📌 Applies to app version 2023.01 or later

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After you have a booking created in Flex, you can edit it in the My Schedule section > Bookings. To find a booking that you want to edit, use the Filter button at the top left of the bookings list to find the space by state, by the person who has booked the space in case it was booked for you by someone else, or by the space name. 

While editing an existing booking, you have a series of options:

• Confirming your booking name or description
• Confirming your booking date and time
• Adding additional internal attendees or visitors
• Adding linked spaces and furniture layouts
• Adding services:
  • Equipment (hearing or presentation aids)
  • Catering

Read about creating a booking in Flex here: Booking a space in Flex.

On the Bookings page, you can also cancel a booking or check in or out of your bookings.

Note: Checking in to a booking via Flex is security controlled by your organisation. Due to the business policy, it may not be possible to check in to bookings remotely in Flex.

Booking name and description

You can edit the booking name and description. This is how your booking will appear in all IBSS applications, including on tablets with Unity and Inspire kiosks. If you leave these fields blank, Flex will assign the booking a name of “Booking”.

✅ It is a good practice to define names for bookings, both as a general reminder and to help identify your booking.

Adding attendees and/or visitors

When adding additional participants to a meeting room booking, there are two options: internal attendee and an external visitor.

Internal attendees

When adding an internal attendee, start typing the needed name and select them from the dropdown. Confirm your selection by clicking Save.

External visitors

Adding an external visitor requires additional information. When you add visitors and create the booking, they will be added into the visitor management system. If need your visitors need to be approved according to your organisation settings, they will receive an invitation notification.

Once you have ensured that all information is as desired, click Confirm Booking to finalise your booking. If your organisation has the approval flow switched on for the building or for entire organisation, you will receive approval status notification.

This booking will be synchronised across all applications in the IBSS platform, so it will be available for amendments or cancellation in Flex and Roamer, and available for check-in on tablets with Unity and Inspire applications.

Linked spaces and layouts

Some spaces may have options to link additional spaces or request particular furniture layouts if this is enabled by your organisation. You can access this and request room adjustments by clicking the related sections.

Adding equipment to a booking

In Flex, you can add services only to a created booking.

Once the booking is created, you will see the available options to order services (equipment or catering) for the room.

Upon selecting an option, you can decide what equipment is required and click Update Booking.

Adding catering to a booking

If you searched and booked a space with catering available, you will see the catering option in the confirmation popup as well:

1. Click Catering and select from the available menu in three tabs: BEVERAGES, SNACKS, and FOODS.
   
   ⚠️ There may be several menus available for the space that you have booked. Select one menu to choose items from it. If you select items from one menu, and then switch to another, all previously selected items will be cleared.
   
   Filtering. You can filter by allergens for the relevant catering items to be excluded from the menu or filter out food that is, for example, marked as vegan, vegetarian, or kosher.
2. Expand the menu item to view its details if you need.
3. Edit quantity for menu items.
4. Review the summary of your booking: room, date, and time. You can edit your boking by clicking the Back to booking button in the top right corner.
5. See the service and clean-up times that are needed to support your order.
6. See the cut-off time that is needed for meal preparation. After this time passes before you confirm your booking, some of the items may become unavailable.
7. Add notes if relevant.
8. Add your allergies for the kitchen staff to adjust accordingly if needed.
9. Add one or more cost codes and their apportioning in percentage if applicable.
   ⚠️ Your default cost code(s) will be already added – listed on the right. To remove it, use arrows to move it to the left. Then, add other cost code(s).
   Read more about setting your default cost codes here, in the corresponding section: Settings in Flex.
   
10. Click Confirm Order.

Your order might need to be approved before it is processed by the kitchen depending on your organisation settings. Once it is approved, you'll receive a confirmation. If you don't need approval, your booking is set up.