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Create a Booking
Create a Booking

This article goes over how to create and manage a booking.

Kat McDevitt avatar
Written by Kat McDevitt
Updated over 2 years ago

How to Create a Booking

  1. Click on Bookings in the left sidebar

  2. Select +New on the top toolbar

  3. Fill in Client, Project and Site Contacts

  4. Enter the booking start time and also enter the time that your employees need to meet at the depot if its different.

    The booking will automatically create an approximate end time.

6. Set the Location of the booking. move the Marker for an accurate location. You can also Add notes about the location. In this section, you have the option to add Mobile Works

7. Enter what rate items are needed as part of this booking.

8. Click Create.

Adding Resources to your booking

Depending on your booking requirements, you will need to add resources to your bookings. A resource can be a person, vehicle or piece of equipment. You need to choose your resource from the list of available resources to add them to a booking.

How to add a resource to a booking

  1. Select the booking

  2. Click Details

  3. Select Resources on the top tab bar

  4. Add the resources you require

    If you have a vehicle, make sure you choose a driver

    Warnings will appear if you apply people, vehicles or equipment that are unsuitable for the booking.

Filtering Resources

There is a filter for resource type on the top of the resource section that you can change depending on the resource type you are after.

Show and Hide filters

The booking board will only show you appropriate and available resources based on the requirements of the job. So if a specific qualification is required for a job, only resources with that qualification will show.

You can use the Show/Hide filter to override this.

Day and night filters

You can change from day and night to search for resources available on the day or night shifts.

Tags

Filter by tags you have created in the system.

Depot

Filter based on what depot the resource belongs to.

Specialisation Filter

Quickly select a specialisation to only show resources with that qualification.

Distance filter and hour filter

Change the filtering requirements based on the distance of a resource and the number of hours a resource has worked in a working week.

If you have added a resource to a job that you added by mistake or no longer need, you can quickly and easily remove the resource.

How to Remove a Resource

  1. Click on the resource

  2. A sidebar will appear where you can make individual changes to the resource

  3. Click on the remove button

Booking Workflow

Unconfirmed - Draft version of the booking. At this stage, you can delete or add things without any notifications being sent out to people.

Confirmed - Confirmed that the job is going ahead, you can still edit resources at this stage.

Locked - Resources are locked and messages are sent out to People to accept or decline job requests.

Conflict - An employee has declined a job request and you need to add a different resource in the booking.

Green to Go (GTG) - All people have confirmed the job request and the job is good to go ahead.

Completed - 24 hours since jobs start time has elapsed. Job dockets haven't been signed off

Finalised - booking has been completed and the job dockets have been signed off by office staff.

Cancelled - Booking was cancelled outside of the cancelation window.

Late Cancel - Booking was cancelled inside of the late cancelation window

Changing a Person's Start and Finish Time

When creating a booking, it is assumed that all your resources start and finish at the designated booking time. However, if a person needs to start late or finish early on a shift, you can make individual adjustments to start and finish time.

How to change a persons start and finish time

  1. On the booking board, select the person you want to change the time for by clicking on their name.

  2. A sidebar will appear where you can make individual changes to a person.

  3. Click on the change button, and this will open up a pop-up where you can make changes to a person's booking configurations.

  4. Change the scheduled start time and scheduled finish time

  5. Click update.

Resending a job request

Identifying where someone has accepted a job

Before resending a request, check if a person has accepted the job.

You can check for this next to the person's name on a booking.

If there is a green tick, then they have accepted the shift. If there is a question mark, then the job request is still pending.

How to resend a job request

  1. Select the booking

  2. Click on the person. A sidebar will appear where you can make individual changes to a person.

  3. Select Resend Req button and this will prompt a resend.

Remember: You can follow the history of your job requests and responses at any time in the history tab

Manually confirming the availability of a resource

Once you lock in a booking, your resource is sent a text or email requesting them to accept or decline the job. If you already know that the resource is available you can manually confirm them in the system.

How to manually confirm a job request

  1. Select the booking

  2. Click on the person. A sidebar will appear where you can make individual changes to a person

  3. Click Confirm and this will prompt a confirmation.

Manually Create Job Docket

When a job has been completed, the workers on the field will send through a job docket. In the instance that a job docket is not filled out, you can manually create a job docket into the system.

How to manually create a job docket

  1. Click on booking

  2. Select Details

  3. Select the Dockets tab

  4. Click + New Docket

  5. Fill in the docket details

  6. Create.

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