Delegate Allocation (Ghost bookings) | Create booking with delegate qty and no names (yet)
The below images / steps for delegate allocation which has been improved in 2023 to reduce admin mistakes and add more functionality.
- 1 What is Delegate Allocation Booking? (Ghost Booking)
- 2 Key Benefits of Delegate Allocation
- 3 Steps to create a delegate allocation booking
- 4 Adding Delegates on Delegate Allocation Booking
- 5 Removing Named Delegates from Delegate Allocation Booking
- 6 Swap name on a confirmed booking
- 7 Report | Display bookings with pending Names
The delegate allocation process has been improved during 6th December 2023 release. This user guide has the latest steps and features
What is Delegate Allocation Booking? (Ghost Booking)
Delegate allocation booking is a feature where admins can create back-office bookings for a number of delegates without having to enter all their names on the booking.
This is used for Price per person bookings (not incompany, private training schedule)
Admins can choose to input their name at the time of booking creation or after the booking has been created. Admin can also swap the names after delegates have been added.
To get this feature installed on your project, please contact your Project CRM Lead for installation and demo.
Key Benefits of Delegate Allocation
Quickly adding booking to take up capacity - add the attendee names later
Swap names on confirmed bookings (Applicable for price per person type booking)
Lock in a price for a booking and do admin later!
To see how to create a Delegate Allocation Booking, please see the steps below:
Steps to create a delegate allocation booking
Log In as an admin
Go to the ‘Bookings’ Plugin on the left menu
Click on ‘Add booking’ button
Select Booking type as ‘Organisation booking for multiple delegate’
Enter your Organisation name in the Organisation input. For eg: Centra
Enter your lead booker name in the lead booker input
Enter the name(s) of your delegate in the delegate input
Select the schedule that you want to book for your delegates
In the Delegate Quantity input, use the arrow to add more delegates to the booking
Enter the Purchase Order number
Click on ‘Book Now’
Outcome:
- The booking will be confirmed
- The delegate qty added will now reflect on the remaining schedule capacity
- Booking confirmation email is sent to the booker / the delegates who were added (if any)
- The delegate qty is locked in place and can’t be increased or de-creased (admin would need to cancel booking to decrease)
- Admin can re-open booking and start adding the confirmed delegate names
Adding Delegates on Delegate Allocation Booking
In the Bookings plugin, select the booking you want to add delegates to
In Delegates input, enter and select name(s) of delegate you want to add to the booking
Click Save changes after adding your delegates
Outcome:
The booking will be updated with delegates name
Attendance will be updated with delegates name
Upcoming Booking report will be updated with delegate quantity
All Timetable> attendees tab will be updated with delegate name
Removing Named Delegates from Delegate Allocation Booking
You can remove delegates from the Delegate allocation booking.
To remove a delegate, please follow these steps:
In the Bookings plugin, select the booking you want to remove the delegate from
In booking details, click x in front of the delegate that you want to remove
Confirm removal by clicking ‘Confirm’ on Dialog box
Click Save changes
See image for your reference:
Outcome:
The booking will be updated and remove the delegates name
Roll call attendance report will be updated with confirmed delegate name
Upcoming Booking report will be updated with delegate quantity
All Timetable> attendees tab will be updated with confirmed delegate name
Swap name on a confirmed booking
Login as admin
Open bookings
Select existing booking
Select X on the confirmed name
do not hit save yet!
Search and select the new name
Add delegate
Save
Outcome:
Delegate name is swapped. The original delegate will no longer be on the booking.
Report | Display bookings with pending Names
Run this report to see upcoming bookings that still have pending places.
View the booking id, schedule id and number of pending places remaining.
Title of report ‘Bookings with pending delegates’