Rearrange and create bookings

In the Bookings overview you can move bookings to another room and create new bookings, including bookings on behalf of others. You can do this in both Board view and Timeline view.

Your changes are not sent straight away. They are collected as pending changes until you select Submit. This lets you rearrange several bookings, for example to gather all catered meetings in one area or free a room for a VIP visit, before anyone receives an updated meeting.

For an overview of the views and asset groups, see Bookings overview: views and asset groups.

Move a booking to another room

You can move an existing booking to another room. The time of the booking stays the same. To book a different time, create a new booking.

1. In the sidebar, select Bookings, then select Board view or Timeline view.
2. Drag the booking card to another room. While you drag, the original card is faded in its old position, a dashed outline shows where the card will land, and dashed lines across the board mark the booking's start and end time.
3. Release the card. The change is added to your pending changes, and the Submit button shows the number of changes waiting.

A booking with a pending change has a dot in its top-right corner until you submit it.

Which rooms you can move a booking to

A booking can only be moved to a room in the same calendar system as its organizer, or to a room that is only set up in Flowscape. For example, a booking made by a Microsoft 365 user can be moved to Microsoft 365 rooms and Flowscape rooms, but not to Google rooms. For details, see Bookings overview: views and asset groups.

Collisions

A collision happens when two bookings are in the same room at overlapping times, for example after you move a booking into a room that is already booked. Both bookings are shown in red with a warning icon.

You can't send your changes while a collision exists. The Submit changes? dialog shows the message Some bookings overlap. Move one of them before submitting. and Send is unavailable.

To fix a collision, move one of the bookings to a free room, or undo or revert the change.

Create a booking

Use one of these ways:

• Drag across empty time in a room to set the start and end, then select Create meeting.
• Select an empty slot in a room. A menu shows the room and time, for example CAIRO · 12:00–13:00. Select Create meeting.
• Select New booking in the toolbar.

The New booking panel opens. If you started from the board, the date, time and room are already filled in.

1. In Subject, enter a meeting subject. This is optional.
2. In Organizer, select the person the meeting is for. You can book on behalf of anyone. The organizer receives the meeting in their calendar.
3. Check Date, Start, End and Asset.
4. If the room has a custom form linked, the form appears below the booking details, for example Catering Request. Fill it in. See VERIFY: link to "Check catering orders and other service requests".
5. Select Create.

The new booking is added to your pending changes. It is sent to the calendar when you select Submit.

Edit a booking

Select a booking card to open it. You can change the Subject, the Asset (room) and the attached form. The change is added to your pending changes.

Undo and redo

Your pending changes are kept in a log. Select the undo arrow next to Submit to reverse the last change, and select it again to step further back. Select the redo arrow to apply an undone change again.

Review and submit your changes

1. Select Submit. The button shows how many changes are waiting, for example Submit (2).
2. The Submit changes? dialog lists each change, for example Move "Internal review", Boardroom → New York · 13:00–14:00. Review the changes, then choose an option:

Follow the progress

After you select Send, a progress window at the bottom of the page shows how many changes have been applied, for example 2 changes applied, 2 of 2 done. Select the arrow to see each change and its status, for example Applied. If a change can't be applied, a warning is shown in the progress window. Select × to close the window.

Calendar changes can take a moment to synchronize. The organizer and attendees receive the updated meeting from their calendar system. An attached custom form moves with the booking. Only the organizer can read the form contents in their booking.

If you leave the page before submitting

If you try to leave the Bookings overview with pending changes, a Leave page? message asks you to confirm. Select Stay to go back and submit, or Leave to leave the page.

Pending changes are saved in your browser, so they are still in the log when you come back on the same device and browser. If you clear your browser data, unsubmitted changes are lost.