Creating a New Booking in ABOSS: A Step-by-Step Guide
Managing bookings efficiently is crucial for ensuring that events run smoothly. ABOSS provides a straightforward way to create new bookings directly from anywhere in the system using the 'Add New Booking' button. This guide will walk you through the process of creating a booking via the Booking Flow, from entering basic details to finalizing and submitting the event.
If you need to create a booking quickly with fewer details, you can also use the simple and fast option directly via the Calendar. Check out this article for more details.
Table of Contents
Starting the Booking Process
Booking Details
Client Information
Deal Setup
Event Information
Finalizing and Submitting the Booking
1. Starting the Booking Process
From anywhere in the ABOSS system, you can initiate a new booking by clicking the 'Add New Booking' button in the top bar. This action opens the Booking Flow Wizard, where you'll see four key tabs: Booking, Client Info, Deal, and Event Info. Each tab guides you through the necessary steps to complete your booking.
2. Booking Details
The first tab in the Booking Flow Wizard is for entering all the essential booking details:
Event Title and Basic Information: Set the event title, select the client, choose the project(s), and determine the event's status, date, and times.
Selecting the Client: Start typing the client’s name in the 'Who's the client?' field. The system will search your contact database for existing clients. If the client isn’t found, you can add them as a new company. You’ll also be asked to specify the contact person for contracts and invoices.
Location and Venue: The wizard helps you select a location, like a venue. If a venue has been previously linked, it will be available for easy selection. If not, you can add a new venue and specify a hall within the venue.
Project Selection: Click 'No project selected' to choose one or more projects for which the event should be created. You can use the search function to find the project if you have many in your list.
Event Date and Conflict Check: After selecting the event start date, the system will alert you to any potential calendar conflicts, such as overlapping events or tight travel schedules between distant locations.
Event Times: If you know the event times, deselect the 'TBA' switch to enter them. You can also mark the event as 'All day' or specify that it occurs 'In the night' if it starts after midnight.
3. Client Information
The Client Info tab in the Booking Flow provides an overview of the selected contacts associated with the booking, including those linked to contracts and invoices. You can link or unlink client details by clicking the 'chain' icons in the upper right corner of the wizard.
4. Deal Setup
In the Deal tab of the Booking Flow, you can specify financial details for the booking:
Set Fees and Percentages: Enter your fee, booking fee percentage, and select the currency. If you have set standard information for your project, it will be added here automatically.
Ticket Prices: Set the ticket prices for the event.
These fields are optional and can be filled out later on the event’s deal page if you prefer.
5. Event Information
The Event Info tab consolidates the details of the event:
Location Confirmation: Ensure that the location is linked correctly. If not, you can link it here.
Regional Conflicts: Check for any regional conflicts that might affect the event.
Additional Information: Add the event website, duration, and any notes that are relevant to the event.
6. Finalizing and Submitting the Booking
Once all the details have been entered:
Submit Booking: Click 'Submit Booking' in the Booking Flow to finalize the process and add the event to your calendar. The event is now officially booked and will appear in your ABOSS calendar, ready for any further management and coordination.