FASTbook 5.0 Manual

FASTbook 5.0 Manual
1
Volume
1
Table of Contents
Chapter 1: Introduction .............................................................................................................................................5
General ...................................................................................................................................................................5
What is FASTbook?............................................................................................................................................5
How do I install FASTbook? ..............................................................................................................................5
Before the Installation ..........................................................................................................................................5
Steps to Follow for Installation............................................................................................................................5
Part I: Running the Setup Program from the CD ..............................................................................................6
Part 3: Verifying Installation ............................................................................................................................14
General Functions for FASTbook......................................................................................................................16
Bullets ...............................................................................................................................................................16
Drop Downs ......................................................................................................................................................16
Selecting an item in a Table or a Field..............................................................................................................17
Notepad ................................................................................................................................................................17
The Cursor...........................................................................................................................................................19
The Zoom Button ................................................................................................................................................19
The Search Button ..............................................................................................................................................19
The Navigator Buttons In Setup........................................................................................................................21
The Buttons in Event Detail...............................................................................................................................22
Selecting, Deleting, and Inserting Lines in a Table .........................................................................................23
Selecting............................................................................................................................................................23
In a Table ....................................................................................................................................................23
In a Window ...............................................................................................................................................24
The Menu Bar in Setup ......................................................................................................................................24
Record Pull-Down Menu....................................................................................................................................25
View Pull-Down Menu........................................................................................................................................25
Window Pull-Down Menu..................................................................................................................................25
Help Pull-Down Menu ........................................................................................................................................26
The Next Record Key <F8> ...............................................................................................................................27
The Previous Record Key <F7>.........................................................................................................................27
The Add/Insert Key <F5> ..................................................................................................................................27
The Save Key <F2> .............................................................................................................................................27
The Next Record Key <F8> ...............................................................................................................................28
The Previous Record Key <F7>.........................................................................................................................28
The Insert Key <F5>...........................................................................................................................................28
The Save Key <F2> .............................................................................................................................................28
The Exit Key ........................................................................................................................................................28
The Combo Box...................................................................................................................................................29
The Toolbar in Setup ..........................................................................................................................................29
FASTbook's Toolbar ..........................................................................................................................................30
Checkboxes ..........................................................................................................................................................30
Radio Buttons ......................................................................................................................................................31
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The Setup Window Status bar...........................................................................................................................31
The Bubble Help..................................................................................................................................................31
Technical Support ...............................................................................................................................................32
The FASTbook Sign On Screen .........................................................................................................................33
Chapter 2: Setup Modules .......................................................................................................................................36
Getting Started ....................................................................................................................................................38
Facility Information............................................................................................................................................39
TAB 1: Center Profile.......................................................................................................................................39
Setting Up The Center Profile ................................................................................................................39
Notifications ...............................................................................................................................................40
Locations .....................................................................................................................................................41
TAB 2: User Defined ........................................................................................................................................41
TAB 3: Presenter...............................................................................................................................................42
TAB 4: Status/Booking.....................................................................................................................................43
Status .............................................................................................................................................................43
Booking Options ........................................................................................................................................44
Event Number ............................................................................................................................................45
Number Of Minutes ..................................................................................................................................45
Default Room, Default Start And Times ..............................................................................................45
Explode Group ...........................................................................................................................................45
... And Divide Rate Equally ....................................................................................................................45
Weekend Days ...........................................................................................................................................46
TAB 5: Internet Settings ...................................................................................................................................46
User Accounts and Security ....................................................................................................................47
Entering Users ............................................................................................................................................47
Not Active ...................................................................................................................................................48
Use Net Login Name ................................................................................................................................48
Coordinator .................................................................................................................................................49
Sales Representitive ..................................................................................................................................49
User E-Mail Address ................................................................................................................................49
For Users Who Wish To ..........................................................................................................................49
TAB 2: Security Levels ....................................................................................................................................49
TAB 3: Groups..................................................................................................................................................53
Client Categories .................................................................................................................................................55
Clients...................................................................................................................................................................56
Entering Clients.................................................................................................................................................56
Entering Client Notes........................................................................................................................................58
Event Types..........................................................................................................................................................58
Entering Privileged Event Types ......................................................................................................................59
Entering Private Event Types ...........................................................................................................................59
Rooms ...................................................................................................................................................................60
TAB 1: Rooms and Groups of Rooms..............................................................................................................60
Entering Rooms .........................................................................................................................................61
Entering Groups Of Rooms .....................................................................................................................62
TAB 2: Room Styles.........................................................................................................................................64
Entering Room Styles ...............................................................................................................................65
TAB 3: Room Rates..........................................................................................................................................66
Entering Room Rates ................................................................................................................................67
Vendors ................................................................................................................................................................69
Entering Vendors ..............................................................................................................................................70
Equipment............................................................................................................................................................71
Entering Equipment ..........................................................................................................................................71
Entering Equipment Packages ..........................................................................................................................73
Meals.....................................................................................................................................................................74
Entering Meals ..................................................................................................................................................74
Labor ....................................................................................................................................................................76
TAB 1: Labor Rates ..........................................................................................................................................76
Entering Labor Rates ................................................................................................................................76
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Ticklers.................................................................................................................................................................77
Entering Ticklers...............................................................................................................................................78
Holidays................................................................................................................................................................80
Entering Holidays .............................................................................................................................................80
Chapter 3: Functionality .........................................................................................................................................85
How to setup and use the Calendar...................................................................................................................85
How to use the Time Lines .................................................................................................................................91
Daily Time Lines ..............................................................................................................................................91
Daily Timeline for Rooms ................................................................................................................................92
Monthly Timeline for Rooms ...........................................................................................................................94
Monthly Event Timeline ...................................................................................................................................97
Daily Timelines for Resources .........................................................................................................................99
Working With The Labor Timeline ................................................................................................................103
FASTbooking.....................................................................................................................................................106
Simple Booking...............................................................................................................................................107
Advanced Booking..........................................................................................................................................112
Setting up the Time/Duration section for an event...........................................................................112
Time/Duration tab ...........................................................................................................................................113
Other Fields to search by…...................................................................................................................114
FASTbooking Notes .......................................................................................................................................116
Components of the Event Detail Screen.........................................................................................................117
The Navigator Buttons ...........................................................................................................................118
Scheduling a room for an Event .....................................................................................................................123
Scheduling Equipment for a Room.................................................................................................................125
Scheduling Equipment Packages for a Room.................................................................................................127
Scheduling Meals for a Room ........................................................................................................................128
Scheduling Labor for an Event .......................................................................................................................130
Entering Financial Information for an Event..................................................................................................131
Entering Ticket Information ...........................................................................................................................134
Entering Additional Event Information ..........................................................................................................135
Entering Information In User Definable Fields..............................................................................................136
Assigning Ticklers To Events.........................................................................................................................137
Scheduling A Presenter For A Room .............................................................................................................139
Attaching and sending files.............................................................................................................................140
Using the Copy Event Record function ..........................................................................................................141
Using the Copy Sub Event Edit function........................................................................................................143
Using the Duplicate Sub Event Record function............................................................................................145
Using the multi Sub Event delete function.....................................................................................................147
Closing Event Detail .......................................................................................................................................148
Invoice ................................................................................................................................................................149
Creating An Invoice ................................................................................................................................151
Setting Up Tax Codes.............................................................................................................................154
Entering Discounts ..................................................................................................................................156
Entering Charges .....................................................................................................................................158
Entering Payments ..................................................................................................................................160
Word Processor .................................................................................................................................................162
Creating a Main Document for a Form Letter................................................................................................162
Event Outline.....................................................................................................................................................167
Reports ...............................................................................................................................................................168
Overview .........................................................................................................................................................168
Selecting a report ............................................................................................................................................169
Report Setup....................................................................................................................................................171
Report Orientation & Page Size ...........................................................................................................172
Report Column Layout & Sort Order..................................................................................................172
Report Column Filtering & Selection Criteria ..................................................................................173
Report Preview ........................................................................................................................................175
E-mailing a Report ..........................................................................................................................................176
E-mail .................................................................................................................................................................177
Creating an E-mail Template..........................................................................................................................179
Sending Messages (FASTbook Internal E-Mail System) ..............................................................................179
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1
Chapter
Chapter 1: Introduction
General
What is FASTbook?
F
ASTbook is a single and multi-user event management system designed to
assist any public or private facility that schedules any type of event or
function. This system keeps track of all facility information, setups/teardowns, labor, inventory, client data, vendor data, attendees, lodging and
meals. Several types of calendars are available to quickly see what is scheduled or
available for scheduling. FASTbook has the ability to automatically select the best
available choices through its Room Search Feature. Tickler functions track all
necessary tasks that need to be completed before, during, and after an event.
R E Q U I S I T E S
Approximate Time: 5 minutes
How do I install FASTbook?
Materials: Installation CD
The following will instruct you how to install FASTBook 5.0 onto your network
or local workstation
Before the Installation
Before you can start the installation process, you should know if you are using
other Borland Database Engine type products such as Corel WordPerfect Suite,
and Goldmine on your system or Borland Interbase/Firebird SQL Engines.
Once you obtain this information and you have about an hour for the installation
you are ready to begin. It may also be advantageous to call us at Event Software
and set up a time when we can walk you through the installation.
Steps to Follow for Installation
The steps for installation are divided into three sections. First, running the
installation program from the FASTBook 5.0 Installation CD. Second, once the
installation program has run, you will need to run workstation setup on each
computer where FASTBook will be accessed. Third, you will start FASTBook
and check to see that the installation was successful.
5
Part I: Running the Setup Program from the CD
Insert the installation CD into your CD-ROM drive. The setup program on most
computers will start automatically. If yours does not, go to START > RUN and
type in X:\setup.exe, where X is the letter assigned to your CD drive.
The Welcome screen for the installation program should display. Follow the
instructions and then click "Next."
The next window will prompt you for the type of installation you would like. We
are installing the server now so we will select the “New Server Installation” option.
Then Click Next
6
The next window will ask you for the location you wish to install FASTBook 5.0.
If this is a local installation, in most cases this will be your C:\ drive. If
yourFASTBook 5.0 will run off of a network you will need to use your network
drive letter such as F:\ or G:\ (e.g. G:\Apps\FBWIN50, or G:\FBWIN50)
To change the destination folder click browse to the directory you wish to use. In
this example, it would be G:\Apps. The program will automatically add the
FBWIN50 for you.
7
It is very important that the destination folder is correct. If unsure, contact your
system administrator for varification. When the destination folder is set correctly,
click "Next."
The setup program now has enough information to begin the installation. Click
next if you are ready to move on and allow it to begin.
Files will begin to transfer to your destination computer and this window will
appear.
When the setup program gets to the point where it will install the Firebird server.
You will see a prompt that looks like the following.
8
Select yes, unless you have been otherwise instructed to select no due to a previous
Firebird installation.
Click Finish when this screen appears. You have now completed the server
portion of the installation.
You will need to make sure the Firebird server is running before FASTbook
workstations can connect. See the Firebird documentation for this.
(http://www.ibphoenix.com/downloads/qsg.pdf)
Part 2: Running WSSetup32.exe
Now that you have run the initial setup program, you need to run the workstation
setup on each of the workstations where FASTBook will be used.
To run the workstation setup, insert the CD into the workstations CD-ROM and
the setup program should begin.
9
Read the instructions on the welcome screen and click “Next” when you are ready
to continue.
.
Select “New Workstation Installation” on the next screen and click “Next.”
10
This window will ask for the location of FASTbook on the server. If FASTbook
was installed on G:\fbwin50 then you would browse on this screen until it reflects
that. When you have the right location, click “Next” to continue.
You will need to ask a system administrator what the path to the database server is
and put that information in this box. If your server is on a computer called
DatabaseServer and on that server your FBDATA.GDB file (this is the database)
is stored at c:\fbwin50\fbdata\fbdata.gdb, then you would type
“DatabaseServer:c:\ fbwin50\fbdata\fbdata.gdb” in this box. It is important you
get the format correct. When you have the proper entry here, click “Next” to
continue.
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The setup program has enough information to begin installation. Click “Next”
when you are ready to continue.
The necessary files will begin copying and then the following screen will display.
12
Verify that the path to the database is the same as in the early screen and simply
click “OK”. (The path should always be the same)
The next window will verify the installation location of the BDE. In most cases,
this will default to the right directory. If not, you may need to click "Browse" and
select the proper directory. Again, if you are unsure, contact your system
administrator for assistance. (If you have Paradox or Corel Word Perfect Suite
installed on your system, you need to make sure that you select the same directory
as the BDE they are using.)
13
The advanced button may need to be used if you have other applications using the
BDE, such as Corel WordPerfect Suite or Paradox, to synchronize the proper
configuration files. Have your system administrator help with these settings if this
is the case.
A final window will be displayed, showing that your installation has finished. Click
"Finished."
FASTbook is now ready to be used on this workstation. Go on to Step 3 then
repeat steps 2 and 3 for each machine where FASTBook will be used.
Part 3: Verifying Installation
Now that you have run the instalation program, and you have run the workstation
setup, you will want to verify that it was installed successfully. To do this, start
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Fastbook by double-clicking the icon on the desktop. Sign into FASTBook as
SUPERVISOR and SUPER.
If you successfully sign into FASTbook then the installation was successful and
you are ready to begin using FASTbook.
‘ Installation Notes:
15
General Functions for FASTbook
Along the left side of this manual there are a number of different important
symbols. The first one of these is a button. A button is a tool to get FASTbook to
do something that would generally be unpleasant for a human to do, such as
finding files, looking up prices, filing files, and examining files in greater detail.
Some sample buttons are:
Bullets
¡The next important symbol is the bullet ¡ symbol.
These are throughout the manual. A bullet usually designates a single action on
your part. Actions are very important. When both mouse and keyboard actions
can achieve the same result, this manual combines them into the same bullet,
rather than a dual listing of keyboard and mouse actions.
‘
Very important is the “NOTE:” A NOTE is an indication that what follows
is an important part of the way FASTbook works. PAY ATTENTION!
Usually, if you can't get FASTbook to work properly, it is because you
ignored a NOTE somewhere that would tell you how to fix the problem or
work the procedure correctly.
Drop Downs
In many places throughout FASTbook, you will see a down arrow button. Your
individual names for the many types of information FASTbook deals with are
stored in these places for easy access.
To display the list of available choices in a table, click the mouse on the button
and a small window will drop down. These windows contain information from the
master databases. Use them to insert predefined names or descriptions into
required fields.
Most of these lists are created so that only the first letter of an item needs to be
typed into the appropriate field to display the entire word. Some exceptions are:
the Client field in Event Data and the Rate field in the Event Data's Subevent
Rooms Tab.
Example: To choose an Event Type simply type the letter "C". The word
"Conference" will appear in the field. If that is not the Event Type you were
looking for type the second letter, or use the down-arrow key on your key board
to display the next Event Type starting with the letter "C". If you know the items
16
in your databases this is a fast way of selecting an item without clicking on the
fields down-arrow button, and then picking an item from the drop-down list.
To close a drop-down window without selecting an item, click on the arrowbutton before highlighting an item in the list or press 'CANCEL EDIT' (Red X)
from the navigator toolbar.
To select an item from the list, either click with the mouse on the item, move
the cursor to the item using the keyboard arrow-keys, or type the first letter of the
item you are looking for. FASTbook will immediately go to the item starting with
the letter you entered. You can narrow the search down by typing as many known
letters of the item as you know.
‘
NOTE : Some fields are case sensitive.
If you have selected an item using the mouseclick the drop-down list will
automatically close and the selected item will appear in the appropriate field.
Selecting an item in a Table or a Field
Click the mouse on the down arrow button and a combo box will drop down.
These windows contain information from the master databases. Use them to
insert predefined names or descriptions into required fields.
The "Up and Down" arrows along the right side of the box (Scrollbars) allow you
to view the entire list if there are more items than lines in the window.
To move an item from the window to the field click the mouse once on the
name or use the "Up and Down" arrows to highlight your selection and then press
the <TAB> key.
After clicking or pressing the <TAB> key, the combo box disappears and the
selected information is in the appropriate field. This is called "Selecting an Item".
Notepad
On the toolbars in Event Detail you will see a blue icon that looks like a notepad.
It is used to add comments.
To open the Notepad, click once on its icon.
A comment screen opens. You will notice that the Notepad has several tabs on
the bottom. The first one is for the 'Event' itself. The second one for the 'Rooms'
17
or 'Subevents', the third one for the 'Equipment', the forth one for the 'Meals', and
the fifth one for 'Labor'. If you defined any notes in the 'User Defined II' screen in
the center's setup you will see the Custom TABS you created.
User defined event general notepads have an (E) at the end of the tab, while
subevent- specific notepads have an (S) at the end of the tab. Except in the Event
TAB, you will be able to use the navigator tools to maneuver around from one
Subevent to the next, without leaving or closing the notepad.
To enter Notes for different Rooms, the Room doesn't need to be highlighted in
the Subevent TAB.
If there are several Rooms booked, and you want to add Comments to certain
Rooms, you are able to use the Bookmarks to quickly switch between pages.
To copy information on one page use the <Ctrl + C> keys.
To then paste the comment on another page use the <Ctrl + V> keys.
The Notepad is a free form and upper case and lower case sensitive (case
sensitive). Comment lines have 'word wrap' (words automatically move to the next
line when not enough spaces are available).
To close the Notepad click on the System icon in the upper right corner or
click on the close button.
18
The Cursor
The cursor is either a highlighted box that shows the current field that your
information will be placed in, a flashing line, or an hourglass.
While on a program screen, you have two options for moving the field cursor to
the field that you wish to enter or edit.
In a Screen With a Field: The first method is to press the <TAB> key to
move the cursor through the screen sequentially. <TAB> moves you forward one
field. The second is to place the mouse cursor on the field you wish to enter or
edit and click once.
In a Table: The first method is to press the <TAB> key to move the cursor
through the screen sequentially. <TAB> moves you forward one field. <Shift +
TAB> moves you back one field. You may also use the Arrow Keys on the
keyboard.
This Cursor is in EDIT mode.
This cursor is in BROWSE mode.
This cursor is in INSERT or ADD mode.
The Zoom Button
The Zoom button is used to bring up Edit or Insert Client information. Zoom
operates only Client fields. You can easily identify whether or not the Zoom is
active by its color. The active Zoom will be a bright pink color, when on the client
name field in Event Data. The inactive Zoom button is gray.
To add a new client when in the booking screen, click on the Zoom button
when the cursor is in the 'empty' Client Name field. FASTbook's client setup
screen will pop up. Enter the new client.
To edit an existing client while in the booking screen, click on the Zoom
button when the cursor is in the Client Name field with the Client Name you want
to edit highlighted. FASTbook's client setup screen will pop up with the client
information you requested. Edit the current information.
The Search Button
The Search button is used to assist you in finding various information using certain
criteria.
19
To find a file or an event, click on the Search. A screen will pop up, allowing
you to select several search criteria. If you want Search by anything other than
event number Click on the Filter Button.
Select the search by field : Type in the first known character for the field you
are searching on. You can narrow down the search for records by typing in all
known characters.
Example: If you are looking for a file starting with the letters F, you can either type
'fri' or FRI' as a field value.
Select a field you want to search on from the Search by drop-down list at the
bottom of the screen.
Type in the First letter to go to the first record FASTbook is able to find with
your specifications. But the first record that matches the starting character is not
necessarily the record you are attempting to find.
