Delegate Allocation Booking i.e. Ghost Bookings
The delegate allocation process will be updated in the coming weeks. This will affect the way you create a delegate allocation type booking. We will be updating this user guide once the updates are live.
What is Delegate Allocation Booking?
Delegate allocation booking is a feature where admins can create back-office bookings for a number of delegates without having to enter all their names on the booking.
Admins can choose to input their name at the time of booking creation or after the booking has been created.
To get this feature installed on your project, please contact your Project CRM Lead for installation and demo.
To see how to create a Delegate Allocation Booking (ghost booking), please see the steps below:
Steps to create a delegate allocation booking
Log In as an admin
Go to the ‘Bookings’ Plugin on the left menu
Click on ‘Add booking’ button
Select Booking type as ‘Organisation booking for multiple delegate’
Enter your Organisation name in the Organisation input. For eg: Centra
Enter your lead booker name in the lead booker input
Enter the name(s) of your delegate in the delegate input
Admins can leave the delegate input blank at this step if they don’t want to add names. See image for your reference:
Select the schedule that you want to book for your delegates
In the Delegate Allocation input, enter the number of delegates that you want to book for the schedule. For eg: 5
Enter the Purchase Order number
Click on ‘Book Now’
Outcome: The booking with allocated delegate quantity and updated price will be created and saved.
Adding Delegates on Delegate Allocation Booking
In the Bookings plugin, select the booking you want to add delegates to
In Delegates input, enter and select name(s) of delegate you want to add to the booking
Note: You can only add the quantity of delegates that you mentioned earlier on this booking.
For eg: My booking has 5 delegates allocation so I can add only 5 delegates to this booking
Click Save changes after adding your delegates
Outcome:
The booking will be updated with delegates name
Roll call attendance report will be updated with delegates name
Upcoming Booking report will be updated with delegate quantity
All Timetable> attendees tab will be updated with delegate name
Removing Delegates from Delegate Allocation Booking
You can remove delegates from the Delegate allocation booking.
Note: Removing the delegate from a booking of this kind does not change the delegate quantity you originally allocated
To remove a delegate, please follow these steps:
In the Bookings plugin, select the booking you want to remove the delegate from
In booking details, click x in front of the delegate that you want to remove
Confirm removal by clicking ‘Confirm’ on Dialog box
Click Save changes
See image for your reference:
Outcome:
The booking will be updated and remove the delegates name
Roll call attendance report will be updated with confirmed delegate name
Upcoming Booking report will be updated with delegate quantity
All Timetable> attendees tab will be updated with confirmed delegate name