Change history of every booking, with override reasons
Every change to a booking is kept with who made it and when: times, room, people, status and reasons. A manager who books outside the rules or moves others out must give a reason, and it stays on the booking.
PLANSEvery plan
The problem it solves
- A booking moved, and nobody knows who moved it.
- The director's meeting pushed out a class, and the teacher was never told why.
- A manager booked past the limits, and later nobody can say on what grounds.
How it works
- Each booking keeps a history at the bottom of its form.
- Changes to the title, facility, times, booker, people, guests, privacy, status and reasons are listed with the person and time.
- When a manager books outside the rules, they must write the reason; it is kept on the booking's Reasons tab.
- When a manager uses Book Anyway, each booking moved out keeps the reason and the booking that took its place, and its booker is told.
- Cancellation reasons, approval decisions, payments, refunds and signatures are noted in the same history.
Everything it does
What is recorded
- Number, title, status, facility, start and end, booker, on behalf of, Entity, purpose, attendees, guests, private, terms accepted
- Decision note, override reason, cancel reason, cancelled late, moved out by
- The source of bookings made by other SmartMy products, such as an exam or a timetable period
Reasons
- Override reason: required when a facility manager books outside the rules; only managers may give one
- Bookings made on a room display carry "Booked on the room display"
- Reasons tab: override reason, cancel reason and the booking that moved this one out
Who uses it
Facility managerGives a reason when booking outside the rules, and reads the history.
BookerSees what happened to their booking and why.
Owner or administratorChecks overrides when a decision is questioned.
Where you use it
- Web: the history at the bottom of the full booking form, and its Reasons tab
- Web: Book a Facility and the app show what happens next on a booking; the full history opens from the web
What you control
Settings
- None: the history is always kept
Approvals
- Facility booking: approval decisions and their notes are recorded on the booking
Notifications
- Facility Booking Cancelled: to the booker of a booking moved out, with the reason and free alternatives at the same time
Questions
Can a manager book outside the rules without saying why?
No. The override reason is required, and only facility managers may give one.Is the person moved out told?
Yes. They get a message with the reason and the facilities free at the same time.Is there a report of all overrides?
Not as a separate report. Open All Bookings and search or group the bookings; each override reason is on its booking.Related features
APPROVALManager override with a reason and free alternativesA facility manager can book outside the rules or move other bookings out of a slot. Each time takes a reason, kept on the booking. The people moved out are told why and shown facilities free at the same time.REPORTS AND RECORDSBooking analysis and utilisationSee when facilities are used by weekday and hour, and how many bookings end as no-shows, cancellations or rejections. See how many open hours of each facility are booked.BOOKINGSMoving and cancelling bookings, with late cancellations flaggedBookers move or cancel their own bookings in a couple of taps, and every move is checked again against the rules and other bookings. A cancellation inside the free cancellation time is flagged as late and can count towards a ban.APPROVALBooking approval, with escalation when nobody answersBookings that need a yes, such as the auditorium, wait for the facility's approvers while the time is held. If nobody answers in time, the facility managers are asked. If they do not answer either, the request is turned down, so a forgotten request never locks the time.BOOKINGSAttendees, guests, calendar entries and private bookingsA booking says what it is for, how many come, who attends and which guests come from outside. Attendees get it in their SmartMy calendar, and a private booking shows to others only as Booked.
See it with your own rooms.
Tell us what you run: rooms, halls, courts, desks. We will show you a booking from request to check-out with your rules.