If you find out that the highlighted record is not the one you are looking for
continue typing until it appears.
FASTbook will go to the record that is closest to the match for your search.
20
The Navigator Buttons In Setup
Use these buttons as tools to move forwards and backwards within individual
databases. Each one of the buttons operates on the field where the cursor is
located.
The "First Record" (<Ctrl + Home>) button takes you to the first record in
the database and makes it the current record. This button has an arrow pointing to
a solid vertical bar on the left side.
The "Previous Record" (<F7>) button takes you to the record immediately
before the record shown on screen and makes it your current record. This button
has an arrow pointing to the left.
The "Next Record" (<F8>) button takes you to the record before the record
displayed on the screen. It moves you forward one record in the database. This
button has an arrow pointing to the right.
The "Last Record" (<Ctrl + End>) button takes you to the last record in the
database and makes it your current record. It has an arrow pointing to a solid
vertical bar on the right side.
The “Book Multiple Rooms” button saves the information currently on the
screen and then takes you to Fastbooking so that you can select several rooms at
once.
The “New Record” or “Insert Record” (<F5>) button saves the information
currently on the screen and then clears the screen or it inserts an empty line in a
table. It allows you to enter a new record. The plus sign indicates that you are
adding a
The "Delete Record" button will delete the information currently on the screen.
In Event Data, the entire event, including Event Number and the Subevent(s)
with all attached Resources will be deleted
The "SAVE" (<F2>) icon is used whenever you have completed a record and
wish to save it to the database.
The "Cancel Changes" (<Esc>) button will undo all changes you made to a
record. But, once you click into a table the entries into fields are automati cally
saved. The Cancel Changes button will not work in a table.
The "Find Record" (<F9>) button on the Tool Bar pops up a search table
holding all records in a database. For faster, easier search you can enter the first
letter(s) (if known) of the record you are looking for into the search characters
field. FASTbook will scroll the table directly to all records starting with the
letter(s) you typed.
21
Highlight the record you want to view and press the "OK" button. FASTbook
then displays all the information for that record.
The Buttons in Event Detail
Use these buttons to move forwards and backwards within events. Each one of
the buttons operates on the field where the cursor is located.
The navigator button functions just like in setup. The difference is the spiral that
separates the top and bottom part. Since the Event Data window is devided into
two sections, (event information at the top and subevent information at the
bottom), the navigator buttons is also divided.
‘
Buttons in the top section only work on the Event part of the screen;
buttons in the bottom section only work on the sub event information TABS.
NOTE:
22
Selecting, Deleting, and Inserting Lines in a
Table
Selecting
Most time in FASTbook, a field or item must be selected before you can do
anything with it. Selecting an item is very easy.
The cursor location indicates the item on the screen that is selected.
To operate (operate means that you are going to do something to the selected
item, such as assign a meal and equipment to a selected room) on the selected
item, click on the TAB below Subevents that performs the operation you wish to
conduct.
To change the selected item, click the mouse (or use the arrow keys) on the item
that you want to select. The black cursor will move and the high lighted item is
now the selected item.
Inserting A Line
To insert a line between two or more items shown in a table, select the item below
where you want the new line to appear.
Press the 'Insert' button or cursor all the way down to the end of the list. Use the
Arrow key to do so.
When adding data in a table, the data is automatically SAVED by pressing
<TAB> at the last field of that record. Once the cursor moves to the next line, the
record is saved.
Deleting
In a Table
Select the item you want to delete.
In Event Data click on the bottom 'Delete' button in the Navigator toolbar to
delete that record.
23
In a Window
Select the item you want to delete.
In Event Data, click on the top 'Delete' button to delete that record.
‘
NOTE: If the cursor is in the Name or Description field in a window and you
delete it, the entire record goes, not just the field. So be careful!
FASTbook will always bring up a confirmation screen when you are deleting. You
have to press OK in order to delete a record.
The Menu Bar in Setup
The menu bar duplicates the functionality of the Navigator buttons, the toolbar
and some accelerator keys by allowing non-mouse users to choose the appropriate topic from a variety of attached pull-down menus which will then execute.
To activate the menu bar, press the <ALT> key and the underlined letter of
the desired menu.
For Example: To display the next record on any given screen, press <ALT+R> to
open the Record pull-down menu, then press "N" to activate the topic Next. The
system will then execute the function by displaying the next record in the data file.
Notice, that when opening the pull-down menu, accelerator keys are indi- cated on
the right. These keys are "shortcut" procedures to the listed topic.
The standard action bar in FASTbook always features the following pull- down
menus:
Record: Navigational keys and basic database procedures
View: List of Modules associated with the program
Window: Rearrange the window
Help: Help menu
24
Record Pull-Down Menu
The record pull-down menu contains the most com- monly used navigational
function keys, which allow you manipulate records in several ways. You can create
new records, save records, browse records, find records, and delete records.
Menu Topics
Find Key
<F9>
Previous Key
<F7>
Next Key
<F8>
FindfirstKey <CTRL+HOME>
Find last Key <CTRL+END>
Exit Key
<ALT+F4>
New Key <F5>
Save Key <F2>
Cancel <ESC>
Delete Key <SHIFT+F2>
Print Rpt. <CTRL+F12>
View Pull-Down Menu
The view pull-down menu allows you to access individual sub-screens associated
with the current entry form.
To open the view pull-down menu, press <ALT+V> or press <F10> and the
letter V.
Highlight the topic of your choice by either pressing the underlined letter or
using the arrow keys for cursor navigation.
Press <ENTER> to access the topic.
If an arrow follows the topic a sub-menu will be displayed. Select your choice and
press <ENTER>.
The system then displays a secondary window or table on top of the active
entry form.
If you are working on the clients master screen and you would like
to open the labor entry form, press <ALT+V> or press <F10> and the letter "V"
to open the view pull-down menu. Then highlight the topic "Labor" or press the
letter "L" to open the labor screen. You can also press the Labor button.
For Example:
Window Pull-Down Menu
The window pull-down enables you to quickly rearrange your screen, so that
windows and icons are easy to see.
25
Tile re-sizes and arranges all open windows horizontally and vertically side by side
so that all windows are visible by dividing the given room by the number of open
windows.
Cascade re-sizes and layers the open windows so that each titlebar is visible.
Arrange All arranges all minimized window icons evenly on the bottom of the
main setup screen
Help Pull-Down Menu
The help pull-down features different ways to access the help utility. You can
move, re-size, minimize, or maximize the help window.
Contents enable you to obtain a list of all topics.
Search for Help on ... is context sensitive which allows you to obtain help relevant
to the screen you are working on by either clicking on the help button, or pressing
the <F1> key. Keys help gives you detailed instructions on how to use the
function keys and the help index allows you to search for a specific topic you wish
to get help on.
How to use Help displays the Contents for How to use Help. Choosing this
command is the same as pressing <F1> while you are using help. It is Window's
TM
help file.
The About function when activated displays the company logo, software version,
serial number, and copyright information. The remaining system memory and
system resources are also shown.
FASTbook's Help offers a quick way to find information. Within help topics,
there are 'jumps' which you can click to display a new help topic.
Using the Help button that appears in the toolbar will always open the help's
contents.
26
Using the <F1> key while using an application opens the help that exactly pertains
to the module you are working on.
‘
NOTE: If <F1> doesn't display Help, always use the application's Help menu.
The Next Record Key <F8>
By pressing <F8> on selected fields, the system displays the next available record.
If the panel is cleared and you press <F8>, the system will display the last record
in the datafile.
Once the last record has been reached, the color of the 'NEXT' button will change
from blue to gray.
The Previous Record Key <F7>
By pressing <F7> on selected fields, the system displays the previous record.
If the panel is cleared and you press <F7>, the system will display the first record
in the datafile.
Once the first record has been reached in the data file, the system will notify you
by changing the 'PREVIOUS' button color from pink to gray.
The Add/Insert Key <F5>
The clear/add key (F5) allows you clear the panel of all data in order to add new
information into the entry form.
If data is present on the entry form that has not yet been saved, it will be saved as
soon as you press the <F5> key.
The Save Key <F2>
The save key (F2) allows you to store input data of an entry form into the
appropriate database.
To save a record, complete all necessary information in an entry form, then
press <F2> to save your entries.
27
The Next Record Key <F8>
By pressing <F8> on selected fields, the system displays the next available record.
If the panel is cleared and you press <F8>, the system will display the last record
in the datafile.
Once the last record has been reached, the color of the 'NEXT' button will change
from blue to gray.
The Previous Record Key <F7>
By pressing <F7> on selected fields, the system displays the previous record.
If the panel is cleared and you press <F7>, the system will display the first record
in the datafile.
Once the first record has been reached in the data file, the system will notify you
by changing the 'PREVIOUS' button color from pink to gray.
The Insert Key <F5>
The insert key (F5) allows you clear the panel of all data in order to add new
information into the entry form.
If data is present on the entry form that has not yet been saved, it will be saved as
soon as you press the <F5> key.
The Save Key <F2>
The save key (F2) allows you to store input data of an entry form into the
appropriate database.
To save a record, complete all necessary information in an entry form, then
press <F2> to save your entries.
The Exit Key
The exit key <ALT+F4> allows you to close the current entry form and return to
the previous screen.
If you are in the Task Organizer, the exit key closes the entire application and
returns to Windows.
The escape key <ESC> has the same effect as the exit key.
28
The Combo Box
The combo box allows you to display a pick list that shows previously saved input
for a particular field. This is a useful tool when attempting to find a record you
wish to edit or browse. To activate the combo box, click on the down-arrow
button in the upper right hand corner of the field with your mouse. Most fields
allow for pressing the <F4> key.
FASTbook then displays a table of entries for the field. Most entry screens feature
at least one combo box field which is usually a record identifier, such as a name or
a description.
To select an item from the table, either click on it with your mouse, or use the up
and down arrow keys on your keyboard to highlight the item. Press the
<ENTER> key to confirm your choice. To close the combo box, simply click on
the arrow key again, or press the <F4> key.
The Toolbar in Setup
The toolbar contains buttons that when clicked execute a particular function. It is
located at the top of the screen and changes its appear ance depending on the
screen you are working with.
The navigation buttons are on the left side.
Buttons used to access other modules or functions are on the right side..
‘
The toolbox can only be used with your mouse. To execute any of the
above listed functions, open the Record or View pull-down menu, and choose the
appropriate topic.
NOTE:
29
FASTbook's Toolbar
If you open FASTbook you will see a Toolbar that contains buttons to give you
immediate access to all modules (Set-Up, Calendar, Event Data,FASTbooking,
and Invoicing).
Checkboxes
Checkboxes are used throughout FASTbook system whenever you have the choice
of making multiple selections.
All checkboxes are initially in OFF position. To select an option simply click on
the square box with your mouse, or if you don't have a mouse, use your <TAB>
30
key to select the option you want and press the SPACEBAR to fill the box with an
'X'.
Radio Buttons
Radio buttons are used throughout FASTbook system whenever you have to chose
one of several options.
All Radio buttons are initially in OFF position. To select an option simply click
with the mouse on the hollow circle or if you don't have a mouse, use your
<TAB> key to select the radio button group and move to the appropriate
selection using your arrow keys to fill the hollow circle.
The Setup Window Status bar
You will find a StatusBar at the bottom of the Setup window. It shows you
messages to help you use FASTbook and provices statistics on users currently in
FASTbook etc. It is arranged in 3 sections.
It displays the module you’re currently in.
How you logged in.
Users in FASTbook.
When you move the cursor to a screen or open a screen, the function is displayed.
The Bubble Help
When you move your cursor over a button or other specific fields, you will see a
yellow bar appearing that contains a brief message or a description fo the button.
The small pop-up window is displayed when the pointer remains on a button
longer than one second.
The message is also displayed in the statusbar in all setup windows.
If you pass the cursor over timelines in a calendar, the Event Name will appear in
the Bubble Help bar.
31
Technical Support
If you require assistance with the program, Event Software asks that you have the
following information at hand:
The Name of your Company. • The Serial # of your program (Select 'About' from
the Help menu). • The name of the Event Software application you are having
problems with. • A list of all error messages that you received during the
application error, along with a description of what you were doing. • Try to
duplicate the error before calling. If you cannot duplicate the error, send us a fax
with the above information.
The operating system you are using (Windows 95, Windows 98, Windows NT,
Netware 7.X).
Event Software offers one year of complimentary technical support.
When you are calling Tech Support please be at your computer with your
application running so the technician can walk you through your problem. Please
be prepared to describe exactly what you were doing when the problem occurred,
the exact content of any error message including the error number, what type of
computer you are using, and whether or not you can duplicate the problem.
Phone #: 480-517-9990 • Fax #: 480-517-9994 Email: [email protected]
32
The FASTbook Sign On Screen
After double-clicking on the FASTbook icon the FASTbook Sign-On screen will
appear.
As a default your Network Login Name shows in the Login ID field.
♦ Press <TAB> if you want to login with the displayed name.
♦ To change the Login ID, simply highlight the default in the Login ID
field, to overwrite it with the new Login ID.
♦ Enter the appropriate Password.
♦ Press the OK button to proceed to FASTbook.
♦ Press the Cancel button to abort the FASTbook program.
♦ If you have entered the wrong password four (4) times the program will
automatically abort.
‘
NOTE:
If you login to FASTbook for the first time, no Security will be set up.
You have to use the default Login ID "SUPERVISOR". The default Password to
go along is "SUPER".
If you pressed the OK button, the FASTbook program starts, and the Monthly
Calendar opens as your desktop with the toolbar shown
33
.
From Calendar you have access to the Setup, Event Data, Invoicing, and
FASTbooking. Also all Timelines and Reports can be accessed. This manual will
guide you through Setup first, then the Calendar and Timelines, then Event Data
and FASTbooking and finally Invoicing and Estimating.
34
‘Notes
35
2
Chapter
Chapter 2: Setup Modules
Before FASTbook is functional, all data relevant to event scheduling must be
entered into the system. This is done by first bringing up FASTbook and then
from calendar, click on the SETUP button. Once the Setup screen is open, click
on the button for a particular setup screen. Enter all the information that is related
to that particular screen. A detailed explanation of this data entry and the overall
function of the individual screens will be explained in their respective section.
The Set-Up modules contain all master databases and hold vital information to
support your center's booking activity. The master databases are classified as either
mandatory (required) or optional. The following list gives you an overview of all
available Setup modules.
36
MANDATORY
OPTIONAL
Center Information
Equipment
- Center Profile
Meals
- User Definables
Vendors
- Supervisor
Labor
- Status & Location
- Positions/Rates
Security
- Employees
- Security Levels
Holidays
Client Categories
Ticklers
Rooms
Outline Descriptions
- Room Rates
Scheduled Tasks
- Room Styles
- Rooms
Event Types
Clients
37
Getting Started
Throughout the manual, the setup modules are explained and described in the
order they appear in setup's toolbar.
That is not necessarily the order in which they should be completed.
We recommend that you first open 'User Accounts & Security ' and then
complete its second tab, the 'Security Levels TAB'.
Once you have setup your Center's Security Levels, you are ready enter the
different users of FASTbook. Complete the first tab, the ‘Fastbook Users
TAB’. enter single users and groups of users.
Once you have setup your Center's Fastbook Users, you are ready enter the
different groups of users of FASTbook. Complete the last tab, the ‘Groups
TAB’, enter group name, then select the users in each group.
After the FASTbook users are entered into the 'Security' setup database and have
their different 'Security Levels', go back to the ‘Facility information’ module.
Click on Facility Information’s first TAB, the actual 'Center Profile' and fill out all
applicable information as described in the Center Profile section in the manual,
also if your center has several sites and you need to setup different Locations, then
complete second tab ‘User Defined TAB’, third tab, ‘User Defined 2’, forth tab,
‘Status/Booking TAB’ and the fifth tab, ‘Internet Settings TAB’.
The 'Client Categories' database needs to be setup next, because its data is
needed to complete Room Rates, Clients, Equipment, Meals, and Labor Rates. If
you don't use different Client Categories, you need to enter at least one category
that could be called 'standard' or 'basic'.
All other mandatory modules, ‘Rooms’ and ‘Event Types’ can be completed in
any order you like as well as all other modules..
If your center has on-site and vendor supplied catering, it is necessary to finish the
'Vendor' database before entering Meals.
If your center schedules labor assignments for in-house and vendor supplied
employees, the 'Vendor' database should be completed before entering Labor.
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Facility Information
‘
NOTE: The Facility information setup module consists of 5 tabs: The 'CENTER
PROFILE' setup, the 'USER DEFINED' setup, the ‘User Defined 2’ setup,
the 'STATUS/BOOKING' setup and the ‘Internet Settings’ tab. The TABS
on the bottom of the window allow for easy swapping between pages, and because
the TAB for the page you are working on is always highlighted in the screen color
there will never be a doubt about what page you are working on.
TAB 1: Center Profile
Center Profile database is where the center's supervisor will configure the various
options available to FASTbook users.
Setting Up The Center Profile
♦ From the View Pull-Down Menu in the Actionbar, pick Center Information
by clicking on it or use your mouse to click on the Center Profile button in the
toolbar.
39
♦ The Center Profile window opens.
The top part of the screen is for your center's information.
Center Name and Software Serial Number are provided by Event Software
Corporation. You will not be able to change these. The Serial Number is needed
to assist you with technical support.
♦ To enter your center's information, click in the first Address field and type in
the Address. Press <TAB> to advance to the next field.
♦ Fill out all applicable information and press <TAB>, or use the mouse to
move the cursor forward.
Notifications
The notification section consists of one check box for Event Coordinator and
four lines: Administrator, Equipment Coordinator, Labor Coordinator, and Meals
Coordinator. The Center Profile allows you to assign a recipient of messages
concerning each of these four categories.
♦ To assign an Event Coordinator, turn the check box on. This will send a
message to Event Coordinator assigned to the event in Event Data.
♦ To assign an Administrator or coordinator, click on the combo button next to
the field. A Screen pops up. Click on the responsible person's Log-in Name.
♦ The Coordinators Name will now transfer to the Center Profile screen. Press
<TAB>.
♦ To indicate how many days prior to the event a coordinator should be notified
of any changes, type the number of days in the appropriate field.
Example: For the recipient of the Equipment Messages to be notified of any
changes in the equipment use, an event must be booked, equipment has to be
assigned, altered, or deleted within the number of days defined.
‘
System Messages are generated every time something has changed at the
event level. The messages are protected; they only appear to the person that they
are assigned to.
NOTE:
Tickler Notification
40
Turning this Checkbox ON allows FASTbook to send Tickler messages to
individuals, when logging into the system.
Locations
In the location section you are able to set up the different locations of your center.
SET UP LOCATIONS ONLY IF YOU HAVE MULTIPLE SITES. Setting up
your different site Locations is important for the Rooms and Equipment setup
screens.
‘
NOTE: If you have only one location (site) you do not need to enter
anything into this field.
♦ Turn the 'Are you Manageing multiple Sites' check box on. Press <TAB>.
♦ Enter the first location into the table. Press <TAB>.
FASTbook will save the record and you are ready to enter the next location.
♦ Proceed until you have all the locations of your center setup. Press <TAB>
after each entry.
♦ To get out of the table without using your mouse, press Post Edit.
