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ibooka User Manual

1. Telephones Telephone Home Telephone Work Telephon Mobile Telephone Fax pazzwond ganim password Update notices Laval Fiakis marked mandatory Submit_ Let vihar users so my bookings Enter hara the usamame that you want to be known by on this system Enter hara the a mail address where you would like baolgrk confirmationis ba ba sent Enter your title Mr etc Erter your Tull nare Enter Pere your full postal address Erter your paaliziplcode Erter your home ee phone number Erter your work telephane number Brier your mabile telephane namber Enter your Tax number Enter your password Enter your password again far Please use my e mail ackirass to sand me more information about simantest from time to ime Unchack the box if you da want to know Allow others from seaing your bookings This 1s their identifier throughout ibooka and can be their real name pseudo name email address or any other identifier The only criteria is that is must be unique on the specific ibooka system and must not be vulgar or use words considered offensive The rest of the fields should be self explanatory and fields marked are mandatory 3 3 Home Page There are four options for you as a user Change password Contact us Welcome test Pop ups off Click to logoff th
2. at the systam io your language Tha mason we do this i hiig Casa COM uaa bini mich Wa Want vsu be 35 quickly passibka the banaliis Should bookmark or az a trae aes of cha bolp zogen ibsoka Wa that you will ask us hake and complete tha conlgarabon of your boka you Wa losk forward 1o hearing from yau and to helping vau inconponata yeur Business regards Bozka Tain We also recommend that you change yor Adme mhar dung the setup wad or immesdurirhy aber we hr j up your sie for you and take a note of poor new pasmwond as the simin i your admanisirairas login with nghbs io change the feel and operon of your zie Ibooka User Manual version 4 0 The first screen you will see is the screen on the left This screen offers new users 2 options Option 1 Start using your ibooka system use the automated setup wizard configure your ibooka system to meet your requirements Or Option 2 As we know that getting started with anything new is the hardest part ibooka will be happy to set your site up and make it look like your Page 6 Ibooka User Manual version 4 0 existing website or the website you would like for you completely free of any charge or obligation All you have to do is ask us let us know the address of your website what you want you ibooka site to do f
3. BB Your office is connected to the ibooka servers in the make booking same way that your customers are using an ordinary Internet connection which can be shared among any number of staff in your business You can designate any user or users of your ibooka system as booking staff manager site administration personnel The privileges you assign open up additional facilities within ibooka to those staff alone 5 ii Not all members will have access to the internet and so telephone booking still has to remain an option 79 see 5 I EE 900 Book O If the user 15 a moderator then in addition to the date selector in the selector bar a link to the user selector 15 also included so that bookings may be made on behalf of members As a safety feature users who have the facility to book on behalf of other users cannot also book courts for themselves If you have the authority to book on behalf of others then before being presented with the booking page you will be taken into the user selection page to select a user to book for Enter part of the Search username and or e mail address to narrow the search as much as possible and press the search button the screen will be redrawn with a drop down box of the search result added at the top You can now either refine your search or make a selection from the drop down box Confirming the selection loads the booking page The address but
4. Hd Making changes Once an event exists changes can be made the resources that it has booked Choose Block Bookings Edit Events from the menu this will take you into a screen that looks like the normal bookings screen but will show a heading of Edit Events On this page resource booking slots that are allocated to particular events can released On the normal booking screen where there 15 an event booking covering more than one resource booking slot only the first booking slot on a page contains a subscribe unsubscribe checkbox on this page each booked slot can be cancelled and free slots can be allocated to the event selected in the drop down box in the button bar at the top of the page 4 4 23 Edit Events The Edit Events screen is similar to standard booking screen except that in the selection bar at the top there 15 a drop down box containing all defined events individual booking slots can be allocated to the currently selected event Also specific booking slots which are allocated against an event can be removed simply by checking the cancel box next to them Ibooka User Manual version 4 0 2042005 BS EE E Page 29 Ibooka User Manual version 4 0 You will not be allowed to delete any event which has got subscriptions against it Multiple bookings provide a quick way to book the same resource or facility say every week or month
5. Ibooka User Manual version 4 0 Page 14 B Register home page and press Ibooka User Manual version 4 0 4 2 Logging On to ibooka The ibooka booking service provides a simple way for the administrator to log on and then control the system In order to use the facility you must first of all log in Some organisations will there users the ability to register themselves Where this 15 the case a Register button will be presented as part of the login facilities on the left hand side of the home page Alternatively if there is no register button on the home page users will need to contact the organisation to register and have a user id and password issued to them by the company To log into the system enter your user id and password at the prompt on the left hand side of Login button If you have entered the user name or password incorrectly then the invalid user ID or password notification box will appear You should note that the user id and E are case sensitive so please take great care to enter these exactly as you created them or they were given to you by the owner bof iis site Remind When you have successfully logged on a more comprehensive set of menus will appear on the left of the page allowing you access to the other parts of the site As a security measure whenever you log in to ibooka and then leave your browser inactive for an extended period of time the ibooka
6. Enter the prompt string to go beside the booking check box for a standard resource booking Enter the prompt string to go beside the booking cancellation check box for a standard resource booking Enter the prompt string to go beside the booking check box for a subscription to a predefined event Enter the prompt string to go beside the cancellation check box for a predefined event Restrict bookings on this site to predefined events only Specify the minimum number of bookings in a single transaction 0 no limit Specify the maximum number of bookings in a single transaction 0 lt no limit Allow comments to be added to bookings Select the appropriate Allocation units Select the appropriate page view units Change the parameters to modify system behaviour Ibooka User Manual version 4 0 Page 17 TIP Beware of modifying the Start Time field on a live system as any bookings made for the previous time patterns will be lost and would have to be manually re entered 4 3 2 Appearance change the look and feel of your ibooka site The appearance feature 15 one of the most powerful features ibooka It allows you to dramatically change the look and feel of your ibooka site The way it achieves this is by ibooka having templates called skins that control the look of each ibooka page on your site Home Administration Parameters e D Import Skin In order to get you started there a
