Tag Archive: public booking requests


With v4.17 (the next update to our world class web based room booking and resource scheduling system, MIDAS) just around the corner, we’re giving you a first look at here on our blog of some of the new features and improvements you can expect to see in our next release.

Today, we’ll look at the improvements coming to “booking types”. Booking Types allow you to color-code bookings based on their “type” making them easier to spot in the booking grid. Furthermore, you can assign discounts to each booking type, allowing you to charge different rates depending upon the type of booking. You can also set booking types to be “tentative“, so that bookings assigned that type will automatically be removed if not confirmed in a timely manner.

This time last year, for v4.14, we introduced the ability to set a default booking type on a per-client basis. For v4.17, we’re also giving you the ability to specify a global default booking type. If set, then any bookings added without a booking type being specified, will automatically be assigned the default type. This is especially useful if you’ve “hidden” the booking type selector from view, as you can still assign bookings a default booking type.

Additionally, following customer feedback, we’re making it possible for you to limit which booking types are available for selection on the public web request/booking screens. Many organizations have “internal” booking types/classifications that they don’t wish to make available to external clients, so this new feature will allow this to be achieved!

You’ll find the new “Public?” and “Set as Default?” options on the Manage Booking Types screen (MIDAS Admin Options → Manage Booking Types), where they will affect the currently selected booking type. If a booking type is currently set as being the default, this will be indicated by an “*” after its name in the “All Booking Types” list.

Set Booking Types as Public and/or Default in MIDAS
MIDAS v4.17 is coming soon! To be notified when it becomes publicly available, please join our mailing list, or to be among the very first to try the v4.17 “Beta”, please consider becoming a beta tester (we reward our Beta testers too!)

With MIDAS v4.15 just around the corner, we’re giving you a “first look” here on our blog into some of the exciting hilights coming in the next update to our web based room booking and resource scheduling software…

From the very outset MIDAS has included an ability to allow non-users (i.e. visitors to your website, members of the public, etc) to check availability of your facilities and submit booking “requests” online.

These booking “requests” then go into a pending booking requests queue, where administrative users can quickly approve or reject each request. Approved booking requests then become “confirmed” bookings.

You can find out more about how this works in our “Accept Booking Requests Online” video tutorial.

We know that our customers love this long-standing feature of MIDAS – not least of all because it makes their lives significantly easier (as people can check room availability themselves, without having to phone/email/speak to an administrator)

We also know that some of our customers would like for the Public Booking Request features to go one step further and allow people to check availability, book and pay for their booking instantly there and then (rather than having to be invoiced for their booking at a later date)

That’s why in addition to the “Web Request” features of MIDAS, for v4.15 we’re also introducing a “Web Booking” feature.

The “Web Booking” process is very similar to the traditional “Web Request” process, with the addition of a payment step, allowing the individual to pay to confirm their booking.

Here’s How It Works:
1) A person selects the date(s)/time(s) they wish to book, and MIDAS checks their availability
2) If available, the person can enter more details about their booking and continue to the payment page
3) At this point, the booking is temporarily added as a “tentative” booking until the person completes payment, at which point the tentative booking automatically becomes a “confirmed” booking

If the person fails to complete their payment in a timely manner (the time frame of which is definable by an administrator), the temporary tentative booking will automatically expire, and the person will need to re-start the booking process.

As per the native invoice payment methods offered within MIDAS, both PayPal (with IPN correctly configured) and Stripe are available for Web Booking payments (Stripe is recommended).

As the “Web Request” and “Web Booking” features share a set of common settings, the previous “Web Request” tab on the Manage MIDAS screen has been redesigned in v4.15 to become a “Public Settings” tab:

New Public Settings

As you can probably work out from the above screenshot, the new auto-venue selection option we unveiled earlier this month, will also be available for “Web Booking”.

The combination of new auto-venue selection and Web Bookings helps make MIDAS even more suitable for hotels, B&B’s, hostels, and other overnight accommodation businesses, whose customers will now be able to truly “book online”!

You may like to check out some of the other features of MIDAS v4.15 too!

The popular “Public Booking Request” features of MIDAS allow non-users (i.e. visitors to your website) to check the availability of your venues and submit booking “requests” online. These requests can then be quickly approved by an administrative user with just a couple of clicks to be converted to “confirmed” bookings, or they can be rejected just as easily.

To make a public booking request, a requestor would go to https://your_midas_url/request, where if requests have been enabled they will be able to select a venue (or venues), date (or dates), times, and resources, and check availability accordingly. They can then enter their details, and any additional details relating to their request and submit their request online.

For v4.15, we’re giving administrators even more flexibility when it comes to the initial venue selection step of the Public Booking Request process.

Previously, a requestor would need to manually select the venue (or venues) they wish to request. However, in v4.15 an administrator can instead replace the traditional individual/manual venue selection for Public Booking Requests with an automatic venue selection instead.

If the automatic venue selection option is enabled, the requestor simply selects a venue group, and MIDAS will in turn automatically select a venue from within the group accordingly.

Automatic Venue Selection when making a Booking Request

This is ideal if you allow public requesting of similar rooms. For example, if you have 10 identically sized/equipped meeting rooms, a requestor doesn’t necessarily care which one of these rooms their meeting takes place in. These new options would allow him/her to simply select that they wish to request a “Meeting Room”, and MIDAS will allocate a specific meeting room accordingly.

How MIDAS allocates venues when the automatic venue selection option is enabled can be configure by an administrative user….

