Moving events between Spaces — Help

Rooms get renamed. Two small function rooms become one big one. A booking goes in the wrong Space and nobody notices until the week of. And the commonest one of all: you ran for years without Spaces at all, added them last month, and every booking you have ever taken is sitting there with no Space against it.

Fixing that one booking at a time is an afternoon. The Move events panel does the whole lot in one pass, and checks every move against your double-booking rules before it commits anything.

Where it lives

Go to Spaces and click a Space to open it. Below the Space's own details is a card headed Move events.

The panel is anchored to the Space you opened, and it works in two directions, one per tab:

Move out. The events currently in this Space, headed somewhere else. You pick the destination.
Bring in. The events with no Space at all, headed here. There is no destination picker on this tab, because this Space is the destination.

Both tabs carry a count, so you can see there is something to deal with without clicking.

Moving events in from another Space is not offered, and does not need to be. That is the same move seen from the other Space's own panel, so open that Space and move them out. Unassigned bookings were the only ones with no panel of their own, which is what Bring in is for.

Moving events out of a Space

On the Move out tab you get the upcoming events linked to this Space, each with its date, times, status and pax.

Tick the ones to move, or use Select all.
Choose where they go in Move selected events to.
Click Preview move.

Nothing has been written at this point. The preview is the part worth reading.

Bringing in unassigned bookings

The Bring in tab lists every event that has no Space set. Tick, preview, confirm, same as above, with two differences.

Include past events. Off by default. Back-filling a Space you created after years of trading is the main reason anyone opens this tab, and those bookings are all in the past, so the toggle is right there. With it on, the list carries the year on each row, because "Sat 1 Aug" is ambiguous once several years are in play.

The list shows the first 100. If you have more than that, the panel says so. Move the batch and the next hundred appear. It is not a limit on how much you can move, just on how long the list gets.

Reading the preview

The preview lists every event you ticked, marked one of two ways.

A green check means it moves cleanly.
A red cross means it is held back, with the reason underneath: which booking it would clash with, and when that booking runs.

A blocked row is a genuine double-booking in the destination, judged by exactly the same rule as saving an event by hand. See Preventing a double-booked Space for how the overlap is worked out and how "allow concurrent bookings" changes it.

Two things in the preview are worth knowing about:

The batch is checked against itself, not just against the destination. Two events you have ticked can clash with each other while both look clear in the database, because neither of them is in the destination yet. Select all over a back-fill makes that easy to do by accident. Each event that passes joins the list the next one is tested against, so a bulk move cannot smuggle in an overlap that saving them one at a time would have refused. When that is what happened, the reason says so: "also in this move".

Capacity is a warning, not a block. If an event's pax is over the destination's capacity you get a "Heads up" line, and it moves anyway. Capacity is a number you set as guidance, and plenty of rooms take more than their comfortable number for a standing event. A double-booking is a real conflict; over capacity is your call.

Events at Enquiry or Cancelled status hold nothing, so they never clash and never block anything else in the batch.

Moving one across anyway

Some clashes should be overridden. A pencilled hold, a note event, a provisional that everyone knows is not happening: on a bulk move these are usually the ones the guard refuses, and they need to travel with the rest.

Every blocked row carries a Move anyway tick. Tick it and the row changes from red to amber, the reason stays visible (it still has to say what it overlaps), and the button count goes up.

There is deliberately no "override all". The whole point of the preview is that each clash gets read before it is waved through, and one button that skips that would undo it.

Overriding one event never holds back another. A waved-through booking is not added to the list that later rows are tested against, so nothing that showed you a green check quietly turns into a cross because of a decision you made further up.

Confirming

Click Move N events.

The conflicts are checked once more on the way through, because another booking could have landed in the destination between your preview and your click. Anything that no longer clears is skipped rather than forced, so a stale page can never punch a double-booking through on its own. Your Move anyway ticks still stand.

You get a summary in plain numbers: how many moved, how many moved despite a clash, and how many were skipped.

What actually changes

The event's Space, and one other thing: the Zone is cleared.

A Zone is a slice of a particular Space, so "stage left" or "east wing" describes the room it was set in and means nothing in the next room along. Rather than carry a label that is now wrong, the move blanks it, and you set a new Zone on the events that need one. This is also why the double-booking check in the preview assumes a blank Zone: it is testing the booking as it will exist after the move, not as it is now.

Nothing else on the event is touched. Times, pax, crew, run of show, pricing, files, all unchanged.

Crew looking at the live link for a moved event pick up the new venue card by themselves, with the new address, access instructions and site contact. You do not have to resend anything.

What is not in the panel

Past events, on the Move out tab. It lists upcoming bookings only. History stays where it happened, which is what a report of last year's numbers depends on. Past bookings are reachable on Bring in, where the whole job is back-filling them.
Moving to a Space in another account. Spaces belong to your account.
Undo. There is no single-click reversal, but the move is not destructive: open the destination Space, tick the same events on Move out, and send them back. The only thing you cannot get back this way is a Zone that was cleared.

What a Space is covers the Space record itself, including Zones and the capacity figure the preview reads.
Preventing a double-booked Space covers the clash rule the preview runs, and the "allow concurrent bookings" toggle.
A default Space for new leads covers where a booking's Space comes from in the first place.
Tracking events from enquiry to done covers the statuses that decide whether an event holds a room.
Reports covers Space utilization, which is the report that changes when you move bookings around.