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