TAB 2: User Defined
In the top section of the screen, you are able to define names for 10 NOTE PAD
TABS in Event Data, (5 event level and 5 sub-event level). Let's say that you need
an extra NOTEPAD for comments regarding Housekeeping. Simply place your
cursor in the first note field and type the word 'Housekeeping'. If you wanted to tie
the Housekeeping NOTEPAD to a sub-event you would use the sixth note field.
If you now click on the NOTEPAD in Event Data, the NOTE PAD pops up
with 6 different TABS: Events, Rooms, Equipment, Meals, Labor, and
Housekeeping.
To see the new field and TAB descriptions in place, you need to close Setup and
open Event Data.
41
The bottom section will let you define 24 fields throughout FASTbook.
Information entered in the fields called 'User 1' through 'User 24' will appear in the
'Custom 1' and 'Custom 2' TABS.
Define your expression for the 'Client', 'Room' and ‘Presenter’ databases in the
fields that are located in the center of the screen.
If you are using the word 'Hall' instead of 'Room' and you typed it into
the field next to the room lable, FASTbook will use the word 'Hall' throughout
the program, even the buttons and Tabs will be changed.
Example:
TAB 3: Presenter
Define the Names of all ‘Audio Visual Needs’ checkboxes in the Presenter TAB in
Event Data in the Presenter Section fields ‘Presenter 1’ through ‘Presenter 10’.
♦ Simply type the expression you want to use in the appropriate field. Press
<TAB> to advance to the next field.
42
TAB 4: Status/Booking
Status
In the Status database you will be able to assign 6 different Statuses to userdefined colors. This is very important when you are using the Timelines. If your
facility uses more than one expression for a tentative booking, you will be able to
set up the proper terminology in this window.
Click on the Status/Booking tab on the bottom of the Center Profile window.
♦ The entry form changes to the Status/Booking screen.
♦ Type Firm in the first field. Press <TAB>.
♦ User defined colors will now fill the fields for the 6 different priorities
♦ Red for Firm Events, Blue, Aqua, Purple, Yellow, and Pink for different kinds
of tentative Events. If you wish to select different colors for your status levels,
click on the color wheel, next to each status level and select the color you wish
to use.
♦ Type your Expression for the Tentative 1 on top of the Blue color. Click on
the color wheel if you wish to change the status color and select the color you
wish to use. Press <TAB>.
43
♦ Enter after how many days this kind of booking expires (if applicable). Press
<TAB>.
♦ If you want the tentative booking automatically deleted on the expiration date,
press the SPACEBAR or click in the Checkbox.
♦ Type your Expression for the Tentative 2 on top of the Yellow color. Click on
the color wheel if you wish to change the status color and select the color you
wish to use. Press <TAB>.
♦ Enter after how many days this kind of booking expires (if applicable). Press
<TAB>.
♦ If you want the tentative booking automatically deleted on the expiration date,
press the SPACEBAR or click in the Checkbox.
♦ Enter all remaining Priorities (if applicable). Press <TAB>.
Booking Options
In the booking options section, you are allowed to set up several options and
defaults to define the way FASTbook works.
44
‘
All Checkboxes use positive logic. When a Check shows in the box, that
function is turned on. Initially all flags are turned off.
NOTE:
To change the status of a checkbox, place the mouse pointer in the box nad click
once, or <TAB> the cursor in place and press the SPACEBAR>
Event Number
Before you begin entering events in FASTbook you can change the first event
number. We know not everyone wants to start with number one.
Number Of Minutes
Type in the number of Minutes you need in-between bookings for the same room.
This time can be used as extra setup or tear-down time.
Press <TAB>. (Optional.)
Default Room, Default Start And Times
To help speed up the booking process you can put in defalts so that when you are
booking an event all you have to do check the date and book the room. Just type
in the defalt room, the defalt start and end times. This works well if most of your
holds are for one main room and you rent by the day, not by the hour.
Press <TAB>. (Optional.)
Explode Group
Turning this Checkbox ON will display all the rooms in a group that have been
booked in the sub-event rooms tab of the event data screen. Leaving this
Checkbox OFF will display only the name of the group in the sub-event window
and in the timeline.
... And Divide Rate Equally
Once Explode Groups is chosen, there are two different options on how to show
room-rates: The system is set to default the same room rate to each room in the
group. (The room rate assigned to the group will be issued to each individual
room.)
45
Calculate Show Times
Turning this Checkbox ON allows FASTbook to add setup time to start time to
give you show start time and subtract tear down time from end time to give you
show end time. Leaving this Checkbox off allows you to set independent show
start and show end times.
Weekend Days
‘
NOTE: In this section you will be able to set up the weekend duration. This
procedure is necessary when you are setting up weekend rates for rooms.
♦ If you want to charge the weekend rate for rooms on Fridays, click on the
Friday checkbox.
♦ If you want to charge the weekend rate for rooms on Saturdays and Sundays,
click on the Saturday and on the Sunday checkbox.
♦ Press the SAVE button to save the Status/Booking settings.
TAB 5: Internet Settings
If you wish to send email with in Fastbook you will meed to enter the internet
Protocal settings for you E-mail.
46
The first setting SMTP Host name: Specifies your Simple Mail Transfer Protocol
(SMTP) server for outgoing messages. You can get this information from your IT
Department, Internet service provider (ISP) or local area net (LAN) administrator.
The second setting is SMTP Username: Specifies your account name. This is
usually the same as the part of your e-mail address to the left of the at sign (@).
The third line SMTP Password: Specifies your user password, normally your
server password.
User Accounts and Security
The User Accounts and Security database enables you to set up the different users
of FASTbook and assign Passwords and Tickler Notification codes to them. You
can also set up Security for different groups of users. (e.g. The Booking Group or
the Setup Group).
‘
NOTE: Groups are used for messaging only, not for logging into the system.
Entering Users
♦ Use your mouse to click on the ‘User Accounts and Security’ button in the
toolbox
♦ The Fastbook Users window opens.
47
If setting up a single User:
♦ Click on the INSERT button to add a new line.
♦ Type in the user's login name on the right side of the screen. Press <TAB>.
The System will spell the login name in capital letters on the left side of the
screen. This entry will identify the login name for Tickler Notification.
♦ Type in the user's full name. Press <TAB>.
♦ Enter the Password. Press <TAB>.
♦ Type the user's Security Level. The Security Level was previously defined in
Security Levels TAB. Press <TAB>.
♦ Enter the User's Initials. Press <TAB>.
Not Active
‘
NOTE: To remove users from list, check "Not Active". They will still appear in
setup but not in the rest of FASTbook
Use Net Login Name
48
Turning this Checkbox ON keeps the Login ID assigned by your network so you
can enter the one you setup in FASTbook.
Coordinator
Turning this Checkbox ON allows you to assign users to the Coordinator drop
down box in event data.
Sales Representitive
Turning this Checkbox ON allows you to assign users to the Sales Rep. drop
down box in event data.
User E-Mail Address
Enter the Users SMTP Username and SMTP Password . The SMTP Username:
Specifies your account name. This is usually the same as the part of your e-mail
address to the left of the at sign (@).
The SMTP Password: Specifies your user password, normally your server
password.
For Users Who Wish To
♦ If you wish to change your security password, you must have access to setup
and the security module.
♦ Highlight your name (it will be the only one that you can view) and click into
the existing password.
♦ Type your new password in the highlighted field.
♦
Click on the green check to save the change.
TAB 2: Security Levels
In the security Set-Up you can define security levels.
Type in the User Group's login name. Press <TAB>. The System will spell the
login name in capital letters.
49
Entering Security Levels
♦
Click on the Security Levels TAB on the bottom of the Center Profile
window.
♦
The entry form changes to the Security screen.
♦
Click on the INSERT button to clear the screen.
♦
In the first section you are able to name the security level.
♦
Type in a Number for the level you want to create and press <TAB>.
♦
Type in the Description for that level and press <TAB>.
50
The Meaning of the Security Level Terms:
USE: This Security Level can access the modules, but if nothing else is selected it is
merely a permission to view.
In order to have Edit, Delete, and Create rights, the Use must be ON.
This Security Level can access modules and make changes to existing
records, but cannot Delete records from the database. It will also prevent Creating
of new records.
EDIT:
This Security Level can access the module and delete items from the
indicated database. It has no permission to Edit existing records or Create new
ones.
DELETE:
This Security Level can access the module item and create a new record in
the indicated database, but cannot Edit or Delete existing records.
ADD:
In the second Section you are able to define how 'Setup' is handled.
♦ Click on the first Checkbox called 'Use Set Up', if the level you are defining
should be able to work in the Set Up modules.
♦ By clicking on this Checkbox, all Checkboxes for Set up will be switched to
the ON position.
♦ If you want the level to only use the Set Up module, but not Edit, Add, or
Delete in it, click on the Checkboxes in the Set Up row that are located below
the Edit, Delete, and Add Columns.
♦ All Checkboxes will be turned OFF again accept the first column.
♦ If you want the level to only create within the Set Up module, but not Edit or
Delete, click on the Checkboxes in the Set Up row that are located below the
Edit and Delete columns.
♦ All Checkboxes in the Edit and Delete columns will be turned OFF.
♦ Indicate which databases the level you are setting up will be able to use, which
ones they can Edit, which ones they can Delete from, or Create in by clicking
on the appropriate Checkbox.
In the third Section you are able to define how 'Booking' is handled.
51
♦ Click on the first Checkbox called 'Use Booking' if the level you are defining
should be able to work in the Booking and Report modules.
♦ Indicate in what way the person assigned to the level you are setting up will be
able to use Booking by clicking on the appropriate Checkboxes.
♦ If you want to set a time limit on bookings you have two options. You can
enter the End Date (like 03/07/04) into the 'Book Rooms until' field, or type
in the number of 'Days in advance' (like 90).
FASTbook would disallow any bookings after March 7, 2004, or beyond 90 days.
In the fourth Section you are able to define how 'Resources' are handled.
♦ Click on the first Checkbox called 'Use Rooms' if the level you are defining
should be able to Edit, Delete, or Create records in the Sub-event Rooms
module.
♦ Click on the second Checkbox called 'Use Meals' if the level you are defining
should be able to Edit, Delete, or Create records in the Subevent Meals
module.
♦ Click on the first Checkbox called 'Use Equipment' if the level you are
♦ defining should be able to Edit, Delete, or Create records in the Sub-event
Equipment module.
♦ Click on the first Checkbox called 'Use Labor' if the level you are defining
should be able to Edit, Delete, or Create records in the Subevent Labor
module.
In the fifth section you are able to define whether or not you want the level to use
the 'Allowed Custom Notes'.
‘
You may want to setup User Definable TAB first, before setting up the
fifth section.
NOTE:
♦ Define whether or not you want the level to 'Use Reports'.
In the sixth section you are able to define whether or not you want the level to use
the "invoice/finanical" information.
In the seventh section you are able to set up status priorities for the security level.
52
♦ Click on the first checkbox if you want the user to book firm events, which
have a Priority 1.
♦ Click on the second checkbox if you want the user to book tentative events,
with a Priority 2.
♦ Click on the third checkbox if you want the user to book tentative events, with
a Priority 3.
♦ Mark all six Checkboxes if you want the person assigned to the security level
you are setting up to book any event regardless of status.
Different Event Statuses can be setup in the Center Profile module on the last
TAB called 'Status'.
♦ Click on the SAVE button to save your entries.
♦ Click on the INSERT button to clear the screen and get ready for the next
entry.
‘
NOTE:
You must be logged in as the Supervisor to add a new user to the security
list.
TAB 3: Groups
♦ Type in the User Group's login name. Press <TAB>. The System will spell
the login name in capital letters.
♦ Type in the User Group's full name. Press <TAB> .
♦ Click on the checkbox or press the Spacebar to mark the user as a Group.
♦ Highlight the group to which you want to assign users by clicking with the
mouse on the name.
♦ Type in the User Group's login name. Press <TAB>. The System will spell
the login name in capital letters.
♦ Type in the User Group's full name. Press <TAB> .
53
♦ Click on the checkbox or press the Spacebar to mark the user as a Group.
♦ Highlight the group to which you want to assign users by clicking with the
mouse on the name.
♦ Click on the ZOOM button.
A secondary screen will pop up that contains the Full Name of the group you
highlighted.
♦ Click on the down arrow in the table.
♦ Assign the users you want to be part of the group by selecting them from the
drop-down list and pressing <TAB> after each selection.
♦ Press the OK button to accept your entries and exit the secondary window.
♦ Click on the INSERT button or use the down arrow key to add an empty line
into the table and get ready to set up a Security Level for a different Location.
Double-click on the System-Menu-Icon or choose Close from the menu that
drops down if you click on the System-Menu-Icon once to exit Security.
54
Client Categories
The Client Categories database enables you to set up the different Client
Categories that apply to your clients. Once a Client Category is assigned to a client,
FASTbook uses it to automatically charge a previously specified rate for Rooms,
Equipment, Labor, and Meals.
‘
If you don't use different Client Categories, you need to enter at least one
category that could be called 'standard' or 'regular' It is the basic rate you are
charging to each client.
NOTE:
Entering Client Categories
From the View Pull-Down Menu in the Action bar, pick Client Categories by
clicking on it or use your mouse to click on the Client Categories button in the
toolbar.
The Client Categories window opens.
Click on the INSERT button to add a new line.
Type in the Description for a category and click on the SAVE button to save your
new record.
FASTbook will now stamp this record with the date and time created and
updated for easy tracking and later reference.
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Click on the INSERT button to add a new line and get ready for the next entry.
Click on the Post Edit button to save last entry before exiting.
Clients
The Clients database allows you to enter personal information about each one of
your customers, whether they are making a reservation or conducting other
business at your center.
Entering Clients
♦ From the View Pull-Down Menu in the Action bar, pick Clients by clicking on
it or use your mouse to click on the Client button in the toolbar.
♦ The Client window opens.
♦ Click on the INSERT button to clear the screen.
♦ Type in the Name of the client and press <TAB>.
♦ Enter Address 1, Address 2, and Address 3 (if applicable). Press <TAB> after
each entry.
♦ Enter the City, State, Zip, and Country for the client. Press <TAB> after each
entry.
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♦ Pick a Billing Category from the combo list that applies to this client. Press
<TAB>.
♦ FASTbook will now save the record and stamp it with the date and time
created and updated for easy tracking and later reference.
♦ Enter the first Client Contact Name into the Contact Name column. Press
<TAB>.
♦ Enter the person's Title. Press <TAB>.
♦ Check
the Presenter check box only if you need identify a presenter,
promoter, VIP or other identifier. This will allow you to do a sort or filter by
this contact identifier.
♦ Enter the person's Priority. Press <TAB>.
♦ Enter the Phone Number for the Contact Person. Press <TAB>.
♦ Enter the Phone Extension. Press <TAB>.
♦ Enter the FAX number. Press <TAB>.
♦ The City, State, and Zip Code are defaulted from the upper part of the client’s
screen.
♦ If the Contact person has a different address than the one defaulted, simply
type in the appropriate City, State, and Zip. Press <TAB> after each entry.
‘
To send clients e-mail from FASTbook, you must enter the contact’s e-mail
address.
Note:
♦ Press INSERT to enter the next person into the Contacts table if you are not
on a blank line.
♦ Press <ENTER> to get out of the table, back into the Client Name field.
♦ Click on the INSERT button to clear the screen and enter the next Client.
♦ To view all records in Client Database click on binoculars on the Tool Bar.
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♦ After selecting Client you wish to review, click on the 'ok' button to go back to
Client Information.
Entering Client Notes
♦ Click on the Notes tab next to the Contact tab on the Editing Client screen.
♦ Click on the incert/add record (+) button. FASTbook will time stamp and
add your user name to the record.
♦ Next select the contact if needed.
♦
Then add your note and save when completed.
Event Types
Event Types classify the nature of the event your facility is hosting. They are used
throughout the system to identify the Event and Subevent, and can be an
extremely useful function. The usage of Event Type readily identifies what type of
event or subevent you are dealing with when looking at screens or reports. Event
Types is also very helpful when generating statistical information for management
and sales reports. Event Types are: Banquet, Conference, Meeting, Convention,
Antique Show, etc...
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♦ From the View Pull-Down Menu in the Actionbar, pick Event Types by
clicking on it or use your mouse to click on the Event Types button in the
toolbar.
♦ The Event Types window opens.
♦ Click on the INSERT button to clear the screen.
♦ Type in the Description for an Event Type and click on the Post Edit button
to save the record.
You have the option to determine whether or not to allow a certain number of
days between booking the same Event Type.
An antique show is booked for the first week in March. You have to
decide if you want to have a different antique show in your center during the
second week in March or if you want to wait at least 30 days until you allow the
booking of an antique show again.
Example:
If you want FASTbook to check if the Event Type has been recently used press
<TAB>.
♦ Enter the # of Days you want to pass before booking the same Event Type
again. Press <TAB>.
Entering Privileged Event Types
Purpose:
To provide a new Security level option that will allow a
FASTbook User to setup User Level Security so that a group (i.e., Security Level)
of FASTbook Users can be highly restricted from being able to view any event
detail information that might provide the restricted group of FASTbook Users
knowledge about the type or nature of certain events.
♦ Check all Event Types that you wish to have restricited from the veiw some of
your security levels. Example: You want to restrict the veiw of concert
information to some of your users.
♦ Click Privileged on all Event Types that you want to keep users from viewing.
What the unprivleged viewers will see is event type displayed in.
Entering Private Event Types
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Purpose: To provide an option that will allow the Event Name, and Client Name
and Client Contact Name of an Event to remain hidden from all FASTbook Users
other than the Supervisor and/or the FASTbook User who created the Event.
♦ Check all Event Types that you wish to have restricited from the veiw some of
your security levels. Example: You want to restrict the veiw of concert
information to some of your users.
♦ Click Privileged on all Event Types that you want to keep users from viewing.
What the unprivleged viewers will see is event type displayed in.
♦ Press the SAVE button to save the record.
FASTbook will now stamp this record with the date and time created and
updated for easy tracking and later reference.
♦ Click on the INSERT button to clear the screen and enter the next Event
Type.
♦ Click on the Post Edit button to save last entry before exiting.
Rooms
‘
The Rooms setup window consists of three pages: The ROOM setup, the
ROOM STYLE setup, and the ROOMS RATES setup window. The TABS on
the bottom of the window allow for easy swapping between pages. Because the
TAB for the page you are working on is always highlighted in the screen color,
there will never be a doubt about what page you are working on.
NOTE:
TAB 1: Rooms and Groups of Rooms
The Rooms database allows you to enter all rooms within your facility, including
room dimensions and layout details.
The Rooms database also allows you to combine several rooms that are already
defined. These Room Groups can then be scheduled as one unit to eliminate the
need to schedule every single room that is needed when making a reservation.
Each Group can contain an unlimited number of Rooms.
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Entering Rooms
Click on the Rooms TAB on the bottom of the Rooms window.
The entry form changes to the Rooms screen.
Click on the INSERT button to clear the screen.
Type in the Room Name and press <TAB>.
Click on the ROOM radio button to define that you are setting up a room and
press <TAB>.
Enter optional Dimensions, Square Footage, Max Capacity and Access Times and
press <TAB>.
If you have multiple sites, pick the Location of the room from the pre- defined list
and press <TAB>.
Enter optional Room Attributes. Example: Room has build in screen and
overhead projector, Computer outlets 10 each, Balcony over looking city.
♦ Click on the checkbox to define if the room is a SHARED ROOM.
