Booking Processes | Sales Quote & Confirmed booking suggested processes

This guide outlines typical booking processes and edge cases involving purchase orders (POs), Sales Quotes, and capacity holds. It’s designed to help you handle real-world booking situations efficiently, without triggering unwanted emails or accounts integrations.

🧾 Scenario 1: Organisation Booking with a PO

1. Start a New Booking

   • Select the relevant schedule.

   • Choose the “Organisation” booking type.

2. Add Booking Details

   • Add the organisation and the booker.

   • Enter delegate names if available, or proceed to the schedule.

3. Select Schedule

   • Update the delegate quantity.

   • Add the PO number.

4. Complete Booking

   • Click “Book”.

   • The booking is confirmed.

   • Confirmation emails are sent.

   • Data is passed to accounts/integration systems.

🚧 Scenario 2: Organisation Booking Without a PO (PO Pending)

1. Follow the same steps as above, but leave the PO field blank.

2. Click “Book”

   • The booking is confirmed within the platform only.

   • No emails are triggered.

   • No data is passed to external systems.

3. Optional: Manually Send Emails

   • Use the Run Automation tool to:

     • Send booking confirmation to the booker.

     • Send delegate confirmation emails.

   • Link to Run Automation Guide →

📄 Scenario 3: Sales Quote Request with a Space Hold

Since Sales Quotes do not reserve spaces on a schedule, use one of the two approaches below to manage the request effectively.

Method A: Dual Booking

1. Create a Sales Quote Booking

   • This triggers the sales quote email/document automatically.

2. Create a Confirmed Booking

   • For the same person (or group), create a second Confirmed Booking.

   • Leave the PO field blank:

     • No emails or integrations will trigger.

3. Optional: Cancel Sales Quote Booking

   • After the quote has been sent, you may cancel the sales quote booking to tidy up.

   • You are left with a “placeholder” confirmed booking that holds the space.

4. When the PO Arrives

   • Add the PO to the confirmed booking.

   • Emails and integrations will then trigger automatically.

Method B: Manual Capacity Hold via Schedule

1. Create a Sales Quote Booking for the requested number (e.g. 3 delegates).

2. Manually Hold Capacity

   • Edit the schedule.

   • Reduce the max capacity by the number of people (e.g. -3) to “hold” the spaces.

3. When the PO Arrives

   • Increase the schedule’s max capacity again (e.g. +3).

   • Create the confirmed booking and include the PO.

   • This will trigger automations and send data to integrated systems.

🛎 Note: If there is a waitlist for the schedule, increasing the capacity will trigger waitlist alerts. Make sure you complete the booking promptly to avoid others taking the space.

⚠️ Key Reminders

• Only confirmed bookings reserve places.

• Sales Quotes are used for documentation and pricing only — they do not hold space.

• If no PO is entered, integrations and automations will not run.

• Use Run Automation to manually send emails when required.