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Scheduler Booking Terms Guide A complete guide to term-based booth scheduling Generated: January 19, 2026 Table of Contents 5 Introduction to Booking Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 What Are Booking Terms? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Why Term-Based Pricing Matters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Overview of the Four Term Types 6 Understanding Term Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Day Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Week Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Month Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Events Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Term Type Comparison 8 Assigning Booths with Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Step-by-Step Assignment Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Step 1: Select Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Step 2: Open the Assignment Modal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Step 3: Select the Term Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Step 4: Choose Booths and Spaces . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Step 5: Add Rentals (Optional) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Step 6: Review and Confirm 9 What Happens When Assigning Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Term Creation Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Event Grouping Logic by Term Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Draft Invoice Creation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Price Calculation and Breakdowns 10 Unbooking for a Day (Debook Workflow) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Why Unbooking Removes the Entire Term . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 How the Debook Modal Works . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Event Selection and Group Behavior . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 What Happens to Remaining Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Refund Invoice Creation 12 Invoice Integration with Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Draft Invoices vs Released Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Invoice Items Linked to Spaces and Rentals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Releasing Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Single Invoice Release . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Merged Invoice Release . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Auto-Pay Release . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Due Date Calculation by Term Type 14 Correcting Mistakes: Unbooking Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 When to Unbook vs When to Convert . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Unbooking Different Term Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Unbooking Day Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Unbooking Week Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Unbooking Month Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Unbooking Events Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Refund Handling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Credit Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Actual Refund . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Events Becoming Pending After Unbook 16 Correcting Mistakes: Converting Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 What is Term Conversion? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Conversion Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Price Redistribution During Conversion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Split Invoice Option for Draft Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Step-by-Step Conversion Workflow 18 Adjusting Existing Bookings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 Adding/Removing Booths from a Term . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 Adding a Booth . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 Removing a Booth . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 Modifying Rentals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 How Adjustments Affect Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 Adjustment Invoices for Paid Bookings 20 Quick Reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Term Type Comparison Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Common Scenarios and Solutions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Troubleshooting Tips Introduction to Booking Terms What Are Booking Terms? A booking term is a grouping mechanism that bundles one or more market events together for pricing and invoicing purposes. When you assign a vendor to booth spaces, the system creates a term that determines how those events are priced and billed. Terms are the foundation of the scheduler's pricing system. They allow markets to offer different pricing structures based on how vendors commit to their booth space—whether for a single day, a full week, an entire month, or all events. Why Term-Based Pricing Matters Term-based pricing provides flexibility for both markets and vendors:  Volume discounts: Markets can offer better rates for longer commitments  Predictable revenue: Events terms help markets forecast income  Vendor flexibility: Vendors can choose commitment levels that fit their needs  Simplified billing: Multiple events are grouped into single invoices  Automated pricing: The system calculates correct prices based on term type Overview of the Four Term Types The scheduler supports four term types, each representing a different commitment level:  Day: Single market day bookings—maximum flexibility, typically highest per-day rate  Week: All events in a calendar week grouped together—moderate commitment  Month: All events in a calendar month grouped together—longer commitment  Events: All