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Add a Localist Event to an Existing Reservation

Updated: Andrew Tat Edited:

Add a Localist Event to an Existing Reservation

Overview

If a reservation was created without linking a Localist event, you can add one afterward from the reservation details page. This is available to both reservers and administrators, and supports the same create and link options as the booking flow.

Prerequisites

  • The Localist integration must be enabled on your platform. If it is not available, contact your Partner Success Manager or support@concept3d.com.
  • You must have permission to create events in Localist.
  • The reservation group must have a status of Pending or Approved. The option is not available on cancelled or rejected reservations.
  • The reservation group must not already have a linked Localist event. If one is already linked, the Go to Localist Event button appears instead.

Steps

For Reservers

  1. Navigate to your reservation details page.
  2. If no Localist event is linked, an Add to Localist Calendar button appears on the page.
  3. Click Add to Localist Calendar. You will be taken to a dedicated Localist linking page.
  4. Choose whether to Create a new Localist event or Link an existing one (see details below).
  5. Complete the form and submit.
  6. On success, you are returned to the reservation details page, where the Localist event details and Go to Localist Event button now appear.

For Admins and Event Coordinators

  1. Navigate to the reservation review page for the group.
  2. If no Localist event is linked, an Add to Localist Calendar button appears on the page.
  3. Click Add to Localist Calendar. You will be taken to a dedicated Localist linking page.
  4. Choose whether to Create a new Localist event or Link an existing one (see details below).
  5. Complete the form and submit.
  6. On success, you are returned to the reservation review page, where the Localist event details and Go to Localist Event button now appear.

Create a New Localist Event

On the linking page, select the Create tab.

  1. Enter the event name, description, and any classifications (filters, groups/departments).
  2. For multi-date or recurring reservations, choose an event mode:
  3. Event with Instances: one Localist event with one instance per reservation date.
  4. Separate Events: one independent Localist event per reservation date.

If the reservation group spans multiple spaces, only Separate Events mode is available.

  1. Submit the form.

For a full explanation of event modes and when to use each, see Localist Integration Overview.

Link an Existing Localist Event

On the linking page, select the Link tab.

  1. Search for and select the existing Localist event.
  2. Room Reservations will match the event's instances to the reservation dates.
  3. If a mismatch is detected, a warning will appear indicating which Localist instances conflict with the reservation dates. Conflicting instances will be overwritten with the reservation dates on submission.
  4. Submit the form.

Troubleshooting

The Add to Localist Calendar button does not appear. This can occur if: - A Localist event is already linked to the reservation (look for the Go to Localist Event button instead) - The reservation is in a Cancelled or Rejected status - The Localist integration is not enabled on your platform

If the integration should be available, contact your administrator or support@concept3d.com.

I receive an error when creating or linking an event. An error message will appear on the linking page. The reservation is not affected. Review the error, correct any issues with the form, and submit again. Your form input is preserved.

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