How to bulk manage bookings

What? The bulk management feature lets you change or remove several bookings at once, instead of opening and updating each booking individually.

Why? Use bulk management whenever the same change needs to be applied to a large number of bookings. A common example is reassigning a teacher across many lessons at once, for instance when a teacher leaves or changes role. This saves time compared with editing every affected booking individually.

How? Follow these steps to bulk manage bookings

Step 1: 

To bulk manage bookings, do the following:

1. Go into a teacher's schedule
2. Go into bulk managing mode by clicking "Bulk manage".
3. Select the bookings you want to include by:
   • Clicking on individual bookings
   • Ticking the checkbox in a day column's header to select every booking on that day
4. Click "Message" to send a message to all students and teachers in the selected bookings
5. Click "Edit" to make changes to selected bookings

Step 2: Edit selected bookings

Now, you have the option to make changes to the selected bookings by clicking on "Edit". You can:

1. Edit date

This changes the date on all selected bookings, while booking time remains unchanged. Check the "Send message" box to open a separate window to notify all students, teachers, and guardians who are affected by this change. Change the date and click "Update".

Note that "edit date" is only possible if all the selected bookings are in the same day.

2. Edit location

Scope of changes: decide if you only want to change the location of the selected bookings, or all future bookings in the series.

How to update locations: Select whether old locations should all be removed, or if a new location should be added instead. The latter opens a dropdown, from which you can chose the new location.

3. Edit teacher

1. Scope of changes: decide if you only want to change the location of the selected bookings, or all future bookings in the series.
2. How to update teachers: you can either remove all teachers from selected bookings, or add a new teacher. The latter triggers fields 3-6.
3. Select the new teacher from the dropdown.
4. Check "Show in activity" if the new teacher's name should be displayed in the course catalogue.
5. Select hourcalculation type and department.
6. Change the time factor (if applicable), and add extra minutes or extra time factor by clicking on "Add extra time".

4. Edit booking owner

Select a new booking owner from the dropdown.

5. Shift booking

Shift bookings changes the selected bookings' time, but not date.

Select whether you want to move the booing(s) forward or backward, then put in the time in minutes.

Note that "Shift bookings" is only possible if all the selected bookings are in the same day.

6. Remove date

Confirm that the selected bookings should be removed.


 

7. Cancel bookings

1. Select a cancellation cause to cancel the booking(s). 
2. You can put in an internal and an external comment. 
3. If applicable, select a substitute teacher. 
4. Check the box to notify participants.
5. Then click "confirm cancellation".

Note: "Edit date" and "Shift booking" are only available when all selected bookings are on the same day. The other actions, including "Remove date", also work across several days.

Step 3: Remove dates from bookings

"Remove date" deletes the selected lessons from their bookings. The bookings and their other lessons stay unchanged. To remove dates, do the following:

1. Select the lessons as described in step 1.
2. Click "Edit" and choose "Remove date".
3. Check the list under "Selected bookings" and untick any lesson you want to keep.
4. Click "Delete".

Because a removal cannot be undone, SpeedAdmin blocks it if a selected lesson:

• Is cancelled
• Is in the past
• Has already been invoiced to the school (only for schools that use school billing)
• Is a rescheduled lesson
• Is the last remaining lesson of a student or teacher on the booking
• Is the last remaining lesson of the booking – to remove all lessons, delete the booking instead
• Has registered attendance – in this case, the whole removal is stopped