‘
By allowing the room to be shared by several events, you are able to
double-book it for the same time frame. If the checkbox has an 'X' in it, then
FASTbook does not check for booking conflicts. The SHARED ROOM feature
is included to allow double booking of rooms such as foyers and eating
establishments.
NOTE:
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♦ Assign an Accounting Code (if applicable). Press <TAB>.
FASTbook will now save the record and stamp it with the date and time created
and updated for easy tracking and later reference.
♦ Choose Layout Styles from the predefined list by clicking on the Multi Select
button at the bottom of the Style/Capacity column.
♦ Hold the control key down and select the room styles by clicking on each style
that the room supports.
♦ Enter default capacity (if applicable). Press <OK>.
♦ Type in the total allowable Capacity for each particular Layout Style that is
different than the default that you selected in Multi Select.
♦ To exit the table press the Post Edit button.
♦ Click on the Insert button to clear the screen and get ready for the next entry.
‘
Out of Service for a room: FASTbook allows you to take a room out of
service for any reason. Example: When a room needs repair you can come to
setup, select the room you want to put out of service, click on the Out of Service
Checkbox and enter the start and end date that the room will be out of service.
Always check to see that room is not already scheduled before taking it out of
service.
NOTE:
♦ Click on the Post Edit button to save last entry before exiting.
Entering Groups Of Rooms
♦ Click on the Rooms TAB on the bottom of the Rooms window.
♦ The entry form changes to the Rooms screen.
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♦ Click on the INSERT button to clear the screen
♦ Type in the Room Group Name and press <TAB>.
♦ If your center has multiple sites pick the Location of the group of rooms from
the previously defined list.
♦ Click on the GROUP radio button to define that you are setting up a group.
♦ Enter the Length, Width, and Height of the group of rooms (if applicable).
♦ Press <TAB> after each entry.
♦ The earliest time the room group can be accessed is displayed if the rooms
used for the group had Access Times attached.
♦ Assign an Accounting Code (if applicable). Press <TAB>.
♦ FASTbook will now save the record and stamp it with the date and time
created and updated for easy tracking and later reference.
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Choose a Room to be part of the group from the predefined list by
clicking on the Multi Select button at the bottom of the Rooms in the Group
column.
♦ Hold the control key down and select the rooms that you want in the
group by clicking on each one
‘
Once a group is setup, the system displays the total capacities for each
specific Layout Style. These capacity figures are used by FASTbook's Room
Search feature in the booking process.
NOTE:
♦ To change capacities simply click on the Style Name in the Styles/
Capacities section and press <TAB> to highlight the Capacity.
♦ Type in the new capacity and click on the SAVE button to save the change.
♦ Click on the INSERT button to clear the screen and get ready for the next
entry.
♦ Click on the Post Edit button to save last entry before exiting.
TAB 2: Room Styles
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Room Styles categorizes the possible seating and equipment configurations
available for each room within your center.
Entering Room Styles
♦ Click on the Styles TAB on the bottom of the Rooms window.
♦ The entry form changes to the Room Styles screen.
♦ Click on the INSERT button to insert a new line into the table.
♦ Type in the Description for a style and click on the SAVE button to save your
new record.
FASTbook will now stamp this record with the date and time created and
updated for easy tracking and later reference.
♦ Click on the INSERT button to insert the next blank line into the table.
♦ Click on the Post Edit button to save last entry before exiting.
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TAB 3: Room Rates
The Room Rates database enables you to set up all applicable rates you commonly
charge for the use of your facility.
FASTbook allows for three different ways to set up rates:
1: Set up rates using predefined codes
♦ If the Code is setup as 'Daily Rate only', the client will be charged the same
amount, no matter how many hours the room is booked during a day.
♦ If the code is setup as 'Hourly & Daily Rate', the client will be charged the
hourly rate for eight hours (or how many hours are setup before the daily rate
is used), then FASTbook starts charging the Daily Rate.
♦ If the Code is setup as 'Hourly Rate Only', the client will be charged the
same amount for each hour the room is in use.
♦ If the Code is setup as 'N/A (Does Not Apply)', the client will not be charged.
2: Set up a rate using first and second hour rate
3. Set up a rate using a minimum charge or a percentage of the fee charged
at the gate.
‘
To set up a Room Rate, you have to choose one of the 3 options. The two
remaining ones will be disabled as soon as you start entering data. If you change
your mind and decide to setup the rate using another option, you have to delete
the rates you entered. To deactivate the rate you had setup using the codes; choose
"N/A (Does Not Apply)". The amounts will default to 'Zero'. Use your tab keys
to move to the rate option group panel you want to use.
NOTE:
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Entering Room Rates
♦ From the View Pull-Down Menu in the Action bar, pick Rooms by clicking
on it or use your mouse to click on the Rooms button in the toolbar.
♦ The Rooms window opens with the page for Room Rates active.
♦ Click on the INSERT button to clear the screen.
♦ Type in a Description for the rate you want to setup and press <TAB> to
advance to the next field.
♦ Enter the year during which the rate will apply (if applicable). Press <TAB>.
♦ Type
in the markup that will apply for the following years either in a
percentage rate or in a flat amount (if applicable). Use whole numbers like 1, 5,
or 20. Press <TAB>.
♦ Pick
an option from the previously defined Billing Category table (if
applicable). Press <TAB>.
If selecting the rate type Hourly & Daily (Option 1).
♦ Select a Code that identifies which rate (Daily, Hourly, Hourly & Daily, Daily
or N/A) applies for Weekdays by clicking on the combo box and selecting a
code. Press <TAB>.
♦ Repeat the above steps for both Weekends and Holidays.
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‘
If you leave one of the three categories empty, (i.e. Holidays), the room
charge on a Holiday will default to the previous level, either the weekend rate or if
that is not specified either, to the weekday rate.
NOTE:
♦ Enter the number of hours to pass before you want to start charging the daily
rate.
‘
‘
The number listed here is the number of hours that FASTbook will bill an
hourly rate for a room before it switches over to the daily rate. If you do not enter
a number in the field, FASTbook will always use the daily rate.
NOTE:
Every 45 minutes FASTbook starts charging the full hour rate. If an event
starts at 8:00 and ends at 9:45, FASTbook will charge for 2 hours.
NOTE:
♦ Click on the SAVE button to save your new record.
FASTbook will now stamp this record with the date and time created and
updated for easy tracking and later reference.
♦ Click on the INSERT button to clear the screen and get ready for the next
entry.
If selecting the rate type First and Second Hour option (Option 2).
♦ Click with the mouse in the first field in the First and Second Hour rate
section and enter the First Hourly Rate. Press <TAB>.
♦ Enter the Second Hourly Rate. Press <TAB>.
♦ Enter the # of Hours before FASTbook starts charging the Second Rate.
The first hourly rate is $100, the second hourly rate is $ 50, the hours
before using the second rate are set up for 3. FASTbook will charge $100 per
hour if an event is three hours or shorter. If the event takes place for more than 3
hours and 45 minutes, FASTbook starts charging the second hourly rate.
Example:
♦ Click on the checkbox if you want to add 1 & 2-hour rate together for the
second hourly rate.
♦ Click on the SAVE button to save your new record.
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FASTbook will now stamp this record with the date and time created and
updated for easy tracking and later reference.
♦ Click on the INSERT button to clear the screen and get ready for the next
entry.
If selecting the rate type Percentage from Charges at the Gate (Option 3).
♦ Click with the mouse in the first field in the Percentage Rate section to enter
the Minimum Rate you will charge. Press <TAB>.
♦ Enter a percentage amount from the Gate charge. (Optional). Press <TAB>.
♦ Enter the Maximum Rate you will charge.
♦ Click on the SAVE button to save your new record.
FASTbook will now stamp this record with the date and time created and
updated for easy tracking and later reference.
♦ Click on the INSERT button to clear the screen and get ready for the next
entry.
If selecting the rate type Square Foot option (Option 4).
♦ Click with the mouse in the first field in the Square Foot section to enter the
Minimum Rate you will charge. Press <TAB>.
♦ Enter cost per square foot. Press <TAB>.
♦ Enter the Maximum Rate you will charge.
♦ Click on the SAVE button to save your new record.
FASTbook will now stamp this record with the date and time created and
updated for easy tracking and later reference.
Vendors
The Vendors database enables you to enter personal information about each
vendor doing business with your center. Supplier information is useful when
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ordering, replacing, or renting equipment. Your meal Catering Companies would
also be stored in this database.
Entering Vendors
♦ From the View Pull-Down Menu in the Actionbar, pick Vendors by clicking
on it or use your mouse to click on the Vendors button in the toolbar.
♦ The Vendors window opens.
♦ Click on the INSERT button to clear the screen.
♦ Type in the Name of the Vendor and press <TAB>.
♦ Type in the Business Hours. Press <TAB>.
♦ Click on the appropriate category in the radio button group to define the Type
of Vendor. Categories are Equipment, Labor, Caterer, and Other.
♦ Enter Address 1, and Address 2. Press <TAB> after each entry.
Enter the City, State, and Zip. Press <TAB>after each entry.
♦ Enter the Name of the contact person. Press <TAB>.
♦ Enter the contact person's Phone Number. Press <TAB>.
♦ Enter the second contact persons name and phone number. Press <TAB>
after each entry.
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♦ Enter the FAX number for the Vendor. Press <TAB>.
♦ Click on the SAVE button to save your new record.
FASTbook will now stamp this record with the date and time created and
updated for easy tracking and later reference.
♦ Click on the INSERT button to clear the screen and enter the next Vendor.
♦ Click on the Post Edit button to save last entry before exiting.
Equipment
The Equipment database allows you to enter all equipment that your center
supplies. It keeps track of all equipment in use, as well as equipment available for
scheduling.
The Equipment Package database enables you to combine several pieces of
equipment into comprehensive packages. These packages can then be
scheduled as a single unit for a specific room, eliminating the need to list every
piece of required equipment separately.
Entering Equipment
♦ From
the View Pull-Down Menu in the Actionbar, pick Equipment by
clicking on it or use your mouse to click on the Equipment button in the
toolbar.
♦ The Equipment window opens.
♦ Click on the INSERT button to clear the screen.
♦ Type in the Description for the piece of equipment and press <TAB>.
♦ If you have multiple sites enter the location for the piece of equipment. Press
<TAB>.
♦ Click on the radio button for Equipment. Press <TAB>.
♦ Enter the Accounting Code and press <TAB>.
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♦ Enter the Unit Type. Press <TAB>.
♦ Enter the Unit Cost. Press <TAB>.
♦ Enter the total Quantity that is available and press <TAB>.
♦ Type in the minimum of the equipment unit supplied for a booking.
Press <TAB>.
♦ Enter the Replacement Charge. Press <TAB>.
♦ Select the Type of Equipment by clicking on the appropriate radio button.
You can choose from Audio Visual, Furniture, and Other. Press <TAB>.
FASTbook will now save the record and stamp it with the date and time created
and updated for easy tracking and later reference.
♦ To assign the appropriate rates, click on the Multi Assign button at the bottom
of the rates box.
♦ While holding the <CTRL> key down, click on the Client Categories that are
appropriate.
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♦ Assign a Rental Charge in the Default Charge table, click on OK.
♦ To exit the table and highlight the first field, press <ENTER>.
♦ Click on the Post Edit button to save last entry before exiting.
Entering Equipment Packages
♦ From the View Pull-Down Menu in the Actionbar pick Equipment by clicking
on it or use your mouse to click on the Equipment button in the toolbar.
♦ The Equipment window opens.
♦ Click on the INSERT button to clear the screen.
♦ Type in the Description for an equipment package and press <TAB>.
♦ Click on the radio button for Equipment Package. Press <TAB>.
‘
NOTE: FASTbook defaults to Equipment. Once you activate the
Equipment Package button, only the Equipment Items table at the bottom of the
screen is active. After saving the record as a Package, it cannot be changed.
♦ If you have multiple Locations, enter the location for the Equipment Package.
Press <TAB>.
♦ Select the Type of Equipment by clicking on the appropriate radio button.
You can choose from Audio Visual, Furniture, and Other. Press <TAB>.
FASTbook will now save the record and stamp it with the date and time created
and updated for easy tracking and later reference.
♦ To assign pieces of equipment to a Equipment Package select Equipment
Items from the predefined Equipment database by clicking on the MultiAssign button at the bottom of the Equipment Items column.
♦ While holding the <CTRL> key down, click on the Equipment Items that are
needed for the package.
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♦ Enter the total number of equipment units to be included in the package, then
click OK. .
♦ To exit the table and return to the first field, press <ENTER>.
♦ Click on the Post Edit button to save last entry before exiting.
Meals
The Meals database allows you to setup catering menus that can be schedule for
any event requiring meals. The database stores common meal packages that your
center offers. Create as many Meal Menus as desired. Using different Client
Categories, FASTbook allows for charging different rates for the same meal.
Entering Meals
♦ From the View Pull-Down Menu in the Actionbar pick Meals by clicking on it
or use your mouse to click on the Meals button in the toolbar.
♦ The Meals window opens.
♦ Click on the INSERT button to clear the screen.
♦ Type in the Description for a meal and press <TAB>.
♦ Select if the record you are setting up is a Meal, a Beverage, or Other by
clicking on the appropriate Radio button.
♦ Type in the Actual Cost (the price you are charged) for the meal. Press
<TAB>.
♦ Type in the Accounting Code. Press <TAB>.
♦ Select the name of the Caterer from the combo list previously setup in Vendor
Setup (if applicable). Press <TAB>.
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FASTbook will now save the record and stamp it with the date and time created
and updated for easy tracking and later reference.
♦ To assign the appropriate rates, click on the Multi Assign button at the bottom
of the rates box.
♦ While holding the <CTRL> key down, click on the Bill Categories that are
appropriate.
♦ Type in the price you charge in the Default Charge table, click on OK.
♦ If the price you charge for each Billing Category is different than the default
charge you can make the changes now. Press <TAB>.
♦ Click in the Meal items table or press <ENTER> from the Billing Category
table.
♦ Type in the first menu item and press <TAB>.
♦ Type in the Cost for that menu item (if applicable). Press <TAB>.
♦ Type in the second item that is supplied with the meal. Press <TAB>.
♦ Type in the cost for the second item (if applicable) and press <TAB>.
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♦ Repeat above steps to enter additional items as required. Press <ENTER>
when you have entered all meal items.
♦ Click on the INSERT button to clear the screen and enter the next Meal.
♦ Click on the Post Edit button to save last entry before exiting.
Labor
‘
The Labor setup window consists of two pages: The Labor Rates setup
and the Employee setup. The TABS on the bottom of the window allow
NOTE:
for easy swapping between pages and because the TAB for the page you are
working on is always highlighted in the screen color there will never be a doubt
about what page you are working on.
TAB 1: Labor Rates
The Labor Rates database enables you to set up individual positions that your
center employees, and to enter the applicable compensation schedule for each
position.
Entering Labor Rates
♦ From the View Pull-Down Menu in the Actionbar pick Labor by clicking on it
or use your mouse to click on the Labor button in the toolbar.
♦ The Labor window opens with the page for Labor Rates active.
♦ Click on the INSERT button to clear the screen.
♦ Type in the Description for a position and press <TAB>.
♦ Type in the Minimum Shift Hours for that position. Press <TAB>.
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Type in the various rates and gratuities that apply for the position. Press <TAB>
or <ENTER> to advance after completing a field.
♦ Leave fields that do not apply blank, by either entering '0' or pressing <TAB>
or <ENTER>.
♦ Click on the SAVE button to save your new record.
FASTbook will now stamp this record with the date and time created and
updated for easy tracking and later reference.
♦ Click on the INSERT button to clear the screen and enter the next Position
and Rate.
♦ Double-click on the System-Menu-Icon or choose Close from the menu that
drops down if you click on the System-Menu-Icon once to exit Labor.
Ticklers
The Ticklers database allows you to setup and maintain an activity register that
incorporates event related tasks in a chronological order. Each register can then be
attached to a specific event, which then enables the system to notify
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responsible parties (authorized users), when each task becomes due.
Ticklers assist you in keeping track of all the tasks associated with a particular
event. They serve as reminders of activities that must take place prior to, during,
and after an event.
Ticklers can only be modified using this screen. Actions and Days away cannot be
modified when a Tickler is created for an event.
Days away is specified as follows:
- The event Start Date is always '0'.
- Activities prior to the event are entered with a minus (-).
- Activities during the event are entered as 0.
- Activities past the event date are entered as normal positive numbers.
Entering Ticklers
♦ From the View Pull-Down Menu in the Actionbar, pick Ticklers by clicking
on it or use your mouse to click on the Ticklers button in the toolbar.
♦ The Ticklers window opens.
♦ Click on the INSERT button to clear the screen.
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♦ Type in the Description for a Tickler and press <TAB>.
If you want this tickler to set automatically every time you create a new event
Check the “Create Tickler Automatically for New Event” check box.
FASTbook will now save the record and stamp it with the date and time created
and updated for easy tracking and later reference.
♦
‘
Type in the first action associated with the tickler. Press <TAB>.
Actions preceding an event are entered as negative numbers (e.g. '-30'), the
actual event is entered as a '0', and actions following the event are entered as
positive numbers (e.g. '15'), if you choose to calculate from the Event Start or End
Date.
NOTE:
If the Date the Event was created is selected, all numbers have to be positive.
♦
Enter the number of days the action is away from the event. Press
<TAB>.
♦
Pick the Name (Login Name) of the employee responsible for the
particular action from the previously defined list and press <TAB>.
‘
You have the option to calculate the due dates from either the Event Start
Date, the Event End Date, the Date the Event was Created or the Date
Tickler was Created. Those four options are hard- coded into FASTbook.
NOTE:
♦
Pick the Base Date you want the Due Date to be calculated with from the
three options in the drop-down list and press <TAB>.
♦
Repeat the above steps to continue setting up the Tickler.
♦
Click on the INSERT button to clear the screen and enter the next
♦
Click on the Post Edit button to save last entry before exiting.
Tickler.
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Holidays
The Holidays database enables you to setup and keep track of all Holidays that
apply to your facility.
Entering Holidays
♦ From the View Pull-Down Menu in the Actionbar pick Holidays by clicking
on it or use your mouse to click on the Holiday button in the toolbar.
♦ The Holidays window opens.
♦ Click on the INSERT button or press the Insert button on your keyboard to
insert a new line into the Holidays table.
♦ Type the Name of the Holiday into the description field.
If the Holiday is always on the same date in the same month, like New Years Day,
click on the Months (January) and then enter the appropriate Date in the Date
section (01).
♦ Define whether or not to allow bookings for that Holiday by clicking on the
appropriate Radio button.
‘
If you don't define the booking option, FASTbook will default to 'Do not
allow booking'.
NOTE:
♦ Click on the Process button.
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A screen will pop up, allowing you to process the holiday until the year you define.
The default is set for 10 years ahead.
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♦ Change the 'To' year if necessary.
♦ Click the OK button.
The holiday is now being processed for the specified years.
♦ Click on the VIEW button to review the different days in the week the holiday
is going to take place in upcoming years. This screen will also show you if
bookings are allowed.
The button group on the right side lets you get to the first and last record quickly
without scrolling and delete holidays from the list line by line.
♦ On the right side is a small calendar with the holiday you just have just setup,
highlighted.
♦ Click on a different day and you will see that the holiday has a different color
than the other days.
