Manage Bookings as a Hiring Client

Manage Bookings as a Hiring Client

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:
  1. Manage the custom field associated with your business
  2. Set a date range for the booking
  3. 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.
  1. Free-text Location
    1. Type the the location into the location field
    2. Click Save
  2. Address Location
    1. Start typing the address in the Location field
    2. Select the Location from the autocomplete results
    3. 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
  1. Only Booking Managers have permissions to select suppliers
  2. 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

  1. In the Bookings tab, click on the relevant booking row to open the booking panel
  2. Click the Booking Manager field in the booking panel
  3. Start typing the person's name or email address
  4. Select the person from the autocomplete results

Bulk Assign Booking Managers


  1. Select the check boxes for the bookings to bulk assign
  2. Click the bulk edits button showing the number of bookings selected
  3. Click Assign Booking Managers
  4. Start typing the person's name or email address
  5. 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.
  1. In the Bookings tab, click on the relevant booking row to open the booking panel
  2. Click the Participants field in the booking panel
  3. Start typing the person's name or email address
  4. Select the person from the autocomplete results

2. Open Bookings - Select a Supplier

The critical step for Open bookings is to select a supplier. 

  1. 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
  2. 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.


  1. Aquipa ID for the plant
  2. Registration Number for the plant
  3. Supplier business name
  4. Accept button
    1. Supplier clicks Accept to accept the booking offer
    2. Clients can also Accept on behalf of suppliers
  5. Reject button
    1. Supplier clicks Reject to reject the booking offer
    2. 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.

5. Confirmed Bookings







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