Configure Booking System Settings

After Kinexio Professional Services have created a new Booking System, the settings for that Booking System will need to be configured. This step allows you to define the logic of your Booking System: what types of spaces exist, how bookings flow between states, and what notifications get sent.

To access the Settings page, click the Settings button:

Settings button

From the Settings page, you will be able to see the following Settings page tabs:

 

Settings page - Tabs

Each of the tabs is detailed below describing their purpose:

Space Types

This tab is used to create the categories of spaces that will exist in the Booking System; it’s very flexible and you can create Space Types for spaces/assets that will be booked as well as Space Types for spaces/assets that will not be bookable - that allows you to create system hierarchies. Space Types help organise the system but do not affect visibility or permissions directly.

You must create at least one Space Type in order to be able to create Spaces.

In our worked example, we’re going to create three Space Types:

• Delivery Zone,

• Standard Bay, and

• Contractor Bay

 

 

Space Types - worked example

Statuses

The Statuses tab allows you to define the different states that a Booking can be in.

You must have at least one Status and, when a Booking System is created, a default Status is automatically added - “pending”.

It is worth noting, however, that this “pending” Status can be edited.

Statuses are created by clicking the Add Status button and completing the Add Status form:

 

Add Status form

The Add Status form has the following fields:

• Name
  The name for the Status

• Status type
  There are three options for Status Type:

  • Starting Point
    You must select one status as the starting point—this is where bookings submitted via the app will begin.

  • Normal
    This a standard Status Type and can be used as required in Booking System statuses,

  • Cancelled
    This type is used to indicate cancelled bookings. Any booking slots in a status with a Cancelled Status Type will be available for re-booking.

• Icon
  The icon is used on the Calendar view for the Booking system and provides a quick view of Bookings status.

In our worked example, we’re going to create four Statuses:

 

Statuses - example

Status Flow

Status Flows are used to control how Bookings can move between Statuses in a workflow.

In our worked example, we’ve created four Status Flows indicating permissible flows from one status to another:

 

Status Flows - example

If a Status Flow is not defined here, the Booking will not be able to move between those Statuses. For example, we have not defined a Status Flow from Rejected to Confirmed because, in our example, that would not be allowed.

Status Actions

Status Actions are optional but allow automated notifications to be configured for your Booking System; this can be useful for users and Booking system admins.

There are a number of actions that can be triggered on a user-defined status transition; these are split into two categories:

• Push Notification
  A Push Notification action can be configured to automatically send to the following persons/groups:

  • Booking Organiser,

  • Booking Guests,

  • Access Level,

  • Store,

• Email
  As with the Push Notification action, an Email action can be configured to automatically send to the following persons/groups:

  • Booking Organiser,

  • Booking Guests,

  • Access Level,

  • Store, but also

  • Custom
    The Custom email option provides

In our worked example, we’ve created four Status Actions:

 Status Actions - example

We have created the following actions:

• Email Notifications that get sent to the Booking Organiser when their Booking request is actioned, i.e.:

  • If the Booking is confirmed and the Booking Status changes from Requested status to Confirmed status, or

  • If the Booking is rejected and the Booking Status changes from Requested status to Rejected status.

• A Push Notification that gets sent to the Booking organiser when they cancel a Booking

• A Custom Email notification that gets sent to our Centre Management team email address and our Security Team email address when a Booking Organiser cancels a Booking.

The screenshot below displays the Add Status Action form with the entries for an Email action that will automatically send an email to the Booking Organiser when the booking’s Status changes from the Requested status to the Confirmed status:

 

Add Status Action form - example

Calendar

The Calendar tab allows users to specify the day of the week on which their Booking System Calendar should start.

 

Settings page - Calendar tab

 

Further Reading

• Creating and Approving Bookings in the CMS
• Creating a Booking System
• Creating and Managing Spaces
• Creating and Assigning Slots
• Organise and Finalise your Booking System
• Bookings: Key Term Definitions