Bookings - Multi-Site Resource & Booking Management

Owned by Andrew Gibson
Last updated: about 15 hours ago
4 min read

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 & Booking Management

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:

Bookings Management

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

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 Who can book this resource?

 

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.