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Release Details

Product: Bookings - EQ1

Release Date: Thursday 20th February 2025

Summary: A new feature that lets you transfer an existing booking to another resource, enhancing efficiency and maximising room utilisation

Overview

Moving a Booking to Another Resource

Background

Users with booking management permissions can now move a booking to a different resource without cancelling and rebooking. This improves operational efficiency, optimises resource utilisation, and maximises availability for full-day bookings, potentially increasing revenue.

Changing the Resource

This feature doesn’t need enabling, it’s available to any user who has a booking manager role or booking management capabilities as part of another role e.g. Property Manager/Workplace Manager.

End users cannot move their booking to another resource.

Simply navigate to the booking you want to modify via the Bookings management tab. Select the Edit option in the operations menu:

The Edit option will be hidden or disabled for the following scenarios as they cannot be updated:

  1. Credit card bookings

  2. Bookings with partial refunds

  3. Cancelled/Declined/Bookings in the past

In the side modal, you’ll now see a resource dropdown at the top of the form which indicates the resource that the booking currently belongs to:

Selecting this dropdown will display a list of available resources to move the booking to, based on the following criteria:

  • The new resource is available at the date and time of the existing booking

  • The resources which you have available to your role:

    • They are managed by your company

    • Your role has access to the building where the resources are located (if applicable e.g. Booking Manager role which only has access to specific buildings)

The Regional Manager role will have the ability to move a booking to any resource even if it’s not owned by their company.

After selecting a new resource, you're prompted to confirm you want to go ahead with the change. Past this point you're still able to cancel the update if you don’t want to proceed:

When a booking is moved to another resource, the following elements of the original booking are cleared:

  • Any existing room configuration

  • Any existing Extras

If either of these elements existed, they’ll be shown at the bottom of the side panel to assist you in adding them to the new resource:

Updating the resource for a booking will automatically send an email notification to the end user informing them of the updated resource.

FAQs

Question

Answer

Why am I unable to edit the booking?

This can be for a number of reasons such as:

  1. The booking was paid by credit card

  2. The booking already has partial refunds

  3. The booking is either cancelled/declined/in the past

Why can’t I see a particular resource I want to move the booking to?

This may be because your role doesn’t permit you to move the booking to that resource e.g. it is in another building, which you do not have access to, or the resource is managed by another company.

If the original booking included visitors will the visitor appointment be updated?

Yes, the appointment will be updated with the new resource and location if applicable.

If the original booking included access rights, will the Host, and any visitors, receive an updated QR/Barcode access pass?

Yes, they will be reissued this access pass.

Are there any other new Booking features we could benefit from?

Yes! Please refer to https://help.getequiem.com/page/release-notes where you can see all of our latest releases.

How will I know if a booking has been moved to another resource?

An email will be sent to the end user, and booking management team, indicating the updated resource. It will also be recorded in the Activity log of the booking history for example:

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