Clients using the portal can confirm or decline a venue, or cancel a booking, but any action they take must be finalized by the GRATIS user in the GRATIS system.

TABLE OF CONTENTS

• Declining a venue
• Confirming a venue
• Cancelling the booking

• GRATIS users can allow their clients to confirm or decline a venue, as well as cancel the booking on the portal. 

• However, the GRATIS user will have to action the client's choice in GRATIS.

• The Provisional bookings will be displayed in the Enquiries area, alongside Confirm Venue and Cancel Enquiry options.

• Regardless of the button clicked, users will be directed to the proposal document.

Declining a venue

• To decline a venue, click "View" and access the list of venues on the left-hand side.

• Select the venue to decline and click "Submit" at the list's end.

• A pop-up will prompt you to provide a reason in a text box and click "Submit".

• A message in the pop-up confirms your choice and allows you to return to the enquiry.

• The declined venue will be crossed out in the list.

Confirming a venue

• To confirm a venue, select the "Confirm" option, and the other venues will be crossed out. Click "Proceed".

• Clients are informed that they can still cancel the booking based on the cancellation terms.

• A pop-up will ask for additional information, including a comment.

• If required, fill in client fields such as cost code or purchase order.

• Confirm your intention to proceed and finish the confirmation process.

• On the left-hand side, view the list of venues considered for that booking, including the confirmed venue.

• Note that GRATIS users must take action on their choice.

Cancelling the booking

• Access the document by clicking "View".

• On the left-hand side, find the "Cancel Enquiry" option.

• Click it to open a pop-up where you select the reason from a dropdown list and provide a brief explanation in the message box.

• Click "Submit", and a warning message will appear to ensure your commitment to cancelling the booking.

• The message notifies clients that the GRATIS user responsible for the enquiry/booking will be informed and suggests contacting them if uncertain.

• You have the option to halt the cancellation process by clicking "Stop, KEEP my enquiry".

• To proceed with cancellation, click "Yes, CANCEL this event and go back to Enquiries and Bookings".

• A message on the left-hand side will indicate that action is required from the GRATIS user.