Specify Your Confirmation Settings

The Confirmation Settings dialog gives you options for manual and automatic generation of a confirmation for a reservation or booking. You can specify your confirmation settings one time and use these settings for all confirmations you generate. You can also change the settings on as-needed basis and tailor them for each confirmation you generate.

  1. Open a reservation in the Navigator. See:
  2. In Navigator, click Settings > Confirmation Settings. The Confirmation Settings dialog opens.
  3. Specify the settings for your system’s Confirmations.
  4. You can now generate a confirmation (manually or automatically) based on the settings you specified.

    To learn how to generate a single confirmation at a time, refer Generate a Single Confirmation at a Time.

    Field

    DESCRIPTION

    Date Range tab The department name that appears at the top of a printed confirmation.
    Buildings tab Select the specific buildings that are to be included in the confirmation.
    Categories tab Select the specific booking details that are to be included in the confirmation.
    Statuses tab Select the specific statuses that are to be included in the confirmation.
    Options tab Format settings for a printed confirmation.
    Confirmation Title

    Appears bold and centered at the top of the printed confirmation.

    The text in this field will also be the default name of the detailed confirmation file attached to the confirmation email.

    Header Message Footer Message Pre-configured blocks of text that appear in the header and footer of the printed confirmation.
    Paper size The size of the paper on which the confirmation is printed. Values are Letter, Legal, and A4.
    Print Comments Include the comments for the reservation in the printed confirmation.
    Print Reminders Include the reminders for the reservation in the printed confirmation.
    Print Cancel Reasons Include the reasons for cancellation in the printed confirmation.
    Print User Defined Fields Include user-defined fields and their values in the printed confirmation.
    Print Room Phone Include the phone number for the room in which the event is being held in the printed confirmation.
    Print Room Notes Include any notes for the room in which the event is being held in the printed confirmation.
    Print Building Notes Include any notes about the building in the printed confirmation.
    Print Billing Reference Allocation Include the billing reference numbers for the event as well as the percentage of charges that is allocated to each number in the printed confirmation.
    Print PO Allocation Include the PO numbers for the event as well as the percentage of charges that is allocated to each number in the printed confirmation.
    Print Category Subtotals Include the subtotal charges by category in the printed confirmation.
    Print Room Type Include the room type for the event in the printed confirmation.
    Print Item Selection Notes Include the notes for each resource selection item for the event in the printed confirmation.
    Suppress Reserved Time Do not show the reserved time for the event in the printed confirmation.
    Suppress Location Do not show the location for the reservation in the printed confirmation.
    Suppress Pricing Do not show the reservation’s room charges or resource charges in the printed confirmation.
    Suppress Logo Do not show your organization’s logo in the printed confirmation.
    Suppress Item Notes Do not show notes for any booking items in the printed confirmation.
    Suppress Item Special Instructions Do not show special instructions for any booking items in the printed confirmation.
    Suppress Item Selections Do not show any resource item selections in the printed confirmation.
    Always Display Time Zone Always show the time zone for the event in the printed confirmation.
    Display Messages as HTML

    If you have defined any HTML messages, then select this option to display the HTML version of these messages in the printed confirmation; otherwise, the message is displayed in plain text.

    If this is field is cleared, you will have the ability to change the name and format of any detailed confirmation file attached to the email.

    Limit Bookings to Those With Details in Selected Categories Show only those bookings in the printed confirmation that contain details for the categories that are selected on the Categories tab.
    Email Options Tab Format settings for the body of an emailed confirmation.
    Header Message Footer Message

    Pre-configured blocks of text that appear in the body of the emailed confirmation.

    Your EMS administrator configures these values. Contact your administrator if you need assistance with adding or editing a value.

    Email Format
    • None – Opens a blank email form.
    • Detail – The confirmation appears in its entirety in the email body.
    • Mobile Friendly – The confirmation appears in a condensed version that is viewable on a mobile device.
    • Summary – Only the booking information appears in the email body.
    Attached Detailed Confirmation The entire confirmation is provided as an attachment to the email.
    Attach .ics file An .ics file is a file that a recipient can save to create an entry in his/her personal calendar. Select this option to attach an .ics file to the email.
    Prompt for Res. Attachments Select from a list of reservation-level attachments that you are including in the email.
    Email To
    Email CC
    Select the users associated with the reservation who should receive the email confirmation.
    Copies to Print The number of copies of the confirmation that are automatically printed if you print the confirmation. (Not applicable if you email a confirmation.)