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

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.

Open

Select ADD NOTE to include a note on the booking as the host

Open

A free text input field will be shown to input the note

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.

Modifying Admin Notes

To modify admin notes, or add notes to a past booking, simply view the booking details page. Next to the ADMIN NOTE field you’ll see a pencil icon:

Select the pencil icon and it will launch a modal where you can modify/add an admin note:

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.

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:

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