Repeat bookings with every date checked
Book the Monday review for the whole term in one go. Every date is checked first, clashes are shown before anything is booked, and the series can be moved or cancelled later as a whole.
PLANSEvery plan
The problem it solves
- A weekly meeting is booked one week at a time, and one week the room is gone.
- A series is entered in bulk and three of the dates clash, which nobody notices until the day.
- The meeting moves from 10:00 to 11:00 and someone edits twenty bookings by hand.
- A course ends early and its remaining bookings sit empty for weeks.
How it works
- Make the first booking in the full form (Schedule > Calendar, click a time) and fill it in. Do not click Book.
- Click Repeat. Choose Daily, Weekly or Monthly and Every how many; for weekly, tick the weekdays.
- Choose Number of times (10 to start with) or Until a date, and click Preview Dates.
- Every date is listed with any problem: taken, closed or against a rule. Skip a date or choose another facility for it, then click Check Again.
- Click Book the Series. Each date becomes its own booking, confirmed or sent for approval by the usual rules.
- Later, open any booking of the series and click Change Series to move or cancel this one, the following ones or all open ones.
Everything it does
Repeating
- Daily, Weekly or Monthly, Every 1 to start with
- Weekly: any weekdays; the first booking's weekday is ticked to start with
- Monthly: the same day of the month; months without that day are skipped
- Ends after a Number of times (10 to start with) or on a date; at most 200 dates
- Times stay at the same local time across daylight saving
Checking
- Each date is checked for clashes and for the rule set as the booker would be
- A manager's reason to book outside the rules skips the rule check, not the clash check
- Per-date fixes: Skip, or another facility on that line; Check Again
- Book the Series refuses while any kept date has a problem
- Limits per booker count each date, so a long series can reach a weekly limit
Booking
- The first date is the draft booking itself; the others are copies with the same details
- Each date is confirmed or waits for approval on its own
- The series keeps its rule, dates and the person who booked it
Changing a series
- Scope: This booking, This and the following (to start with), or All open bookings of the series
- Change time / facility: new hours and facility, each date kept; the rules and clashes are checked again
- Cancel: with a reason; late cancellations are flagged per date
Who uses it
Office staffBook a weekly or monthly series from the back office.
Facility managerBooks term-long series, outside the rules with a reason when needed.
ApproverDecides each date of a series that needs approval.
Where you use it
- Web: Repeat and Change Series on the full booking form (Facilities > Schedule > Calendar or All Bookings)
- Not on the booking portal or in the SmartMy Facility app: repeat bookings by portal users and from the app are not offered yet
What you control
Settings
- Repeat: Weekly, every 1, 10 times to start with
- At most 200 dates in one series
Approvals
- Facility booking: each date of a series goes through the chain on its own, like any booking
Notifications
- Facility Booking Confirmed or Facility Booking Waiting for Approval: to the booker for each date, in the app and by email
- Each of these goes out at once. WhatsApp or SMS go instead of email where you set them up, from your message credits. App push follows once the apps are in the stores. A person can switch off email, WhatsApp or SMS for themselves, never the event; in-app notices always arrive
Works with
SmartMy CampusTimetable classes reserve their rooms for the term by themselves, without a series.
Questions
Can people repeat a booking from the portal or the app?
Not yet. A series is made in the back office, by office staff or the facility team.What happens to dates that clash?
They are listed before anything is booked. Skip them or choose another facility for those dates, then check again.Our meeting moves from 10:00 to 11:00 from next week. Do we edit each booking?
No. Open next week's booking, click Change Series, choose This and the following and set the new hours.Does every date need approval separately?
Yes, when the facility needs approval. Each date waits in the approver's list and can be decided on its own.What if the 31st does not exist in a month?
A monthly series on the 31st skips the months without a 31st.Related features
BOOKINGSNo double bookingTwo people can never hold the same facility at the same time. Every booking is checked against other bookings, setup time, hall parts, seats and blocked time, even when two people press Book together.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.BOOKING RULESBooking rules: slots, notice, limits and exceptionsA rule set says how a facility may be booked. It sets the slots, the notice, how far ahead, how long, and how many bookings each person may hold. Exceptions change it for an Entity, a group or one person.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.FINDINGFacility calendars and a day timeline of a siteSee bookings by week on a calendar, one colour per facility. Or see a whole site's day on a timeline, with facilities as rows and hours as columns. Click a free hour to book it.WITH OTHER SMARTMY PRODUCTSRooms for the timetable, exams and meetings with SmartMy CampusWith SmartMy Campus in the same account, classes, exams, parent-teacher meetings, activities and placement rounds reserve their rooms in SmartMy Facility by themselves. Exams and classes move ordinary bookings out and tell the bookers. Students and parents book under rules by class section and hostel, approved by the class teacher, the head of department or the warden.
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.