This section discusses how to work with Reservations from the History tab. here you can manage both past and future reservations. This includes the ability to move reservations (both past and future) and view past reservations to determine whether the client was present for each past reservations.
The Reservation System has many powerful features.
To begin managing reservations through the History tab in a client record, open the client record and go to the History tab. All reservations will be listed here, highlighted in lavender. Select the ‘Edit’ link next to the reservation.
Components of the Reservation Section
There are three pieces of information located at the top of the Reservation screen.
This is the name of the service associated with the reservation. Note that this is not the Service Item, which is what the reservation is attached to.
Some services have numerous Service Items. For example, the service ‘Hot Meal’ may have three service items: Breakfast, Lunch, and Dinner. The Service Item listed here is the specific part of the service that the reservation has been established for.
This is the agency that hosts/provides the service for which the reservation was made.
This section comprises two parts:
- 1. Moving Reservations
- 2. Deleting Reservations
1. Moving Reservations
It is possible to move one, several, or all reservations to a different slot.
NOTE: A slot can be any reservation item. Slots reserve items such as a bed within a shelter, a seat in a class, or any other type of item that requires a reservation.
1.1 How To Move A Single Reservation
To move a single reservation to a different Slot, select the arrow icon for that specific date.
A dropdown menu will become available to the right of the reservation. Select the new Slot from this menu and then select ‘Apply Changes’. Select ‘Reset’ to cancel the move. If this new Slot is already reserved, then it will not be available in the dropdown menu.
1.2 How To Move Multiple Reservations
To move multiple reservations to another slot, select the checkbox next to each reservation you would like to move.
Next, select the ‘Move Selected’ button. Doing so will make dropdowns available for each reservation date. Select the new Slot for each dropdown.
NOTE: You can select a ‘Preferred Slot’ from the dropdown located to the right of the ‘Reset’ button. Whatever Slot is selected from this dropdown will act as the default Slot – all reservation dates (those with the checkbox selected) will automatically default to that slot unless it is unavailable for that particular date. If the Preferred Slot is not available, then the Slot will remain the same and you must select a different slot from the dropdown menu.
After selecting the new Slots, select the ‘Apply Changes’ button in the center.
1.3 How To Move ALL Reservations
To move all reservations, select the ‘Select All Records’ button.
This will auto-select all checkboxes. Select the ‘Move Selected’ button. The remainder of the process is similar to that of moving multiple reservations (see section directly above). All reservations will change with the exception of those entries designated as ‘Present’.
2. Deleting Reservations
NOTE: You must have the appropriate access role to delete reservations from the History tab. Please check with your System Administrator for more information.
2.1 How To Delete A Single Reservation
To delete a single reservation, select the trashcan icon. Select ‘OK’ in the popup box that appears. This will permanently delete that particular reservation.
2.2 How To Delete Multiple Reservations
To delete multiple reservations, select the checkboxes next to the reservations you would like to delete. Select the ‘Delete Selected’ button, then select the ‘OK’ button in the popup box that appears. This will permanently delete the selected reservations.
2.3 How To Delete ALL Reservations
To delete all reservations, select the ‘Select All Records’ button, then select the ‘Delete Selected’ button and select the ‘OK’ button in the popup that appears. This will permanently delete all reservations.
NOTE: Reservations that are marked as “Present” cannot be deleted.