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Summary

Staff can book a space from Bookings → Booking Records with Book a Space (Arabic: احجز مساحة). There are two kinds of booking:

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Where to find Book a Space

  • Menu: Bookings → Booking Records, then Book a Space above the All Bookings list.

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How to make a standard booking

  1. Open Bookings → Booking Records, click Book a Space and choose Standard Booking.
  2. Select Space.
  3. Under Booking on Behalf of, choose Internal User and pick the user, or External User and enter the Full Name.
  4. Choose the Booking Policy and the Pricing Scheme. Tick Is Free to make the booking free: “If unchecked, the booking will be charged based on the selected pricing scheme. This is selected automatically when no monetary amount applies.”
  5. Choose the date and time. The fields depend on the booking policy type:
    • Hourly: a Start Date, then Start Time and End Time.
    • Daily: a date range (Enter a date range).
    • Longer types (weekly and up): a Start Date and an End Date from a list. Days that cannot be booked are disabled in the calendar; hover over a day to see why.
  6. Click Next.
  7. Enter the Title if asked, answer the space’s booking form if it has one, and add Invitees (Add Internal Members and/or Add External Invitees Emails, comma-separated) and Booking Notes.
  8. Click Book.

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How to make a freeform booking

A freeform booking ignores the space’s usual availability and limits.
  1. Open Bookings → Booking Records, click Book a Space and choose Freeform Booking.
  2. Select Space, choose Booking on Behalf of, and enter the Start Date and End Date (date and time). Choose a Sub-spaces entry if the space has sub-spaces.
  3. Click Next and fill in the title, form, invitees and notes as for a standard booking.
  4. Click Next to review overlapping bookings. The portal shows either “No overlapping bookings found” or “The following bookings overlap with the selected time and will be canceled when you book”, followed by the list.
  5. Click Book.

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Book a Space rules

  • Invitees can only be added when the space allows invitations (the space’s Booking Controls tab). When the space has Enforce Invitations, invitees are required for standard bookings.
  • A date range containing days that cannot be booked shows “The selected range contains unavailable dates”.
  • Closing the dialog with unsaved changes asks “Are you sure you want to discard your changes?” (Discard or Keep).

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Common questions about booking from the portal

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How do I book a room for a visitor who has no account?

Choose External User under Booking on Behalf of and enter their Full Name.

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How do I book a space that is already taken?

Use Freeform Booking. Its last step lists the overlapping bookings, which are canceled when you click Book.

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How do I book a space for free?

In a standard booking, tick Is Free.
  • Booking Records: where Book a Space is, and the list of bookings.
  • Spaces: invitations and sub-spaces of a space.
  • Booking Setup: booking policies, pricing schemes and operating hours.