be shown the following warning:
Site specific settings apply to the following form components:
Building
Level
Type
Features
Shared facilities
Room Configurations
Payment Methods
Site Audiences
Manual Approval for specific Companies
Enabling Visitors
Access Control
Owner Company
If you add other information, such as a description, photos, these will be retained. It’s best practice to ensure you select the correct site to begin with.
Once a site has been selected, and the form saved, the site field cannot be changed
Bookings Management
The below features apply when your account belongs to more than one site, and you have an authorised booking role at those sites
Location Column
A new column called Location has been added to the bookings management table to display which site, and building, the resource/booking belongs to:
Site Filter
A new filter, Site, has been added to allow you to filter bookings to a particular site:
Daily Run Sheet
The location of the resource is also included on the Daily Run Sheet in the second column:
Reconciliation
Reconciliation Report
If you export the Reconciliation report:
You’ll see a new Location column which displays the site and building the resource is located at:
FAQs
Question | Answer |
|---|---|
Has any other logic changed with roles or access? | No other logic has been touched and all existing roles will behave the same as they did before. All resources are still tied to a specific owner company, so you can only manage resources and bookings associated with the company you are affiliated with. |
Have any changes been made to who can book the resource? | No. This is still dependent on the settings you apply for  |
Are there any impacts to reporting? | No. Nothing has changed. |
Why can I no longer switch site when on the Bookings module? | Refer to this section. |
Who can benefit from these features? | These features aren’t exclusive to a Flex type site. Any user, who has an authorised booking role, at multiple sites, can benefit from them. |