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Bookings, Scan

The Scan format displays bookings graphically.  

WARNING: Please be aware of the following limitations when using some Scan functions:

1. If bookings overlap, the text in the boxes may be jumbled. When you click the overlapped area, only the booking details of the earliest booking for that area will be available.

2.  When two overlapping bookings both end or begin at the same time slot, they appear to be two non-overlapping bookings. Overlapping occurs when bookings conflict or when a booking ends and another starts within the same time slot, but do not actually conflict  (e.g., one ends at 10:05 and another starts at 10:10 within a 10:00 to 10:15 time slot).

When precise information on bookings is needed, click the Browse button to call the Browse Bookings window.

To Scan:

1.  Select Scan from the main menu and then select the type of Scan you want.

NOTE: In all but the Availability scans, you may select the foreground and background color of the display boxes for bookings, resources, clients and projects, according to the colors chosen in the Update System Preferences window. This is done using the Source Color drop-down list box in the appropriate Scan windows.

Also notice that as you move the cursor across the bookings (without dragging) in some scan windows that the time is displayed above the cursor.
  
Single Resource (Week)   Display all bookings for one resource for a week. Bookings are displayed as boxes corresponding to their day, start time and length. The text in the boxes depends on the Scan Text option selected in User Preferences or selected from the Text list box near the top of the Scan window.

Single Resource (Month)   Display bookings of one resource for a month in standard calendar layout. Bookings are displayed in order of their start times. The user specifies the number of bookings per day they want to see and if there are more bookings than that number for a day, the last space has the word 'More.'

2.  Depending on which you choose, either the Scan a Resource for a Week or the Scan a Resource for a Month window appears.  Enter the name of the resource you want to scan. Click the Down Arrow button to select from a list of resources.

3.  Enter a date in the week or month you want to cover. Click the Calendar button to use the look-up calendar for selecting a date.

4. Click the Go button. A graphical display of bookings will appear.
 
5.  To obtain more information on a booking or to change it, double click the desired box. The Add/Update Booking window will appear with the complete booking information.

 To add a new booking, click the Add button in the Scan window.

 You may add a new booking simply by placing the cursor on a desired, empty time slot and then double clicking. The Add/Update Booking window will appear and the start and end times, date and resource information will be filled in as deduced from the cursor position. Confirm by clicking the OK button. Note that in the Scan a Resource for a Month window, the start time is not added automatically from the mouse position.

 You may also drag an existing booking to another time slot. The Add/Update Booking window will appear and display the existing booking, but with the new time and date information. Confirm by clicking the OK button. In the Scan a Resource for a Month window, the start time is not automatically changed when an existing booking is moved to another time slot.

 
Group (Day)   Display all bookings for all the resources in a resource group for one day. Bookings are displayed as boxes on the matrix. The text in the boxes depends on the Scan Text option selected in User Preferences or from the Text list box near the top of the Scan window.

Group (Week)   Display all bookings for all the resources in a resource group for one week. Bookings are displayed as boxes on the matrix with days and time listed across and resources listed down the left side. The text in the boxes depends on the Scan Text option selected in User Preferences or from the Text list box near the top of the Scan window.

Group (Month)   Display all bookings for all the resources in a resource group for one month. Bookings are displayed as boxes on the matrix with days and time listed across and resources listed down the left side. The text in the boxes depends on the Scan Text option selected in User Preferences or from the Text list box near the top of the Scan window.

2.  In the Scan Resource Group window, enter the name of the resource group to scan. Click the Down Arrow button to select from a list of resource groups.

3.  Enter the one date or a date in the period you want to cover. Click the Cal button to use the look-up calendar for selecting a date.

4.  Make any desired changes in the Begin; End; Rows/Day (or Interval); Text; Width; and Height data fields.

5. Click the Go button.

6.  To get more information on a booking or to change it, double click the desired box. The Add/Update Booking window will appear with the complete booking information.

 To add a new booking, click the Add button on the Scan window.

 You may add a new booking simply by placing the cursor on a desired, empty time slot and then double clicking. The Add/Update Booking window will appear and the start time, date and resource information will be filled in as deduced from the cursor position. Confirm by clicking the OK button.

 You may also drag an existing booking to another time slot. The Add/Update Booking window will appear and display the existing booking, but with the new time and date information and the existing resource information. Confirm by clicking the OK button.

 To quickly scroll up and down the window, click above or below the slider button in the vertical scroll bar rather than using the arrow buttons or dragging the slider button.

Group (Vertical Format)   You may also display resource groups by the day or week using the Vertical Format for the display, having time slots listed down the window, with the resources listed across.  In the Flexible Period option, the days and timeslots are listed across the window, with the resources listed down. Bookings are displayed as boxes at the intersections of days and resources.

For bookings booked for a single day, the Add/Update Booking window may be called by double-clicking the colored box for a particular date.

In Group (Flexible Period):

2. The Scan Group Flexible Period window appears. Enter the name of the resource group to scan. Click the Down Arrow button to select from a list of resource groups.

3. Enter the Start Date and End Date of the period you want to cover. Click the Cal button to use the look-up calendar for selecting a date.

