Access to the reservation system is reserved for establishments that have subscribed to a minimum Bronze license.

Planning

1. Light blue: reservation to be confirmed by the user 
   
2. Orange: booking confirmed by user, user presence to be validated
3. Dark blue: reservation confirmed
   

The shaded areas of the calendar correspond to times when the resource cannot be booked.

The List format also allows you to sort your reservations by resource, start time, duration of the reservation, date on which the reservation was made, email address of the person who made the reservation, status of the reservation (confirmed, cancelled, etc...).  

When a user wishes to book a resource, a confirmation email will be sent to the address indicated. The user will then have 2 hours to click on the confirmation link, failing which the reservation will be automatically cancelled.

Once the booking has been confirmed, the user will receive a summary email enabling them to add the event to their diary, or to cancel their booking if they are unable to attend.

A person with the right to manage reservation schedules (administrator) will be able to reserve a resource for a third party as soon as the resource is available, by choosing the desired slot on the calendar (for example, for a person wishing to reserve by telephone or at the reception desk). An email address will be required to receive a summary of the booking. You will not be asked to confirm the booking. Alternatively, you can enter a generic email address for your establishment.

Bookings made in this way appear under the heading "Bookings made by platform" in the Statistics tab.

Please note that administrators are not subject to booking restrictions (quotas, domain names, etc.).

Validation of the user's presence as an administrator

This validation is done from the same tab.

Make a reservation as an administrator

1. By clicking on "Add a reservation" at the top right
   
2. By clicking directly on the schedule
   

This reservation will be automatically confirmed.

A person with the rights to manage reservation schedules (administrator) is not subject to any restrictions. Thus:

1. An administrator will be able to reserve a resource for a third party by entering his or her email address or a generic email address for the institution even if the reservation slots overlap (by default, a user cannot reserve 2 overlapping slots)
   
2. An administrator will be able to make reservations beyond the set quotas
   
3. If multi-booking is enabled, he/she will be able to book several slots with the same email address
   

Reservations made in this way will be identified in the column "Reservation made by an administrator" in the Statistics tab.

Modify a reservation: Rules for an Administrator and the User

1. As long as the slot hasn't started
   
2. If the slot has already started:
   
1. If the library service offers a lot of different reservation times and duration options:
   
1. the specific reservation cannot be changed, its duration can only be canceled by the administrator
2. the user cannot do anything
2. If the service has a duration that is different than the maximum possible reservation duration, it can only be modified by the administrator starting from the last reservation time
1. Example: if a user reserves from 12:00-4:00 pm:
   
1. Between 12 pm and 3:30 pm: the user or an administrator can modify the reservation
   
2. Between 3:30 pm and 4 pm: the user can't do anything but the administrator can cancel it
   

Setting up a recurring booking

1. On specific days of the week (Monday, Tuesday...)
   
2. Daily, weekly, fortnightly, monthly, bimonthly, etc.
   
3. Over a long period (for example, every Tuesday until 9 April 2024) (1 year maximum). 
   
4. And for more advanced cases, depending on the place of the day in the month (e.g. the 1st and last Monday of the month).
   

This button only appears for single-booking resources.

Only the admin that have access to the portal can make a recurring reservation; this function is not directly accessible to the public. Users must make a request to a manager (for example, a receptionist) to make a recurring reservation. Once the request has been made, the manager can enter the user's email address so that they can receive all the information relating to their booking via a single confirmation email or find it directly on their "Affluences" application. 

1. If the user cancels a booking, the other recurring bookings will not be cancelled.
   
2. If activated, the user must validate their presence at each occurrence.
   
3. If the resource's opening hours are changed, the reservation that is no longer within the opening hours will be cancelled. On the other hand, if the resource was closed and then reopened, and the recurrence was previously programmed, a new reservation will not be added. 
   
4. All bookings will appear in the application as if they had been made individually. However, in the details of one of the bookings, an insert specifying the recurrence will be displayed.

The manager can cancel either a single occurrence or all recurring bookings.

1. Cancel the existing reservation and replace it with the recurring reservation
   
2. Keep the existing reservation and not add an occurrence for this slot.

If the second option is chosen, the user will receive details of the slots that could not be reserved in the confirmation email.

