Book a Service in Resource Planner
- emilia.stern
Analytics
How to Book a Service
Select a start and end time on a resource, then select “Service booking”.
You can also select a time interval using the arrow keys while holding Shift.
Some services have a fixed duration, requiring you only to select a start time.
Normally, a time slot must be free to book it. However, some services can share a resource. If a service can share a resource, a small bar indicates how much of the resource’s capacity is in use.
For this to work, the resource must have capacity, and the service must have a capacity requirement.
If no order panel is open, you will be prompted to choose a person (or create a new one) from the contact registry.
“Filter products by product Llbel” can help narrow the choice of products so you can more easily find the correct one.
“Product”: Select the service product for this booking.
“Repeat” lets you repeat the same booking over a time period, for example, the same time every Tuesday. You can also set a weekly interval, such as every third Monday.
“Number of bookings” specifies how many of the service you want to book. For example, if two conference rooms or two simultaneous massages should be booked, enter “2.”
Step 2
“Non-movable” ensures the booking cannot be moved—for instance, if the customer wants a particular masseur.
“Other participant” can be used when booking a group within the same order, assigning guests to different resources. With the right settings, the participant name can appear in the booking text.
“Internal message” is visible in the booking schedule—for example, “2 vegans” or “1 wheelchair.” A mail icon indicates there is an internal message on the booking.
“External message” appears on confirmations and invoices (this can be configured in the report template). For group activities, it also appears in the online booking system.
“Seating” allows you to choose how a room is furnished (if that function is enabled).
“Number of participants” can be used to display how many participants there are in planning lists and in the booking view.
Click “Complete” to complete the service booking.
In the Booking Panel on the right, you see all the bookings included in the order. As long as the booking panel is open, new bookings will be added to that same order. To finalize the order, click “Close” or press Esc.
Booking an Add-On Service
Go to the service booking that will use the add-on service.
Open the service booking’s order by selecting it and clicking “Open order”
Click “Book” or press “B.”
A new dialog, “Service Booking (Step 1 of 2)”, opens.
Verify the information and click “OK.”
Modifying a Booking
There are several ways to modify a service booking. The best method depends on what you want to change.
Changing the Time
Locate the booking in the booking schedule.
You can extend or shorten the booking by pressing + or - on your keyboard.
Alternatively, right-click the booking and select “Extend Booking” or “Shorten Booking” from the menu.
To change the start time, select “Change Time.” A window appears where you choose a new time for the booking.
You can move a booking by cutting and pasting (right-click).
Manual Price
If you open a booking and check “Manual price,” you can enter a price manually. If you then uncheck manual price, the price is recalculated based on the applicable price list.
Changing the Resource
Find the booking you want to change and open the booking window by double-clicking the service booking.
Go to the “Basic Information” tab.
Double-click the resource you want to replace. A new dialog appears, listing all possible resources for this service (i.e., those specified in the service’s resource requirements).
Choose the new resource from the list.
Confirm by clicking “OK.”
Changing the Product on a Service Booking
This feature is useful when you want to switch the product on a service booking without removing other products on the same booking. Even debited bookings can be changed if you have the right to do so. The function does not allow changing resources.
Locate the service booking and open it by double-clicking.
Go to the “Basic Information” tab.
Click the paper/pencil icon to the right of the product name (“Service” field).
A list of services you can switch to appears. A requirement for switching is that the resource needs match. For example, you can change “Conference Room Rental (morning)” to “Conference Room Rental (full day)” if both services have the same resource needs. Note that all resources must match, including the quantity of resource needs. A product with different resource requirements, such as “Personal Training 60 minutes,” does not appear.
Changing a Recurring Booking
You can change properties of a booking series (e.g., moving a regular Thursday booking to Wednesday).
Moving or Copying a Booking
You can copy or move bookings by cutting/copying and pasting. A booking can be moved or copied within the same order or from one order to another.
The resource requirements for the service being moved dictate which resource(s) you can move it to.
The contents of the booking—e.g., price or orderer—do not change. Any changes must be adjusted after you move/copy the booking.
Copy a booking by selecting it, right-clicking, and choosing “Copy.”
Cut a booking by selecting it, right-clicking, and choosing “Cut.”
Paste a booking by selecting the resource and time where you want to paste, right-clicking, and choosing “Paste.” A booking only disappears after you’ve pasted it again.
When you cut a booking, its order appears in the Order Panel. When you paste the booking, it remains in the same order. If you want a new order to be created, close the Order Panel.
Finding a Booking
If you want to change something other than just the time, you must locate the booking first. You can do this in three ways:
Booking Schedule
Find the booking in the schedule, then double-click it or right-click and select “Show Booking.”
Order
Locate the order containing the booking under Booking > Orders. Search for the desired order and select the booking from there.
Orderer (Person/Organization)
In Contact Register > Persons or Contact Register > Organizations, find the person or organization that is the orderer. Under the “Bookings” tab, you’ll see their bookings and orders.
After you find the booking, change the desired values and click “OK.”
Canceling a Booking
To cancel a service in the resource view, select it → click on the three dots → click on Cancel.
If a customer cancels later than the product’s booking rule allows, BRP suggests charging a cancellation fee. Staff can choose not to charge this fee if necessary.