4. Make any desired changes in the Begin; End; Text; Width; and Height data fields.

5. Click the Go button.

6. To get more information on a booking or to change it, double click the desired box. The Add/Update Booking window will appear with the complete booking information.

 To add a new booking, click the Add button in the Scan window.

 To quickly scroll up and down the window, click above or below the slider button in the vertical scroll bar rather than using the arrow buttons or dragging the slider button.

Availability Resource Group   Blocks out all time slots that are occupied by any resources in a resource group. This makes any time slots that are free for all resources in a resource group clearly visible. Time slots that are occupied by only one booking are blocked in blue; those occupied by two bookings are in yellow; and those with more than two are in red. Use the Browse functions to view or change details of individual bookings.

2.  The Scan Resource Group for Available Time window will appear. Enter the name of the resource group to scan. Click the Down Arrow button to select from a list of resource groups.

3. Enter a date in the week you want to cover. Click the Calendar button to use the look-up calendar for selecting a date.

4. Click the Go button.

5. To add a new booking, click the Add (+) button on the Scan window.

 You may add a new booking simply by placing the cursor on a desired, empty time slot and then double clicking. The Add/Update Booking window will appear and the date and start time will be filled in. Confirm by clicking the OK button.

  To quickly scroll up and down the window, click above or below the slider button in the vertical scroll bar rather than using the arrow buttons or dragging the slider button.

Availability Pooled Resource   Displays the usage level of a pooled resource for a week. The percentage of the pooled resource's units which are already booked is displayed. When 1 to 50 % of the units are booked, the time block is shown in blue. Yellow is used when 50-99% of the units are booked. If all the units are booked or over booked, the time block is shown in red.

2. The Scan Availability of Pooled Resource window will appear. Enter the name of the pooled resource to scan. Click the Down Arrow button to select from a list of resources.

3. Enter a date in the week you want to cover. Click the Cal button to use the look-up calendar for selecting a date.

4.  Click the Go button.

5. To add a new booking, click the Add (+) button.

 You may add a new booking simply by placing the cursor on a desired, empty time slot and then double clicking. The Add/Update Booking window will appear and the start time, date, resource and user-specified number of resource units will be filled in. Confirm by clicking the OK button.

  To quickly scroll up and down the window, click above or below the slider button in the vertical scroll bar rather than using the arrow buttons or dragging the slider button.

Client (Week)   Display all bookings for one client for a week. Bookings are displayed as boxes corresponding to their day, start time and length. The text in the boxes depends on the Scan Text option selected in User Preferences or selected from the Text list box near the top of the Scan window.
 
Client (Month) Display bookings of one client for a month in standard calendar layout. Bookings are displayed in  order of their start time. Users specify the number of bookings to be displayed per day and if there are more than that number of bookings for a day, the last space has the word 'More.'

2. Depending on which you choose, either the Scan a Client for a Week or the Scan a Client for a Month window appears. Enter the name of the client you want to scan. Click the Down Arrow button to select from a list of clients.

3. Enter a date in the week or month you want to cover. Click the Calendar button to use the look-up calendar for selecting a date.

4. Click the Go button. A graphical display of bookings will appear.

5. To obtain more information on a booking or to change it, double click the desired box. The Add/Update Booking window will appear with the complete booking information.

 To add a new booking, click the Add button in the Scan window.

 You may add a new booking simply by placing the cursor on a desired, empty time slot and then double clicking. The Add/Update Booking window will appear and the start and end times, date and client information will be filled in as deduced from the cursor position. Confirm by clicking the OK button. Note that in the Scan a Client for a Month window, the start time is not added automatically from the mouse position.

 You may also drag an existing booking to another time slot. The Add/Update Booking window will appear and display the existing booking, but with the new time information. Confirm by clicking the OK button. In the Scan a Client for a Month window, the start time is not automatically changed when an existing booking is moved to another time slot.

To quickly scroll up and down the window, click above or below the slider button in the vertical scroll bar rather than using the arrow buttons or dragging the slider button.

Project   Display all bookings for one project for a specified time period. Bookings are displayed as boxes corresponding to their day, start time and length. The text in the boxes depends on the Scan Text option selected in User Preferences or selected from the Text list box near the top of the Scan window.

2. The Scan Project window appears. Enter the name of the project you want to scan. Click the Down Arrow button to select from a list of projects.

3. Enter a time scale you want to cover (day, week, month).

4. Click the Calendar button to use the look-up calendar for selecting a date to be included in the scan.

5. Choose Begin and End times.

6. Click the Go button. A graphical display of bookings will appear.

7. To obtain more information on a booking or to change it, double click the desired box. The Add/Update Booking window will appear with the complete booking information.

 To add a new booking, click the Add button in the Scan window.

 You may add a new booking simply by placing the cursor on a desired, empty time slot and then double clicking. The Add/Update Booking window will appear and the start time, date and resource information will be filled in as deduced from the cursor position. Confirm by clicking the OK button.

 You may also drag an existing booking to another time slot. The Add/Update Booking window will appear and display the existing booking, but with the new date and time information. Confirm by clicking the OK button.

To quickly scroll up and down the window, click above or below the slider button in the vertical scroll bar rather than using the arrow buttons or dragging the slider button. Scheduling Software home