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Siebel eHospitality Guide > Using Siebel eHospitality Before Events > Reserving Assets >
Double-Booking Assets
In a case where a specific asset is present at the specified property but is requested by more than one function, the first request successfully reserves the asset. Any additional request for the asset will fail, but the requestor has the option of double-booking the asset, which stores the request for the asset and the time requirements, in case the original reservation is cancelled. Such a request does not automatically result in a reservation for the second requestor, if the first request is cancelled. It simply provides information about who might wish to reserve the asset, if it becomes available.
Double-booked assets display two-tone color bars in the Availability display for function line items. This display is a Gantt chart that shows the times for which individual assets are reserved or double-booked, and the identities of the parties who have booked or double-booked those assets. This information can be useful if the second requestor wants to negotiate with the first requestor, to discuss whether the double-booked asset can be shared between the conflicting functions.
The following procedure describes how to reserve appropriate assets for the line items that refer to Non-Critical and Critical resources.
NOTE: It is best to use this procedure after most function line items have been specified, as described in To add line items for a function.
To reserve assets to fulfill function line item requirements
- If you have not already done so, navigate to the Functions screen, and select the Function for which specific assets need to be reserved.
- Click the Line Items view tab.
- Click Autobook to automatically assign appropriate available assets to the line items of the function.
- Inspect the Status field value for each function line item, to determine which line items were successfully booked, and which need additional action.
If all line items were successfully booked, this step concludes the procedure. The following steps describe how to proceed for any item that was not successfully booked.
- To view information about assets located at the specified property, scroll down until you can view the Line Items Detail subview form, and then click the Assets subview tab.
- If an asset that you need is listed in adequate quantity, but was not booked, select the asset in the Assets list and click Double Book.
This registers your backup request for the asset, in case the other reservation is cancelled.
- If you want to negotiate for the use of the asset with the party who successfully reserved it, make a note of the asset number, and then click the Availability subview tab to display a Gantt chart that records asset reservations.
- Locate the asset that interests you by finding its asset number, then click the previous record set button or next record set button until the highlighted time period of the existing reservation appears.
- Position your cursor over the highlighted area to display the existing reservation's Event Name, Event Manager, and starting and ending date and times, including setup and tear-down time.
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Siebel eHospitality Guide Published: 18 April 2003 |