If a hall or venue is unavailable after an enquiry has been made, the Scribe Bookings system does not currently have a built-in option to notify customers directly from the Enquiries screen. However, there is a workaround that uses the cancellation feature and email templates to communicate with customers. Below are the steps to follow.

Workaround: Use the Cancellation Email to Notify the Customer

1. Convert the Enquiry to a Booking:

   • Navigate to Enquiries → click on the relevant enquiry to open it.
   • Select Convert to Booking. The booking record will be created immediately.
   • Change the status of the booking to Cancelled directly after converting it. There is no need to set it as provisional.
   • Save the booking. This action will trigger the system to send a cancellation email to the customer.

2. Customise the Cancellation Email:

   • Navigate to CRM → Templates.
   • Locate the cancellation email template.
   • Edit the template to include a generic message that works for all cancellation scenarios. For example:

     "Your booking request has been cancelled. This may be due to the venue being unavailable for the requested date and time. If you have any questions or wish to discuss alternative options, please contact us."

3. Save and Test:

   • Save the changes to the template.
   • Test the process by cancelling a booking to ensure the email reflects your updates correctly.

Notes

• Why Use This Method?
  • This approach ensures the customer receives an automated notification without requiring manual email follow-ups outside the system.
• Generic Messaging:
  • The cancellation email template should remain generic to accommodate various reasons for cancellations, including unavailability, double bookings, or customer changes.

Request for Feature Improvement

If this workaround does not fully address your needs, please let us know. We are considering adding a "Send Email" option directly from the Enquiries screen in future updates to streamline this process.

For further assistance, feel free to contact our support team.