Instant Book is a functionality that allows users to book spaces for simple meetings without having to submit an enquiry, very similar to a bedroom booking. You can book in-house on behalf of your clients, or if you enable "self-booking" you can open up this functionality for selected individual clients to make their own bookings. 

TABLE OF CONTENTS

• Doing the venue search
• Making a booking
• Paying for the booking
• Communication
• How commission works

Doing the venue search

Click on the Instant Book Search module, on the menu.

Select the client and contact for whom you want to book the meeting space, then click Search.

You will be directed to the venue search functionality where you can select the criteria for your search.

Enter the Date of the event in the Meeting Date field.

Select the Duration from the dropdown list.

Choose the Destination and in the Attendees bar you can define the number of attendees.

Click on Show Results to see the venues that meet your criteria and that have the Instant Book availability.

Note: You can also select the Distance, Venue group, Venue Name, Room Layout and select the Green Accredited Venues Only option.

Making a booking

Once you select the venue and click on Book, you will see the meeting spaces available, the room details and the rates.

You can update the requirements at the top and check other rooms’ availability.

When you find the room that you would like to book, click on Instant Book.

At the top of your screen, you will see a blue bar showing the remaining time you have to book that room before it expires.

Make sure that the number of delegates is correct.

Select the room layout.

Add the event name and the arrival and departure times. 

Add the primary contact if you have their name.

You can add equipment and catering requirements to your booking.

On the right-hand side you will see the charges summary.

At the bottom you can complete the Additional Requirements and Questions as needed, then click Next.

You will have the chance to check the details that you inputted into your booking.

Your client’s contact details should be pre-populated on the same page.

If your client has Client Fields set up, you will have to enter the information in the Additional Detail section.

The next step is to review your booking details.

Select the payment method available.

Tick the little box to confirm that all the details are correct and that you accept the Terms & Conditions.

Paying for the booking

The Bill Me Later will be automatically selected, the Terms & Conditions has to be selected, the booking will be completed instantly and you can invoice your client later.

Once you complete the process, you will get the reference number at the top of the screen.

The booking will drop into GRATIS as a Provisional booking and this is the only point where manual intervention is required. 

Locate the booking and adjust the billing details on the General tab to reflect how you want the venue to billback.

Go to the Options tab and confirm the booking as it's done in any regular booking and send the venue's confirmation document. 

Communication

Once the booking is completed the client contact that you selected at the beginning of the process will receive a confirmation email.

The venue will also receive a notification and the GRATIS user will receive a copy of that email.

How commission works

When using Instant Book for bookings, the commission rates agreed upon with venues or venue groups will automatically apply. These rates are set up in advance as part of your agreements and function the same way as they do for regular enquiries and bookings.

This means that once a booking is made through Instant Book, the commission rate negotiated with the venue or venue group will be seamlessly integrated into the transaction, ensuring that there are no discrepancies between manual bookings and Instant Book bookings.