Booking Details
A booking detail represents a category that you add to a booking. Depending on your EMS configuration, booking details can include catering services, audiovisual equipment, activities, attendees, notes, or room charges.
Each booking detail can contain one or more resources. A resource is an individual item within a booking detail, such as coffee, sandwiches, or a projector.
When you add a resource to a booking, you might need to select additional options. For example, a coffee service might include regular, decaf, or specialty blends.
Some resources require service order times. Your EMS administrator determines which categories require service orders.
Your EMS administrator can restrict categories to specific buildings. As a result, some booking details might not be available for every reservation.
The booking details for the selected booking appear in the Booking details pane in the Navigator.
Category types
| Category type | Description |
|---|---|
| Resource category | Contains resources and does not require service times. |
| Service order category | Contains resources and requires service times. |
| Catering category | Manages food service requests. |
| Non-resource category | Manages setup notes, agenda items, attendees, visitors, or room charges. |
The booking details for the selected booking appear in the Booking details pane in the Navigator.
Navigator tabs for booking details
When you select a booking detail folder in the left pane of the Navigator, the tabs in the upper-right pane vary based on the selected booking detail type.
| Tab | Description |
|---|---|
| Summary | Displays information about the selected booking detail, including the event date, event location, and event status. |
| Properties | Displays information about the booking detail, including when it was added, who added it, and any subsequent changes. |
Billing tabs
If a booking detail includes charges, additional billing tabs are available.
| Tab | Description |
|---|---|
| Billing reference allocation | Allocates booking detail charges across multiple billing reference numbers by percentage. |
| PO number allocation | Allocates booking detail charges across multiple purchase order numbers by percentage. |
To display these tabs, your EMS administrator must enable the Use billing reference allocation and Use PO number allocation parameters.
Service order tabs
If the selected booking detail requires a service order or belongs to a catering category, the following tabs are available.
| Tab | Description |
|---|---|
| User defined fields | Displays custom data fields for the booking detail. Your EMS administrator controls the available fields and values. |
| Reminders | Displays reminders associated with the booking detail. |
| Comments | Displays comments associated with the booking detail. |
| History | Displays the change history for the booking detail, including modified fields and old and new values. |
Work with booking detail folders
When you select a booking detail folder, you can:
- Resize data columns.
- Reorder columns by dragging column headers.
- Sort data in ascending or descending order.
The lower-right Items pane displays the booking detail items associated with the selected booking detail.
- A green check mark identifies items that belong to the booking.
- If an item belongs to a package, the package and each included item display a green check mark.
- A red X identifies booking details or booking detail items that you removed from the booking.
The Items pane includes the same data management features available in EMS browser windows.
Navigator tabs for booking detail items
When you select a booking detail item in the left pane of the Navigator, the right pane displays the following tabs.
| Tab | Description |
|---|---|
| Properties | Displays information about the selected item. |
| Selections | Displays selections associated with the booking detail item, when applicable. |
| History | Displays the change history for the selected item. |
Service orders overview
A service order schedules a resource for a specific portion of an event rather than for the entire event duration.
For example, an event might run from 10:00 A.M. to 2:00 P.M., while food service is scheduled only from 11:00 A.M. to 12:00 P.M.
A service order includes the following information:
- Service type
- Start time
- End time
- System-generated service order ID
For catering booking details, you can also specify estimated, guaranteed, and actual attendance counts.
You can create multiple service orders within the same booking. For example, a training event might include breakfast, lunch, and afternoon refreshments as separate service orders.
Each service order appears as a separate folder under the booking folder in the Navigator.
If you reserve a resource from a category that does not require a service order, you can reserve the resource for the event time or the entire reservation.
Your EMS administrator can configure default service types and service order states for each category.