Bookings Overview

Learn about Bookings

1 About Bookings
2 Benefits
3 Key Terms and Glossary
4 Bookings Management
5 FAQ’s

Search the Knowledge Base

About Bookings

Bookings are created when a basket is completed! The booking includes the information about what was purchased/booked, who the customer was, and when the booking was made, which means that bookings are an excellent source of information to report on buying patterns. Bookings also support you with sending booking confirmation emails to your customers, to confirm their purchases immediately after the booking is complete.

For more information please visit SmartGrids: Bookings

Benefits

Here are the benefits of using Bookings

Clear Purchase Records	Bookings capture details of what was purchased, who bought it, and when, giving you a complete record of every transaction.
Valuable Reporting Insights	Track buying patterns over time to better understand customer behaviour, forecast demand, and make data-driven decisions.
Automated Confirmation Emails	Ensure customers receive instant confirmation of their booking, improving their experience and reducing follow-up queries.
Simplified Admin & Organisation	Having a structured record of bookings helps with viewing customer activity

Key Terms and Glossary

Booking Type	The Booking Type will be Private if the basket is billed to the individual user, rather than a non-private booking, where the user's account will be billed instead. If the Private option is ticked, the Account Name/ID will be empty as the booking is billed to the individual user.
Booking Smart Grid	This is a list of all Bookings made through your Platform (Shopping Basket/Checkout)
Booking Status	Depending on how the Booking was made, this can be Online if the Booking User ID is the same as the User ID (e.g. an end user) and Offline if not (e.g. an admin processing the booking).
User ID and User Name	This will be the user who was logged into the system taking this booking, so it could be an admin or end user.
Booking User ID and Booking User Name	This will be the user who was selected as the 'Booker' within the basket, they are the key contact for the booking.
Delegate User IDs	These are the Delegates that have been booked onto the courses.

Bookings Management

Learn how to create and manage Bookings in your platform:

View a Booking

Edit the PO Number on a Booking

View all Bookings made today

View all Bookings made by a specific person

View all Bookings made by a specific customer

FAQ’s

Why is my Booking not showing a Course ID?

This can happen if the Booking does not contain any Courses, for example if only Products & Services have been bought.

Additionally, if the Delegate is deleted from the Course, their Course ID will no longer show within the Bookings DataGrid.

My customer’s key contact has left, can I update their bookings to be assigned to a new contact?

Yes! If you want to make sure that any automated emails you have lined up to send to the ‘Booking User’ are still received by your customer, you can update the existing bookings to be mapped to a new User.

To do this, find the User that is currently assigned to the Bookings in the Users DataGrid, right-click on them in the DataGrid and select to open their ‘Bookings’ page. From their Bookings page, select each of the Bookings that relate to future Courses (you can add the ‘Booked Course’ column to help with this!). Then use the Bulk Edit option in this DataGrid to change the ‘Booking User ID’ to your new key contact.

How can I book multiple Courses / Opportunity Items at once for a customer from their Opportunity?

To book multiple Courses / Opportunity Items at the same time for a customer from the Opportunity, you can do this by going to the Opportunities DataGrid, right clicking on the Opportunity and selecting the ‘Make Booking’ Option.

How do I handle bookings that are missing account names?

Account Name/ID can be blank when a booking is Private (billed to the individual). This is expected behaviour.

Diagnose:

Check Booking Type: if Private is ticked, the Account will be empty by design (see Key Terms above).
Open the booking/basket details: confirm who the Booking User is and whether an Account was selected during checkout (for non-private bookings).
Check the booker’s user record: does the user have an Account relationship? If not, link them to the correct Account.

Fix (for non-private bookings that should have an Account):

Edit the booking and associate the correct Account/Customer if the field is editable in your setup.
If the booking doesn’t allow direct account change: first correct the booker’s Account on their user record, then update the booking’s Booking User/Account accordingly (see related FAQ: ‘My customer’s key contact has left…’ above).

Reporting note: when filtering or reporting, treat blank Account as Private bookings. To exclude these from customer-account reports, add a filter where Account is not empty (or Booking Type is not Private).

Knowledge Base

💡Knowledge Base Home | 🚀What's New | 📅Upcoming Training Events