7. 4 4 3 Set Holidays block resources for periods of maintenance or closure The Set Holidays option allows you to mark certain resources unavailable at certain times for various reasons When you select the Set Holidays option from the Administrator s menu you will be presented with page which contains following The list of resources will be those that are T defined specifically for your system select those that you want to mark as busy Holiday Then enter start date start time end date and end time for the periods to be marked as busy Finally select the system user from the drop down window and depress the submit button The page will be redrawn with a message reporting the number of booking slots reserved on each day In the example above the reason for the resource being unavailable is holiday and this 15 shown on the booking screens This may be used for blocking Golf lessons or tennis coaching when the pro 15 on holiday However use of the Set Holiday feature 1s also validly used to block periods of time before a series of classes start for maintenance work on a resource or simply to block a resource at certain times To have the ibooka system show a different reason than holiday simply set up a new user using the edit users feature of the administration menu and ensure that the name of the user is the term you want displayed e g maintenance closed for Christmas etc and tha
8. 42 5 11 HOW DOES A USER MAKE A BOOKING ssa Ra inant 42 5 12 HOW DO I CANCEL A BOOKING HAVE MADE csccssccosccsscccscosccsscccscesccssccvscescesscevscescssscevscescesscesscesceeseess 42 5 13 HOW SET UP THE WORDS ON THE HOME PAGE 42 5 14 How DO CHANGE THE POSITION OF THE LOGIN BOXES 7 cccccseccsccceccusccuccesceusceuscessescesccescenscesccessenccenceuss 43 5 15 HOW DO I LOAD MEMBERSHIP DETAILS FROM EXISTING SYSTEMS INTO 43 5 16 HELP UPLOADED A WRONG TEMPLATE AND ALL OF THE PAGES ON MY WEBSITE ARE BLANK 43 5 17 How DO ADD ADVERTISEMENTS TO MY WEBSITE ccccsccssccssccucccsccusceuccesseusceuccesceuscesscesseessenscesseucsenceuss 43 Ibooka User Manual version 4 0 Page 4 1 Welcome ibooka Welcome to ibooka This manual will explain how ibooka works and how you can configure this innovative reservations and booking solution to provide you with the optimum services in your business Just like any computer system ibooka is controlled by the parameters you set up and will act accordingly We recommend that you take few minutes to review this user manual then print it out and use it as you reference manual for your ibooka system We are used to booking fl
9. date selector calendar will be displayed as up Selection of a date from the calendar automatically submits the page and any checkboxes that have been checked will be actioned Sepbember 2014 Bookings cannot be made in the past nor beyond the end of the booking window Ibooka User Manual version 4 0 Page 11 Vil EB 149 that there are multiple groups of resources or options for you Saturday 18 09 2004 20 Click to logoff next booking SSor4bal 2bal A all Time TeeTime Time TeeTime heip tr iis eem ey og E c Time Ea Book O d d d M p 835 845 BokO Banc 900 Book 915 BookO zb 2082158 a i Understand the terms on the screen Now that you are familiar with the date selector ensure you are familiar with other terms on the page Any resource booking slot that is available to be booked by you has a check box next to it When this checkbox is checked and the next previous or make booking button 15 depressed the booking system will attempt to book the selected resource at the specified time for you When the page 15 redrawn that resource booking slot will then be shown as booked either with your name against it or depending on the privacy setting you selected as engaged Engaged booking slots appear with a different background colour The booking will also
10. Click Here column Take your header file and paste in the data under the column headers note those column headers marked headers with a character are mandatory other columns may be left blank or deleted simply click Please ensure that your file contains none of the following characters A or any control characters other the click than the tab delimiters oH E CUE The mandatory type column should either be set to u user or s system user e g holiday here data The privacy field should be setto 0 1 ar 2 2 private option on the Once all of the columns are complete save the file in tab separated value format tev then browse to your load file in the box below and press the send file button Oa membership Send this file Browse page and Ovenwrite existing data sample Purge before writing L send an email to each user giving them their new password will be Send File emailed to Ibooka User Manual version 4 0 Page 22 you Take this sample header file and paste in your data under the column headers note those column headers marked with a character are mandatory other columns may be left blank or deleted When all of the columns are complete save the file in tsv format You are now ready to upload the membership file to ibooka To do this simply return to the Load membership page and then enter the path name to your file in the file box and press the send file but
11. New Skin section of the appearance page allows you to upload a new skin to the ibooka system and apply it to your site Simply browse for a skin that you have previously created please refer to the separate ibooka technical manual that relates to creating a new skin and select the appropriate file You may now upload this to ibooka for your site Example html pages are also available on the ibooka samples page which 15 located at http www ibooka com Samples html These are available to help our customers and allow them to download sample html code to their local computers change and use the code if required or just to see what code we used for some of our demonstration sites If you are creating a skin please refer to the creating a skin section of this user manual which also contains the specific instructions for uploading the new skin and associated images to your site Ibooka User Manual version 4 0 Page 18 if you upload a wrong template or a template that has significant errors in it then there are instances where this can block any other pages being displayed in your ibooka site Don t Panic All is not lost In the address bar of your browser enter the following http yoursitename ibooka com admin skins htm fixskin golf The skins page will displayed using the golf template and you can then upload a revised template html file The mail template button Tsmplatej Sends request to the ibooka system to email you
12. Resource available for booking You set up a resource using the Cust 3 09 Enter the cast Tor single booking period Edit Resource function gt 4 3 7 Load membership bulk upload of existing user information Groups ibooka needs to know who your customers or members are It stores these details in the eae database it creates for your business ibooka uses these records to check visitors logging Sf 25 ad Membership into the system and assign them the correct privileges If you want you can record other information in the database and use ibooka as your own membership customer database While you can have users register themselves or you can add members individually through the edit users feature ibooka also allows you to add an existing membership or user file in bulk Download Data Payment If you already hold customer member details in electronic format ibooka makes it easy to upload these to its database On the Load Membership page under the administration menu there 15 the members upload facility You must submit a file in tsv tab separated value format with appropriate column headers The easiest way to do this is using Microsoft s excel or word programs To receive a sample file Thisis the members upload facility You must submit file in tsv tab separated value format with containing appropriate column headers full set of To receive containing a full set of column headers
13. also see who has booked make and amend bookings on behalf of customers make multiple or repeat bookings set up events or classes that many customers can then subscribe to mark maintenance or holiday periods when resources will be unavailable ida Due 4 6 2 View Booking In the View Bookings Page you can see details of all the bookings that you currently active in the ibooka system or as you are the administrator it can all show you all bookings that any other user To select another user simply use the book for menu option to select and confirm a different user id You are now able to go back to view bookings and view for the user id you s selected Booki ngs schedule joh example 1 2 Resource Event Booked oy When booked UGA LEE ges Ford dr 05 2006 900 01052006 45 10 7 NY Ford 1505 2006 9 900 Lif You 01 1 05 2008 15 10 7 ut ri There is an option on the screen for you to request all bookings that you have made and that are outstanding are emailed to you Ibooka User Manual version 4 0 Page 34 Click email me this list and you will receive an email to address you registered on the ibooka address for the user ID with which you are logged on Please note that this will be the administrator email address NOT the users email address The email will come from ibooka lt yoursitename gt and will be in a similar format
