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Summary

The Booking Records screen in the RAY admin portal lists the bookings made for the organization’s spaces, such as meeting rooms, desks, courts or halls. Staff use it to follow bookings, approve bookings that need approval, record payments made on site, cancel bookings, and book a space for someone. It has two tabs: All Bookings, a list, and Bookings Calendar, a day view per space.

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Where to find Booking Records

  • Menu: Bookings → Booking Records (Arabic: الحجوزات ← سجلات الحجز)
  • Tabs: All Bookings (كل الحجوزات) and Bookings Calendar (تقويم الحجوزات)
  • Clicking a booking in All Bookings opens its detail page. See Booking details.

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Who can access Booking Records

Booking Records is shown to users with an Admin or Operator role that includes the bookings feature. The other Bookings screens (Spaces, Booking Setup) need an Admin role. See the Portal map.

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Booking summary cards

Above the list, four cards summarize bookings. Clicking a value filters the list. Users who can see Analytics and Insights also get a link from the cards to booking analytics.

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All Bookings list columns

The list refreshes automatically.

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Filtering bookings

Quick filters above the list: Pending, Confirmed and Cancelled. More filters: booking ID, Booked by, Category, Spaces and Locations. The list can also be narrowed by user and unit.

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Booking actions: Confirm, Mark As Paid and Cancel

The actions on a booking depend on its status, its payment method and its booking policy. They appear in the booking’s row and at the top of its detail page. Confirm asks “Are you sure you want confirm this booking?” in a Confirm Booking dialog. Mark As Paid asks “Are you sure you want to mark this booking as paid?”.

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How to cancel a booking

  1. Click Cancel on the booking’s row, or at the top of its detail page.
  2. In the Cancel Booking dialog, enter a Cancellation Reason (optional).
  3. Read the refund message, then click Cancel. Dismiss closes the dialog without canceling.
The refund message depends on the booking policy’s cancellation notice period:

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How to export bookings

  1. Click Export above the list.
  2. In Export Bookings, choose the Start Date and End Date. The range can be at most 31 days; a longer range shows “The maximum exportable duration is 31 days”.
  3. Click Export. The portal downloads a file named “Bookings - <date>”.

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Bookings Calendar

The Bookings Calendar tab shows one day at a time, with one column per space and one row per hour, plus an All day row for bookings that span whole days. Use the arrows to move a day back or forward and Today to return to today. Filter by Category, Locations and Space, and reset with Clear Filters. Clicking a booking opens a summary with the space, sub-space, Booked by, Title, Start Time, End Time, Invitees, payment and invoice; Done closes it.

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How to book a space for someone

Click Book a Space above the list and choose Standard Booking or Freeform Booking. See Book a space.

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Common questions about Booking Records

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How do I approve a booking?

Click Confirm on the booking. Confirm is shown for Pending bookings whose booking policy has Requires Admin Approval. Use the Awaiting Approval card to find them.

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Why is there no Confirm button on a booking?

The booking is already Confirmed, or its booking policy does not have Requires Admin Approval, or its payment is not in a state that allows confirmation. See the table in Booking actions.

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How do I record a payment made at reception?

Click Mark As Paid on the booking. It is available for bookings paid On-Site (Cash), On-Site (Card) or Postpaid (when not invoiced) whose payment is still Pending. Use the Outstanding (On-site) and Outstanding (Post-paid) cards to find them.

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How do I refund a booking cancelled late?

Cancel the booking and tick Force Full Refund. The checkbox appears when the cancellation is outside the policy’s notice period.

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Why can’t I cancel a booking?

Bookings that are already canceled, or that have already ended, cannot be canceled.