Cancelling a booking (administrator rules)

1. Go to the Planning tab
2. Click on the booking you wish to cancel. A details window opens with a Cancel reservation button in red.
3. Another window will appear in which you can enter a reason for the cancellation: this information will inform the user of the reason for the cancellation.
4. Confirm the cancellation by clicking on Cancel reservation
   

Recurrent bookings

It is possible to create a booking for one or more time slots during the day:

1. On specific days of the week (Monday, Tuesday, etc.)
2. Daily, weekly, fortnightly, monthly, bimonthly...
3. For more advanced cases, depending on the place of the day in the month (e.g. the 1st and last Monday of the month).
   

You must enter the end date of the recurring booking.

It is only possible to modify one booking slot at a time. If you want to change all the bookings for the entire recurring period, it is preferable to delete the recurring period and reschedule it.

 

To access this function, a button is available in the pop-up window for adding a new booking in the "Manage schedule" tab:

This function is only available for single-booking resources.

Cancel a recurring booking

It is possible to cancel only the selected booking or this one and all subsequent ones. A reason for cancellation will be requested after clicking on the "Ok" button.

Find user

The Search for a user section allows you to find a user easily using the search field.

Once you have clicked on the user in question, you can view their booking history or see if they have already been blocked by an administrator.

You can block a user by clicking on Block history, then on the red button (block user) and finally by indicating the desired period and the reason. This will block access to the reservation system for the period indicated.

Resources

1. Create new resources to reserve or modify existing ones
   
2. Choose the channels for bookings: indicate whether the resources open for booking are available on mobile (from the application) and/or on the web (on the reservation.affluences.com website)
   
3. Set the availability of resources: whether or not they are open to multi-booking (see below)
   
4. Enter general information for each resource: name, description, type. This information will be visible on the different channels selected
   
5. Enter additional information. Once the booking has been validated by the user, this information will be sent in the confirmation email (instructions, message, hypertext link, etc.).
   

The multi-reservation feature allows several users to book the same resource for a given time slot. Once this feature has been activated for a specific resource, the granularity of the reservation slots and the maximum capacity must be set.

In the case of multiple reservations, the granularity is equal to the maximum duration of the reservation.  

The display in the booking schedule will then be different, with a numerical display in X / Y format, where X is the number of bookings made and Y is the maximum number of bookings per slot.

This feature is particularly effective for registering for open-access workshops or events.

It is also practical for shared workspaces.

Users can choose to reserve one or more places (depending on the maximum capacity and the number of places remaining open for reservation). Reservations are validated immediately, and users can then share their booking by email or text message.

Timetables

Settings

Institutions settings

1. The number of days that can be reserved in advance (from 1 to 180 days)
   
1. Changing the number of days available for advance booking applies to all resources. If you require different lead times for different resources, please contact support (support@affluences.com).
2. Additional information that will be included in the reservation confirmation email (applicable to all resources)
   
3. Contact address: the address that will allow users to contact you for any question related to their reservation
   
4. An error message will be displayed when the email address is rejected (if you have applied a restriction)
   

Don't forget to give a contact address: this will enable users to conact you if they have any questions about their booking.

Services

When an institution offers more than one type of resource for a reservation, the user will be presented with a menu allowing him to choose the type of resource he wishes to reserve. It is on this menu that the different pictograms appear.

Create a new resource type

It is possible to create a customised resource type. To do this, click on Add in the Services section:

You can then select the pictogram of your choice and enter a description and a sub-description. If you wish to enter this information in another language, simply click on Add a translation and select the additional language of your choice from the drop-down menu. Click Confirm to finalise the creation of the new resource type.

Assigning a new resource type

Once created, your resource type will appear in the list of available types. You can go to Resources and then modify the Type field of the resources in question.

Important: to ensure that your resource type appears in the drop-down menu, remember to refresh the page in your browser.

Quotas management

Booking restrictions

Example: For a university, only students with a university student email address ( name.forename@university.uk) will be able to reserve resources at the institution.

Export

If you'd like to take a closer look at the history and use of the booking system, you can use the Export function to extract the data in .csv format for further processing.

In this section you can select the period of your choice and download the data from the corresponding bookings.

The exported file can then be sent to any other department ito check reservations

Other available features