14. do I change the position of the login boxes This can be achieved by replacing the loginform placemarker in the Skin template with 9cloginformw 06 5 15 How do I load membership details from existing systems into ibooka There are three mechanisms available for the creation and maintenance of members within ibooka Allow registration In system parameters set the Allow Registration parameter to Yes Anyone who wants to use your ibooka implementation can then register themselves and use the system 2 Manually Administer membership Select Administration form the menu and choose the Edit users option You are then presented with a list of current members which you can maintain using the ibooka forms based update interface 3 For users who want to create bulk membership records from an existing database these should be converted into a file which is TSV formatted using the column headings provided by ibooka To use this option choose the Administration menu and go to the Load Membership page Use the Click here link to download a set of column headings update your file to put it into this format and then upload the tsv file Helpful error messages will let you know why any invalidly formatted entries cannot be accepted 5 16 Help uploaded a wrong template and all of the pages on my website are blank Don t Panic All is not lost In the address bar of your browser enter
15. reasonable figure Is Worldpay live Select No until your Worldpay installation has been accredited as live When you sign up for the Worldpay service you will be given access to the Customer Maintenance system log in to this using the user ID and password provided by Worldpay and then select the Configuration Options for your installation be careful to go down to the bottom of the page PAST the configuration options for your accounts You will be presented with a form similar to the following Ibooka User Manual version 4 0 Page 37 nistr n server Microsoft Internet Explorer File Edit View Favorites Tools Help Back 2 Search 5 Favorites QU B I a Address uu https f select worldpay com wecfadmin lv Google 3o Search Web Be els E 1762 blocked AutoFill fa Options 2 WorldPay ADMINISTRATION SERVER SELECT LANGUAGE English v Installation ID Company 10 Company Name Description Ibooka Customer description for payment pages Ibooka Integration type Select Junior Use 3D Secure Authentication yes Use Mastercard SPA yes Your website URL for activation payments ibooka com Test Transaction Instructions Max 255 characters Sterechuilder used 1Automation Wiz Use default 0 store builder if other please specify Use default C Callback URL gt Use default 0 Cal
16. 3 33 34 4 7 36 4 8 REIN SS OR 40 4 9 40 5 HOW DO I DO THAT QUESTION AND ANSWER SECTION c eee 41 5 THIS IS A VERY BIG MANUAL TO READ ISN T THERE ARE QUICKER WAY GET ANSWERS 4 5 2 isle apo MEO CD NEMUS SI M Tem 4 9 5 HOW SET THE TIME ON MY BOOKING SITE TO MY LOCAL 4 5 4 HOW SET IT SO THAT MY CUSTOMERS REGISTER THEMSELVES ccce 4 Ibooka User Manual version 4 0 Page 3 5 5 FORGOTTEN PASSWORD WHAT DO terere rero 4 5 6 HOW MAKE BOOKING FOR A USER 4 5 7 HOW DO CUSTOMERS REGISTER THEMSELVES IN THE IBOOKA SYSTEM 41 5 8 DO CHECK WHAT BOOKINGS HAVE 42 5 9 HOW DOI DEFINE AN 42 5 10 HOW MAKE RESOURCE UNAVAILABLE FOR A PERIOD OF TIME FOR
17. 30 Free 12 30 Free 12 00 Free resources When you then 12 30 Free 14 15 Free 14 15 Free 12 30 Free Free click booking the product will be inserted into the correct locations In the event that you try to book a product into time slots where one or more of the resources 15 already taken exclusively then an appropriate error message 1s displayed in the menu message section on the left of the screen and the Product is not booked Ibooka User Manual version 4 0 Page 27 4 4 Block Booking p There many situations which occur where number of resources have to booked ERE multiple times special events like tournaments need to be managed or coaching sessions training courses or parties set up There are also other special cases where Booktor organisations will want certain resources to only be available for booking by an Boo king administrator and not by general users Resources also become unavailable from time to time for things like maintenance holidays etc The facilities provided in the Block Booking section allow for the creation and management of events bookings reservations which cover multiple resources over many days or which recur on a regular basis They also address holidays unavailable resources and tournament party events It is also possible to simply mark many resources as unavailable for a period of time This is useful for period of maintenance holida
18. 34 SETTING UP YOUR SITE FOR THE FIRST TIME 7 2 6 GONG 8 5 TON aise care ocean M 9 Ug ODU 8 6 nn nee eer 9 SA LOGGING ON TO IBOOK A c 9 Sad Password senenin e E E E EOE SEE E O S 9 3 22 Customer Registration mE E E 10 3 3 etn te nyo 10 3 4 MOINS cece wcrc 11 3 4 1 Making a Booking or 11 D M E 12 0 EP 7 D O t n U 13 3 5 d Ee 13 3 0 TU 13 4 ADMINISTRA TION FUNC HONS 14 4 1 14 4 2 rt c 15 PN TOMI I 15 4 3 SETTING SYSTEM PARAMETERS AND CONFIGURING YOUR IBOOKA SYSTEM ADMINISTRATION MENU 16 4 3 1 Parameters set the parameters that control your ibooka site eee 16 4 3 2 Appearance change the loo
19. 5 05 2006 will be in a similar format to Time 9 00 the example shown below As requested your current bookings have been listed belon 3 4 3 Dues Report This menu option in the booking sub menu is only available if payments are turned on so that this ibooka website can accept payments for the resources on the site If payments are on then the dues report details the payments made outstanding and overdue 3 5 Change Password Changing your password could not be simpler Whenever a user logs on they are presented with a menu option of change password By selecting Change Password they are requested to enter a new password and confirm this When they submit the page the new password is encrypted and stored for them to use the next time they log on 3 6 Contact Us In the Contact Us Page users can find details of how to contact you by other means than through your ibooka online reservations web site Ibooka User Manual version 4 0 Page 13 4 Administration Functions This section of the ibooka User Manual is only applicable ibooka administrators and managers of the system It contains information relevant to the administrator functions of ibooka and management of your secure ibooka booking and reservation site 4 1 Administration Parameters Appearance Import Skin Update HTML Groups Resources Load Membership Edit Users Download Data Payment Products Block Bookings Book for Booking Chang
20. a template and details for creating a new template Please refer to creating a new template in this user manual The appearance screen also allows you to upload new images to parts of your ibooka site Please also refer to the sections creating HTML for your site and uploading images that appear in section 5 of this user manual 4 3 3 Import Skin select standard ibooka templates for your ibooka site The import skins feature in ibooka allows you to select from a number of standard Home ibooka skins for your ibooka site and import these into your system Administration of the sampla braka templatas skies below wall undead te your booa after which i wil be avaiable Tar you ba select Perens You can also create your manu option if you at pati car we wil be dalightad custom you a skin that ete rs Pim ea vor desired ok and own skins and upload Appearance 4 ur Import Skin gt these to your ibooka Sie m off Defan Green example Gaf Update HTML using the appearance Groups menu item detailed above Res ources This part of the ibooka a a example a OM ea White example Fiesa peed bho system works together 8 with the appearance 2 administration option sine ecm mang To import one of standard ibooka skins simply click on th
21. at resource booking slot will then be shown as either with name it or depending on the user s privacy setting as engaged Engaged booking slots appear with a different background colour Additionally where events are created they will show all of the resource booking slots that they have reserved in a third color against the first booking slot that the event has reserved the option to subscribe to the event will be offered where appropriate E E LLL If as can happen on a multi user database system someone else attempts to book the same resource at the same time then only one of them can be successful The other user will be given an appropriate message One of the most important requirements in your office 1s the need to see the pattern of bookings at a glance ibooka not only provides a clear display of all bookings and availability the display 15 and accepts additions or changes to bookings with just a click Ibooka User Manual version 4 0 Page 33 User booking screen The customer Adam Perfect is able to see his Administration booking screen name only against selected bookings All other customers are shown as engaged to ensure client privacy The office booking screen highlights all bookings by customer name In use the facility operates just like the customer booking procedure but as comparison of the two screenshots above shows your staff can