The red color tells you that there are no bookings allowed for that day.
The blue color shows that only the Supervisor is allowed to book for that day.
The green color indicates that booking is allowed on the holiday.
♦ Press the Close button to return to the Holiday screen.
If the Holiday is always on the same weekday in the same month, like
Thanksgiving, click on the Month (November), then click on the Week (Last
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Week), and then click on the Day (Thursday). Define if bookings are allowed on
that day.
If you don't define the booking option, FASTbook will default to 'Do not
allow booking'.
NOTE:
♦ Click the Process button.
A screen will pop up, allowing you to process the holiday until the year you define.
The default is set for 10 years ahead. Change the 'To' year if necessary.
♦ Press the OK button.
The holiday is now being processed for the years you specified.
♦ To view the days in the week the holiday going to take place in upcoming
years and to see if bookings are allowed, press on the VIEW button.
♦ Press the Close button to return to the Holiday screen.
♦ Click on the INSERT button to insert the next blank line into the Holiday
table.
♦ By clicking the INSERT button or by moving the cursor to a blank line using
the keyboard's arrows, the holiday is automatically saved.
But, if you just enter one holiday and then exit the Holiday setup screen, you have
to press the SAVE button in the FASTbook's toolbox.
♦ Click on the Post Edit button to save last entry before exiting.
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‘Notes
84
3
Chapter
Chapter 3: Functionality
How to setup and use the Calendar
The Monthly Calendar is FASTbook's default desktop. It displays an entire
month at one time. The buttons in the tool bar allow you to open other modules
such as Event Detail, Time lines, FASTbooking, Reports, Messaging, Expired
Items and Setup. The buttons above the calendar change the displayed date. In the
table on the bottom of the screen you can view all scheduled events for the
currently highlighted date. This is one way of viewing schedule availability.
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♦
To display the previous year, month, or day use the arrow buttons located
on the left side of the date in the toolbar. The previous year button is the farthest
button to the left with two solid bars and the arrow pointing to the left. The
previous month button shows a solid bar and an arrow pointing to the left. The
previous day button has one arrow pointing to the left. You only need to click on
the button once for it to execute.
♦
To advance a day, a month, or a year click once on the arrow buttons
located to the right side of the date in the toolbar. The next day button has one
arrow pointing to the right. The next month button shows a solid bar and an
arrow pointing to the right. The next year button has two solid bars and the arrow
pointing to the right.
♦
To quickly move to another month and year click on the long button
which displays the currently highlighted date. This is a 'Go To' button, and
pressing it will cause a pop up screen to appear where you can select the month
and year you want to display in the calendar.
When the calendar first opens, the current date is always highlighted in the
Windows highlight color and displayed in the toolbar at the top of the screen.
(You can easily change the highlight color in Calendar options, calendar options
can be found by doing a right mouse click at the calendar.)
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Each daycell contains various lines of text, the number lines displayed dependents
on the size of the calendar. The Calendar displays the Event names or event types
for all the Events booked on that day, and the information is arranged by status
and order of entry. A summary of details for each event is listed in the table at the
bottom of the screen. Event Number, Event Name, Room name, Event Type,
Status, Start Time, End Time, (or optionally Show start time and Show end time)
and Setup Style are listed. The resources like Equipment, Meals, Labor and Notes,
if assigned, will have small checkmarks in the checkboxes. If notes exist for the
event, they will be designated with a notepad icon in the box.
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Days that have more than three different events are marked with the total number
of events on the left side of the daycell.
You can view the additional events not displayed on the calander by highlighting
the day and looking in the table at the bottom or the screen.
To view information about events on a particular day, click any where in a day cell.
The color in the day cell will change to the highlight color. The date in the toolbar
will change, and the details of the Event in the table at the bottom of the screen
will change to the information for the day you selected.
You can also use the right and left arrows on your keyboard to advance or recede
one day. Pressing the up or down arrow will highlight the same day in the previous
or next week.
From Calendar you have the option to quickly open the Event Detail module, the
Timeline module, the Fastbooking module, the Reports module, the Messages
module, the Expired Items Module, and the Setup module by using the buttons in
the toolbar on the left side of the screen.
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The Event Detail module can also be opened by doubleclicking on one of the
events in the table at the bottom of the screen.
‘
NOTE: Calendar options allow you to customize your calendar
♦
With calendar open, do a right mouse click to view drop down box.
♦
Select Calendar Options by clicking on it. The Calendar Optionsbox will
open showing the default Calendar settings.
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Set Navigational Days by turning on or off the check boxes, you will see the
change displayed on the calendar in the background.
You can set Dark Days, (Days that you don't schedule events).
‘
♦
Click on the day you wish to shadow and the color you wish to use.
♦
Make any other color changes you wish to make on your calendar.
♦
Click on the OK button to save and return to the calendar.
To Resize your Calendar so that you can see all of your Events at the
bottom:.
NOTE:
♦
Using your pointer, grab the base of your calendar and move up or down
or click on your right mouse button to select Splitter Position.
♦
Increasing the number will increase the size of the calendar and decreasing
the number will decrease the size of the calendar.
On some daycells you may see a small image. It is a symbol for a holiday that is
setup for your center. If you click in the daycell that contains the symbol, the name
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of the holiday will be displayed in the toolbar below the date, right next to the
image.
How to use the Time Lines
Daily Time Lines
♦
To get more detailed information about your center's status for a given
day click on the day in the calendar that you would like to view and then click the
Timelines button on the side toolbar. A pop up window will appear giving you
different timeline options. To view information about a day’s events, click on the
daily timeline button.
‘
You can view any one of the time lines by highlighting a day cell in the
Calendar and then right clicking with your mouse. The menu will appear and
display an option for each one of the time lines. Click on the one you want to
view and it will take you directly to it.
NOTE:
♦
To get more detailed information about your center's room status for a
month open the monthly Room Timeline by pressing on its button.
♦
To get more detailed information about your center's event bookings for a
month open the month you want to view in the calendar and then open the
monthly Event Timeline by pressing on its button.
♦
To get more detailed information about your center's resource bookings
(like Equipment and Meals) for a day make that day your current one and then
open the Resource Timelines by pressing on the button.
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♦
To exit choose Close at the bottom to the pop up window.
♦
To Exit FASTbook go to file on the menubar, choose Exit from the
menu that drops down.
♦
Choose Minimize from the title bar to minimize FASTbook for later use.
Daily Timeline for Rooms
The Daily Timeline is a graphical display of your center's bookings for one day.
24 hours are displayed at the top of the window next to the room count area. All
the facilities rooms and room groups are listed in alphabetical order on the left
side.
Use the Page Up and Page Down buttons to scroll within the room name table if
the facility has more rooms than can be displayed in one screen.
The timelines are displayed in a grid that shows every hour in the day. The
morning hours (AM) are yellow, the evening hours (PM) are lightblue.
Timelines can appear in 6 different colors, if your center uses 6 statuses. The
colors are user defined and you can look up their meaning in the setup module
under Center Profile in the Status tab.
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If you allowed time for setup and teardown of a room, you will see those times
displayed at the beginning and end of each timeline as a shaded area.
Bubble Help appears when the mouse pointer passes over a timeline. It contains
the Event Name, and its Start and End Time.
The small color display on the right side of the screen, shows which colors
(statuses) are used for each room.
A room has a firm booking from 08:00 A.M. to 01:00 P.M. (red time
line), and a tentative booking from 01:00 P.M. to 04:00 P.M. (blue timeline). But
the indicator on the right side shows 3 different colors. You know that there has
to be a third event booked for the room with a lower status.
Example:
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♦
Doubleclick on the room name you want to examine closer.
A Timeline zoom screen pops up showing you all timelines for the room you
doubleclicked on.
The room name is displayed in the left top part of the screen followed by the
24hour timeline. All statuses are listed in the table along the left side, and the
appropriate timelines are shown in the grid. This zoom screen is necessary to
display all overlapping timelines.
♦
Click on the Close button to return to the daily timeline for rooms.
Monthly Timeline for Rooms
The Monthly Time line for Rooms is a graphical display of your center's bookings
for one entire month.
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The days of the month are displayed at the top next to the room count area. All
rooms for the facility are listed in alphabetical order on the left side.
Use the Page Up and Page Down buttons to scroll within the room name table if
the facility has more rooms than can be displayed in one screen.
The timelines are displayed in a grid that shows every day in the month. Saturday
and Sunday are always displayed with a red color, the weekdays are black.
‘
The red marked days are not the weekend days you might have setup in
Center Profile. If you have Friday setup as a weekend day, it will not be shown in
red color in the Timeline.
NOTE:
Just like in the daily timeline screen, the monthly timelines can appear in 6
different colors, if your center uses all 6 statuses. The colors are user defined and
you can look up their meaning in the setup module under Center Profile in the
Status tab.
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Because all statuses are always visible (they don't overlap) you get an instant
overview of your center's availability.
If you wish to see a complete overview for specific rooms and days you need to:
♦
Click on the day you wish to examine closer.
♦
Doubleclick on the room name you want to inspect.
A Timeline zoom screen pops up showing you all timelines for the room on the
day you clicked on.
The room name is displayed in the left top part of the screen followed by the 24
hour timeline. All statuses are listed in the table along the left side, and the
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appropriate timelines are shown in the grid. Since the monthly timeline can
become quite overwhelming, the zoom gives you a much more calm overview.
♦
Click on the Close button to return to the monthly timeline for rooms.
Monthly Event Timeline
The Event Monthly Timeline is a graphical display of your center's bookings for
one entire month. Displayed are all events happening throughout a month. You
can easily observe the duration of an event and its status.
The days of the month are displayed at the top, next to the event count area. All
event bookings for the month active in the calendar are listed in alphabetical order
on the left side.
Use the Page Up and Page Down buttons to scroll within the room name table if
the facility has more rooms than can be displayed in one screen.
The timelines are displayed in a grid that shows every day in the month. Saturday
and Sunday are always displayed with a red color, the weekdays are black.
The timelines can appear in 6 different colors, if your center uses all 6 statuses.
The colors are user defined and you can look up their meaning in the setup
module under Center Profile in the Status tab.
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Because each event status is visible, you get an instant overview of your center's
availability.
If you wish to see a complete overview for a specific event you need to:
♦
Click once on the number for the day you wish to examine closer.
♦
Click twice on the event name you want to inspect.
A Timeline zoom screen pops up showing you all different rooms for the event
you selected.
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♦
Click on the Close button to return to the monthly timeline for rooms.
Daily Timelines for Resources
The Timelines are a graphical display of your center's resource bookings for one
day.
♦
Click on the day cell you want to lookup a resource for.
♦
Click on the Resource button in the Time Lines pop up window .
♦
Resources are Equipment, Meals, and Labor. Each one has their own
Timeline.
Working With The Equipment Timeline
If you want to look up all equipment booked for one day, highlight the day you
want to look at on the Calendar, click the Time Lines Icon in the right tool bar and
then click on the Resource Timeline. From there click on the Equipment button
in the pop up window.
The equipment timeline will pop up.
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If you want to look up all equipment booked for one day, highlight that day and
right mouse click on the calendar and choose the Resource time lines option from
the menu. A resource window will appear displaying your three resource options.
Select the equipment button. You can also get to the equipment time line by
clicking on the Time Lines button on the right toolbar, select the Resource
timelines and the equipment button.
The room names are listed in a table on the left side. If there are more rooms than
lines in the table, use the Page Up and Page Down buttons to scroll.
The timelines in the grid show the 24 hours of the day you selected.
If you move with your mouse directly over a timeline the bubble help will tell you
what event is scheduled in the room.
To see a single piece of equipment listed, FASTbook has an equipment zoom
screen.
♦
Double click on an event name to look up more detailed information
about the equipment
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A screen will pop up showing you the Description of the equipment, the Date it is
in use, the Room Name, the Quantity ordered and received, the Unit Cost, and the
Total Cost.
♦
To close the Equipment pop up, click on the Close button.
♦
To close the Equipment Timeline, click on the Close button.
Working With The Meals Timeline
♦
If you want to look up all meals booked for one day, highlight that day
and right mouse click on the calendar and choose the Resource time lines option
from the menu. A resource window will appear displaying your three resource
options. Select the meals button. You can also get to the meals time line by
clicking on the Time Lines button on the right toolbar, select the Resource
timelines and the meals button.
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The room names are listed in a table on the left side. If there are more rooms than
lines in the table, use the Page Up and Page Down buttons to scroll.
The timelines in the grid show the 24 hours of the day you selected at the top.
♦
If you move with your mouse directly over a timeline a HINT will tell you
the event that is schedule in the room.
♦
Double click on a meal to view it in more detail.
A screen will pop up showing you the Description of the meal, the date, the Room
Name, the Quantity, the Cost for one meal, and the Total Cost.
♦
To close the Meal pop up, click on the Close button.
♦
To close the Meal Timeline, click on the Close button.
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Working With The Labor Timeline
♦ If you want to look up all labor booked for one day, highlight that day and
right mouse click on the calendar and choose the Resource time lines option from
the menu. A resource window will appear displaying your three resource options.
Select the labor button. You can also get to the labor time line by clicking on the
Time Lines button on the right toolbar, select the Resource timelines and the labor
button.
The labor timeline will pop up.
The room names are listed in a table on the left side.
If there are more rooms than lines in the table, use the Page Up and Page Down
buttons to scroll.
The timelines at the top show the 24 hours in the day.
♦
If you move with your mouse directly over a timeline the bubble help will
tell you what event is scheduled in the room.
To see all labor listed, FASTbook has an labor zoom screen.
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♦
Doubleclick on an event name to look up more detailed information
about the labor.
A screen will pop up showing you the Description of the labor, the Date, the
Room Name, the Quantity, the Unit Cost, and the Total Cost.
♦
To close the Labor pop up click on the Close button.
♦
To close the Labor Timeline click on the Close button.
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‘Timeline Notes
105
FASTbooking
The FASTbooking module can be accessed from either the Calendar, Event
Detail window or the menu bar under ‘View’.
This module contains various sophisticated innovations:
1)
A room search feature, where you enter criteria and FASTbook will find
the best available room(s) for you.
2)
It allows for quick scheduling of repetitive bookings. It is very
advantageous in entering essential event information then booking clients who
meet on a regular basis.
3)
Interactive and optional hint help that walks you through the steps in
FASTbooking.
4)
A grid display of the rooms providing important room information at the
time of booking.
There are two booking views in Fastbooking. The simple booking view allows for
a quick book of a single room making it an easy step process to enter a booking.
The advance booking view allows for the advanced features of multiple room
bookings, entering events that may have a pattern occuring for a duration,
complex searches, room information and attributes, creating and saving booking
templates and having a report for conflicts in desired scheduling which allows the
user to address.
The default view is the simple Booking. Choose the ‘Hint Help’ option under the
Help menu to have dialogue boxes guiding you through the booking process.
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Simple Booking
♦
Click on the “FASTbooking” icon in the FASTbook toolbar on the left
side of the screen. A window should appear displaying options for making a
booking.
♦
Create a new event in FASTbooking by entering a new ‘Event Name’ or
use the drop down menu to choose a pre-existing ‘Event Name’. If you choose an
event name from the drop down all of the following fields should be populated
automatically. If the user is not using the drop down window, the following fields
will need to be populated manually: Status, Event Type, Client Name, Contact and
Location.
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♦
Use the mouse and/or the tab key to enter information in the following
drop down menu fields and time masked fields in the “Time/Duration” section:
Start Date, End Date, Start Time, End Time, Show Start, Show End. You may use
either the drop down arrows and controls in the fields or type in the information
in the given format.
♦
Enter a name in the “Room Name” drop down field. There is no filtering
on availablity from the drop down list in simple booking. It will attempt to book
the event based on the given information. If there is a conflict it will be reported
on.
♦
Click on the “Finish booking” button.
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A pop box will appear showing the status of the booking. If it is a short duration
booking like a single day your screen may barely register the image.
The “Booking Log” window will appear displaying the event number in the top
left corner of the screen, the name of the event, and the room where the event was
booked with the date(s) and time(s) of the event. The user should also be given
the option of printing the booking from the “Booking Log” pop up window.
This an informational report for the booking agent for confirmation.
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‘
NOTE: If there is a scheduling conflict this report will show the conflict by printing
out the Event number, room and date of the event already booked. This allows
the user to make changes to accommodate both bookings.
♦
Click on the “New Booking” button to clear the data from the text fields
and begin booking a new event.
♦
In the “Booking Log” popup menu click the “Print” button (This should
give the user a screen that displays options for previewing, printing or saving the
event, along with a display of what printer the document will print to).
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♦
Click in the “Preview” radio button and then click “OK” (This should
give the user a print preview of the booking confirmation).
♦
Click the “Ok” button to close the preview and then click on the “Print”
radio button and print out the document. Make sure the document prints clearly
and that the information is formatted correctly.
♦
Click the “File” radio button option and then specify the location for
storage by clicking on the browse button in the report destination section. A pop
up window should appear defaulting to the “Templates” folder. Name the
booking and click the save button. The template is now saved and can be
retrieved for use in the future.
♦
Close the print pop up window.
♦
Click on the “Booking Log” window close button and test the advanced
booking section.
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Advanced Booking
♦
Click on the “FASTbooking” icon in the FASTbook toolbar on the left
side of the screen. A window should appear displaying options for making a
booking.
♦
Click on the “Advanced” booking button after entering the
FASTbooking.
A window appears with additional FASTbooking features that allow the user to set
up date patterns for events, book more than one room at a time and allow for
more access to room features to allow your facility’s clients better choices for
choosing which rooms to book. You can create a new event in FASTbooking or
append to an existing event.
Setting up the Time/Duration section for an event
When booking a multiple day event that has unbooked days inbetween, nonconsecutive booking days, we can use the Time/Duration tabs (Day of Month,
Day of Week, Weeks and Months) to indicate a desired pattern.
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For example, if booking a class starting in January and ending in Febuary that
occurs only on Tuesday and Thursday Time/Duration options would be setup like
so:
Note that the dates and times are set on the ‘Time/Duration’ tab. Then on the
‘Day of Week’ tab Tuesday and Thursday are selected. This will book all Tuesdays
and Thursdays from January 1, 2005 until Febuary 28, 2005.
Time/Duration tab
Start Date- The first date of an event or the date of the first sub event.
End Date- The last date of an event or the date of the last sub event.
Start Time- The time of the first sub event booked.
End Time- The end time of the last sub event booked.
Show Start- Informational time of when an activity will start within the booked
time.
Show End- Informational time of when an activity will end within the booked
time.
Additional Days- The number of days beyond Start Date to End Date, indicating
the range of days effected by the pattern being booked.
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Number of Events to Generate- (This indicates how the event and event
number(s) will be generated and how sub events will be distributed across events.
This is important to note, since it will determine number of invoices is created.
One Event- This will book all sub events under a single event number and one
invoice for the entire event.
One per Day- This will set one event number per day and one invoice per day.
One per Month- This will set one event number per month and one invoice per
month.
Other Fields to search by…
When looking for a room that will need a specific room style, or a room to hold a
specific number for attendance, or even both a room style and an associated
number for attendance they may optionally be entered to limit a search for room
availability.
For example, if looking for a room
that can be setup with a classroom
style for 30 students fill in the fields
like so. When you press the ‘Search’
button only available rooms that were noted in setup to be able to hold a
classroom configuration for a capacity of 30 or more people will show up in the
‘Room Name’ list.
