Recurring bookings

Overview

Recurring bookings repeat every weekday on the chosen Timetable Week, and are coloured red in the bookings grid. These are referred to as 'Timetabled lesson' in the legend.

When you create a recurring booking, you can specify the first and last dates within the Session that it will occur on. These individual bookings are called instances, and can also be edited and cancelled individually as if they were single bookings.

In the current version, only Administrator users can create recurring bookings. Extra permissions will be introduced in a future version which will allow you to give this functionality to other users.

Creating

You can create recurring bookings using two methods:

• Follow the same process for making single bookings, but tick the 'Recurring?' checkbox on the details screen.
• Use the multiple selection feature to select multiple periods on the Bookings grid, then click 'Create bookings' button. This option is best if the recurring bookings will share a lot of the same details.

Single selection

1. Navigate to the date, week or room where you want to create the booking.
   

2. Find the desired empty slot in the grid and click it.

3. Review and/or change the booking details.

4. Check the Recurring? checkbox to reveal more options.

   

5. Change the date range, if required.

   By default, the recurring booking instances will be created starting on the chosen date until the end of the session.

   If you want to change these, select the desired start and end dates from the Starting from... and Until... dropdown lists.

   Theses lists are populated with all the relevant weekdays in the session for the chosen timetable week. The currently-chosen date will be prefixed with an asterisk.

   

6. Click Preview recurring bookings to view the bookings that will be created.

7. Review the list of booking instances that will be created in the recurring series.

   

8. You can untick the Create booking box if you don't want a specific instance to be created. By default, they will all be ticked, so all bookings will be created.

9. If any of the instances conflict with an existing booking, you will be given a choice on what action to take:

   1. You can leave the existing booking in place, and that instance in the recurring series will not be created. This is the default option.

   2. You can replace (or overwrite) the existing booking with the recurring instance.

10. Click Create bookings to confirm your choices and create the requested bookings.
    

    

The page will refresh showing the same view as before, along with a notification about the new bookings and the slot itself showing the bookings have been created

Multiple selection

1. Navigate to the date, week or room where you want to create the booking.

2. Tick the Enable multiple selection box at the end of the bookings grid. A checkbox will appear in all the free slots, indicating that they can be selected.

   

3. Click one or more free slots that you want to book to select them.

   

4. Click the Create bookings... button.

5. If you are an Administrator user, you will be given the option of creating multiple single bookings, or recurring bookings.

   

6. Click the Recurring bookings option to reveal more fields.
   

   Enter any default values for the recurring bookings you want to make. You can change these for individual bookings on the next step.

   By default, the recurring booking instances will be created starting on the chosen date until the end of the Session.

7. Click the Next → button.

8. Review and customise the bookings.

   

   The left pane will display the selected slots that the recurring bookings will be created on.

   The right pane will display the fields for each booking with default values populated.

   Click the bookings in the left pane to view each one, and use the fields in the right pane to change any values on a per-booking basis.

9. Click the Next → button.

10. View the instances that will be created for each booking and any potential conflicts.

    

    The left pane will display the selected slots for recurring bookings. Click the booking to show the list of instances that will be created.

    • A green tick icon indicates no conflicts were found for the booking instances that will be created.

    • A yellow warning icon indicates that one or more conflicts have been found in the booking instances.

    If there is a conflict, click the booking in the left pane to show the details.

    For each conflict, you will be given a choice on what action to take:

    • You can leave the existing booking in place, and that instance in the recurring series will not be created. This is the default option.

    • You can replace (or overwrite) the existing booking with the recurring instance.

11. Click the Create recurring bookings button to create all the selected bookings.

12. The page will refresh showing the same view as before, along with a notification about the new bookings and the slots showing the bookings that have been created.