22. be displayed on the left hand menu for your to review and an email dispatched to you confirming the booking You may be offered a way to pay for your booking or reservation at this time depending on the preference of the site owner If as can happen on a multi user database system someone else attempts to book the same resource at the same time then only one of them can be successful The other user will be given an appropriate message explaining what has happened 3 4 2 View Bookings In the View Bookings Page you can see details of all the bookings that you currently active in the ibooka system Ibooka User Manual version 4 0 Page 12 Booking schedule for john example Resource pate Time Bookedby Whenbooked Event si HenryFord 11 05 2006 9 00 You 01 05 2006 1510 HenryFord 15 05 2008 900 You 01 05 2006 1510 Emailmethislist There is an option on the screen for you to request all Your bookings bookings that you have made jpagka drive ibooka com and that are outstanding are emailed to you Dear John Example Click the email me this list and you will receive an email to the address you registered essere ob m on the ibooka address for the Fesewrce Event Henry Ford ID with which Date 11 05 2006 user with whic you are EM logged on The email will come from eem mm em m mmis mmm Event Henry Ford ibooka lt yoursitename gt and DM Date 1
23. ble booking time for any resource Enter the end of the last available booking time for any resource Enter the Time from which non administrators can book on System availability Enter the Time up to which non administrators can book Display costs on the booking page Enter the number of page view units to allow booking in advance Ozno limit Enter the number of page view units to allow cancellations limit Select the currency for this site Choose the collections method appropriae to your installation Enter the VVorldpay installation ID for this website Enter the company ID for this website Enter the Default customer credit limit for collecting customer balances Enter Yes here when VYorldpay have set up your installation as live Select the number of hours or before GMT for your site clock Complete the following fields in the system parameters Ibooka User Manual version 4 0 Description Charging Choose the currency top match your currency Worldpay installation Worldpay options Choose Accrue Customer Balance Worldpay Enter installation ID Issued by Installation ID ur Worldpay Enter the company ID Issued by Worldpay Company ID to Default Credit Initially set this figure Limit unrealistically high number This Mise users to book without having to go through the payment procedure before the Worldpay installation goes live at which point it should be set to a
24. descriptions of this site Enter the name for the type of resource used in this site Enter the name for collection of resources which comprise a product Allow users to register themselves for the service Allow users to login once and then register via a cookie held on their machine Set Y for each available day N for unavailable days Enter the first available booking time for any resource default Enter the end of the last available booking time for any resource default Specify different daily opening and closing times below Sunday opening time if variable opening times is Y and the daymask flag for Sunday is set to Y Sunday closing time Monday Opening time Monday closing time Tuesday Opening time Tuesday closing time Wednesday Opening time Wednesday closing time Thursday Opening time Thursday closing time Friday Opening time Friday closing time Saturday Opening time Saturday closing time Enter the Time from which non administrators can book Page 16 User Booking End Time First future Event date Show prices Payments authority Booking window Cancellation window Confirmation e mail address Support e mail address Accounts e mail address Show Day names Charging currency Worldpay options Worldpay Installation ID Worldpay Company ID Default Credit Limit Is Worldpay live Invoice Text Offset from GMT Label for booking Label for booking cancellation Label for Ev
25. e home page Now that you have logged in as a user you are presented with a different menu Home By clicking on home on the menu you will always be brought back to Booking By clicking on Booking you will enter the booking submenu options for making cancelling viewing and controlling your bookings on this site Change Password The change password option allows you to change your password Please refer to additional details below Contact us This takes you to a contact page set up for this web site Ibooka User Manual version 4 0 Page 10 You can navigate your way around site by using menu on left A single mouse click when the cursor 1s over the menu option will take you to that page Pop ups off We have found that some users like to have their browser s security at a very high level and do not allow any new browser windows or pop ups to be opened by a website Ibooka does not use many pop ups however for display of certain user information etc a pop up is used If you would prefer to see this as just extra text on the page that 1s displayed instead of a pop up you can check the pop ups off check box on this screen 3 4 Booking Th Page The booking sub menu provides the following options for making cancelling viewing Booking and controlling your bookings on this site Booking View Bookings 3 4 1 Making a Booking or Reservation Dues Report Change password Mark
26. e image and skin will instantly be added to your list of Orange example Racquet Sport available skins the appearance menu option 4 3 4 Update HTML change the images and text on your ibooka site pages The update HTML feature in ibooka 15 considered by many of our users as most Administration useful and powerful part of the ibooka system Put simply update HTML allows you to create dramatic and informative website Appearance pages for your ibooka site that are personal to you and contain current information zr It then allows you to update these over and over again very simpl Update HTML gt i E did Groups The text graphics for almost any ibooka pages can be created as html Please refer Resources to the ibooka technical manual for detailed examples You can add text and images E to all of the screens that your users will see Ibooka User Manual version 4 0 Page 19 Drop down window name Ibooka User Manual version 4 0 TIP While updating HTML screens has proved fairly easy for our customers ibooka understands that creating them from scratch or from the examples given in section 5 can be a bit daunting Therefore many of our customers ask ibooka to create a set of initial screens and email these to them such that they can modify them with the skins ibooka will be happy to create the Update User HTML HTML screens make it look like lt html gt your exis
27. e password Contact us Administration Initially all ibooka systems are set up with an administrator logon with the user of admin and the password You should use this logon to initially logon to your site and then change the password to something that is private to you You should also reset the email address of the admin user to your own email address as soon as possible please refer to the Edit Users section of this document later in this chapter If you wish additional administrators may be set up using this log on via the edit users menu option Only Administrators have the ability to change the ibooka site from free trial to live operation As the administrator for the system you are responsible for the maintenance of members database the resource table and the system parameters change the appearance and html content of the site You also have considerable reporting facilities available as the whole of the booking database 15 available as a Microsoft Excel format download You can navigate your way around the site by using the extended menu on the left of this page A single mouse click when the cursor is over the menu option will take you to that page Wherever possible entering information into the system is simply a matter of selecting options from pre formed lists or ticking a checkbox There is help available on every page to guide you through your booking or reservation experience
