★ Book Holds and Events

Permissions needed: Venue-Specific Access > Highest Booking Capability that includes the event's status you need to book

To add holds or events to your calendar you will use the Add Event form. You can access the Add Event form in several places in the desktop app:

  • Calendar
  • Events List
  • Events tab in Accounts or Contacts Details
Event or Series?
Events may be a single day or span several days, but they are almost always concurrent days. An exception would be holds for an event. These days are not concurrent, but most of the days will be released when the event is confirmed. Sports seasons and other related or recurring events should be booked as a Series of events rather than as a single event. Please see Series of Events for information about booking series.
  1. If you are on the calendar, select the dates for your event and click the blue event add event icon in the lower right corner.
    • On the grid and day views, since you're selecting in each room row, you're also selecting the space to book. To book multiple rooms, select each room by clicking in its row - either a single date/hour or dragging horizontally or vertically to select multiple dates/hours.
    • On mobile, you'll need to click the blue circle first - this will put you in edit mode. Select your dates and then click the blue circle in the lower right corner.
    • If you are not on the calendar, don't worry! You'll be able to select both dates and rooms later on the form.
  2. In the Create field, select Event or Blackout. Blackouts block space which cannot be used for events, such as during maintenance, ice installs, and so on.
    For instructions to create an Inquiry, please see Add an Inquiry.
  3. Check Internal Event if the event is internal (staff meetings, trainings, etc).
    This option is not available for blackout events.
  4. Add the event name.
  5. Add the account and contact for your event. Blackout events do need an account and contact; many clients choose to make an account for the venue and will add the appropriate staff member as the contact.
    1. Start typing to search. If you select an existing account, the search results for the contacts field will only include contacts from that account. If you want to add a contact from a different account, you will need to add the contact first.
    2. If this is a new account or contact, type in the complete name and then tab or click to the next field. Click Create.
    3. The fields for account/contact information will appear. For accounts, lead source and market segment are required, but no other account/contact information is required.
  6. Select an event role for your contact (optional).
  7. Select the event type from the drop down.
  8. If your system admin has set up business classifications, you will need to select one from the dropdown. For more information, please see Manage Business Classifications.
    This option is not available for blackout events.
  9. If your system admin has set up genres, you can select one from the dropdown. For more information, please see Manage Genres.
    This option is not available for blackout events.
  10. If you are a booker, set the visibility for this event. For more information, please see Visibility Settings.
  11. If you want to apply task templates to your event, click Task Templates. For more information, please see Apply a Task Template.
    This option is not available for blackout events.
  12. If this event should have a prospect status, check Prospect.
    This option is not available for blackout events.
  13. Click + Dates if you haven't already selected your dates or would like to add additional ones.
  14. Select rooms for the event. Click the + Rooms chip at the top to add rooms to all dates, or click the + Rooms chip by a specific date to add rooms to only that date.
    Do you usually book the same rooms? You are able to set default rooms which will be automatically selected for you. For more information, see Set Default Rooms.
  15. You may now adjust your booked spaces and add information as needed before creating your event:
    1. Remove any unneeded rooms from a date by clicking the clearremove icon, or remove an entire date by clicking the clearremove icon in the date's header.
    2. Adjust the time for all spaces by clicking the Times chip at the top or for a date by clicking the Times chip in the date header. To update an individual space, click its time.
    3. Adjust the usage for all spaces by clicking the Usages chip at the top or for a date by clicking the Usages chip in the date header. To update an individual space, click its usage. For more information about usages, please see Space Usages.
    4. Each space is assigned the next available tentative status and is color coded to alert you of potential conflicts. You may update the status for all rooms via the Statuses chip at the top or for a date by clicking the Statuses chip in the date header. To update an individual space, click its status. For more details about the conflict checking warnings and updating status, please see Conflict Checking.
  16. Once all the event information is correct, click Save.
  17. Your event is now booked.