Occupancy Management
The Occupancy Management addon helps you plan rooms and trainers without overlaps: the Manager points out double bookings, you create closed days and closing times, set rooms to maintenance and see the utilization of your rooms. You activate the addon in the Manager under Addon Store.
Note about double bookings
With the addon, the Manager checks when you create a single session and when you edit a session whether something already exists at the same time. Possible notes:
- Room already booked
- Trainer already scheduled
- Location already in use
- Buffer time too short
If the session falls within a blocking or the room is under maintenance, the Manager shows this in red. You can still save in all cases, the notes don't prevent anything. When creating a series, there is no such check.
For offerings with free time selection, the addon also blocks the room: if a time of another offering with free time selection is already booked in the same room, it isn't offered again. See Free time selection.
Create closed days and closing times
You manage blockings on the Occupancy page. You open it in the menu under Locations → Occupancy, in the calendar via Availability (lock icon) or in the room via Manage all blockings. On the Rooms page, Utilization takes you straight to the Utilization tab.
- Tap Add blocking.
- Choose Date range for whole days with From and To, or Recurring for weekdays with Start and End.
- Choose whether the blocking applies to a Single room or an Entire location.
- If needed, enter a Reason (optional) and save.
You can also create a blocking for a single room directly in the room under Blocks with Add block. For a whole location it works the same way in the location under Blockings.
What a blocking does
- Free time selection and resources: no times are offered during the blocked time. A fully blocked day counts as closed.
- Sessions with fixed times: they are not cancelled and remain bookable. When creating or editing a session within a blocking, the Manager only shows a note.
- Calendar: shows the blockings.
If a fixed session is cancelled because of a blocking, cancel it yourself, see Holidays, cancellations and cancelling sessions.
Block a room for maintenance
With the addon, the room has the Block for maintenance switch, for repairs, cleaning or renovation, plus a Note for the team (optional). As long as it is switched on, Bookicorn doesn't offer any times with free time selection or any resources in this room. Sessions with fixed times remain bookable. For a fixed period, it's better to use a blocking.
Utilization of the rooms
On the Occupancy page, the Utilization tab shows, for a chosen Room or all rooms and a period from From to To, on which weekdays and at which hours between 6 am and 10 pm sessions take place. There are also the key figures Avg. utilization, Top room, Weakest room and Idle hours / day.
Sessions are counted, not the individual bookings. For the number of bookings per session, look at the participant list.
Frequently asked questions
Does the addon prevent double bookings? With free time selection, it blocks the room for other offerings with free time selection. For sessions with fixed times, it only shows a note, and you can still save.
Does a blocking cancel my courses? No. Sessions with fixed times remain and stay bookable. Cancel them yourself if needed.
Where do I enter holidays for a whole location? Directly in the location under Blockings with Add block, or on the Occupancy page with Add blocking, scope Entire location. This affects free time selection and resources.
How do I open the Occupancy page? In the menu under Locations → Occupancy or in the calendar via the lock icon Availability.