Spotting an overbooking: rooms and rental items

Univents warns you as soon as two events share the same room or a rental item is scheduled more often than you own it. The notice appears where you plan: in the events overview and on the quote.

Important: The notice does not block anything. You can still book, save and send. If you overbook on purpose — because you reorder or sublet — nothing stops you.

Where the notice appears

In the events overview every affected event carries a "Possibly overbooked" notice:

• In the list and season views as a small warning icon next to the status.
• In the status view (Kanban) at the top of the card.
• In the calendar view as a warning icon inside the event bar.

Hover over it and you'll see which room is double-booked, or which items fall short.

On the quote (and on every other document of the event) the same notice sits above the line items.

When rooms trigger the warning

The warning fires when two events in the same room overlap in time.

The calculation is to the minute, not to the calendar day. A morning event and an evening event in the same room therefore stay quiet, because they do not collide. Two events that both run from 2 pm to 8 pm do trigger it.

If an event has no end time, Univents assumes six hours from its start.

Rooms that belong together count together. If you set up a hall made of several sub-rooms, booking the hall also blocks its sub-rooms — and the other way round.

When rental items trigger the warning

The warning fires when more units are scheduled for the period than exist.

This requires the product to be marked as a rental item and to carry a stock figure. If no stock is maintained, or the item is set to "unlimited availability", there is no notice — Univents does not guess.

A buffer time set on the product (for transport, cleaning, return) is included: it extends the occupancy before and after the event.

If a booking line carries its own rental dates, those apply; otherwise the event's period does.

What is never flagged

• Past events. The notice only appears on events that are still upcoming or currently running. There is nothing left to change about a finished date, so a notice there would only be noise.
• Events without a start date — with no period there is nothing to compare.
• Events without a room.
• Cancelled events neither count as occupancy nor get a notice themselves.
• Lines in baskets, cancelled or expired orders hold nothing.
• Products that are not rental items. Consumables use the regular stock display.

Switching the notice off for a room

Some rooms are deliberately used for several events at once — a large hall managed as a single venue, for example.

1. Open Venues and pick the room.
2. Under Parallel events, enter how many events may run there at the same time.
3. Save.

From then on Univents only warns above that number. Enter 99 and the room counts as unlimited, so no notice appears at all.

Frequently asked questions

Why is there no notice on a past event, even though something did overlap there? The notice only appears on events that are still upcoming or currently running — where you can still change something. On a finished event it would be noise, and it would bury the notices that matter.

Until when does an event count as “still running”? Until it ends. A multi-day event that started yesterday and ends tomorrow therefore keeps its notice. If the end time is missing, Univents assumes six hours from the start.

Does a finished event still count as occupancy? Yes. If your running event overlaps one that has already ended, you still get the notice — the finished event really did occupy the room. It just no longer carries a notice of its own.

The notice appears although the two events are in different rooms. Check whether the rooms belong to a shared group. A hall and its sub-rooms block one another.

I see the notice on a quote that has no rental item on it. The event is checked, not the individual document. If the room is double-booked, the notice appears on every document of that event.

Why does the web shop stop customers earlier? The public booking page enforces a real block: a guest cannot order an occupied room or a sold-out rental item in the first place. Internally it is only a notice, so that you can overbook deliberately.