If only a room style is entered than a capacity of zero is assumed. If only the
attendance is entered than the room’s will be filtered out by ‘Maximum Allowable
Occupancy’ for each room.
Creating a new event
To create a new event manually enter information in all of the applicable fields.
You may navigate from field to field by pressing the ‘Tab’ key on the keyboard to
move to the next logical field or use your mouse;
♦ Enter an Event Name, Status, Event Type, Client Name, Contact and if
needed Location.
♦ Specify the duration of the Event in the “Start Date” and “End Date” fields in
the “Time/Duration” section (NOTE: You must specify a date range in the
“Time/Duration” in order for the date patterns to function correctly).
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♦
Click on the “Day of Month”, “Day of Week”, “Weeks” and “Months”
tabs and then click on the appropriate check boxes to book rooms of your event
between the “Start Date” and “End Date” entered.
‘
If you need to do a more restrictive search for a room that needs to
support a specific room style and capacity you may enter in those values prior to
clicking on the “Search” button.
NOTE:
♦
Click on the search button and it will automatically list all the rooms that
meet the entered requirments.
♦
Select a room from the Room sub grid by clicking on it. A checkbox
should appear in the leftmost column.
♦
Click the “Finish Booking” button.
If another event with a different status is booked earlier a pop window will appear
with information about the conflict: date, event name, event number, status and
time.
If you wish to continue booking the event, click the yes button to complete the
booking.
A “Booking Log” pop up window should appear confirming the booking and
displaying the event number in the top left corner of the screen, the name of the
event, and the room where the event was booked with the date(s) and time(s) of
the event. The user should also be given the option of printing the booking from
the “Booking Log” pop up window.
Click on the “Close” button in the “Booking Log” pop up window.
You may now click on the “New Booking” button to add another Event.
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Create an entry using each of the date pattern options, “Day of Month”, “Day of
Week”, “Weeks”, and “Months”. Check the calendar after each pattern has been
entered to make sure that the information is appearing in the appropriate dates.
Save the entries.
In the “Booking Log” popup menu click the “Print” button (This should give the
user a screen that displays options for previewing, printing or saving the event,
along with a display of what printer the document will print to).
Make sure the “Preview” radio button is selected and then click “OK” (This
should give the user a print preview of the booking log screen).
♦
Click the “Ok” button to close the preview and then click on the “Print”
radio button and print out the document. Make sure the document prints clearly
and that the information is formatted correctly.
♦
Click the “File” radio button option and then specify the location for
storage by clicking on the browse button in the report destination section. A pop
up window should appear defaulting to the “Templates” folder. Name the
booking and click the save button. The template is now saved and can be
retrieved for use in the future.
Close the print pop up window.
Save one of your date pattern bookings using the “Save Template” button. A pop
up window should appear asking you what you want to name the template being
saved. Give it a name and click okay.
Click on the “Open Template” button at the bottom of the screen.
Reopen the template that you just saved. The event should appear in the
FASTbooking screen. Make sure all date (Including the rooms) was saved
accurately.
Close the FASTbooking section.
FASTbooking Notes
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Event Detail
The Event Detail screen is the entry form which allows you to book single events,
and enter all pertinent data associated.
After the input is processed the system creates a master record that is unique to all
other records. Depending on the number of rooms and the length of time they are
booked for, FASTbook also creates a variety of records that are associated with
the master record.
Ten (10) rooms are combined into a group called the "West Wing
Conference Center". This group of rooms is then booked for a period of three (3)
days. FASTbook will create a master record with a system generated Event # as
an unique identifier. When the event is processed, FASTbook, at your option,
breaks down the group into the individual rooms and generates 30 records
associated with the master record. This allows you to edit and delete single
components while keeping the master record intact.
Example:
Components of the Event Detail Screen
The entry form consists of a variety of fields which enable you to enter
information about the event. Most fields are optional, but some fields have to be
entered, in order to complete the booking. These required fields are: Event Name,
Event Status, Client Name, Event Type, etc.
The entry form is divided into several sections:
♦
The upper section contains the main information about the event, such as
Event Name, Status, Client Name, and dates that are generated by the system once
you have rooms booked.
♦
In the lower right corner you are able to define certain choices for the
event. Select as many checkboxes as you like. If you have our optional web
calendar or computerized displays by checking the boxes, the event will be posted
and if the event is a private or a public event you can check the box you want. If
you select private, your event will show on the calendar with the event type, not
the event name, this is for security purposes.
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♦
The bottom part, graphically separated from the Event Detail part by a
Sub Event toolbar, contains all Sub Event and additional event information. This
form has several tabs on the bottom to book resources and enter other event
information.
‘
The bottom part of the Event Detail screen has 11 tabs; Rooms,
Equipment, Meals, Labor, Finincial, Event Info, Custom, Ticklers Presenter and
Attachments. The TABS allow for easy navigation between resources and because
the tab you are working on is always highlighted in the screen color, there will be
never a doubt about what resource you are working on.
NOTE:
The Buttons in the Event Toolbar
The Event Detail and the Resource sections have their own navigational toolbar.
The top tool bar only works with the Event Detail screen, the bottom part only
works with the tab screens.
The Navigator Buttons
Use these buttons as tools to move forwards and backwards within individual
databases. Each one of the top row buttons operates on the field in the main
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screen where the cursor is located. Each one of the bottom row buttons operates
on the fields in the tab forms. The top buttons will not work for the fields and
tables in the tab section, and the bottom row buttons will not operate in the Main
Event Detail screen.
The "First Record" button takes you to the first record in the
database, and makes it the current record. When inside a table in
one of the tab forms, the cursor will be moved onto the first line.
The "Previous Record" button takes you to the record
immediately before the record shown on screen, and makes it
your current record. This button has an arrow pointing to the left.
The "Next Record" button takes you to the record after the
record displayed on the screen. It moves you forward one record
in the database. This button has an arrow pointing to the right.
The "Last Record" button takes you to the last record in the
database, and makes it your current record. It has an arrow
pointing to a solid vertical bar on the right side. When in a tab
form, the cursor will be moved to the last row in the grid.
The "Delete Record" button will delete the information
currently on the screen. In Event Detail, the entire event,
including Event Number and the Sub Event(s) with all attached
Resources will be deleted. In any of the Sub Event resource tabs
the currently highlighted row will be deleted.
The “Book an event with Fastbooking” takes you to
Fastbooking to add an event or append the event you’re working
on.
The "New Record" or "Insert Record " button saves the
information currently on the screen and then clears the screen, or
in any of the tabs in a table it inserts an empty line so you can
attach a new record.
The "SAVE" icon is used whenever you have completed a
record and wish to save it to the database. When the cursor is
located inside a table in the meals or equipment tab, you only have
to enter the quantities required, and then press the Save button to
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post your record. FASTbook calculates all charges and moves the
cursor onto the next empty line.
The "Cancel Changes" button will undo all changes you made
to a record. But, once you click into a table, all entries made into
fields in the main screen are automatically saved, so the ‘Cancel
Changes' button will not work.
Click on the “Search” button if you need to find an event or
information for an event. The list of items you are able to search
in Event Detail is large. (To find out how to use the search pop
up, look up the Introduction section in this manual.)
Scheduling An Event
The Event Scheduling and Editing screen is accessible from the Calendar by
clicking on the Events Detail icon in the main toolbar.
To go to a particular event, first highlight the day it’s on, and then locate it in the
grid below the calendar. Click on the event or use your mouse to click on the
Event Detail button at the left side of the calendar.
The Event Detail window opens. The cursor is located on the Event Name field.
Click on the INSERT button to clear the screen to add a new
event.
Type in the Event Name and press <TAB>.
♦
From the dropdown list, select the previously setup client. Press <TAB>
or <ENTER>.
‘
When the cursor is on the client field the ZOOM button in the tool bar is
highlighted and active.
NOTE:
The Client setup screen pops up if you click on the ZOOM.
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If you already had a client name highlighted when pressing the
ZOOM button, you will be able to edit this client. You will not
be able to add a new client.
♦
If the Client Name field was empty when you pressed the ZOOM button,
you will be able to add a new client. You will not be able to edit other clients.
♦
Select the appropriate Client Contact from the picklist. Press <TAB>.
From the dropdown list select a previously defined status for the event and press
<TAB>
If you know the statuses by heart, you can type in the first letter of the one you
need to book. If you have several statuses starting with the same letter, add
additional letters until the appropriate status appears.
If the event is not a FIRM one, and you entered a tentative expiration date in
status setup, FASTbook will calculate the expiration date and enter it
automatically. On a Firm event, the expiration date field will be blank. Press
<TAB>.
♦
From the dropdown list select a previously defined Event Type and press
<TAB>.
If you know the event types, you can type in the first letter of the one you need to
book. If you have several event types starting with the same letter, add additional
letters until the appropriate status appears.
♦
Enter the Coordinator's Name and press <TAB>.
♦
Enter a Contract Number for the Event. Press <TAB>.
♦
If your center has multiple sites, enter the Location for the Event. Press
<TAB>.
♦ FASTbook will put the initials of the person who first created the event
in the Booked
♦
By field on the Event Info tab. Press <TAB>.
♦
Decide whether or not you want the event to be broadcasted to Fastbook
Online or to a Computerized Display, if it is a Public or a Private event clicking on
the appropriate checkboxes. (If applicable).
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‘
If the event is marked 'Private' you will not see any detailed information
about the event. Only the Supervisor will be able to see details.
NOTE:
FASTbook will now stamp this record with the date and time created and
updated for asy tracking and later reference.
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Scheduling a room for an Event
Using the Room Scheduler located at the bottom of the Event Detail screen
allows you to quickly book a room or a group of rooms. You are also able to edit
already booked rooms, by changing dates, times, setup styles, and rates. You may
even change the room to a different one, in case you discovered that the room you
initially booked is too small, or is needed for another event, etc. Follow the
described steps for easy scheduling or editing.
♦
Enter the Start Date for the first Sub Event. Click pointer into Sub Event
start date, then click the down arrow, a calendar will appear, select start date with
pointer.
FASTbook will fill in the name of the weekday for easier reference. Press
<TAB>.
♦
‘
Enter the Start Time for the first Sub Event. Press <TAB>.
NOTE: Times need to be entered as follows: 9:00AM or 11:30PM.
♦
From the dropdown list, pick the required Setup time by clicking on the
appropriate number. (Optional). You can also type in a number, for example '3'.
♦
FASTbook will pick the first setup time starting with the number 3,
which is 30. The time you allow for setup is now 30 minutes. If you type '3' again
FASTbook will schedule a '300' minute setup. Press <TAB>.
‘
Setup times and teardown times are booked in 15 minutes increments. If
you allow at least 30 minutes for setup, it will be displayed on the timeline
preceding the statuscolor of the room as a shaded version of the color.
NOTE:
♦
Enter the Show Start Time for the first Sub Event. Press <TAB>.
♦
Enter the Show End Time for the first Sub Event. Press <TAB>.
♦
From the dropdown list, pick the required Teardown time by clicking on
the appropriate number. (Optional). You can also type in a number, for example
'1'. FASTbook will pick the first teardown time starting with the number 1, which
is 15. The time you allow for teardown is now 15 minutes. If you type '1' again
FASTbook will schedule a '105' minute tear down. Press <TAB>.
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♦
Enter the End Time for the first Sub Event. Press <TAB>.
♦
From the dropdown list, pick the Event Type for that Sub Event by
clicking on it. Press <TAB>.
If you know the event types, you may type the first letter of the one you need to
book.
If you have several event types starting with the same letter add additional letters
until the appropriate event type appears in the field.
♦
From the dropdown list, pick the Setup Style for the room by clicking on
it. Press <TAB>.
Again, if you know the setup styles, type the first letters of the one you need to
book. If you have several setup styles starting with the same letter, add additional
letters until the appropriate setup style appears.
♦
From the dropdown list, pick the most suitable room by clicking on the
room name. Press <TAB>.
If you know the room you want to book, enter the first letter of the room name. If
the room is not available, the field will either stay empty, or FASTbook will find
the next room starting with the letter you typed.
‘
FASTbook has already narrowed the number of rooms and groups down
to the ones visible in the list. You will only see rooms that are available for the
status, location, and setup style you have selected.
NOTE:
♦
From the dropdown list, select the Rate that you want to charge for the
room. Press <TAB>.
‘
FASTbook has already narrowed down the selection list of rates to the
ones that specifically apply to the client.
NOTE:
FASTbook will now book the room and apply the appropriate rate. The Date and
Time field in the upper left corner will be updated for record tracking purposes. If
the Rate is left blank, user can advance to the next field and manually enter room
charge.
After FASTbook has placed an amount into the room charge field, the cursor will
be in the Start Date field of a new line in the table and you can add additional
rooms. If the cursor is not on an empty line, press the INSERT button located in
the bottom part of the navigational toolbox to add a new line to the table.
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♦
Click on the INSERT button located in the upper part of the navigational
toolbox to clear the screen and get ready to enter the next event.
‘
NOTE: If you have entered a date that is setup as a Holiday, FASTbook will notify
‘
NOTE:
you as soon as you are finished entering the date. If booking is allowed on that
holiday you can enter the start time for the Sub Event. If booking is not allowed,
or only the Supervisor is able to book, the popup message will tell you.
If you have scheduled Room Groups and need to explode them, place the
cursor on the Start Date for the Room Group you want to explode, click your
right mouse button to popup a menu. Select explode group to explode all the
rooms in the group you selected.
If you need to make comments about any of the rooms you have
scheduled, highlight the room, then press the NOTEPAD button. A screen will
pop up, leaving you sufficient room to add comments. (To find out how to use
the notepad, look up the Introduction section in this manual.)
To show you that there are notes for a room, FASTbook will place a small
Notepad inside the Room tab.
♦
Click on the Search button if you need to find an event or information for
an event. The list of items you are able to search in Event Detail is large. (To find
out how to use the search pop up, look up the Introduction section in this
manual.)
Scheduling Equipment for a Room
The Equipment Scheduling tab allows for easy and fast assigning of equipment
and equipment packages to one room at the time. You can edit and add items.
♦
Place the cursor on the Start Date for the room you want to book
Equipment for and click once, so that the date is highlighted.
♦
Click on the Equipment tab located on the bottom part of the Event
Detail screen right next to the Rooms tab. The equipment page opens.
♦
From the dropdown list, select a previously setup piece of equipment.
Press <TAB>.
♦
Enter the number required for that piece of equipment. Press <TAB>.
♦
Press <TAB> to skip the Quantity received field.
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‘
If the quantity you requested is not available, FASTbook will tell you that
your order is only partially filled and then display how many recieved in the
Quantity received field. If the number in the Quantity received field is less than the
number in the Quantity ordered field, then you do not have enough of the
equipment on hand to cover the request.
NOTE:
♦
Press <TAB> to skip the Quantity not returned field. This field becomes
important after the event, when you are able to go back into the equipment tab
and enter the numbers for equipment pieces that were broken or were not
returned for other reasons.
FASTbook will automatically place the unit cost that was setup in the equipment
master database, in the next field.
♦
To allow for more flexibility, you are able to edit the cost for equipment.
♦
Press <TAB> so that you can enter any equipment specific comments in
the comment field.
♦
Press <TAB> so that the system can calculate the total cost for the piece
of equipment you booked.
FASTbook will now book the piece of equipment and reflect the total cost in the
Sub Event Total and the Event Total field. The Date and Time field in the upper
left corner of Event Detail will be updated for record tracking purposes.
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After FASTbook has placed an amount into the equipment total field, the cursor
will be in the Description field of a new line in the table and you can add
additional equipment.
‘
FASTbook allows you to add additional equipment of the same type, at a
different price. Just add the same equipment twice and edit the cost of the second
selection.
NOTE:
Scheduling Equipment Packages for a Room
♦
Place the cursor on the Start Date for the room you want to book
Equipment for and click once, so that the date is highlighted.
♦
Click on the Equipment tab located on the bottom part of the Event
Detail screen right next to the Rooms tab. The equipment page opens.
Click on the Packages button to open a popup window.
In the table on the left you will see all your center's equipment packages listed.
♦
Use the arrow buttons between the two tables to move the packages into
the table to the right.
If you have an equipment package selected in the left table and then click on the
button that has one arrow pointing to the right, the package will be moved into
the right table.
If you click on the button that has two arrows pointing to the right all equipment
packages will be moved into the right table.
If you select a package in the right table, and you don't want to book it, simply
press on the button with the arrow pointing to the left to return the package into
the inventory table.
If you want to return all packages in the right table into the inventory table to the
left press the button with two arrows pointing to the left.
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♦
Once you select all packages you need to book into the right table, select
the number of packages you need by either typing it in the Quantity field, or use
the spinbuttons on the right side of the field for your convenience.
♦
Press the OK button if your selection is correct.
FASTbook will now book the Equipment Package. Every single piece of
Equipment will be listed in the Equipment table, and quantities and amounts will
be calculated. The total cost will be reflected in the Sub Event Total and the Event
Total field. The Date and Time field in the upper left corner of Event Detail will
be updated for record tracking purposes.
♦
Press Cancel to cancel your entries.
If you need to make comments about the Equipment you have scheduled, press
the Notepad button. A screen will pop up, leaving you sufficient room to add
comments. (To find out how to use the notepad look up the Introduction section
in this manual.)
To show you that there are notes for equipment, FASTbook will place a small
Notepad inside the Equipment tab.
Scheduling Meals for a Room
The Meal Scheduler allows you to schedule catering items for meal functions
during an event whether the catering is done inhouse or supplied by an outside
vendor. Additionally, the Meal Manager enables you to keep track of associated
charges, the start and end time for each meal function, and whether or not to defer
billing.
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♦
Place the cursor on the Start Date for the room you want to book meals
for and click once, so that the date is highlighted.
♦
Click on the Meals tab located on the bottom part of the Event Detail
screen right next to the Equipment tab.
The meals page opens.
♦
Check the box if you want the billing to be deferred.
♦
From the dropdown list select a previously setup meal. Press <TAB>.
♦
Type in the Quantity ordered. Press <TAB>.
FASTbook will place the cost for a single meal into the unit cost field. The Sub
Event Start and End Time are also defaulted into the appropriate fields.
♦
Change the cost for a single meal in the Unit Cost field (if necessary).
Press <TAB>.
♦
Change the start and end time for the meal . Press <TAB>.
FASTbook will calculate the total for the meal, and then update the cost in the
Sub Event meal total, and the event total field. The Date and Time field in the
upper left corner of Event Detail will be updated for record tracking purposes.
After FASTbook has placed an amount into the meals total field, the cursor will
be in the Description field of a new line in the table and you can add additional
meals for a Sub Event.
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If the cursor is not on an empty line, press the INSERT button located in the
bottom part of the navigational toolbar to add a new line to the table.
If you need to make comments about any of the meals you have scheduled, press
the Notepad button. A screen will pop up, leaving you sufficient room to add
comments. (To find out how to use the notepad look up the Introduction section
in this manual.)
To show you that there are notes for a room, FASTbook will place a small
Notepad inside the Room tab.
Scheduling Labor for an Event
The Labor Scheduler allows you to assign personnel required for operations
relating to an event. The Labor Manager uses the data previously saved in the
Labor, and Labor Positions & Rates database, located in the setup section of
FASTbook.
♦
Place the cursor on the Start Date for the room you want to book labor
for and click once, so that the date is highlighted.
