How to Edit Multiple Bookings in Bookteq

The new "Bulk Edit" feature simplifies this process, allowing you to efficiently edit multiple bookings in one go. Learn how to modify the date, time, facility, price, duration, and add notes.

Overview

As a venue manager or staff member at sports clubs, councils, or schools using Bookteq, you often need to make changes to multiple bookings simultaneously. The new "Bulk Edit" feature simplifies this process, allowing you to efficiently edit multiple bookings in one go. You can modify the date, time, facility, price, duration, and add notes, saving you time and ensuring accurate updates to your bookings. This guide will walk you through how to use this valuable feature to its fullest.

Step-by-Step Guide

Watch our video tutorial on how to use the Bulk Edit feature:

Making a bulk edit through the Bookings Table:

1. Access the Bookings Table:
   • Select Bookings on the left hand side
   • Go to the bookings table.
   • You'll find the "Edit Multiple Bookings" button at the top and bottom of your search results.
2. Select Bookings to Edit:
   • Select the tickboxes to the left of the bookings you want to edit.
3. Choose Editing Options and make changes:
   • Click "Edit."
   • Select from the dropdown the property you’d like to edit. You can edit various properties, including space and facility, date, start time, duration, price, and customer notes.
   • You can select multiple properties to edit at the same time.
   • Once you’d selected your properties from dropdown, enter the changes you’d like to make, for example amending the price or VAT.
   • Then ‘View Summary’ to see all of the booking edits in one place.
4. View Summary and Confirm Changes
   • In the ‘View Summary’ screen you can edit or cancel individual bookings from your multiple edits. If you do make any changes, remember to click ‘Save’.
   • Select whether you want to send a booking confirmation email to the customer by marking the tickbox. This will send a new booking confirmation to the customer which will reflect the changes made.
   • Click "Confirm Changes" to apply the edits.

Making a bulk edit through the Advanced Search to filter the bookings you’re editing

1. Access the Advanced Search
   • Select Bookings on the left hand side
   • Go to the bookings table.
   • Select ‘Advanced Search’
   • Add your required filters from the drop down. To learn more about Advanced search, see our Support Article: How to search for a booking
2. Select Bookings to Edit:
   • Select the tickboxes to the left of the bookings you want to edit.
3. Choose Editing Options and make changes:
   • Click "Edit."
   • Select from the dropdown the property you’d like to edit. You can edit various properties, including space and facility, date, start time, duration, price, and customer notes.
   • You can select multiple properties to edit at the same time.
   • Once you’d selected your properties from dropdown, enter the changes you’d like to make, for example amending the price or VAT.
   • Then ‘View Summary’ to see all of the booking edits in one place.
4. View Summary and Confirm Changes
   • In the ‘View Summary’ screen you can edit or cancel individual bookings from your multiple edits. If you do make any changes, remember to click ‘Save’.
   • Select whether you want to send a booking confirmation email to the customer by marking the tickbox. This will send a new booking confirmation to the customer which will reflect the changes made.
   • Click "Confirm Changes" to apply the edits.

Making a bulk edit through the Order View

1. Access the Order View
   • Select Bookings on the left hand side
   • Go to the bookings table.
   • Select the booking you’d like to edit by scrolling through or using the search function. Once you’ve clicked into the order, you’ll then see the order view, from here select ‘Edit multiple bookings’.
2. Select Bookings to Edit:
   • Select the tickboxes to the left of the bookings you want to edit.
3. Choose Editing Options and make changes:
   • Select ‘Edit Bookings’ - this option is at the top and bottom of the screen.
   • Select from the dropdown the property you’d like to edit. You can edit various properties, including space and facility, date, start time, duration, price, and customer notes.
   • You can select multiple properties to edit at the same time.
   • Once you’d selected your properties from dropdown, enter the changes you’d like to make, for example amending the price or VAT.
   • Then ‘View Summary’ to see all of the booking edits in one place.
4. View Summary and Confirm Changes
   • In the ‘View Summary’ screen you can edit or cancel individual bookings from your multiple edits. If you do make any changes, remember to click ‘Save’.
   • Select whether you want to send a booking confirmation email to the customer by marking the tickbox. This will send a new booking confirmation to the customer which will reflect the changes made.
   • Click "Confirm Changes" to apply the edits.

Making a bulk edit through the Customer Tab

1. Access the Customer View
   • Select Customer on the left hand side.
   • Select the Customer you’d like to make a change by using the search function.
   • Once you’ve clicked into the customer profile, you’ll then see all of their bookings, from here select ‘Edit multiple bookings’.
2. Select Bookings to Edit:
   • Select the tickboxes to the left of the bookings you want to edit.
3. Choose Editing Options and make changes:
   • Select ‘Edit Bookings’ - this option is at the top and bottom of the screen.
   • Select from the dropdown the properties you’d like to edit. You can edit various properties, including space and facility, date, start time, duration, price, and customer notes.
   • You can select multiple properties to edit at the same time.
   • Once you’d selected your properties from dropdown, enter the changes you’d like to make, for example amending the price or VAT.
   • Then ‘View Summary’ to see all of the booking edits in one place.
4. View Summary and Confirm Changes
   • In the ‘View Summary’ screen you can edit or cancel individual bookings from your multiple edits. If you do make any changes, remember to click ‘Save’.
   • Select whether you want to send a booking confirmation email to the customer by marking the tickbox. This will send a new booking confirmation to the customer which will reflect the changes made.
   • Click "Confirm Changes" to apply the edits.
   • Please note that you cannot change the space, facility, date, and start time simultaneously due to scheduling constraints.

Troubleshooting Questions

1. Why am I seeing a warning when changing the booking date?

• This warning appears if there is a clash between bookings already in the calendar, for example if the selected booking date is previous to the current date. Please review and adjust accordingly in the ‘View Summary’ screen.

2. Can I edit the space, facility, date, and start time at the same time?

• You can edit multiple properties at the same time when editing through the Bookings Table, Advanced Search and Order View. You can edit these properties simultaneously through the Customer view but it will display a warning message.

3. Can I undo changes once they are confirmed?

• Although you cannot ‘undo’ changes, you can go back in and re-amend your booking. To avoid this, please double-check your edits before confirming.

4. Is there a limit to the number of bookings I can edit at once?

• You can edit up to 150 bookings at any one time.

5. Can I bulk edit bookings with different start times or durations?

• Yes, you can edit bookings with different start times and durations in a single batch, making the process more flexible for your needs.

6. What happens when I increase the price of bookings using the Bulk Edit feature?

• If an edited booking has already been paid, its status will automatically update to show that it is partially paid; if not, its status will remain as unpaid.

• Regardless of whether a booking has been paid or not, by clicking into the order, choosing the ‘Payments’ tab and selecting the relevant item, you will be able to generate a new payment request link to settle the remaining balance, or a new invoice to reflect the updated price.

7. What happens when I decrease the price of bookings using the Bulk Edit feature?

• If an edited booking has not yet been paid, you can generate a new payment request link or invoice to reflect the updated price by clicking into the order, choosing the ‘Payments’ tab, and selecting the relevant item.

• If an edited booking has already been paid, its status will automatically update to show that it has been overpaid; within the Payments tab, you can refund the payment and generate a new payment request link or invoice.

8. What happens if I edit the price of a booking which is part of an order on a payment plan?

• If you edit bookings which a customer pays for via a payment plan, the price of the specific bookings you have selected will be updated, but not the ongoing prices of the payment plan.

Our "Bulk Edit" feature is a powerful tool to streamline your venue management tasks, allowing you to make changes to multiple bookings efficiently. Use it wisely to save time and ensure your bookings are up to date.