Scheduling Software

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Booking, Adde

1. Select Booking>Add Booking from the main menu, or from the toolbar. The Add/Update Booking window will appear.

2. Enter up to 50 characters in the Booking field or select a routine booking from the drop-down list.

3. Select Start Time. Enter the desired start time for the booking or select from the drop-down list of likely times. The list of likely times is created from the Scan settings information entered in User Preferences.

 The Default Duration time set in User Preferences will be automatically added to the Start Time to give you an End Time. If the End Time is not correct, select a new End Time from the drop-down list. You can change the Default Duration in User Preferences. The Duration is not visible if 'Use Multi-day' has been selected in System Preferences

4. Select Start Date. Enter the date of the booking or use the look-up calendar by clicking the Calendar button.

5.  If this is a multi-day booking, select the End Date.

6. If this booking is repeated, click the Repeat button. See: Booking, Add Repeat and select your repeat pattern or dates.

7. Click the Add button from the Resources list box. Select the resource(s) you want from the Browse Resources -  Multiple Select window that appears. If you have already entered the dates and times for the bookings you will have the option of choosing from just those resources available at those times. You can choose to select available resources from all the resources in ResSched you are authorized to book or just just those of a specific resource group. Please note: using the the available resource options when you have many occurrences and many resources to examine can take a long time and consume considerable network resources.

 If you select a pooled resource, you will be asked how many units you wish to book.
 
 OR

 Click the Add Group button. Select a resource group from the Browse Resource Groups window that appears. All the resources in the resource group will be included for the booking.

8. Select the Client field. Enter the name of a client or click the Down Arrow button to select an existing client from the Browse Clients window that appears. Select 'No Client' if there is no client for the booking.

9. Select the status of the booking.  This feature must first be enabled by a System Administrator using the Update System Preferences window.

10.  If this booking is part of an existing project, select the project name.

11. Place a check mark in the Lock check box if you wish to prevent other general users from changing this booking. Lock can be overridden by System Administrators and Resource Administrators.

12.  Place a check mark in the Private check box if you want no one else to see this booking. It is not necessary to click the Lock check box in this case, as the booking is automatically locked. System and Resource administrators can override a locked, private booking. The Private check box is only available if a System Administrator has enabled private bookings in System Preferences.  

13.  Place a check mark in the Inactive check box if you do not want the booking to show in browses, printed reports or any of the utilization or invoicing functions. This marks a resource as unavailable for a specified period.

14. If you want to add notes for the booking, click the Notes tab.

15.  You may e-mail the booking information to the client by clicking the E-mail button. Your e-mail program will be called, and the client's e-mail address along with the booking information will be automatically added to the message.

16.  Click the OK button. A booking name, client, date, start time, end time and at least one resource are required before the OK button can be used. If any occurrences of the new booking fall on a Special Day or conflict with another booking, a conflict window will appear. See: Conflicts, Deal With for options on conflicts. A conflict window will also appear if the booking is scheduled for a weekend  and you have selected weekends under 'Notify me when booking....' in User Preferences.


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