The Booking Panel
Individual bookings are managed from the booking panel (see below).
1. Assign Booking Managers and Participants
2. Connect the Booking to a Project
3. Manage Booking Dates and Custom Fields configured for your business
Click the pencil icon to:
Manage the custom field associated with your business
Set a date range for the booking
Set days in the booking date range that don't apply ("Off Days")
4. Set a Location for the Booking
This component allows free-text and leverages Address Auto Suggest.
Free-text Location
Type the the location into the location field
Click Save
Address Location
Start typing the address in the Location field
Select the Location from the autocomplete results
Click Save
 | Address location is important if you want to set a maximum distance from the job to filter for suppliers that fall within that distance |
5. Add Tags
6. Attach Files
File attachments added to a booking are accessible by all participants.
7. Set Max Distance From Job
Setting Max Distance from Job will filter the available suppliers list down to only suppliers that fall within that distance from the booking location.
8. Make Comments
Booking managers, participants and suppliers engaged with the booking can make comments to ensure communications are available to all relevant users.
9. Delete the booking
The Booking Workflow
The different stages of a booking are defined by the Bookings Status
1. New Bookings - Assign Booking Managers
The first step in managing bookings is to assign booking managers. A Booking Manager must be added to a booking before a supplier can be selected to be offered the work. See how to Configure Booking Managers for your Business
Only Booking Managers have permissions to select suppliers
The assign booking managers dialog will provide a drop down list of your pre-configured booking managers. The number of bookings each manager is already assigned to will appear beside their name.
Assign Booking Managers to Single Bookings
In the Bookings tab, click on the relevant booking row to open the booking panel
Click the Booking Manager field in the booking panel
Start typing the person's name or email address
Select the person from the autocomplete results
Bulk Assign Booking Managers
Select the check boxes for the bookings to bulk assign
Click the bulk edits button showing the number of bookings selected
Click Assign Booking Managers
Start typing the person's name or email address
Select the person from the autocomplete results
Assign Booking Participants
All other users in your business that need to engage with the booking should be added in Participants.
In the Bookings tab, click on the relevant booking row to open the booking panel
Click the Participants field in the booking panel
Start typing the person's name or email address
Select the person from the autocomplete results
2. Open Bookings - Select a Supplier
The critical step for Open bookings is to select a supplier.
Manual - provides a list of suppliers that have plant to fulfil that booking. Scroll through the the list and click Select Supplier to send a booking offer to that supplier
Auto - from your list of suppliers that have plant to fulfil that booking, the system automatically selects the supplier and sends a booking offer
3. Pending Bookings - Accept / Reject Booking Offer
When a booking is in Pending status, the supplier has been sent the booking offer. Logged in to Aquipa the supplier will see all the booking information and will be able to Accept or Reject the offer.
Aquipa ID for the plant
Registration Number for the plant
Supplier business name
Accept button
Supplier clicks Accept to accept the booking offer
Clients can also Accept on behalf of suppliers
Reject button
Supplier clicks Reject to reject the booking offer
Clients can also Reject on behalf of suppliers
 | When a booking offer is rejected the booking status will revert to Open |
4. Finalising
Bookings with status of Finalising have been accepted by the supplier and are waiting for the Booking Manager to finalise. Click Finalise Booking to confirm the booking.