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Using CRM for scheduling room availability

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Posted on by gvol10110

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Greetings to all!

I am somewhat new to 365 Sales (CRM), i come from NAV (ERP) background. I want to know if there is a way in 365 Sales to book rooms. For instance, i have 12 rooms - lets imagine these rooms are party halls. Each opportunity i create has a date and duration for which i can "soft-book" the particular room. When finally the opportunity is won or paid for, booking is set. With this data i would want to see a calendar which would show me at a glance, which room is booked during particular day/week/month and maybe even give ability to move things around or adjust things like number of people attending, etc.

What would be helpful is some guide or user story that explains how this can be achieved in CRM. Or any pointer into this direction.

Thanks!

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LuHao 40,892 on at

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Hi Greg,

You could create a custom entity for room.

What is the relationship between room and opportunity? Is one room for one opportunity, or one room for multiple opportunities?

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gvol10110 105 on at

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Hao, it would be one or more rooms for an opportunity. How would this transpose onto a calendar? I only seen calendar in field service.

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LuHao 40,892 on at

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Hi Greg,

Do you mean that one opportunity corresponds is for multiple rooms, and one room is for only one opportunity? (This relationship is similar to a parent having multiple children and a child having only one parent.)

If so, please follow these steps.

Step 1. create a custom entity for room.

Go to Advanced Settings > Customizations > Customize the System, new a entity.



Enter Display Name as Room, select its properties. Save and close.

Step 2. Go to Room > N:1 Relationships, New it.

Select Primary Entity to Opportunity, enter Display Name to Opportunity. Save and close.

Step 3. Go to Fields, edit statuscode.

Add some options, like soft-book, booking. Save and close.



Step 4. New two fields of Soft-book time and Booking time, set as follow.



You could new some fields, like number of people attending, location,

Step 5. Go to Views, edit the Active Rooms.



Add columns, select Status Reason and the two time fields above. Save and close.

Step 5. Go to Opportunity > Forms, edit the Opportunity Main form.

Insert a sub-grid, select Entity to Rooms(Opportunity). Save and close.



Finally Publish All Customizations.

In this way, Room is built in CRM.

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LuHao 40,892 on at

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Hi Greg,

To display the rooms as a calendar, we need to add a calendar control to the view of the Room entity.

Step 1. In the Customize the System panel, go to Room > Views, new a view for soft-book time, click Custom Controls, Add Control, add Calendar Control.



Select Start Date and Descritption to soft-book time.



Step 2. Then new a view for Booking time, add Calendar Control, and select Start Date and Descritption to Booking time.

Publish All Customizations.

Step 3. Go to Advanced Settings > My Apps, open the CRM app designer. Open the Site Map.



Add a subarea and select Entity to Room. Save and publish.

Step 4. Go to CRM app and click Rooms, select the view just created, select Show As to CC_Calendar_Name, it will be displayed in the form of a calendar.



In this case, Room's calendar form is complete.

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LuHao 40,892 on at

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Hi Greg,

In the Opoportunity form, we can link the Opportunity and Room by the sub-grid.

We can create a workflow or flow, whenever a Room is added to Opportunity's sub-grid, the status reason of this Room is updated to soft-book, and the field soft-book time of Room is updated. Whenever Opportunity is won, the status reason of Rooms in the sub-grid is updated to Booking, and the field Booking time of Room is updated.

As for how to automatically updating the fields soft-book time and Booking time, this is another long answer. Please post a new thread, and I will help you in the new thread.

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