28. ect the appropriate resource group resource and available timeslot Tick the box and press the submit button and your booking will be completed You will see details of the completed booking appear in your browser window and you will receive an e mail confirmation of your booking 5 12 How do I cancel a booking I have made Select the main booking page from the menu Select the appropriate resource group resource and booked timeslot Provided you are within the valid cancellation window as set by the system administrator tick the box and press the submit button and your booking will be cancelled You will see confirmation of the cancellation appear in your browser window and you will receive an e mail confirmation of your cancellation 5 13 How do I set up the words on the home page You must be logged in to the system as the system administrator Choose the Administration menu and go to the Update HTML page You can then replace the text on any of the pages offered to you update hello page 0 or you can create additional text Submit New hello page Each time a user logs in to the system they will see the text from hello page 0 on the home page on each subsequent visit to the home page the next available hello page n Page 42 will be displayed until there are more pages when hello page 0 will again be cycled This mechanism applies to each of the pages in the system where text can be added 5 14 How
29. ed The User Type field is always set to the default of users unless you are creating a system booking for a holiday closure or other set holidays feature In which case it is changed to System Booking Ibooka User Manual version 4 0 Page 24 4 3 9 Download Data extract the ibooka database for review and analysis Ibooka holds a database of all the bookings user details and transactions performed on Groups your ibooka system This database can be used by you to Resources Load Membership Edit Users e Produce reports regarding all aspects of your business e Produce statistical analysis of your business cee Integrate with another booking user membership system that you may have Payment e Build contact lists and email copy lists Ibooka makes it very easy to download this information to your local PC in order to facilitate any of these activities DAE M b1171312969 x Whenever you click on the administration menu bn T m Type Microsoft Excel Worksheet 6 17kB option download data ibooka will start as n M download of the ibooka datafile to your pc Do you want to open or save thas file Open A small window will be popped up on your PC asking you if you want to save the file and then ask before opening this type of asking you for the location where you want to save this file from the can be useful some files can potentially i ham
30. ent Change password Contact us Are vou sure that you want to make this site live now Click here to confirm Done Internet Free Trial You must click on the here word to actually change the status of your site from trial to live mode in live mode you will be charged for transactions performed by ibooka If you mistakenly change your site to live mode please contact ibooka immediately or you will incur costs Ibooka User Manual version 4 0 Page 8 3 User Functions Login Ibooka User Manual version 4 0 Remind hand side of the home page and press the L 3 1 Introduction This section of the user manual describes the functions and options for users of your ibooka system This information 15 also available to your users as context sensitive help on each screen they access The descriptions in this section are organised by the menu items available to users when they log on 3 2 Logging On to ibooka The ibooka booking service provides a simple way for members and associates In order to use the facility you must first of all log in Some organisations will button will be presented as part of the login facilities on the left hand side of the home page Alternatively if there is no register button on the home page users will need to contact the organisation to register and have a user 14 and password issued to them by the company To log into the system enter your
31. ent subscription Label for Event subscription Show only events for booking Min bookings in a single transaction Max bookings in a single transaction Booking Notes Unit of Measure Page Unit Enter the Time up to which non administrators can book This date if valid and in the future will be offered to users as the first date on logging in Date must be in the format Y Y Y Y MM DD Display costs on the booking page Select the authority level required to tick off payments Enter the number of page view units to allow booking in advance limit Enter the number of page view units to allow cancellations without penalty O no limit Enter the e mail address to receive copies of bookings Enter the e mail address to show on the site for support queries Enter the e mail address for accounting correspondence Enter Yes here to have day names appear on the booking form Only applies where the booking unit 15 set to days Select the appropriate Allocation units Choose the collections method appropriate to your installation Enter the Worldpay Installation ID for this website Enter the Worldpay company ID for this website Enter the Default customer credit limit for collecting customer balances Enter Yes here when Worldpay have set up your installation as live Enter the text that is to appear on user s credit card notifications Select the number of hours after or before GMT for your site clock
32. es for bookings vu Many organisations want to offer multiple resources as a package Examples of this Pavment requirement are Children s parties e g bowling and a party room promotion C Products gt packages e g theatre and a meal wedding packages e g hall meal and disco band Block Bookings and discount schemes e g 1090 discount when both a three resources are booked at The Products section of ibooka administration menu allows these requirements to fulfilled in a truly flexible manner as a result of the ibooka dynamic booking functionality a Enabling Products In the parameters section of the administration menu there is the parameter Products Name XXXXXXX Enter a name for Products When a name 15 entered here such as Party it 15 used as the products description in the booking section in the set up edit products section and in the confirmation emails set out by ibooka Products are determined by Group b Products multiple resources as a package Products are set up through the Product Products section of the administration Hame Bronce Enter unique name tar this Product Mark the Resaurcea thal you want use Par your menu Use the add button to add a oset number booking periods am a aii new product and define the group Studo A Start offset 0 Cxration v that the Product relates to You will Studio E Start offset D
33. g your botka system pow by legaieg sow with tha Yia knees getting stated with amilim mw is the hardest initial usar 1D and passwd Sere aa pat ani iherefors wea wil Da happy ta zat your up and it kok Eka yeu axistime abate or the websie you would Eka you complotaly bag of any change or obligation AE you de is ask Kr tha address your whal you wai yeu ibeoka io do for you and we ba plazased in You wall than be taken ino an actocmared wizaed ihai i guide Through Ehe steps that need t ba taken tha silk DI cie We will azk you a number al questions about how you would lia zai on the zig opaning haus where emails shauld aic and ihan whan we are dona Dant worry i you get something wena you will always Nava wil you all tha scroeaera and bast that we set up ao that tha bpporiunib 10 amand it df later stage you change it further you wish Throughout tha site you will fied a help bettos ie tha le aad Thara absolutely ne change or obligation from haing boska mida manu ba fan CONGEST Daip foe sat up your sita for you prasida you with additional sample whargvar you are in the aiba Ahemativaly you can fied the Buses momen pictures abc of aan change tha language of
34. hich will return them to your site when they are finished 2 5 Setting up your site for the first time yourself If you decide to set your ibooka site up yourself then before the site can be used there are certain settings which you must configured to make the site work in the way which suits you Please login now with the initial user ID and password these are User 1d admin Password ibooka Your will then be presented with an automated setup wizard This wizard will take you though the main system parameters that need to be set up If you are not a computer expert or speak all the computer lingo don t worry Simply follow the steps and instructions in turn to create your ibooka website complete To progress through the wizard to the end please use the or Buttons Your progress will be reported as you progress through the wizard Page 7 If you would like addition 007 details about any of na iow parameters or settings that you on behalf of asked to set up in the Sica Simply Togo spes im ium bo creata your ook website Bookings set up wizard please refer to Contaci us progress through the wizard to the end please use the Men gt gt Completed Buttons Your progress will be E reported as you progress through he the specific sections relating to these parameters in section 4 of You are now within a setup wizard that will help q
