Relationship between Booking Events and related Booking Products
Learning Objectives
- What is field relationship?
- How does this relationship work with agreed and actual guests
- How does this relationship work with start and end times
What is a field relationship?
A field relationship is when changes in one field automatically update other related fields.
Example:
Consider two related fields: Field 1 and Field 2. When you change Field 1, Field 2 updates automatically.
- Field 1: Ice
- Field 2: Cream
If you update Field 1 to "Lolli," Field 2 changes to "Pop."
Breaking the Relationship
In some cases, changing Field 2 back to "Cream" won't affect Field 1, which will stay as "Lolli." This allows flexibility and control over field relationships, giving users the ability to 'break' the connection when needed.
How does this relationship work with Agreed and Actual guests?
By default, this relationship is enabled. However, depending on how your org is set up, the relationship between Agreed and Actual guests for Booking Events and related Booking Products may be enabled or disabled. Please consult your Admin to understand your org's specific configuration.
If the relationship is enabled, here’s how it works...
- When an Event and a related Booking Product both have the same values for Agreed and/or Actual guests, any changes made to the Booking Event will automatically update the Booking Product.
Example: If a Booking Event has Agreed Guests = 10 and Actual Guests = 9, and the Booking Product also has Agreed Guests = 10 and Actual Guests = 9, then updating the Booking Event to Agreed Guests = 20 and Actual Guests = 19 will update the Booking Product to the same values.
- If the Booking Event and related Booking Product have different values for Agreed and/or Actual guests, changes made to the Booking Event will not update the Booking Product.
Example: If a Booking Event has Agreed Guests = 15 and Actual Guests = 9, and the Booking Product has Agreed Guests = 10 and Actual Guests = 3, then updating the Booking Event to Agreed Guests = 20 and Actual Guests = 19 will leave the Booking Product unchanged.
- If a user updates the Booking Product with higher numbers for Agreed and/or Actual guests than those on the Booking Event, the Booking Event will update to match the Booking Product.
Example: If a Booking Event has Agreed Guests = 15 and Actual Guests = 9, and a user updates the Booking Product to Agreed Guests = 20 and Actual Guests = 19, the Booking Event will update to those same values.
- To break the relationship between a Booking Product and a Booking Event, a user can update the Booking Product’s Agreed or Actual guests.
Example: If a Booking Event has Agreed Guests = 15 and Actual Guests = 9, and the Booking Product has the same values, updating the Booking Product to Agreed Guests = 10 and Actual Guests = 5 will mean the Booking Event remains at Agreed Guests = 15 and Actual Guests = 9. Any further updates to the Booking Event will not affect the Booking Product.
If the relationship is disabled, here’s how it works...
Any changes made on either Event or related Booking Products fields Agreed or Actual guests, neither Event or related Booking Products will be affected / update.
How does this relationship work with Start-End times?
On our Booking Product page, there is a checkbox called 'Impact Timing'. This feature controls whether the start and end times of related Booking Events and Booking Products are validated and synchronized. If unchecked, there will be no validation on the relationship. If checked, the following scenarios will occur:
If the 'Impact Timing' checkbox is checked, here's how it works...
Booking Product Start/End Time Outside Event Time
If the start and/or end time of a Booking Product is outside the start and end time of the related Booking Event, the Event's time will adjust to include the full interval of the Booking Product.
Example: If a Booking Event is scheduled from 10:00 to 14:00, and the Booking Product is created or updated to have a time from 09:00 to 11:00, the Booking Event's start time will change to 09:00 while the end time remains 14:00.
Booking Product Start/End Time Within Event Time
If the start and/or end time of a Booking Product falls within the start and end time of the related Booking Event, the Event's times will remain unchanged.
Example: If a Booking Event is from 10:00 to 14:00, and the Booking Product is created or updated to have a time from 10:00 to 11:00, the Booking Event's times will remain 10:00 to 14:00.
Event Start/End Time Updated Within Booking Product Time
If the start and/or end time of a Booking Event is updated and now falls within the start and end time of a related Booking Product, the Booking Product's times will adjust to match the Event's new times.
Example: If a Booking Product is scheduled from 10:00 to 14:00, and the Booking Event is updated to have a time from 11:00 to 12:00, the Booking Product's times will change to 11:00 to 12:00.
If the 'Impact Timing' checkbox is unchecked, here's how it works...
Any changes made on either Event or related Booking Products start or end times, neither Event nor related Booking Products will be affected / update.
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