♦
Click on the Labor tab located on the bottom part of the Event Detail
screen right next to the Equipment tab. The labor page opens.
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♦
Select Room or Event Labor from the two tabs on the right side of the
screen. Press <TAB>.
♦
From the dropdown list select a previously setup position. Press <TAB>.
♦
Enter the number required for that position. Press <TAB>.
♦
Click on the Labor Icon, at the right side of your screen (optional) and
select the Employees that you wish to schedule for this Event and click on OK,
this will fill in the quantity received. You may now <TAB> to the next line and
enter the next position. If you are not using the optional Employee scheduler just
enter the quantity received and the Number of hours worked. You may now
<TAB> to the next line and add your next position.
♦
Click on Post Edit after entering all of the Labor.
FASTbook will now book the Labor. Labor will be listed in the Labor table, and
quantities and amounts will be calculated. The total cost will be reflected in the
Sub Event Total and the Event Total field. The Date and Time field in the upper
left corner of Event Detail will be updated for record tracking purposes.
If you need to make comments about the Labor you have scheduled, press the
Notepad button. A screen will pop up, leaving you sufficient room to add
comments. (To find out how to use the notepad look up the Introduction section
in this manual.)
To show you that there are notes for Labor, FASTbook will place a small
Notepad inside the Labor tab.
Entering Financial Information for an Event
♦
Click on the Financial tab located on the bottom part of the Event Detail
screen right next to the Presenter tab.
The financial information page opens.
In the Resource Charges section the charges for booked resources are already
forwarded from the Sub Event total field in each resource screen. The total already
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paid will be displayed. FASTbook also displays the sum of all event charges. You
will not be able to edit those fields.
♦
If the Client Category is changed for this event, you can make a temporary
change (Optional). Press <TAB>.
To set payment or deposit ticklers or enter payments, click on the Payments tab
on the right side of the screen. In the payments table you can set payment or
deposit ticklers or enter all deposits and payments made. They will be carried over
to the invoice module.
♦
Enter the Payment type (Optional). Press <TAB>.
♦
Enter the Date payment is due (Optional). Press <TAB>.
♦
Enter the Amount due (Optional). Press <TAB>.
♦
From the Assigned to dropdown box, select the person you want to
receive the tickler notification. (Optional). Press <TAB>.
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‘
NOTE: If you don't enter any payments into the table, you need to press the SAVE
button to save the record.
♦
If you are entering the Payments or Deposits, the Payment or Deposit
amount will be carried over to the Invoice module.
♦
Enter the Date you received the Payment or Deposit (Optional). Press
<TAB>.
♦
Enter the Payment or Deposit Amount (Optional). Press <TAB>.
♦
Enter the Type of Payment that was made (Optional). Press <TAB>.
♦
Enter a reference or description for the payment (Optional). Press
<TAB>.
Entering Ticket Information
♦
Click on the Tickets TAB located on the bottom part of Event Detail
screen right next to the Finincial TAB.
♦
Enter the Announce Date. Press <TAB>.
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♦
Enter the date the Tickets go on Sale (Optional). Press <TAB>.
♦
Enter the Projected Attendance. Press <TAB>.
♦
Enter the Current Attendance. Press <TAB>.
♦
Enter the Total Attendance. Press <TAB>.
♦
Enter the Total from the Ticket sales. Press <TAB>.
Entering Additional Event Information
Click on the Event Info tab located on the bottom part of the Event Detail screen
right next to the Tickets tab.
The top left part is the record tracking section. The date when the event was first
created and the date and time the event was last updated are captured here.
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♦
Enter the Name of the Insurance Carrier. (Optional). Press <TAB>.
♦
Enter the Insurance Coverage Amount. (Optional). Press <TAB>.
♦
Enter the Insurance Fee. (Optional). Press <TAB>.
♦
Enter the Net Square Feet of the room needed. Press <TAB>.
♦
Enter the Gross Square Feet of the room. Press <TAB>.
FASTbook will now calculate the Total Square Feet rate.
The Created date is the date the Event was created, the Updated date is the last
date that the event changed. The Booked By is the person who booked the event
and the Updated By is the last person to make a change to the event.
♦
Use the Sales Rep drop down box to select a Sales Rep for the event
(Optional). Press the “Save” or Post edit button to save changes.
Entering Information In User Definable Fields
♦
Click on the Custom tab located on the bottom part of the Event Detail
screen right next to the Event Info tab.
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♦
Click in the first User Definable field and enter your customized item. The
field is labeled with the item you have previously setup in the 'User Definable'
screen in Setup's Center Profile (These fields are User Defined 1 thru 24). Press
<TAB>.
♦
Enter the second User Defined item. Press <TAB>.
♦
Press the “Save” or Post edit button to save changes.
Assigning Ticklers To Events
Ticklers are meant as reminders of the tasks associated with a particular event.
♦
Click on the Ticklers tab located on the bottom part of the Event Detail
screen right next to the Custom tab.
♦
Pick the first Tickler you want to assign to the event from the dropdown
list in the left table. Press <TAB>.
♦
Press <TAB> if you want to assign additional Ticklers, otherwise click on
the SAVE button.
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♦
The Tickler Actions will be immediately displayed in the table to the right.
♦
The name of the person responsible for the tickler is shown in the second
column, the Due Date in the third one.
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‘
FASTbook has automatically converted the days before and after the
event into proper dates. The Days Away were previously defined in the Ticklers
database in Setup.
NOTE:
Once Ticklers are assigned to an event, you can come back to this screen anytime
and fill in the Date a Tickler Action was completed and by whom.
♦
Enter the Date the Action was completed. Press <TAB>.
♦
Pick the person who completed the task from the dropdown list. Press
<TAB> or click on the SAVE button.
Scheduling A Presenter For A Room
♦
Place the cursor on the Start Date for the room you want to book a
presenter for and click once, so that the date is highlighted.
♦
Click on the Presenter tab located at the bottom part of the Event Detail
screen. The presenter page opens.
‘
NOTE: There can be only one presenter per Sub Event.
♦
Enter the presenter's name. Press <TAB>.
♦
Mark all checkboxes in the audio/visual needs section that apply.
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‘
NOTE: The Checkboxes in the Audio/Visual section are user definable.
To customize the wording, you have to open Setup and make your changes in the
Center Profile's 'User Defined II' screen.
♦
Mark all checkboxes in the catering needs section that apply.
♦
Click on the SAVE button in the bottom part of the navigational toolbox.
The Date and Time field in the upper left corner of Event Detail will be updated
for record tracking purposes.
Attaching and sending files
Fastbook’s attachment function will allow you to attach any file to the event or
email any of the templates that you created in your word processor.
Click on the Attchments tab located at the bottom part of the Event Detail screen.
Click on the attach file button to pop-up a menu. You are given three choices, the
first allows you to attach any file to the event. The second choice is to attach a
merged word template to the document, make changes, save it and then right
mouse click on it to email it to a client. The third choice is to email a merged word
template to the client and attach a copy of it to the event.
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Using the Copy Event Record function
FASTbook's copy event function will copy a complete event, room, equipment,
meal, and labor information to a new event record.
♦
Choose the event you wish to copy.
♦
Click with the right mouse button anywhere to popup a menu.
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♦
Select the choice 'Copy Event Record'.
The copy event screen will popup.
The top half of the copy event screen is the information you want to copy and the
bottom half is the new event information that you are copying to.
♦
Enter a new event name if it is different than the old one. Type in the new
start date and start time, <TAB> to status and select the status you want.
♦
If you have resources assigned to the event that need to be copied click on
the appropriate checkbox(es).
♦
Click on the OK button after you reviewed the information you have
entered and FASTbook will copy the information from the old event to the new
event and assign it a new event number. The system will notify you of any room
or equipment conflicts during the copy process.
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Using the Copy Sub Event Edit function
FASTbook's copy Sub Event edit function will allow you to copy room,
equipment, meal, and labor information to other selected rooms of the same
event.
♦
Choose the Sub Event you wish to copy from by clicking on it. The
cursor will move to the selected row.
♦
Click with the right mousebutton anywhere in that row to popup a menu.
♦
Select the third choice 'Copy Sub Event Edits'.
A screen will popup.
If your cursor was in the Start Date field when you made the right mouse click, the
Checkbox for the Start Date will have an 'x' in it already. If you do not wish to
copy the Start Date of the Sub Event, click on the checkbox to take the 'x' off.
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All rooms used for the event (except the currently selected one) are listed in the
table on the left side.
The pertinent Event and Sub Event Information is displayed in the fields on the
left side.
♦
Select all the information you want to copy by clicking on the appropriate
checkboxes.
♦
Double click on the rooms you want the selected information to go to.
FASTbook will put a red checkmark in front of every selected room.
Example: You have changed the End Time and the Rate for the first Room in the
Sub Event tab and you have assigned Equipment, Meals, and Labor to it. Once
you have opened the Copyscreen, click on the checkboxes for End Time, Rate,
Copy Equipment, Copy Meals, and Copy Labor. Then double click on the Rooms
you want to copy the new information to. The rooms are listed in the table on the
left side. Check the choices you have made carefully before you press the OK
button.
Click on the OK button after you reviewed the information you have entered and
FASTbook will copy all selected information to the appropriate rooms.
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‘
NOTE: If you checked one or more of the first four checkboxes (Start Date, Start
Time, End Time, Room, etc..), FASTbook will check for conflicts and the room.
To quickly select several rooms without doubleclicking the mouse on each room,
use the
SELECT ALL button. A red checkmark will be placed in front of each room
name in the list.
Use the UNSELECT ALL button to take the red checkmark off all selected
rooms.
Using the Duplicate Sub Event Record function
FASTbook's duplicate Sub Event Record will allow you to reproduce room,
equipment, meal and labor information to other Sub Events of the same event.
♦
Remain with the cursor in the Sub Event you wish to duplicate to other
Sub Events.
♦
Click with the right mousebutton anywhere in that row to popup a menu.
♦
Select 'Duplicate Sub Event Record'.
A screen will popup.
145
The date of selected Sub Event is highlighted on the calendar.
♦
If you want to duplicate a Sub Event for several days, simply point and
click on the days you want to book. If you make a mistake, highlight the wrong
date and select 'Remove Date'.
♦
If you have resources assigned to the Sub Event that need to be
duplicated click on the appropriate checkbox(es) in the resource section.
♦
Click on the OK button after you have reviewed the information you have
entered and FASTbook will duplicate the information for the appropriate rooms
for the indicated number of days and attach the resources you have checked.
If you wanted the Sub Event notes to be copied, mark the appropriate checkbox,
there will be notes for every resource after FASTbook has processed the booking.
‘
If there are any conflicts, like a room is already booked for another event,
FASTbook will let you know by popping up a message. If a message was sent by
FASTbook, you will have to check the Sub Events, because some rooms might
not have been booked since they were in use already for other events.
NOTE:
You have entered all required information for a Sub Event in the
Rooms tab and you have assigned Equipment, Meals, and Labor. There are also
notes for several resources. Since the event is taking place for five days in the same
room with the same equipment and meals, FASTbook's duplicate function allows
Example:
146
you to duplicate the already entered information for four more days without
entering the Sub Events line by line.
Once you open the Duplicatingscreen, click on the checkboxes for Notes, Rooms,
Equipment, and Meals. Select the dates desired for the remaining four days. Check
the choices you have made carefully before you press the OK button.
Using the multi Sub Event delete function
FASTbook's multiple delete Sub Event will allow to quickly remove room,
equipment, meal, and labor information from an event.
♦
Move the cursor into the Sub Event rooms tab.
♦
Click with the right mousebutton anywhere in that row to popup a menu.
♦
Select 'Multi Sub Event Delete'.
A screen will popup. All the Sub Event rooms are listed in the table on the left
side of the screen. On the right side you will see checkboxes for the other
resources.
147
♦
If you want to delete Sub Events with all attached resources, do not click
on any of the checkboxes. Doubleclick on the room(s) you want to delete to select
it (them).
♦
Once the red checkmark is placed in front of the room name, click the
OK button.
The room is now being deleted including the resources that were attached.
♦
If you want to remove equipment, meals or labor from Sub Events, click
on the appropriate checkbox(es). Doubleclick on the room(s) you want to remove
the resources from.
♦
Once the red checkmark(s) is (are) placed in front of the room name(s),
click the OK button.
The appropriate resource is now being deleted from the room(s) you had selected.
To quickly select several rooms without doubleclicking the mouse on each room,
use the SELECT ALL button. A red checkmark will be placed in front of each
room name in the list.
Use the UNSELECT ALL button to take the red checkmark off all selected
rooms.
Example:
You have booked a room for one week. All Equipment is attached
already, when the client decides to rent the equipment from another company.
Instead of highlighting each room separately to then delete each individual piece of
equipment, you can just open the multiple delete screen, select the room for each
day (SELECT ALL button), and then click on the equipment checkbox. Press on
the OK button to delete all equipment from all rooms booked.
Closing Event Detail
♦
Click on the Calendar icon on the tool bar to return to the Calendar, it is
not necessary to close Event Detail when returning to Calendar.
If you forgot to save any of your entries in one or more of the 10 tabs,
FASTbook will inform you of any unsaved changes before closing.
♦
Click on File on the menu bar, located above the toolbar, then select Exit
to exit FASTbook.
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♦
Choose Minimize from the title bar to minimize FASTbook for later use.
Selecting Minimize will display two icons at the bottom of the screen: FASTbook
and Event Detail.
Event Detail Notes
Invoice
FASTbook's Invoicing module allows the FASTbook User to generate an Invoice
for each Event. From this module you are able to set up and the Event Invoice,
set up tax codes, apply discounts, and charges, and assign or view payment
information. You can access the invoice module from the Event Detail screen.
The Invoicing Screen
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From the Event Detail screen clicking on the Invoice button in the toolbar on the
left side of the screen. The Invoice screen will open with the invoice tab selected
as the default.
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The Invoice module window consists of five different information tabs: The
Invoice tab, the Tax Code tab, the Discounts tab, the Charges tab, and the
Payments tab. The tabs on the bottom of the window allow for navigation
between pages.
Creating An Invoice
When you select the Invoice button, the invoice information will be shown for the
Event currently open in “Event Detail”. To change the information displayed in
the Invoice, go to “Event Detail” and navigate to the Event you wish to view
information about.
Fastbook will populate the invoice fields with all the current charge information
for the selected event. (Note: All current charges will be displayed regardless of
whether or not a Invoice for the the Event has been previously printed.) All of
the populated fields are editable from within Invoice except for the Event
Number, the Sender Information (your facilities name and address), and the start
and end date of the event.
♦
To begin editing the invoice, select the date of the invoice from the drop
down box near the top of the screen. It is intended to be the date when the
invoice is sent out. The default is today's date.
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♦
Enter an invoice number. The default is the event number but can be
changed if another numbering convension is desired.
♦
If the Billing Address is not correct, make the necessary corrections and
then press <TAB> to move to the next field.
♦
If you need to add a Shipping Address that varies from the Client's Billing
Address, do so by entering the information in the “Send To” field. If the Shipping
Address is the same as the Billing Address, press <TAB> to go to the next field.
♦
Enter the Purchase Order Number (Optional) and then press <TAB> to
move to the next field.
♦
The terms field defines your standard billing policy and can be set up in
the Tax Code tab. To make changes to the terms field click on the “Tax Code” tab
and enter the information in the “Default Terms” field. This information will then
appear in the terms field of the invoice. Press <TAB> to move to the next field.
♦
Event Start Date, the Event End Date, and the Attendance field are
skipped. FASTbook pulls the information for those three fields from Event
Detail. They cannot be altered by the user in the Invoice section.
♦ To enter a line item in the table, click on the combo box in the first field
and select an item from the list. All of the charges and discounts associated with
the event item that you selected will appear in the table automatically.
♦
The “Tax Codes”, “Discounts”, “Charges”, and “Payments” tabs are
designed for the customization of bills for different clients, but if you need to
make changes to any of the fields in the table, you can do so manually. The
invoice information will change to reflect manual entires made by you.
• Click on the ADD to add a description and charge to the Invoice table.
• Click on the DELETE button to delete a description and charge from the
Invoice table.
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• Click on the SAVE button to save the invoice currently on the screen to the
database.
• Click on the CANCEL to undo any entry you made if you haven't saved it
already.
• Click on the ZOOM button to pop up a secondary window showing all details
about the invoice item. If the item that is selected does not have ZOOM
capabilities then the button will be grayed out.
• Click on the PRINT button to print the invoice currently on the screen.
• Click on the CLOSE button to exit the invoice module and return to
FASTbook's Calendar or Event Detail screen.
• Click on the RECALCULATE button to refresh the calculation after changes
have been made to the invoice.
Remember: Pressing <TAB> in a table if the cursor is in the last field in of line
will automatically save your entry.
FASTbook will save the record and insert a new line.
‘
For the Room, Equipment, Meals, and Labor Charges, the ZOOM button
is colored.
NOTE:
♦
Click on the ZOOM button while the cursor is on one of the resources.
A screen will pop up listing a resource in an exploded version so that you can see
exactly what equipment, room, meal, or labor was booked. The single cost of each
item will be displayed.
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♦
Press the EXIT button to return to the invoice screen.
♦
Enter the next line item by clicking on the combo box and selecting an
item from the list. Press <TAB> after each entry.
♦
Proceed until all necessary items for the invoice are in the description
column.
‘
NOTE: For user defined line items, you must enter the cost manually and then
press <TAB>.
FASTbook recalculates the Total Invoice amount as you enter more line items.
If you want to enter a short note, click in the memo field, type the remark, and
press the SAVE button located above the CANCEL button.
When first completing an invoice the Total and Balance Due fields will contain the
same amount. Once the client makes payments that are registered in the payment
window, the Balance Due amount will decrease.
After making the desired changes to the invoice, click on the “Tax Code” tab to
proceed to the next section or use the CLOSE button to close the Invoice
module. (Note: Changes to Tax Code information will be applied to all Invoices
in the future.)
Setting Up Tax Codes
To change Tax Rates for all invoices, click on the “Tax Code” tab to proceed to
the next section or use the CLOSE button to close the Invoice module. (Note:
Changes to Tax Code information will be applied to all Invoices in the future.)
♦
From inside the Invoice Module, click on the Tax Codes Tab to access the
setup for different tax codes at your facility.
♦
The Tax Codes are at the top center of the screen.
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To define a tax code type the description name in the description field located next
to Tax A. Press <TAB> or click with the mouse on the next field.
Type in the tax percentage associated with the description and then press <TAB>
to move to the next field.
Define the second tax code. Press <TAB> after each entry.
When all the tax codes have been defined, type the default billing term in the
appropriate field (e.g. Due upon receipt, net 10, net 30). It will always be shown in
the invoice, but can be changed at the tax code or invoice level.
Select the names of the modules in the “Select Available databases” section to be
included in the user definable line item list by clicking on the appropriate
checkboxes. FASTbook will retrieve the applicable information from those
databases.
To designate the applicable tax codes for each item in the “User Defined Items”
section, click on the checkbox located under the letter of the code you wish to
assign, or tab to move to a box and press the space bar.
You will be able to assign more than one tax to a line item.
To create and add new line items, simply press the Insert button to put the cursor
on an empty line.
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Type in the description for the item and assign the applicable tax codes.
All buttons in the Tax Codes screen apply to the User Definable Items list.
FIRST will highlight the first line in the table.