events grouped together—maximum commitment, typically best rate Understanding Term Types Day Terms Day terms are the smallest booking unit. Each day term covers exactly one market event. This is ideal for vendors who want maximum flexibility or are testing a new market. Events Included Single market day Grouping Logic Each event gets its own term Best For Occasional vendors, new vendors, fill-in bookings Invoice Behavior One invoice item per day term Week Terms Week terms group all market events within a calendar week (Sunday through Saturday) into a single booking unit. The week is determined by the event's week number in the calendar year. Events Included All events in the same calendar week Grouping Logic Events grouped by week_num Best For Vendors attending multiple days per week Invoice Behavior One invoice item per week term Note: If a market has events on Saturday and Sunday of the same weekend, they will be in different week terms because they span two calendar weeks. Month Terms Month terms group all market events within a calendar month into a single booking unit. This provides a good balance between commitment and flexibility. Events Included All events in the same calendar month Grouping Logic Events grouped by month_num and year_num Best For Regular vendors with monthly commitment Invoice Behavior One invoice item per month term Events Terms Events terms are the largest booking unit, covering all events. This typically offers the best per-day rate but requires the highest commitment level. Events Included All events Grouping Logic Single group for all events Best For Committed vendors who attend every market day Invoice Behavior One invoice item for all events Term Type Comparison Here's a quick comparison of all four term types: Term Type Events Included Partial Debook Result Day Single day Term deleted, day marked pending Week All events in week Entire week term deleted, all days pending Month All events in month Entire month term deleted, all days pending Events All events Entire events term deleted, all pending Assigning Booths with Terms Step-by-Step Assignment Workflow Assigning booths in the scheduler follows a consistent workflow regardless of which term type you choose. Here's how it works: Step 1: Select Events In the scheduler grid, select the event cells you want to book for the vendor. You can select multiple events by clicking and dragging, or by holding Ctrl/Cmd while clicking individual cells. Step 2: Open the Assignment Modal Right-click on the selected cells and choose "Assign" from the context menu, or use the keyboard shortcut. This opens the booth assignment modal. Step 3: Select the Term Type In the assignment modal, choose the term type that matches the vendor's commitment level. The available options depend on your market's configuration. Important: The term type you select affects pricing and determines how events will be grouped. Choose carefully based on the vendor's commitment and your market's pricing structure. Step 4: Choose Booths and Spaces Select the booth spaces to assign. You can assign multiple spaces if the vendor needs more room. Each space will be included in the term. Step 5: Add Rentals (Optional) If your market offers equipment rentals (tables, tents, electricity, etc.), you can add them here. Rentals are priced according to the term type and included in the same invoice. Step 6: Review and Confirm Review the assignment summary showing:  Events being booked  Spaces being assigned  Rentals being added  Calculated prices by term type  Total amount for the booking Click "Confirm" to complete the assignment. What Happens When Assigning Events Term Creation Process When you confirm a booth assignment, the system performs several operations behind the scenes:  Creates one or more booking terms based on the term type you selected  Links each selected event to its appropriate term  Calculates prices based on the term type's pricing rules  Creates draft invoices with line items for spaces and rentals  Updates the scheduler grid to show the booking Event Grouping Logic by Term Type The system groups events differently depending on the term type selected: Term Type Grouping Field Example Day event.id Each event = 1 term Week event.week_num Events in week 23 = 1 term Month event.month_num + year_num June 2024 events = 1 term Events All events All events = 1 term Draft Invoice Creation Each term generates a draft invoice containing:  Space line items: One item per booth space assigned  Rental line items: Items for any equipment rentals added  Calculated amounts: Prices based on term type pricing configuration  Due date: Calculated based on term type (e.g., weekly terms due at week start) Draft invoices are not sent to vendors automatically. They remain in draft status until you explicitly release them. This gives you time to review and make adjustments before billing. Price Calculation and Breakdowns The scheduler calculates prices using your market's fee configuration. Different term types can have different base prices, allowing you to offer discounts for longer commitments. For example, if your pricing is:  Day rate: $50 per day  Week rate: $200 per week (saves $50 vs. 5 day rates)  Month rate: $700 per month (saves $100 vs. 4 week rates)  Events rate: $2,500 for all events (saves $300 vs. 4 month rates) The system will automatically apply the correct rate based on the term type selected during assignment. Unbooking for a Day (Debook Workflow) Critical Concept: When you "debook" (unbook) even a single day, the system removes the entire term that contains that day—not just the individual day. This is a fundamental principle of term-based booking. Why Unbooking Removes the Entire Term Terms are priced as units, not as collections of individual days. A week term has a week price, not 7 × day price. Therefore, you cannot partially fulfill a term—either the vendor has the whole term or none of it. When a vendor needs to miss a day that's part of a larger term (week, month, or events), the proper workflow is:  Unbook the entire term  Rebook the days they can attend with appropriate term type(s)  Process refunds/credits as needed How the Debook Modal Works To debook events:  Select the booked event(s) in the scheduler grid  Right-click and choose "Unbook" from the context menu  The debook modal shows all events in the affected term(s)  Review the refund amount that will be generated  Confirm to proceed with the debook Event Selection and Group Behavior When you select events to debook, the modal will show all events in the affected terms, not just the events you selected. This ensures you understand the full impact of the debook action. For example, if you select one Wednesday to debook from a week term, the modal will show all 5 market days in that week term, indicating they will all become pending again. What Happens to Remaining Events After a debook, all events that were in the deleted term are marked as pending. They appear in the scheduler as unbooked cells, ready to be assigned again with a new term. This means you can then:  Rebook the same vendor with a different term type  Rebook individual days as day terms  Assign the space to a different vendor  Leave the space unbooked Refund Invoice Creation When you debook a term that has a released (paid or sent) invoice, the system automatically creates a refund invoice. This is a negative invoice that offsets the original charge.  Refund invoices have negative line item amounts  They reference the original invoice for tracking  Depending on settings, refunds can be applied as credits or actual refunds  If the original invoice was unpaid, it may be voided instead Invoice Integration with Terms Draft Invoices vs Released Invoices The scheduler creates invoices in draft status. Draft invoices:  Are not visible to vendors  Can be freely edited (add/remove items, change amounts)  Can be deleted without consequences  Do not generate notifications Released invoices (ONE_TIME status) are the opposite:  Are visible to vendors in their dashboard  Generate email notifications when released  Cannot be directly edited—changes create adjustment invoices  Require refund invoices for cancellations Invoice Items Linked to Spaces and Rentals Each invoice contains line items that link back to the term's components: Item Type Source Description Format Space Booth assignment "Corner Booth - Week 23" Rental Equipment rental "Table (x2) - Week 23" Adjustment Post-release change "Adjustment: added table" This linkage allows the system to track what each charge is for and automatically handle refunds when bookings change. Releasing Invoices You have several options for releasing draft invoices: Single Invoice Release Release individual invoices one at a time. Good for spot-checking before sending or when handling special cases. Merged Invoice Release Combine multiple draft invoices for the same vendor into a single invoice. This reduces the number of notifications vendors receive and simplifies their payment process. Auto-Pay Release If vendors have auto-pay enabled (saved payment method), releasing an invoice will automatically charge their card. The invoice moves directly to paid status. Tip: Review all draft invoices before a bulk release. Once released, changes require adjustment invoices which create more complexity. Due Date Calculation by Term Type Invoice due dates are calculated based on the term type and your market's configuration: Term Type Typical Due Date Logic Day Day of the event, or X days before Week Start of the week, or Monday of that week Month First day of the month Events First event date, or configured date Correcting Mistakes: Unbooking Terms Mistakes happen. A vendor was assigned to the wrong booth, the wrong term type was selected, or plans changed. Here's how to handle corrections. When to Unbook vs When to Convert You have two main options for correcting term assignments: Action Use When Result Unbook Wrong vendor, wrong booth, cancel Term deleted, pending Convert Wrong term type selected Events re-grouped, new pricing Unbooking is more drastic—it removes the booking entirely. Converting preserves the booking but changes how it's grouped and priced. Unbooking Different Term Types Unbooking Day Terms Unbooking a day term is straightforward—only that single day is affected. The day becomes pending and can be reassigned. Unbooking Week Terms Unbooking any day from a week term removes the entire week. All days in that calendar week become pending. If you need to keep some days, you'll need to rebook them with day terms. Unbooking Month Terms Unbooking any day from a month term removes all days in that calendar month. This can be a significant change if the month is partially completed. Warning: Unbooking a month term mid-month will mark all remaining days as pending, even days that have already occurred. Consider the timing carefully before unbooking month terms. Unbooking Events Terms Unbooking any day from an events term removes all events. This is the most significant change and should be done with care. Refund Handling When you unbook a term with a released/paid invoice, refunds are generated automatically. How refunds are processed depends on your market's settings: Credit Application The refund amount is applied as a credit to the vendor's account. The credit automatically offsets future invoices. This is the default behavior. Actual Refund If enabled, the refund can be processed back to the vendor's original payment method. This requires additional steps and may involve payment processor fees. Events Becoming Pending After Unbook All events from an unbooked term revert to pending status. They:  Appear as empty cells in the scheduler grid  Can be assigned to any vendor with any term type  Retain no record of the previous assignment in the scheduler view  The previous assignment is preserved in the audit history Correcting Mistakes: Converting Terms What is Term Conversion? Term conversion allows you to change a