35. ibooka Head Office Garden House Lumley Thicks Chester le Street Durham DH3 4HF Telephone 44 0 191 385 7400 Email admin ibooka com Web www ibooka com Date Spring 2007 Version 4 0 USER MANUAL For use with the ibooka V4 0 online reservations and booking system Online Booking Solutions that save you time and money Ibooka User Manual version 4 0 NOTICES PROPRIETARY NOTICE This document contains sensitive confidential and proprietary information which is and remains the property of Limited It must be surrendered to Biznic Limited upon request This document and the information contained herein shall not be disclosed to any other person s apart from those to whom it has been provided without the written permission and consent of Biznic Limited Furthermore this information shall not be duplicated published in any form or otherwise distributed or utilized in any other manner except within the limited conditions and constraints and for the expressed purpose s under which it has been provided by Limited DISCLAIMER The information contained in this manual 15 accurate to the best ability of Biznic Limited However as with all software products ibooka is subject to upgrade change modification and alteration that may mean that this manual does not reflect the features and functions of the current ibooka system This may include but not be limited to new features not deta
36. ights and hotels on the internet but until now we could not book on the internet a round of golf at our local golf club a game of tennis at the tennis court a driving lesson a service for our car at the local garage the bouncy castle for the kids party an appointment at the dentist the doctor the vet for our pets a table at our favourite restaurant a meeting room in a business center a session at the Gym etc Many companies make reservations take bookings and manage customer appointments To offer this service to customers across the internet has many advantages you free up staff never miss a call from a potential customer wanting to book at your service can take bookings when you are closed 24 hours a day etc However online reservations systems are usually expensive need an IT staff need investments in computer equipment and take too long to implement when all you want to do 1s focus on the business you know and have that unique experience in your business ibooka has changed this paradigm ibooka is a new concept in online reservations and booking You don t need to buy any more computer equipment you don t need to be a computer expert you get your own personal secure reservations web site that looks exactly like your existing web site and links from it you don t need any IT operators you can take payments for your services over the internet and you don t need to buy any software Whatever your business ibooka pro
37. iled in this manual features detailed in this manual that no longer function and features that function in a way different to that described in this manual Biznic Limited assumes no liability for damages incurred directly or indirectly from errors omissions or discrepancies between the ibooka system and this manual COPYRIGHT NOTICE All Rights Reserved This document issued by Biznic Limited herein after referred to as ibooka in confidence and under current copyright laws may not be reproduced in whole or in part without the prior written approval of Biznic Limited The information contained herein includes proprietary information and is to be used only for the purpose for which it is supplied and is not to be released in whole or in part without the prior written permission of Biznic Limited Copyright O 2006 Biznic Limited All Rights Reserved ibooka is a service mark of Biznic Limited Page 2 Table of Contents LUTEA PE Xa ELS t 1 1 WELCOME T G G STRR 5 2s GEL FING STARITD ae 6 ad RIPO AN R E E E E E 6 PA VV IRE DOT ECIAM 6 2 3 CONTE TOEN MO NH 7 2 4 HOW DO I LINK MY EXISTING WEB SITE TO IBOOKA 7 2
38. ing a booking or reservation is on ibooka could not be easier On the booking Contact us page you will be presented Please rend these instnactions for making n booking This text box round it have been added by using the update hiri function in ite wiran siraan menu ng ran peat further bo mmy instructions vau wan in gre nur customers gr amply deletis ril with a screen like this Welcome test The first thing to do is Nest Date 12 02 2007 Pop ups aff Choose a Product decide on which date you amp lickto logo want to consider for your Booking for test Entar Booking nates booking or reservation This 15 Type your rotes here selected from the drop down menu StudioA Studio B Options Options date selection in the center of the 500 Free Fie Free Free Free screen TO CTI Frage Frea Frag Free Frae 11 00 Free Fre Free Free Free If the system owner only allows an TE E E E bookings to be made for a limited 1300 Free Free Free Free Free time in advance then you will also 1400 Back Back oO 1 00 Bok I O have previous x le la laa s buttons to take you 17 00 Book O Book Book Book O j forward and back 18 00 Book BookO Book OO BookO Bok O one day Otherwise Rank Aok M aa
39. k and feel of your ibooka site cesses 18 4 3 3 Import Skin select standard ibooka templates for your ibooka 19 4 3 4 Update HTML change the images and text on your ibooka site pages 19 4 3 5 Groups group resources through your ibooka site esses 21 4 3 6 Resources the bookable components in your ibooka site 22 4 3 7 Load membership bulk upload of existing user 22 4 3 8 Edit Users change or add users for your ibooka system 20 4 3 9 Download Data extract the ibooka database for review and 25 4 3 10 Products create packages of multiples resources 26 4 4 By OO dic 28 4 4 1 Set Events create events for multiple people to book 28 UE TC BRE NE 29 4 4 3 Set Holidays block resources for periods of maintenance or closure 30 LE MEME DUI x TR 30 4 5 BOOR T O A 32 4 6 ilU m X HE 3
40. lback enabled Use default C FuturePay callback Enabled Requires standard Callback enabled Use default C Use callback response Use default C In the Callback URL field enter the following http payments ibooka com return htm Now you are ready to test the system You will have dialogue with Worldpay who insist that they test your installation before allowing you to collect money live To conform with Worldpay regulations you need to show your refund policy You can check ours as an example at http golf ibooka com worldpay refunds htm To do this go to the administration menu update html option Administration menu page 0 Choose the refund page 0 enter your refund policy in the box and submit it You are now ready to test ili Browse your payments facility Set up a test user with a password and a reasonable credit limit Administration menu Edit users then press the Add button Next simply log in as that user and make bookings Ibooka User Manual version 4 0 Page 38 Depending on credit limit that you have set you can either choose to make a payment by selecting the Dues report from the booking menu or if the user credit limit 1s set at a low level and your user balance is above the credit limit you will be taken automatically into the Dues report when you select Booking from the menu This teed to display on the top of the booking page Dues Report for Joh
41. ls held the ibooka system passwords within ibooka are encrypted using one way encryption and therefore ibooka is unable to tell you what your old password was Page 9 Booking Check your email for the password reminder You can now log in using your new details If you do not like your new password you can change this using the change password option once logged in 3 2 2 Customer Registration There are two options for registration of new users If the ibooka site owner requires that only pre approved users are registered then the administrative function to add a user will be used and user id s and passwords will be emailed to users However the second option if for users to be able to register themselves Users registering themselves If this option 1s available then a Register button will appear on the home page of your ibooka website This allows users to register themselves your ibooka system and complete a form with all the personal information that you need to hold about them ibooka will also check that the email address that they are using belongs to a valid email server thus eliminating random incorrect registrations from hoaxers When a user then registers they can control the way ibooka works for them by completing the form shown here First a user must select a unique username Registration LUsemarme e mail Address Title REalame Auk egg
