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
• Person who has booked the space in case it was booked for you by someone else
• Space name

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.

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

• To confirm or edit your booking name or description
• To confirm or edit your booking date and time
• To change space or location for your booking
• To add or remove internal attendees or visitors
• To add linked spaces or modify furniture layouts
• To add services:
  • Equipment (hearing or presentation aids)
  • One or more catering orders
• To add tags for improved categorising of your bookings

Read about creating a booking in Flex here:

• Simple Booking in Flex 
• Advanced Booking in Flex

Edit 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.

Change time

Should you need to change time of your booking complete or extend it, on the booking edit page, you can view the space schedule with other planned bookings for the reference.

Change space or location

You will need the API.Bookings.MoveSpace (with the per building level permission) security right to be able to change booking location.

1. Click Edit Your Location Or Space to open the Define your search panel with all space filters for you to choose another appropriate space for your booking.
   

2. Define new search criteria and click Search.
3. Select a new space to move your meeting to. You will return to the main booking editing page.
4. Click Update Booking when you're done editing it.

Add 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 your visitors need to be approved according to your organisation settings, they will receive an invitation notification after the approval.

Once you have filled in all visitor's information, click Save, and then 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.

Add linked spaces or modify 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.

Add equipment

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.

Add catering

Ordering catering in Flex

How catering works

1. Organisation level. For their users to be able to order catering to their meeting room bookings, organisations first define the following:
   1. If the catering feature should be available for the organisation at all and, if yes, to what user roles.
   2. Whether one or multiple catering orders can be added to space bookings.
   3. Whether catering orders must be approved by Catering Manager or not.
   4. How budgeting of catering orders should work, whether cost codes should be used for catering orders.
2. Operational team and kitchen level. This is where the operational team defines:
   1. What are kitchen operating times and catering items preparation times. This will impact what users can order depending on when they are ordering.
   2. What are available catering items and their cost, label them with allergens or other dietary restrictions for filtering.
3. User level. After all is set up organisation-wide, users with appropriate permissions can add catering orders to their confirmed space bookings. Create a booking for a space that allows catering service to be delivered.

Adding catering order to a booking

To add catering orders to the booking:

1. Click Catering in the booking confirmation popup or when modifying the booking (the Edit booking page). A catering order page opens. 

2. Review the summary of your booking: room, date, and time. You can edit your boking by clicking the View booking button in the top right corner.
3. 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.
4. 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.
   
5. Select the available menu from the drop-down.
   ⚠️ 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.
    
6. 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.
7. View catering items available on the menu in three tabs: BEVERAGES, SNACKS, and FOODS. 
   ⚠️ Mind that catering items have time-bound preparation and delivery times: some items can become unavailable if it's past the cut-off time for item preparation or kitchen operating hours. It means that depending on when in relation to your booking time you are trying to add or modify catering orders, you may see a different set of menu items available.
    
8. Expand the menu item to view its details if you need.
9. Edit quantity for menu items.
10. Add your allergies to notify the kitchen staff so that they can adjust accordingly.
11. Add notes if relevant.
12. See the service and clean-up times that are needed to support your order. By default the time set is the start and end time of your booking. You can define different times for delivering catering items and for clean-up.
13. Click Save 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.

You can add multiple catering orders to one space booking if this option is enabled for your user role by the API.Catering.MultipleOrders security right.

Adding multiple catering orders

You can also add multiple catering orders if you need them to be delivered and cleaned at different times during your meeting. For this, use the Add Further Orders button after you've added a catering order.

⚠️ To have this option available, admin of your organisation must grant the API.Catering.MultipleOrders permission to your role.

To add another catering order:

• Use the Add Further Orders button on the confirmation popup.

• Or click Add New Order on the catering order editing page.

Add tags

Use tags with your bookings to categorise them and provide additional information for operational teams if there are relevant tags created for your organisation.

Tags can be added to a booking at two stages:

• Immediately after making booking you'll have the option on the confirmation popup. Click TAGS opens your booking for editing.
  
• When selecting a booking from the list and editing it.

Add as many tags as needed and click Save tags to confirm your actions.

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