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Making a new court booking

Work Instruction Details
This work instruction details how to process as casual booking in the LINKS software system.
 
Work Instruction Details
 
Step One: Review Online Booking Request Form  
1. Check Cockburn ARC Bookings email inbox for Casual Bookings to action
2. Look through the booking request and note any special requirements



Step Two: Check Availability (facility, time/s and date/s)
1. Go to POS > Click on ‘Facility Booking Scheduler’



Select applicable date/s
If the request is over multiple days, ensure you have looked through each area and note availability.


Select the applicable facility
Utilise either the ‘Favourite’ quick reference key at the top of the screen, or the ‘Facility Tree’ on the left hand side.
Ensure appropriate facility is selected.

Step Three: Search for Previous Bookings from Requesting Client/Customer
Click ‘Booking Search’ within the ‘Facility Booking Scheduler


Complete all details within the selection criteria
Click on filtering > amend ‘From Date’ and ‘To Date’ to reflect current calendar year
Select specific facility using ‘Facilities Tree’ - if unknown, select ‘ARC’
Click on ‘Customer’ (individual) or ‘Client’ (organisation)


Click ‘…’ > free type part of client/customer ‘Containing’ text box > click ‘Search’
Double click on client/customer name to select


Ensure attendance is selected as all > click ‘Apply’

All bookings will display in ‘Results’
To open double click on the booking line or click once on the booking line to highlight > click ‘View Selected’

Step Five A: Add New Booking Line in an Existing Booking
Click ‘Add New Booking Line’


Complete all details within the selection criteria
Double click on facility with the ‘Centre Facilities’ tree. This will move the specific facility into the ‘Selected Facility Name’ box
Complete ‘Filters’ information. Select date, free type required times and select days (if applicable).
Click ‘Apply’ to show results



Click each individual box to select the time period you want to add.
If you want to select all, click on ‘Select All Available’ > click ‘Book Selected’

Step Five B: Create a new booking
Select applicable date
If the request is over multiple days, ensure you have looked through each area and note availability.


Select the applicable facility
Utilise either the ‘Favourite’ quick reference key at the top of the screen, or the Facility Tree on the left hand side.
Ensure appropriate facility is selected. For example, an enquiry for a volleyball court would need to be booked in the volleyball facilities only.

Click each requested time period so the cells are highlighted in blue > Right click ‘Create Booking’

Once the Facility Booking screen opens, allocate the booking account type to ‘Customer’ or ‘Client’
Links will automatically select ‘Customer’ as the default account
Search for the client/customer to allocate the booking to the correct account
Free type the name within the text box and ‘enter’, or click   to search within the ‘Search for People’ screen

Within the ‘Search for People’ screen, free type in part of customers name in the text box, ensure containing is selected > click ‘Search’
If found, double click on the customer name to select and allocate to the new booking screen.


If there is no customer found, create a new customer by selecting New. Complete all known information.
Where information is not provided, add in the following as default:

Date of Birth: 01/01/1900

31 Veterans Parade, Cockburn central 6164 (if known, ensure correct address is noted)

Emergency contact: Facility Hirer in Name and 0 in mobile number

Once completed, click ‘Save’



If there is no client found, create a new client by selecting ‘New’ complete all known information
Name, address and primary contact details are required at minimum



Once back in the Facility Booking screen, complete all required fields in ‘Booking Details’
Add in Booking Name, the following format to be used only:

Sport (compulsory) – Specific Event Name (if known)

Method of payment   
Add in any special requests within the ‘Instructions’ field


Step Six: Communication with customer
If booking is unavailable call the customer to advise. Followed by an email to confirm the conversation.
Open the booking request email and annotate email. Include date, initials, and specific notes.

For example 8/3/2018 SJ – called and advised court was unavailable on 28/1, all others available. Customer agreed to have a break from training on this day, and book in all other available

If the customer would like to change the booking time or date and the space is available, proceed with Step Five. Annotate email detailing change once complete. Send an email to the Booking and Events Officer to advise of change. They will send an email confirmation through to the customer.

For example 10/3/2018 JB – called and advised court was unavailable. Customer booked into Crt 4a from 3-4pm on sun 13/9 instead. Customer will call back tomorrow to pay. Emailed to Kristen to send confirmation to client
 
Step Seven A: Account Payments – Cash/Credit via Point of Sale (POS)
Open ‘Facility Booking Screen’ > click ‘Pay Now’


Select the booking line (booking date) you would like to pay, type in the amount into the ‘Pay’ field > click ‘Ok’
Click ‘Yes’ when prompted, this will take the booking amount through to POS for settlement



Once processed, open the booking request email and annotate email.
Include date, initials, court booked and notes.

For example: 22/3/18 – SJ – Court 4A booked and paid

Categorise email as black – booked and paid.
Move into ‘Actioned’ folder.

 

If customer is unavailable, open the booking request email and annotate email.
Include date, initials, court booked and notes.
Categorise booking as ‘Booked but not paid’

For example: 18/3/18 – SJ –customer unavailable left VM advising of payment required by 4pm Fri 23/3
 
Step Seven B: Account Payments – Invoiced Accounts (Pre-Payment)

Take a screenshot of the booking screen and email through to the Booking and Events Officer for actioning
Include a recap on what action is required

For example: Please send an invoice to <insert customer/client name> for the booking noted below.  <Insert screenshot of facility booking screen>
 
Step Eight: Complete Booking Notes

Once booking is completed and payment taken, or booking no longer required (unavailable) open the booking request email and annotate email.
Include date, initials, court booked and notes.
Categorise booking appropriately
Move annotated booking request email to actioned
For example, 24/7/18 – SB – Customer called to make payment. Paid for 2 weeks in advance, and requested a receipt to be emailed through. Email sent to Kristen to action receipt.
 
 
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