iiQ Events - Double Booking

Preventing double bookings has always been a core principle of iiQ Events. However, there are certain situations where overlapping events at the same time and location may be necessary. In such cases, it is essential to provide decision-makers with visibility and control when managing these exceptions.

The Double Booking of Events functionality introduces greater flexibility by allowing users to request already reserved space. This feature creates a queue for events that are pending approval due to scheduling conflicts. Designated administrators can then review and either approve or deny these overlapping event requests as appropriate.

When creating an event that overlaps an existing one, users will receive clear conflict warnings before saving the event. They can choose to adjust the event details or save it as is. If they decide to save it, the overlapping event will be recorded with the Approved status, which is consistent with the existing process.

There are permission options that have to be enabled for Double Book Events:

If you use a calendar integration, an additional setting allows conflicting events to sync from external calendars, such as Arbiter Sports. This feature ensures that the usage of athletic spaces by multiple groups in the district is accurately reflected. Please see your specific calendar integration knowledge base guide to learn more.

Switching between the month, day, and week views in the calendar allows you to identify double-booked events easily. This feature clearly represents scheduling conflicts. Users can quickly pinpoint double bookings and adjust their schedules by accessing these views.

​

When you attempt to create a new event that overlaps an existing event on the calendar, a series of warning messages will be displayed after you click the Save button. These messages will alert you to the scheduling conflict and provide specific details about the conflicting event, such as its date, time, and title. This ensures you know of any overlaps before finalizing the new event.

Users with Manage Events and Double Book Events permissions can Review Warnings to create a Recurring event.

A recurring Event 3 with a single Room was created for November 2 at 1–2 PM, occurring daily.

When creating a Recurring Event 4 for the same date/time and room, where the room availability for that time happens to be outside the available hours, the warning in Yellow will show saying: “The date and time selected overlaps other events and is outside of one or more availability schedules.

And after selecting Save, the following warnings come up about overlapping events:

“The time chosen extends outside the defined availability hours.”

“The time chosen overlaps existing event(s)”

You can select Save Event again to save it. The Recurring Event 4 will appear on the calendar next to the Recurring Event 3.

When editing an overlapping recurring event, after saving, you will be prompted to choose whether to make that change for that particular event, that event and the following events, or all events.

If ‘This event’ is selected, the warning list will only show the particular event's warnings.

If ‘This and following events’ is selected, the warning list will show the warnings for that particular event and all the following events.

If ‘All events’ is selected, the warning list will show the warnings for all events in that series.

Users with Manage Events and Double Book Events permissions can add conflicting dates to a new Custom Series.

When you select the Custom Series radio button and Add More Dates, the date picker calendar will appear.

When you start selecting the dates, you will see that the dates will be highlighted in different colors.

The Add Dates button is disabled if any of the events contain errors. You cannot add those dates, so the button is disabled. You must remove the problematic dates or change their times to eliminate the error, and then you can add the dates. The Add Dates button will be enabled if all the events are green or yellow.

Users who have Double Book Events but don’t have the Override Room Availability permission will not see the warning message underneath the conflicting date, but will be able to hover over the yellow triangle warning icon and see the text explaining the booking conflict.

Users who have Override Room Availability but don’t have the Double Book Events permission will not see the warning message underneath the conflicting date; however, they can hover over the yellow triangle warning icon and view the text explaining the room availability conflict.

If you decide not to select any dates, you can choose Cancel and return to the Event Details page to make changes.

Selecting Add Dates will bring you back to the Event Details page, where you can add the selected dates under the Event Occurrence Type field.

Users with Double Book Events permission can create events using custom series that double-book with existing events and review all the potential double-booked events before saving the custom series.

Selecting Save Event will bring up the Event Warnings modal listing the existing conflicts. You can choose Save Event to create a custom series event.

Users who have the Double Book Events permission but do not have the Override Room Availability permission cannot override Room Availability or Existing Events.

Users who do not have the Double Book Events permission but have the Override Room Availability permission will be able to override the Room Availability but will not be able to double-book the events.