Using the Booking system

TABLE OF CONTENTS

• Setup process for the Booking system
• Creating and managing Items and categories
• Creating and managing bookings
• Printing booking reports
• Assigning items to a Kit

The booking system allows teachers to book equipment/items for classes, events and appointments. The Booking management page is used to add and manage bookable items and assign them to categories. Additionally, it is possible to print summary reports of the items in the system.

Please be aware there are no reports that display which items are booked. Due to this, depending on the school's requirements the booking system may not be suitable.

Setup process for the Booking system

1. Ensure the required permissions have been assigned. See Booking Permissions
2. Create Categories
3. Create Items
4. Assign Items to Categories

Creating and managing Items and categories

1. Click on Administration workspace > Booking Management > Administration
2. Click on Manage Categories to add, edit or delete categories. Categories can only be deleted if they have not been used in a booking (in which case they will be locked).
3. Set a Name, Key (optional) and Description for the category. Select staff responsible for the items (optional). Click Save once complete.
4. Click on Add Item(s) to add an item to the booking system.  Fill out the fields as required and click Save.
5. If there is more then one item of that type, click on the Add more button next to the newly created item, select the number of items and click Save.
6. If the items need to be changed, click on the Edit button, make the required changes and click Save. Otherwise skip to next step.
7. The items should now be available for staff to select and assign to classes, appointments or events.

Creating and managing bookings

Bookings can be created for Calendar classes and Timetabled classes (providing there is a Programme attached and a lesson created). Appointments and events can also make an item booking.

1. Go to the Teaching workspace > Timetable
2. Access the Booking popup:
   • To book an item for an existing class, event or appointment click on My day. Click on the applicable class, event or appointment then select Add button, next to Booking on the right-hand side.
   • To book an item when creating a new Calendar class, Appointment or Event click on the Add item booking
3. Click on the drop-down and select Items.  Note: If you have created any Kits (Optional) these will also be available for selection.  To create a Kit, select multiple items, then click the button Save as Kit (Kits are optional and do not need to be used to book items).
4. Use the search box if there are many items in the list.
5. Once the items or kit has been selected click Save.

Printing booking reports

There are two Booking reports available: Item details list (CSV) and Summary of categories and items (CSV).

1.  To access this click on Administration workspace > Booking Management > Reporting
2. Select the required report:
   • Item details list(CSV): This report lists all of the bookable items in a spreadsheet. It can be filtered by staff (responsible for the category), category and/or status.
   • Summary of categories and items(CSV): This report provides very similar data to the table on the Administration tab. It provides a summary of items, grouped by category, type and condition. It can be filtered by staff (responsible for the category), category and/or status.
3. Select the report you would like to print and set the required staff member, Categories and Status.
4. Click Print.

Assigning items to a Kit

Teachers can create Kits when adding bookings. Each kit can be assigned multiple items. For example, if a teacher regularly needs to book 24 hockey sticks and 27 hockey balls, they can create a Hockey Kit. 

The Hockey Kit can then be selected each time the equipment needs to be booked for the Hockey class. Kits are designed specifically to save the teacher time so they don't need to select the individual items for classes where they regularly need the same number and type of items.