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Release Details

Product: Bookings - EQ1

Release Date: Tuesday 10th December 2024

Summary: A new feature in Equiem One allows users to create recurring bookings on a daily, weekly, or monthly schedule

Overview

Recurring Bookings

  • This feature needs enabling at a resource level

  • It can only be enabled if the resource is configured to accept automatic approval of bookings

Background

Previously, bookings could only be made for a single date and time at once. We have added a recurring booking feature to our platform to improve usability and meet customer needs for scheduling multiple bookings for the same resource on future dates. This functionality enables users to efficiently schedule repeating bookings without manually recreating them. Beyond this specific requirement, the feature addresses broader customer demand for greater flexibility in managing ongoing resource usage, streamlining processes for daily, weekly and monthly scheduling.

Enabling Recurring Bookings

Navigate to the resource form and the Additional Settings section.

Here you can tick the Allow recurring bookings checkbox to enable it for the resource.

If you’ve configured the resource to accept manual approvals, you’ll be informed that recurring bookings can only be enabled if automatic approvals are enabled

Placing a Recurring Booking

Once the resource has been configured to accept recurring bookings, navigate to the resource you want to place a recurring booking for.

Both end users (Hosts) and the bookings team (Admins) can create recurring bookings, either directly or on behalf of the Host.

A maximum of 100 occurrences can be booked at one time

The first step is to complete the date and time of your first booking and then select the DON'T REPEAT drop down button:

At this point you can select one of the three frequencies:

  • Daily

  • Weekly

  • Monthly

Selecting one of these will launch a modal where you can configure the recurring schedule of your booking.

Day Format

  1. First select how often you want the booking to repeat by entering a value in the REPEAT EVERY input field.

  2. Then select when you want this to end:

    1. Either ON a particular date

    2. Or AFTER a certain number of occurrences (maximum of 100)

At the bottom of the modal you’ll see a summary which shows the date and time and total occurrences you are requesting to book. The booking isn’t confirmed at this point and you need to select CHECK AVAILABILITY to confirm that these dates are available for your booking.

If all dates are available, when you select the CHECK AVAILABILITY button it will automatically confirm the selection and you’ll return to the side modal to complete your booking.

If certain dates are unavailable, you’ll be shown two banners:

  • A green banner indicating which dates are available

  • An amber banner indicating which dates are unavailable. There are two scenarios when a resource may be unavailable:

    • Either it’s already booked for the date and time you requested

    • The resource isn’t available to book on this date/day/time. For example you may be requesting to book the resource outside of it’s availability e.g. you are attempting to book the resource on a Saturday when it’s only available through Monday to Friday

An example of this is:

If you expand each section, you’ll see the full list of dates which are available/unavailable:

Weekly Format

The weekly format is very similar to the Daily format with the main difference being that you can select which days of the week you want the booking to repeat on:

Monthly Format

The monthly format is very similar to the Daily format with the main difference being that you can select if the occurrences repeat:

  • On a specific day of the month i.e. the day of the month you selected for the first occurrence

  • On a specific day of the week within a designated week of the month

Cost Breakdown

When creating multiple bookings, the cost for each occurrence may vary. This is because resource rates can differ based on factors such as weekends, promotional discounts for booking in advance, or specific dates and times during the week. To account for this, we provide a detailed cost breakdown for each booking instance for example:

If a discount applies to a particular occurrence, this will be illustrated as follows:

Did you know you can apply dynamic pricing/discounts to resources? If not, check out these Release Notes on how you can set these up!

Email Confirmation

A single confirmation email will be sent for the entire recurring booking. This applies to both the Host and the Admin.

The email format is slightly different to a regular one-off booking in the following ways:

  • The Booking reference refers to the ID of the first booking in the sequence

  • The Date indicates the start date (the first occurrence) and end date (the last occurrence) and the total number of occurrences

  • Any added extras will be listed without the price

  • The Tax will be the total tax applicable to all of the bookings

  • The Total will be the total cost for all of the bookings combined

  • The View Booking Details button will direct you to the first booking in the sequence

Managing Bookings

A recurring booking with 10 occurrences is treated as 10 individual bookings, meaning management or modifications are handled just as they were for single bookings.

If you’re the Host and managing your own bookings, you’ll see individual bookings in the My bookings tab.

If you’re an Admin and managing other people’s bookings via the Bookings management tab, you’ll see individual bookings.

Metrics

We are adding additional data points to recognise if bookings belong to a recurring booking or not.

These will be displayed in the Reporting Dashboard at a later date.

FAQs

Question

Answer

What payment types are supported for recurring bookings?

All payment types:

  • Credit card

  • Invoice

  • Credits

Can recurring bookings be made for resources which require manual approval?

No. The resource can only accept automatic approvals when used in conjunction with recurring bookings.

What is the maximum number of occurrences you can book at one time?

100

Can you make a recurring booking if some of the selected time/dates aren’t available?

Yes, you will be alerted if there are any dates (in the sequence you are requesting) that are unavailable.

If I book a recurring booking, with 50 occurrences, will I receive 50 separate emails?

No. Only one confirmation email will be sent to both the end user and the bookings team.

How are recurring bookings treated, is it one single booking or multiple individual bookings?

If you create a recurring booking and there are 20 occurrences, this will result in 20 individual bookings. Whilst you will only receive one email, you will have 20 separate bookings which will be visible in the My bookings section. These are managed the same as any regular one-off booking.

If I cancel one of the recurring bookings, will it cancel all of them?

No. The bookings are treated as individual bookings so cancelling one will only cancel that particular instance.

If I need to make an adjustment (refund/additional charge) to a recurring booking, how is that done?

Adjustments can only be made to individual instances in the sequence; changes cannot be applied to the entire series.

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