PREVIOUS will put the cursor on the line above the one you have currently
highlighted.
NEXT will highlight the line below the current one.
LAST will move the cursor to the last record in the list.
INSERT will insert a new line above the currently highlighted one. Clicking
INSERT will not clear the screen.
SAVE will save the Tax Table and the Line Items.
CANCEL will undo any entry you made if you haven't saved it already.
‘
NOTE: Once the initial setup of the Invoice module has been completed, changing
the tax codes is not retroactive.
Click on the invoice tab to return to the invoice
Entering Discounts
To make any desired changes to the invoice discounts, click on the “Discounts”.
(Note: Changes to Discount information will be applied to all Invoices in the
future.)
♦
Click on the Discounts Tab to access the setup for different discounts.
♦
The discount fields are at the top center of the screen.
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♦
To define a discount category, type the description name in the
description field located next to Discount A. label. Press <TAB> or click with the
mouse on the next field.
♦
Type in the discount percentage associated with the description. Press
<TAB>.
♦
Define the second discount category. Press <TAB> after each entry.
♦
When all the discount categories have been defined, type the default
billing term in the appropriate field (e.g. Due upon receipt, net 10, net 30) if it was
not entered previously. It will always be shown in the invoice, but can be changed
at the discount, charges, tax or invoice level.
♦
Select the names of the modules in the available database section to be
included in the user definable line item list by clicking on the appropriate
checkboxes. FASTbook will retrieve the applicable information from those
databases.
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♦
To designate the applicable Discount categories for each item in the “User
Defined Items” section, click on the checkbox located under the letter of the
category you wish to assign, or tab to move to a box and press the space bar.
You will be able to assign more than one discount to a line item.
♦
To create and add new line items, simply press the Insert button to put the
cursor on an empty line.
♦
Type in the description for the item and assign the applicable Discount
categories.
♦
All buttons in the Discount screen apply to the User Definable Items list.
FIRST will highlight the first line in the table.
PREVIOUS will put the cursor on the line above the one you have currently
highlighted.
NEXT will highlight the line below the current one.
LAST will move the cursor to the last record in the list.
INSERT will insert a new line above the currently highlighted one. Clicking
INSERT will not clear the screen.
SAVE will save the Discount Table and the Line Items.
CANCEL will undo any entry you made if you haven't saved it already.
‘
NOTE: Once the initial setup of the Invoice module has been completed, changing
the Discount Categories is not retroactive.
Click on the invoice tab to return to the invoice.
Entering Charges
To make any desired changes to the invoice charges, click on the “Charges”.
(Note: Changes to Charges information will be applied to all Invoices in the
future.)
♦
Click on the Charges Tab to access the setup for different Charge
Cateogories.
♦
The Charges fields are at the top center of the screen.
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To define a Charge category, type the description name in the description field
located next to Charge A label. Press <TAB> or click with the mouse on the next
field.
♦
Type in the Charge percentage associated with the description. Press
<TAB>.
♦
Define the second Charge category. Press <TAB> after each entry.
♦
When all the Charge categories have been defined, type the default billing
term in the appropriate field (e.g. Due upon receipt, net 10, net 30) if it was not
entered previously. It will always be shown in the invoice, but can be changed at
the Charge, Discount, Tax or invoice level.
♦
Select the names of the modules in the available database section to be
included in the user definable line item list by clicking on the appropriate
checkboxes. FASTbook will retrieve the applicable information from those
databases.
♦
To designate the applicable Charge categories for each item in the “User
Defined Items” section, click on the checkbox located under the letter of the
category you wish to assign, or tab to move to a box and press the space bar.
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You will be able to assign more than one Charge to a line item.
♦
To create and add new line items, simply press the Insert button to put the
cursor on an empty line.
♦
Type in the description for the item and assign the applicable Charge
categories.
♦
All buttons in the Charge screen apply to the User Definable Items list.
FIRST will highlight the first line in the table.
PREVIOUS will put the cursor on the line above the one you have currently
highlighted.
NEXT will highlight the line below the current one.
LAST will move the cursor to the last record in the list.
INSERT will insert a new line above the currently highlighted one. Clicking
INSERT will not clear the screen.
SAVE will save the Charge Table and the Line Items.
CANCEL will undo any entry you made if you haven't saved it already.
‘
NOTE: Once the initial setup of the Invoice module has been completed, changing
the Charge Categories is not retroactive.
Click on the invoice tab to return to the invoice.
Entering Payments
Click on the Payments Tab to access the payments form. The cursor will be on the
Payment Date field.
Select the “Payment Category” from the drop down box. Press <TAB>.
Select the Individual responsible for collecting the payment in the “Assigned To”
field. Press <TAB>.
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Enter the Payment Due Date. Press <TAB>.
Enter the Payment Date (When the payment has been received). Press <TAB>.
Enter the Reference Description. Press <TAB>.
Enter the Amount Due. Press <TAB>.
Enter the Amount Paid. Press <TAB>.
Enter the Payment Type. Press <TAB>.
FASTbook automatically updates the Payment Total and the Balance Due.
‘
If the first payment is made before an invoice is created, like a deposit
amount, the Balance due amount will have an indicator to show that the amount is
negative.
NOTE:
The negative amount will be displayed in the way it is set up in your Windows
Control Panel in the International subscreen. Consult your Microsoft Windows
manual for further instructions.
♦
Choose Close to exit the Invoicing Module.
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Word Processor
The Word Processor can be accessed from Event Detail. This module uses the
functionality of Mail Merge and MS query word processor that can be used to
type up a simple letter or you can setup all of your documents that you use for
your events. A key feature of FASTbook's Word Processor is that you can setup
Templates with form fields and then merge the information from the Event to the
template and print it or E-Mail it in seconds. If you have documents that you
currently use saved in your word processor, you can open them into FASTbook's
word processor, add the fields you require and then save them as templates.
♦
Press the Word Processor button in Event Detail.
The Word Processor Module opens with the Word Processor screen active. You
can begin typing, just as you would in any other word processor.
♦
To add Form fields to your document follow the directions below.
Creating a Main Document for a Form Letter
The first step in creating a form letter in Fastbook’s word processor is to open the
document you will use as the main document. The main document contains the text,
punctuation, spaces, graphics, and other information you want to be the same in
each form letter.
To set up a form letter main document
♦
Open the document you want to use as the main document.
♦
You can open an existing letter, or you can begin a new letter based on a
template you select.
♦
From the Tools menu, choose Mail Merge.
♦
Under Main Document, choose the Create button, and then choose Form
Letters.
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♦
Choose the Active Window Button.
♦
Under the Create button, word displays the type of merge it will perform
and the name of the main document.
Specifying the Data Source
To indicate which information you want to merge with the main document for the
form letter, you must specify the data source. The data source contains the
information that can vary in each version of a form letter, such as names and
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addresses. You can open an existing data source created in Word, or you can
create a new data source and fill in the addressee information.
♦
Opening an Existing Data Source
If addressee information has already been set up in a Word document, you can
open that document and use it as your data source. If the data records are not set
up in a Work table, they must be organized in separate paragraphs with tab
characters or commas separating the data fields.
♦
To open an existing data source
♦
In the Mail Merge Helper dialog box, choose the Get Data button under
Data Source
♦
Choose Open Data Source.
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♦
From the list of files in the dialog box, select the data source you want to
use, and then choose the open button,example: F:\FBWin50\programs\templates
♦
If the data source is not listed, select the appropriate drive and directory,
or volume and folder. Then select the appropriate option in the List Files Of Type
box (MS Query Files).
♦
In your Open Data Source, Look In: should say Templates and your Files
of type box should have (MS Query Files)
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♦
Select the “Main” Document folder and choose the open button.
♦
Select the yes button to connect your template to your Fastbook data
each time it opens.
♦
Next Select Edit Main Document
♦
Click on the pull down menu under Insert Merge Field. Select the fields
you need for your document by clicking on them to place them in your document.
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NOTE: Be sure to save your document as a template before merging it with an
Event. After saving, you can select the Merge button to complete the template.
Event Outline
The Event Outline can be accessed from Event Detail. This module is used to
create a detailed outline of everything that is to take place for an event. The Event
Outline can be printed out by itself or may be attached to the Event Information
printout.
♦
Press the Event Outline button in Event Detail. The button is located on
the left side of the screen.
♦
The Event Outline Module opens showing all of the Sub Events for the
event that you are working on.
♦
Click on the first Sub Event you want to outline.
♦
Click in the description area, pick a predefined outline description from
the drop down list. Press <TAB>.
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♦
Enter the start time. (Optional). Press <TAB>.
♦
Enter the end time. (Optional). Press <TAB>.
♦
Type in any comments you have in the notes area. Press <TAB>.
Continue the above process until outline is complete. System will sort by start
time, then end time for a given Sub Event. This allows inclusion of additional
items.
♦
Click on Print FASTbook then gives you the choice of previewing or
printing your Event Outline.
♦
Click on close to return to Event Detail.
Reports
Overview
FASTbook Reports has over 2000 report combinations to help the FASTbook
User easily and quickly print precisely the report desired. In this way, FASTbook
Reports helps the FASTbook User communicate more effectively than ever
before to customers, prospects, vendors and facility staff.
Providing reporting system that is easy to use, highly flexible and powerful has
been achieved through a standard set of over 2-dozen (and constantly growing)
highly customizable standard report templates. The main features of of the
highly customizable standard report templates are:
1)
2)
3)
4)
Functional Groupings of Report Templates
Selectable Field Columns
3-Levels of Row Sort Order Control
Single and Mulitple Value Filtering Criteria
FASTbook Reports makes finding the right report template quick and easy. The
standard report templates are organized by business function and grouped
under the following common daily work activities of:
1)
2)
3)
4)
Calendar
Operations
Management
Financial
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5)
Custom
Once selected, each standard report template allows the FASTbook User to
control report information content by providing from one to three selectable
field columns on each report template. All selectable field columns allow
FASTbook User to choose from a subset of standard FASTbook data fields. But
even more, each report template provides the FASTbook User an option to
choose from all User Defined data fields on one and often two of the "selectable
field" columns.
After the standard report template’s information content has been defined, each
standard report template also gives the FASTbook User control over the sort
order of the report. Each standard report template provides for User Control
over the the 2nd, 3rd and 4th sort levels. Where appropriate the FASTbook User
may also have control over the 1st sort level that determines the highest level report
grouping of the report information. With control over sort order, the FASTbook
User can display the report information in the most meaningful order possible to
fit virtually any reporting need.
In addition to control over row sort order, each standard report template provides
the FASTbook User with a variety of single and multiple value filtering
criteria. The option to select from a variety of filtering criteria allows the
FASTbook User to generate a report with exactly and precisely the information
content required with no more and no less than is necessary.
FASTbook 5.0 Reports provides the FASTbook User with exceptional and
previously unavailable reporting power. The selectable field columns feature alone
delivers over 2,000 distinctly customized report variations. When combined with
the sort order and filtering options, the FASTbook User literally has over
100,000 different FASTbook report variations at their fingertips.
Finally, Event Software is always willing to explore development of a Custom
Report whenever a Standard Report Template cannot meet a Customer’s
reporting requirements.
Selecting a report
FASTbook 5.0 Reports can be started one of two ways. Either click-on the
Reports Button on the left side of the screen or go the file menu and select
“Reports” under the view section.
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Once the Reports has been selected, FASTbook 5.0 Reports will open with the
Report Selection Tree on the left side and a Report Description & Use
Specification on the right.
Notice that on initial entry into FASTbook Reports the Setup Report button in
the lower right hand corner is grayed out or unavailable, i.e., the grayed out status
indicates that clicking the button will have no effect. Also, notice by clicking on
each Report Selection Tree node that every node has a unique description on
the right hand side. Note that only the lowest level nodes of the Report
Selection tree are executable reports. Therefore, selecting one of the lowest
level nodes of the Report Selection Tree is the only way to change the Setup
Report button text to black.
When the Setup Report button text is black, then an executable report has been
selected and the FASTbook User may proceed to the Standard Report Template
Setup screen by one of two methods. To proceed to to the Standard Report
Template Setup screen by one of two methods that is highlighted, the FASTbook
User may either:
♦
Click on the report you want to run then Click the “Setup Report” button
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Report Setup
Once the FASTbook User has selected a Standard Report Template, then the
Report Setup for “selected report” Standard Report screen will appear.
The Report Setup for a Standard Report screen is the engine that allows the
FASTbook User to define an almost unlimted variations of a Standard Report
template and generate exactly the report they want. Each Report Setup section
supports the major ways that we at Event Software have learned over the years
that FASTbook Users want to customize the presentation of report content and
layout.
The Report Setup screen is organized into 3 main sections.
1)
Report Orientation & Paper Size
2)
Report Column Layout & Sort Order
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3)
Report Filtering & Selection Criteria
Report Orientation & Page Size
The Report Orientation & Page Size is the topmost and first major section of
the Report Setup for a Standard Report screen.
The Report Orientation & Page Size section allows the FASTbook User to select
the
1)
Print Orientation Portrait and Landscape are generally available
options. A few report templates limit Print Orientation to one or the other.
Default Print Orientation is specific to each Report.
2)
Paper Size Orientations
Letter and Legal Size are available options for both Print
3)
Manual Feed - Useful when the default Printer has no Legal Size Paper
bin and Manual Feed is the only option for printing on Legal Size Paper. Defaults
to “unchecked”.
4)
# of Print Lines per Detail Line 2 or more (up to 4) is useful for
“word wrapping” long Event, Client, Room Names, etc or when more “white
space” is preferred. Defaults to 1.
5)
Print "Include" selection list(s) in Footnote #1 - Supports printing all the
“selected” values if documentation of the Selection Criteria is desired with the
Report. Defaults to “unchecked”.
Report Column Layout & Sort Order
The Report Column Layout & Sort Order is the second major section of the
Report Setup for a Standard Report screen.
The Columns area of the Report Column Layout & Sort Order section
presents the columns of information that are available for printing on the Report.
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The Columns area of each Report Column Layout & Sort Order section of the
standard Report Template has the following characteristics:
1)
Left to right order of column names - Match the order that the columns
will actually appear on the report.
2)
Gray background boxes will always appear.
Represent static or constant columns that
3)
Selectable Columns - Represent User modifiable columns with from at
least 2 to often up to a dozen selectable columns available. (Note: If the selectable
column you want does not appear in the drop down list, please call us. We are
always willing to consider adding additional selectable columns that are useful to
our customers.)
The Sort Order area of the Report Column Layout & Sort Order section
presents the columns that FASTbook User may select in order to alter the
sequence order of row information that will print on the final report.
Quite often the default values will satisfy most reporting requirements. In those
cases where a different sort order will present the information in a more
meaningful way, click on a selectable field to view the sort options available to you.
Select the sort order from each one of the selectable fields that you want for the
report.
Report Column Filtering & Selection Criteria
The Report Column Filtering & Selection Criteria is the third and last major
section of the Report Setup for a Standard Report screen.
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The Report Column Filtering & Selection Criteria section of the report setup
screen will allow you to filter on different criteria and has the following
characteristics:
1)
Single Value Filters - Provide the ability to filter report information
content by from 3 to 6-major columns. (Note: If the single value filter you want
does not appear, please call us. We are always willing to consider adding additional
filters that are useful to our customers.)
2)
Date or Date Range - Filtering by a specific date or a Date Range, i.e.,
start and end dates, which are included in the selection. All of the date ranges in
the reports section are can be changed to meet your needs. Default ranges are set,
but the report setup screen for every report gives you the option to change the
dates the report will use.
3)
Multiple Value Filters - Provide the ability to filter report information
content by from 1 or 2 multiple value filters that allow the selection of one or
more and any combination of values.
Once all the Report Setup for a Standard Report has been completed, then
clicking the Run Report button in the lower right hand corner of the Report
Setup for a Standard Report screen will execute the Report.
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Report Preview
The Report will always appear in Print Preview mode.
In Print Preview mode several options available to the FASTbook User. Buttons
for these options are provided at the top of the preview page.
♦
Click on the whole page button (located farthest to the left) on the Report
Preview Toolbar to view the entire report page.
♦
Click on the page width button on the Report Preview Toolbar to view
the report at page width (this is the default selection).
♦
Click on the 100% button to show the report at the percentage value
specified in the percentage field.
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‘
NOTE: The arrows allow for navigation between pages of the report. The arrow
pointing to the left with a bar in front of it will take you to the first page of the
report while the arrow pointing to the right with the bar in front of it with take you
to the last page of the report. The arrow pointing to the left without a bar will take
you to the previous page of the report. The arrow pointing to the right without a
bar will take you to the next page in the report.
♦ Click on the “Report Setup” button to return to the report setup screen if you
want to make any changes to the content of the report.
♦ Click on the print button to print the report.
♦ Click on the e-mail button if you would like to e-mail the report.
E-mailing a Report
To e-mail a report click on the Envelope icon in the Report Preview Toolbar at
the top of the report preview screen. The E-mail window will open with the
report name in the subject line and directions about viewing the report in the email
body.
♦ Enter the e-mail address for the person(s) you would like to send the report to.
You can enter the address manually or you can click on the “To…” button to
open an address book and select the e-mail address(es) for a predefined list.
♦ Enter any additional comments in the e-mail body.
♦ Click the “Send” button to send the report.
♦ Click the “Cancel” button if you want to abort the e-mail and return to the
report preview screen.
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E-mail
Sending E-mail (FASTbook External E-Mail System)
The E-mail function can be accessed from the Event Detail section of FASTbook.
If you are not in Event Detail, click on the Event Detail button in the left tool bar,
or navigate to it by selecting the “View” file option and then selecting“Event
Detail”.
♦
Click on the E-mail button at the bottom of the toolbar on the left side of
the screen. The E-mail window will appear.
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♦
Enter the e-mail address of the person you would like to send the message
to., or click on the ellipses at the end of the ‘to’ field to access your list of contacts.
Press <TAB>.
♦
Enter the subject of the e-mail in the subject field. Press <TAB>.
♦
Enter the message you want to send. Press <TAB>.
♦
Click on Send button to send the e-mail.
♦
When you are finished, click the Close button to exit the e-mail section.
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Creating an E-mail Template
Templates allow you to save and reuse messages that you need on a regular basis.
♦
To design a template, click on the create button at the bottom of the Email window. A small pop up window will appear asking you to enter the name of
e-mail template you will be creating.
♦
Enter the name and then click the okay button. The name you give to the
Template will appear in the template name column under the message text area in
the e-mail window.
♦
Enter the e-mail address of the person(s) the template will be sent to.
♦
Enter a subject line for the template. The subject you enter will appear in
the subject column of the table under the message text area in the e-mail window.
♦
Enter the body of the e-mail in the message text area.
♦
When you are finished, click on the save button. The e-mail address(es),
subject, and body of the e-mail will be saved in the template for easy access and
future use.
Sending Messages (FASTbook Internal E-Mail System)
Select the view pull down menu from the menu bar, you can be in Event Data or
at the Calendar.
♦
Click on FASTmail, A drop down box will appear.
♦
Click on Create and type in subject. Press <TAB> or <ENTER>.
♦
Type in the message you want to send. Press <TAB> or <ENTER>.
♦
Click on the person or group you want to send the message to. Press
<TAB> or <ENTER>.
♦
Select Priority if you want the message sent ASAP.
179
♦
Select Return Receipt if you want to verify that message was received.
♦
Click on Send and then Close.
180
‘Notes
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