booking from one term type to another without completely unbooking and rebooking. It preserves the vendor's assignment while adjusting how events are grouped and priced. Common conversion scenarios:  Events term to month terms (vendor can't commit to all events)  Month term to week terms (vendor needs more flexibility)  Week term to day terms (vendor missing some days in the week) Conversion Rules Terms can only be converted to smaller term types. You cannot convert up to a larger term type. From Term Can Convert To Day Cannot convert (smallest unit) Week Day only Month Day, Week Events Day, Week, Month Why no upward conversion? Converting to a larger term would require adding events that may already be assigned to other vendors. Instead, unbook and rebook with the larger term type. Price Redistribution During Conversion When converting terms, prices are recalculated based on the new term type's pricing. This typically results in a higher total cost since smaller term types usually have higher per-day rates. For example, converting a $200 week term to 5 day terms at $50/day:  Original week term: $200  New day terms: 5 × $50 = $250  Difference: $50 additional charge The system generates adjustment invoices to account for price differences. Split Invoice Option for Draft Invoices When converting terms that have draft invoices, you have the option to split the invoice into multiple invoices matching the new term structure. For example, converting a month term (1 draft invoice) to week terms can create 4 separate draft invoices—one for each week. This is useful when:  You want to release invoices on different schedules  The vendor wants to pay for one week at a time  Different weeks have different payment arrangements Step-by-Step Conversion Workflow  Select the booked events you want to convert in the scheduler grid  Right-click and choose "Convert Term" from the context menu  Select the new (smaller) term type from the dropdown  Review the conversion summary showing old vs new term structure  Review the price difference and adjustment amount  Choose whether to split draft invoices (if applicable)  Confirm to complete the conversion Adjusting Existing Bookings Sometimes you need to modify an existing booking without completely changing the term structure. The scheduler supports several types of adjustments. Adding/Removing Booths from a Term Vendors sometimes need more or less space than originally booked. You can add or remove booth spaces from an existing term. Adding a Booth  Select the additional space(s) for the same events  Assign using the same term type as the existing booking  The system creates new line items on the existing term's invoice  If the invoice is released, an adjustment invoice is created Removing a Booth  Select the space to remove from the booking  Use the "Remove Space" option (not full unbook)  The space becomes available for other vendors  Credits or adjustments are generated as needed Modifying Rentals Rental equipment can be adjusted after initial booking:  Add rentals: Select the term and add new rental items  Remove rentals: Remove items the vendor no longer needs  Change quantities: Adjust the number of tables, chairs, etc.  Change pricing: Apply discounts or correct pricing errors How Adjustments Affect Invoices The impact on invoices depends on the invoice status: Invoice Status Adjustment Behavior Draft Line items added/removed/modified directly on the invoice Released (unpaid) Adjustment invoice created for the difference Paid Adjustment invoice created for the difference Adjustment Invoices for Paid Bookings When you modify a term that has a paid invoice, the system creates an adjustment invoice:  Positive adjustment: Vendor owes additional amount (added space/rentals)  Negative adjustment: Vendor receives credit (removed items)  Adjustment invoices reference the original invoice  They follow the same release and payment workflow Best Practice: Make all adjustments to draft invoices before releasing them. This avoids the complexity of multiple adjustment invoices. Quick Reference Term Type Comparison Table Feature Day Week Month Events # of Events 1 All in week All in month All events Flexibility Highest High Medium Lowest Typical Price Highest/day Moderate Lower Lowest/day Debook Impact 1 day Full week Full month All events Convert To N/A Day Day, Week Day, Week, Month Common Scenarios and Solutions Scenario: Vendor needs to miss one day from a week term  Convert the week term to day terms  Unbook the specific day they're missing  Adjustment invoice handles price difference Scenario: Wrong vendor was assigned  Unbook the incorrect assignment entirely  Delete the draft invoice (if not released)  Assign the correct vendor Scenario: Vendor wants to upgrade from month to events  Unbook the month terms  Rebook with an events term  Apply credits from unbooked months to new events invoice Scenario: Need to add a table rental mid-way  Edit the existing term to add the rental  Specify start date for the rental  Adjustment invoice generated for remaining dates Troubleshooting Tips Problem: Can't convert to a larger term type Solution: Unbook the smaller terms and rebook with the larger term type. Upward conversion isn't supported because it might conflict with other vendors' bookings. Problem: Debook removed more days than expected This is expected behavior—debooking removes the entire term, not individual days. Rebook the days you want to keep with appropriate term types. Problem: Invoice shows wrong price For draft invoices, edit the line items directly. For released invoices, create a manual adjustment. Check that your market's fee configuration has the correct prices for each term type. Problem: Vendor has overlapping terms This shouldn't happen in normal use. Check if assignments were made with different term types. Convert or unbook conflicting terms to resolve. Need more help? Contact Marketspread support for assistance with complex scheduling scenarios or unexpected behavior.