Document Content
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.