42. me they log on 4 9 Contact Us The Contact Us Page is where you should give details of how your customers can reach you through means other than your ibooka web site Examples of the type of information that could go on the Contact us page can be found in the demonstration ibooka systems at www ibooka com Need to Contact us 7 Racquet Sports Demo Site The main panel of the Contact Us page is amended using the update HTML administration function Please refer to the specific sections of this user manual that relate to creating HTML pages uploading pictures to your ibooka system and uploading HTML de RT SO ibe eri ie d ibagka U dTuadmak sf Lii Ibooka User Manual version 4 0 Page 40 5 Do Do That Question and Answer Section 5 1 This is a very big manual to read isn t there are quicker way to get answers Try the Frequently Asked Questions section oof our website at http www ibooka com FAQ html It has a lot of the questions and answers that our customers have asked us in a simple indexed quick click format A few of the very frequently asked questions follow in this section of this manual 5 2 How do I log in to the system To log into the system you need a user ID and a password This is set up in the user information in the administration menu loaded into the ibooka system using the batch upload of user information or you can set a system parameter to have users
43. mselves from the home page Maintain resources Administration menu Resources Page User registration page booking sites Terms and Conditions Terms and conditions Maintain user Administration menu Edit Users edit user page List users Administration menu Edit Users first page Registration welcome email Text of the email sent to users when they register on a site 4 3 5 Groups group resources through your ibooka site To Resources can be grouped to help the user identify different services Administration or events that you offer For example a Golf club may offer Tee M Parameters Times under the main group but optional extras such as carts Or Group Change trolleys under a separate group In same way a automotive service default Edit Import Skin center may offer a services group for car services oil exhaust change Services Edit Update HTML Emissions testing etc but offer car valeting or hand car washes under Options Edit Groups gt a second group i n MI You set which group is displayed as the default group This section simply allows you to add or edit groups under which resources can be added TIP Ifyou do not enter any information here then all resources will fall under the default group that ibooka creates for you when the site is created Ibooka User Manual version 4 0 Page 21 If the default Group is only group that is set up on yo
44. n Smith Once the Dues report Event Date Time When booked Amount Pay which lists all of the Counts 10 02 2005 13 00 admin 1002 2005 11 58 375 Cout3 15022005 1020 admin 13022008827 3155 bookings made which C NETT a have not yet been paid select those to pay by ticking the checkbox against each and press the submit button at the bottom of the report meted roa P pde You will be taken to payments page and from their through the Worldpay payment routine Upon a successful return being received from Worldpay the paid items will be removed from the Dues report and from the user balance You will have to inform Worldpay of the user ID and password and let them know how to through the payments routine because they insist on testing the payments routine for themselves Once they have done so and inform you that they accept the website you can update the Is Worldpay live and Default credit limit fields Your site 1s now available for real payments collections Ibooka User Manual version 4 0 Page 39 4 8 Change Password Changing your password as an administrator user could not be simpler Whenever a user logs on they are presented with a menu option of change password By selecting Change Password they are requested to enter a new password and confirm this When they submit the page the new password is encrypted and stored for them to use the next ti
45. one Mame Acuress 1 Poslcadafzipcade Sled Country esellar canit ther we red and accept the licence agreemaat Enter the name by which this sra should Ee knowr E g Sms Thi will bacorte yaw site prefis der smi here To set up A onam smith cor SUS only cFarecter z and 4 Enter the namo of ho For aisig walh oika liuted Enter th e mail address for the person married above Enter the main telephone number Enter ar out ci telephone nurrber Enter ol your orgarmsalrori EN Emer of your organ elec conn ante the partner ID of your reseller Hsec co nor have a parties ran Pease ana Irerm book x Initially after you have set up your own ibooka site you have a free 30 day trial of ibooka Your trial of the system is completely free of charge View fre tnal mode Home Contact us free mode Login Lisar if Passward Thanh you for deciding a frag trial of the ibsoka panes par booking online booking system This is your borka wbaka thal is parsonal to you amd yoer beaineas Balena the sis Can be used there are canain settings which you must configura 10 make tha ziba vaai ie tha may which sais veu and how yos want usa il You have two choices for hoe the setup is completed Option 1 Option 2 Sat usin
46. or you and we will be pleased to help We will ask you a number of questions about how you would like resources set up on the site opening hours where confirmation emails should go etc and then when we are done will email you all the screens and text that we set up so that you can change it further if you wish There is absolutely no charge or obligation from having ibooka set up your site for you provide you with additional sample buttons screens pictures etc or even change the language of the system to your local language The reason we do this is we want you to see as quickly as possible the benefits of ibooka We hope that you will ask us to help and complete the configuration of your ibooka site for you 2 3 Context sensitive help This is the ibooka User Manual The information contained in this user manual may also be accessed via the individual help screens that are popped up by pressing the help buttons within your ibooka web site 2 4 do I link my existing web site to ibooka It could not be easier to link your web site to ibooka Simply set up a link on your web site using a button like the one here you may copy and paste this one if you wish or a hyperlink from text In either case just hyperlink using the open window New or similar HTML command these to your ibooka site name http lt yoursitename gt ibooka com and your customers will enter the logon home page of your booking site in a new window w
47. r local computers change and use the code if required or just to see what code we used for some of our demonstration sites The Table of Pages available for upload to ibooka follows Block booking menu Main menu Block Bookings Page Booking for selector Main menu Book selection page submit Changes page example html pages are available on the ibooka samples page which is available at http www ibooka com Samples html Administration Menu Main menu Administration page Skins and images Administration menu Appearance Page Booking page that has the booking slots Page 20 Booking menu Dues report page only shown if payments are turned on Home logged in Home Screen this screen is shown after users log in Set Holidays Block bookings menu Set Holidays page Update HTML Dues Report Administration menu Update HTML page Import Skin Administration menu Import Skins page Update Parameters Administration menu Parameters page Change password Main menu change password page Mark Payments Main menu payments page Refund Policy Payments Refund Policy page ser Registration e mail message TP E 8 8 Email sent to users on registration only used on registration sites registration site User registration page only used on registration sites User registration Registration site User Registration page when they register the
