Check catering orders and other service requests

A room can have a custom form linked to it, for example a catering request. When someone books the room, they fill in the form as part of the booking, and the answers are stored with the booking. Front desk staff use List view in the Bookings overview to see which bookings have service requests and what to deliver.

An administrator sets up custom forms under Settings > Custom Forms and links a form to a room in the room's asset configuration, under Custom booking form. Submitted answers are also emailed to the Notification recipient set there. For setup, see Custom forms: service requests and booking information.

For an overview of the views and who can use them, see Bookings overview: views and asset groups.

List view

In the Bookings overview, select View > List view. The list shows all bookings in the selected asset group for the selected day, sorted by start time. You can't move bookings in List view. To move bookings, use Board view or Timeline view.

Select a row to open the booking. To open only the form, select the form name in the Custom form column.

Search and filter the list

Use Search to find bookings by subject or organizer. Only matching bookings are shown.

Use the filters to narrow the list. The filters only show bookings within the selected asset group.

• Office, Floor and Zone: show bookings in a specific office, floor or zone. Select an office first. The Floor and Zone options depend on the office you select.
• Feature: show bookings in rooms with the equipment you select, for example a video conference system.
• Custom form: select All, a specific form such as Catering form, or No form.

The filters are kept when you change the date. To remove them, select Clear filter at the right of the filter bar. The link shows how many filters are active.

Check today's catering orders

1. In the sidebar, select Bookings.
2. Select the asset group that covers your catering area.
3. In View, select List view.
4. In Custom form, select Catering form. Only bookings with a catering request are shown.
5. Select Catering form on a row to open the order.

To check another day, change the date in the toolbar. Your filters stay the same.

Read a service request

The form opens in a Custom form window marked Read-only. The top of the window shows the booking subject, room and time, for example No subject · New York · 09:00–14:00.

The fields depend on how the form was set up. A catering request can, for example, contain:

• Order items: each item and its quantity, for example Coffee tray, 5.
• Notes: free text from the person who booked, for example dietary requirements.
• Delivery information: the Cost center to charge and the Delivery time.

A dash means the field was left empty. Select × to close the window.

In Board view and Timeline view, a form icon in the corner of a booking card shows that a form is attached. To read the form, select the booking card, or use List view.

Change a service request

To change an order, open the booking itself: select the row in List view, or select the booking card in Board view or Timeline view. You can change the attached form together with the Subject and Asset. The change is added to your pending changes and is sent when you select Submit. For details, see Rearrange and create bookings.

If you move a booking to another room, the attached form moves with it. Only the organizer can read the form contents in their own booking.

Add a service request when you create a booking

When you create a booking in a room that has a custom form linked, the form appears in the New booking panel below the booking details. For a catering request:

1. Under Order items, select an item in Item.
2. Set the quantity with − and +. To remove an item, select the trash icon.
3. To add another item, select + Catering Menu. The button name comes from the form, so it can differ between forms.
4. Add any Notes, for example dietary requirements.
5. Under Delivery information, select a Cost center and a Delivery time.
6. Select Create.
7. Select Submit, then Send, to send the booking and the order.

If the form is required for the room, you must fill in its required fields before you can create the booking.

Delivery time isn't filled in from the booking. Set it yourself, so the kitchen or caterer knows when to deliver.