This guide explains how to change the Office ID for a booking in GRATIS when your organisation has multiple offices. Follow these steps to ensure the booking is correctly assigned to the appropriate office.

TABLE OF CONTENTS

• Who Can Change the Office ID?
• When Can the Office ID Be Changed?
• How to Change the Office ID
• Audit Trail
• Important Notes

Who Can Change the Office ID?

• Only users with the “Booking Office Change Post Confirmation” permission can change the Office ID of a booking.
• To verify if you have this permission, navigate to the Employee Profiles module and select the Permissions tab. Look for the “Booking Office Change Post Confirmation” item.
• If you see a green tick in the Admin column for this permission, you are authorised to make changes.
• If you do not have this permission, the Office field will appear greyed out, and you cannot edit it.

When Can the Office ID Be Changed?

• The Office ID can only be changed if the booking status is one of the following: 
  • Confirmed
  • Claimed
  • Paid
• Bookings with a status of Cancelled or Lost cannot be amended.

How to Change the Office ID

1. Locate the booking you want to update in GRATIS.
2. Go to the General tab of the booking.
3. Find the dropdown list displaying the Office IDs.
4. Select the new office from the dropdown.
5. Click Save to apply the change.

Audit Trail

• Any change to the Office ID will be recorded in the booking’s Audit tab for tracking and compliance purposes.

Important Notes

• Only users with the correct permission can change the Office ID.
• Cancelled and Lost bookings are locked and cannot be updated.

This process helps ensure bookings are managed accurately across multiple offices in GRATIS. If you have questions or need additional permissions, please contact your system administrator.