Managing bookings

In these notes:

Using the client bookings tab

You can see all of your bookings for a client at a glance by going to the client bookings tab. Find the client you want by clicking on Clients in the main menu and searching, and click on the Bookings tab.

2023-08-22 14 52 01 Getting Started booking grid.jpg

Bookings allocated to a premium page show yellow, and bookings which haven’t been yet allocated to a specific page show dark blue. Bookings show light blue after they have been set on the flat-plan.

You can drag and drop a booking into a different issue by clicking on the cross-arrows and moving the box into a new issue.

2023-08-22 13 29 58 Getting Started Cross Arrows.jpg

Clicking on the magnifying glass will take you to the booking on the flat-plan, where you can place it on to the page you want.

2023-08-22 12 52 58 Getting Started - magnifying glass.jpg


The booking details screen

When you click on a booking, for example from the client bookings tab or from the Bookings screen, you will see the details for that booking. 

This lists all the bookings that were created together in a booking set. Across the top you can see all the active artwork belonging to this client. Each artwork box lists the publications the artwork is assigned to. The publications listed in red refer to the current booking set. 

If you want to add more bookings later on, it is possible to do this by adding to the same booking set by using the green plus buttons next to each booking. However, it is usually best practice to start again with a new booking set by going to the client booking screen and clicking “Click to book” as you did when you created your first booking.

It is a good idea to make sure your booking sets do not get too big and unwieldy as this affects performance.

Collapsing the booking lists

If you have a lot of bookings in a booking set, or if you work with several publications, you can click on the purple heading bar of one of your publications to hide that list.

You can also click on the company name to hide the artwork. Clicking a second time reveals the lists again.

If you have several publications, Ctrl + Click (PC) or Cmd + Click (Mac) will collapse all of them at once.

Ongoing bookings

If your client has bookings in every issue, you can create an ongoing booking by switching on “Ongoing”. MagManager will then create a booking line for every issue that you currently have set up.

When you come to creating new issues of your publications, a new booking line for that issue will automatically be added to the client's existing ongoing booking.   The artwork applied to the new booking will be the same artwork that applied to the last booking. 

To take the ongoing setting off.  Click the toggle switch, it will turn grey then save the booking.


Using ‘Booked by’ instead of ‘Assigned to’ on bookings

By default, MagManager is set up so that bookings are associated with the user that the client is ‘assigned to’. This can be changed so that instead, the person who makes the booking selects their own name in a ‘booked by’ box. This means that different users in your team can make bookings on the same client, perhaps for different publications.

To set this up, go to System Settings > Under Settings > Click System Defaults.
Under Site Defaults, switch on the toggle next to ‘Use Booked by rather than Assigned To on Bookings’.

Booked by.jpg

When you have done this, you will see a new box when you are creating bookings, and this allows you to select who the booking is made by. By default, the user the client is assigned to will be selected.

Booked by name.jpg

When you go to the Bookings screen, the ‘assigned to’ column will be replaced by a ‘booked by’ column, indicating who is responsible for the booking.

Booked by column.jpg



Using the Bookings screen

Up to this point, these notes have focused on working with bookings for a single client. We will now look at how you can get an overview of all your bookings. This is best done by going to the Bookings screen (click Bookings on the top navigation bar).

Clicking on the three-bar menu icon in the top-left of the screen will make the left-hand sidebar appear or disappear.

In this left-hand sidebar, you will first see a list of all your publications, followed by “Miscellaneous” for any miscellaneous bookings that are not attached to any publication.

Under your publications, you will see a list of all “active” issues you have set up. 

Clicking on the publication(s) and issue(s) you want will give you a list of all bookings for the relevant publication(s) and issue(s).

From this bookings list, you can see at a glance who the booking is assigned to, its section, the booking type, the cost of the booking (Amount) and whether the booking has been invoiced. At the bottom of the Amount column you will see the total amount for the current selection of bookings.

The list can be ordered, for example by amount, by clicking on the up and down arrows at the top of each column. 

You can also filter your bookings by using the Search box. For example, if you want to find all bookings assigned to Suzy Mills, put her name in the search box. When the bookings are filtered in this way, the total at the bottom of the Amount column will change. This means, for example, that you can see the total for Suzy’s bookings for the current issue.

Downloading reports from the client screen

You can download reports (in pdf, xlsx or csv format) from the booking screen by clicking on the print icon that appears at the top-right of the screen. 

2023-08-22 12 52 58 Booking screen - print icon.jpg

Using flags with bookings

To sort bookings by the flags you have set on a client, click the filter icon (it looks like a funnel) at the top of the Flags column. 

You can then select bookings where there “IS” a given flag, or where there is “NOT” a given flag. In the screenshot below, we have selected bookings for clients who have the blue and orange flags.

2023-08-22 15 39 07 Bookings flags.jpg


Have more questions? Submit a request


Please sign in to leave a comment.