Automatic Venue Selection when making a Booking Request

Auto Venue Selection options include:

  • Random – MIDAS will attempt to select an available venue at random from the all publicly requestable venues within the selected venue group
  • Venue Order – MIDAS will attempt to select the next available venue from the all publicly requestable venues within the selected venue group, based on the order your venues are configured to appear within MIDAS
  • Least Used (Number of Bookings) – MIDAS will attempt to select an available publicly requestable venue from the selected venue group with the least number of existing bookings in it
  • Least Used (Venue Utilization) – MIDAS will attempt to select an available publicly requestable venue from the selected venue group with the most free time in it (i.e. the least utilized venue)

These exciting new option for Public Booking Requests will allow far grater flexibility, make it easier for people to make booking requests, and ensure more balanced usage of your venues!

Inundated by lots of booking requests? Following customer feedback, MIDAS v4.14 includes new “Reject All” and “Approve All” buttons on the Pending Booking Request screen, providing you with the easy ability to “bulk reject” or “bulk approve” all outstanding requests on your current Pending Booking Requests screen.

Bulk Approve or Reject Booking RequestsClicking the “Reject All” button will then allow you to enter an optional brief reason why you’re rejecting the requests (unless the “Approve/Reject requests silently” option is selected), which will be included in the rejection email notifications to the affected clients.

If the “Approve/Reject requests silently” option is selected, clicking “Reject All” will first show a confirmation of the number of booking requests to be rejected which if confirmed will then reject all those requests.

The “Approve All” button when clicked will also a confirmation of the number of booking requests to be approved, which if confirmed will then attempt to approve all those requests.

The order that these requests are approved in is important – as it may not be possible to automatically approve all booking requests. For example, if two requests have been made by two different clients for the same venue and times, they both can’t be approved).

In such instances, a “Bulk Approval Order” setting (found via MIDAS Admin Options → Manage MIDAS → Web Requests) will determine the order (priority) in which booking requests will be bulk processed for approval. The four possible options are as follows:

  1. Earliest Requested First (Requests that were made earlier will be approved before requests that were made more recently)
  2. Latest Requested First (Requests that were made more recently will be approved before requests that were made earlier)
  3. Earliest Commencing First (Requests for bookings starting sooner will be approved before requests that start further in the future)
  4. Latest Commencing First (Requests for bookings starting further in the future will be approved before requests that are due to start sooner)

You can read more about some of the other exciting improvements coming in v4.14 here!

MIDAS v4.14 is now available – Find out more

One of our customers recently contacted us to report a strange issue whereby booking requests made through their MIDAS scheduling system were seemingly vanishing from their system.

The “Booking Request” features of MIDAS, allow people to submit booking “requests” which then require approval by an administrator before becoming a “confirmed” booking.

There are a number of reasons why a booking request may legitimately appear to “vanish” from the system; first of all, another administrative user may have already rejected the original booking request, or the original requestor may have changed their mind and canceled their own request.

When a person makes a booking request, MIDAS automatically send them an email notification containing details of the request they’ve submitted. These email notifications also contain a “booking request cancellation link” allowing them to cancel their request if for whatever reason they’ve changed their mind before their request is approved.

Inspecting the provided “Recent Activity Log” for the customer’s MIDAS system, there was no evidence to suggest that another user had simply rejected the missing booking requests.

There was however evidence that the booking request cancellation links, contained within the notification emails sent to original requestors had been clicked.

The customer was confident that no-one had clicked these cancellation links in their emails.

Now, the “Recent Activity Log” within MIDAS is very useful – not only does it record actions performed within a MIDAS system, it also records the user who performed the action (where applicable), the time/date the action occurred, and the IP address of the device which performed the action.

This allowed us to correlate booking request cancellation link clicks with the IP addresses from which each originated.

Interestingly, the IP addresses could all be traced back to Barracuda Networks, Inc, a company offering security products, including email security and spam filters.

So what was going on?

Once upon a time spam filters could easily detect spam email messages, as spammers tended to the same domains in their spam. As a result, spam filtering software could simply scan the content of an email message, and cross-reference any links contained within against a list of known spamming domains (known as a “blacklist”).

Many spam filters still behave in this way, however, in an attempt to stay one step ahead of the spammers, some spam filtering software/services – such as those provide by Barracuda Networks, Inc, go one step further and actively “click” EVERY link in every email they scan. The purpose behind this is to analyze the content and domain every link points to.

Whilst this will most likely help reduce spam further for the recipient, it can have a number of undesired consequences for users!

For example, if the recipient subscribes to any newsletters/mailing lists which contain a one-click unsubscribe link at the bottom, they will be automatically unsubscribed simply by receiving the email itself, before they even open it – let alone click the unsubscribe link!

The same thing was happening for our customer’s booking request notification emails – the booking request cancellation links were being automatically “clicked” by the spam filtering software/services which were scanning the recipient’s email.

Balancing user convenience vs aggressive mail scanners

We’ve always believed in making things as easy as possible for users – which is why we originally made canceling booking requests as simple as a “one-click” link – click once, and your request is canceled.

However, in light of these recent issues, we’re making a small change for MIDAS v4.12. Canceling a booking request will now unfortunately be a two-step process. Clicking a booking request cancellation link in a notification email will take the requestor to a web page where they will need to then click a confirm button in order to cancel their request.

The introduction of this second confirmation step, whilst less convenient for the end-user, will at least prevent aggressive mail filtering software/services which automatically “click” every link in every email, from automatically canceling booking requests without any human interaction.

The same “two-step” behavior will also be applied for links in booking/invoice reminder emails to suppress future reminders from a MIDAS system.

In the meantime, if you’re running an earlier version of MIDAS, and notice your booking requests being automatically canceled without any intervention, please check and adjust the settings in your mail scanning/filtering software to “whitelist” email from your MIDAS system or prevent the automatic following of links within email.