FAQ content

Seats: Add single and recurring seat bookings via the staff interface

In this article

From the Booking Grid & Availablity tab for a seat, LibCal users can manually add single or recurring (aka repeating) bookings. 


To add seat bookings via the staff interface:

  1. Click on Spaces in the command bar.
  2. Click on the Booking Grid & Availability tab.
  3. Select the Location you wish to view.
  4. From the filters, first select the Category and Space containing the seats you want to view. (You can also filter by Zone, as well as by accessible and/or powered seats if you'd like, but it's not required.)
  5. Click the Go button to load the booking grid.

the category and space filters


Add a single booking

Single bookings can be created by selecting a specific starting time slot in the availability grid or via the "Add Booking" button.

Option 1. Add a single booking by clicking an available time slot

There are actually a couple of ways you can add a new booking. The first is by clicking on an available time slot in the availability grid.

  1. Navigate to the date the patron wants to book the seat.
    • Use the Go To Date button to jump to a future date.
    • Or, use the forward () and back () buttons to navigate between dates.
  2. In the booking grid, locate the time when you want the booking to begin. If the seat is available, the time slot will appear in green in that column. Click on it to create a new booking.

Example of selecting a time slot

  1. The Add Booking dialog box will appear with the Start Date, and Seat already selected, but either can be changed if needed.
  2. Change the End/Due Date if needed.
  3. To add additional seats, spaces, or equipment, click on the Add SeatAdd Space, or Add Item button respectively, then select an available item and a due date.
    • Note: you cannot book the space containing the seat. However, you can select other spaces that are bookable as a whole.
  4. Click the Submit Times button.

add booking dialog showing the start date, seat, and end/due date

  1. Complete the booking form information. If the default booking form is being used, this will just include the patron's Full NameEmail, and Account.
    • The Account field allows staff to input the account identifier for the patron. This field is mapped to the LibAuth account identifier pulled in for public-side bookings. This field will default to use the email address if it is left blank.
  2. If you'd like to send an email notification to the patron, select the Send Confirmation Email to User checkbox.
  3. For locations with Space/Seat Booking Check In/Out​ enabled, you can choose to override the requirement for checking into the booking being created by unchecking the User is required to check in for this seat/space booking checkbox.
    • This option will not be displayed for locations that have the check in/out option disabled.
  4. If billing charges have been set up for the seat's space, you can override the default booking cost in the Cost Override field.
    • Enter a 0 in the field to not charge anything for the booking.
  5. Optionally, you can add an Internal Note to log any helpful info about this booking.
  6. Click the Add Booking button.

booking form, cost override, and internal note fields


Option 2. Adding a single booking using the "Add Booking" button

The second option is to use the Add Booking button under the Availability tab.

  1. Click on the Add Booking button and select "Add Single Booking" from the dropdown menu.

Selecting the Add Single Booking option

  1. In the Add Booking window, select a Start Date and Start Time for the booking.
    • Did you know? You can add bookings that start or end outside of your opening hours. This is great if you are running any after-hours events or meetings.
  2. Select the seat you want to book in the Seat dropdown.
  3. Once you've chosen the seat, select an End/Due Date.
  4. To add additional seats, spaces, or equipment, click on the Add SeatAdd Space, or Add Item button respectively, then select an available item and a due date.
    • Note: you cannot book the space containing the seat. However, you can select other spaces that are bookable as a whole.
  5. Click the Submit Times button.

the start date, seat, and end/due date fields

  1. Complete the booking form information. If the default booking form is being used, this will just include the patron's Full NameEmail, and Account.
    • The Account field allows staff to input the account identifier for the patron. This field is mapped to the LibAuth account identifier pulled in for public-side bookings. This field will default to use the email address if it is left blank.
  2. If you'd like to send an email notification to the patron, select the Send Confirmation Email to User checkbox.
  3. For locations with Space/Seat Booking Check In/Out​ enabled, you can choose to override the requirement for checking into the booking being created by unchecking the User is required to check in for this seat/space booking checkbox.
    • This option will not be displayed for locations that have the check in/out option disabled.
  4. If billing charges have been set up for the seat's space, you can override the default booking cost in the Cost Override field.
    • Enter a 0 in the field to not charge anything for the booking.
  5. Optionally, you can add an Internal Note to log any helpful info about the booking.
  6. Click the Add Booking button.

booking form, cost override, and internal note fields


Add a recurring seat booking

In addition to adding one-off bookings, you can also create bookings the repeat daily, weekly, monthly, or in a series of irregular dates. Repeating bookings can only be created via the staff interface -- patrons cannot add a repeating booking via the public booking pages. Once created, staff can subsequently edit or cancel the individual instances in the repeating series.

  1. Click on the Add Booking button and select "Add Recurring Booking" from the dropdown menu.

Selecting the Add Recurring Booking option

  1. In the Add Booking window, select a Start Time and End Time for the booking.
    • Did you know? You can add bookings that start or end outside of your opening hours. This is great if you are running any after-hours events or meetings.
  2. For the Repeat Pattern, select how often the booking should occur.
    1. For Daily bookings, the Booking Frequency will set the booking to repeat every x days between the Start Date and End Date.
    2. For Weekly bookings, the Booking Frequency will set the booking to repeat every weeks on the selected Days of Week between the Start Date and End Date.
    3. For Monthly bookings, the Booking Frequency will set the booking to repeat every x months on either the same day each month or certain weekday each month between the Start Date and End Date.
    4. For the Multi-Date Picker, you can select specific dates for the booking to repeat. This can be helpful for irregularly repeating bookings.
  3. Click the Add Seat button and select the seat to book from the Seat dropdown that appears. (Repeat this step to add more seats to the booking.)
  4. Click the Submit Times button.

selecting and submitting times

  1. Complete the booking form information. If the default booking form is being used, this will just include the patron's Full NameEmail, and Account.
    • The Account field allows staff to input the account identifier for the patron. This field is mapped to the LibAuth account identifier pulled in for public-side bookings. This field will default to use the email address if it is left blank.
  2. To send the user a confirmation email, select the Send Confirmation email to user checkbox.
  3. For locations with Space/Seat Booking Check In/Out​ enabled, you can choose to override the requirement for checking into the booking being created by unchecking the User is required to check in for this seat/space booking checkbox.
    • This option will not be displayed for locations that have the check in/out option disabled.
  4. Optionally, you can add an Internal Note to log helpful info about the booking.
  5. Click the Add Bookings button.

Completing the booking form and submitting