Booking: Daily & weekly room views

[EmilyTapestrySupport]

In this tutorial we will look at the “Daily Bookings” and “Weekly Bookings” screens within the Booking functionality.

These screens show you the children you have booked in and the sessions they are booked in for. You can see this information for your whole setting, or broken down into your rooms. If you haven't set up your rooms yet, this tutorial will talk you through how. 

Let’s start by navigating to these screens. Once you have clicked “Management System” in the top task bar (1), you should be on the Rooms page by default (2).

 

 

Here you can specify what you would like to see. From the top you can choose between “Daily bookings” and “Weekly Bookings” (1) and from the left-hand side you can choose to see bookings for your whole setting or a specific room (2).

 

 

 

Daily Bookings

Let’s look at my Daily Bookings for my Whole Setting as an example:

Down the left hand-side you will see all the children in your setting that have a booking today (1). Because we are looking at “Whole Setting”, it will also tell you what Room they are in underneath their name.

Along the top is an hour by hour breakdown of your opening times (2). You can see I am open from 7 A.M. to 5 P.M.

You will also see a number above each time (3). This is your Peak Occupancy each hour. For example, Between 7 A.M and 8 A.M. I'll have 7 children in my setting. Between 8 A.M and 9 A.M I'll have 42 children in my setting. 

The green blocks represent a session that the child is attending (4).

 

 

 

Clicking on any of the green session blocks gives you more information about it:

 

 

 

The Daily Bookings screen will also clearly show any holidays (1) or illnesses (2) that you have recorded for the children:

 

 

 

Weekly Bookings

Now let’s take a look at the Weekly Booking screen:

By default it will start on the Monday of whichever week you are currently in, but you can change which week you want to see by using the “From: Week Commencing” box at the top (1)

The table has your Rooms down the left-hand side (if looking at Whole Setting) (2) and your days of the week, further broken down into AM and PM, along the top (3). Again, these are based on your Opening Hours.

 

 

By default the AM/PM split time happens at 12:00 (noon), but you can change that by clicking the pencil icon here (1). There are three ways to display your weekly bookings. From the dropdown (2) you can choose between:

• Peak Occupancy: the maximum number of children booked in at the same time.
• Total Children: the total number of different children booked in throughout the AM and PM time.
• Available Spaces: the room's capacity minus the peak occupancy.

 

 

On the Peak Occupancy and Total Children displays, within each day's AM and PM block you will see two rows of numbers. The top number (1) will be either your Peak Occupancy or your Total Children depending on which display you are viewing. On both the Peak and Total displays, the bottom number will be Staff Required (2). This is decided when you configure your Rooms and set a Staff Ratio.

A red number (3) indicates you are over capacity in that room. For example, you can see the capacity for my "Baby Room 2" room is 6, but in the morning on Wednesday 20th there's a peak occupancy of 8 children.

 

 

On the Available Spaces display you will see one row of numbers showing how many spaces you have available each AM and PM (1). A red number indicates you've overbooked or have no available space (2).

 

 

Clicking on any booking number will pull up all of this information about the day's AM or PM bookings and list who's attending. 

 

 

So, those are the daily and weekly room views within the Booking system. We hope you found this tutorial helpful!

 

 

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