48. re a number of standard ibooka templates that can Update HTML be imported into your system using the import skin menu feature described in the Groups next section of this manual Resources If you then wish to add this skin to your ibooka site as new template please simply browse to the filename of the skin you imported in the select a skin dropdown menu on this page and then click the test this skin button which will display the page with the new skin and then if you like the skin select the apply this skin confirm button While we expect that you will use a standard skin to get started ibooka is designed to allow you to create your own skin to make the web site look exactly like your existing Applythis ski web site 1f you wish ibooka recommends that you do not attempt to create Ter your own skin unless you know and have programmed before Browse Upload in HTML If you have not please remember ibooka will be nload sample template Send happy to set your site up and make it look like your existing website or the website you would like for you completely free of any charge obligation or liability All you have to do is ask us by emailing to admin 9 ibooka com and we will be pleased to complete this initial stage for you and then email you the screens we use to build your site If you do decide to build and change your own skin then the
49. register themselves Once you have a user ID enter it at the Login prompt along with the password that was issued to you 5 3 How do I set the time on my booking site to my local time There is a system parameter on the system parameters page that tells ibooka what the offset to GMT is for the location in which your ibooka system will operate 5 4 How do set it so that my customers register themselves There is a system parameter on the system parameters page that tells ibooka if you want you customers the register themselves or if you want to maintain your own user file 5 5 forgotten my password what do do When you enter your username in the Login ID box and press the Remind button An e mail containing your password will be sent to the email address held for your user id that has been entered into the user information record 5 6 How do I make a booking for a user To make a booking on behalf of another user you must be logged in to the system with appropriate privileges see user information Select Book on behalf of from the menu refine your search until you select the specific user for whom you need to make a booking you will then be taken to the booking page to select the appropriate resource group resource and available timeslot Tick the box and press the submit button and your booking will be completed You will see details of the completed booking appear in your browser window and the u
50. s Duration 15 be presented with an Edit Product Start offset 0 Screen Please remember if you have 7 defined product parameter to be Options Start offset 0 a different name e g Party then Options D Tm Duration T lt 66 99 word Product will appear as Party Enter numeric value relative the other Product s to determine their order in te select 250 00 Enter the cost for thes Product Display Order 10 creating 1o product first s f Check this box if there is na time rasinctian enter a name that is both unique and Availabla fram 12 02 3007 identifies your product for people bd who are booking gt Then decide which resources you wish to include in your Product You are only presented with resources that are linked to the group you selected Select the resources you want by checking the tick box next to each one Next decide the order using the start offset This is the offset from the beginning of the product in booking units For example if you have a Part that consists of one and a half hours of bowling followed by a birthday party in a special room for hour and during the party a clown will entertain then you would select the following offsets Assumption all booking slots in this example are 30 minutes Bowling offset O as this is the first item Par
51. savings customers service improvements and new business to gain of these businesses Want to earn in organisations and many more use ibooka for their online ibooka your spare time IT DIRECTOR CON Bloor Research Got an Event planned Maybe you have a tournament coming up are organising a corporate function or want to register members and have them pay a registration fee whatever it is let ibooka handle the registrations for you online See the demonstration the complete online booking system 8 iting Bac k ibooka s qood causes Page 5 2 Getting Started 2 1 Your ibooka web site Congratulations you now have your own ibooka online reservations and booking site created and hosted by Biznic Limited The site name 15 the name you selected probably your business name when you completed the ibooka sign up The site name is lt nameyouchoose gt ibooka com You can access your ibooka site directly by typing this name into your internet browser If you have any problems the format 15 http lt name gt ibooka com When you signed up you will have also received copy of the ibooka license agreement this may also be found on the ibooka website at www ibooka com if you need to get another copy 2 2 Where do start DP icense Sits Hame a mail iCcntact ephone Backup eeph
52. ser for whom you are booking will receive an e mail confirmation 5 7 How do customers register themselves in the ibooka system Ibooka User Manual version 4 0 Page 41 Ibooka User Manual version 4 0 Some implementations of ibooka allow users to register themselves others choose to control the issue of user IDs There is a system parameter in the administration section that selected which method your system will use 5 8 How do I check what bookings I have made Select the View bookings option from the menu a report of all of your bookings will be shown in your browser 5 9 How I define an event Choose Block bookings from the main menu and then choose Set Events You are presented with a screen which allows you to define very flexibly single or recurring events covering multiple resources and timeframes For full details of how to use these options please see the Defining Events In the Block Bookings menu section in the user manual 5 10 How do I make a resource unavailable for a period of time for maintenance Choose Block bookings from the main menu and then choose Set Holidays You can now allocate selected resources to selected system users for the periods that you wish to make the resources unavailable 5 11 How does a user make a booking To make a booking you must be logged in to the system Select the booking page from the menu then if there are multiple resource groups sel
53. single instance event such as a tournament event or activity that has a limited number of places or can only be booked by an event owner is present in a booking slot that the product should use then this will be booked by the product as normal for an event Shared event booking works as a standard product as defined at the beginning of this section c Booking Products When there are Products set up in ibooka then a NEW drop down box will appear on the booking page This box only appears if products are set up and the Products that appear in the drop down box are only those that relate to the group that is Group MI currently selected du Choose a Event Template Please note when the 48 Booking for lee naz Parameter Product Name IS set to something like the MOT Service Services Test Oil Exhuast word Party then this box Time TO Time 209819 Time Stancard Emissions EET will read Choose a Party 9 00 Free a00 Free S00 Free 9 00 Free Free book a Product 9 30 Free 9 45 Free 9 45 Free 9 30 Free Free T 10 00 Free 10 30 Free 10 30 Free 10 00 Free Free simply select a product 10 30 Free 11 15 Free 11 15 Free 10 30 Free Free from the drop down list and 11 00 Free 12 00 12 00 Free 11 00 Free Free then Click the check box in 11 30 Free 12 45 Free 12 45 Free 11 30 Free Free the start time of any of the 12 00 13
54. so minimised It is a free personalised online booking web site for any size organisation club or chain The only ongoing usage cost is a few pennies per booking each time a customer of your books your services the functionality of a comprehensive online and offline booking system as can be seen in our Frequently Asked Questions section without any software or support costs In fact the biggest challenge for ibooka is that ibooka s customers always look for the catch and that s why ibooka is provided with a completed free no obligation trial for our customers to try the system out and see how well it helps improve service and footfall in their business Ibooka will even set up a trial system for you free of charge assist with configuration questions and provide free hand holding at any time There are many booking systems available worldwide but only one that is not shared and completely free unless there are transactions that are bring revenue into your business or club Try ibooka right now for free and without obligation if you find that it helps your business or club then continue to use it and pay just a few pennies for each actual booking or reservation that your customers make If you change your mind just stop using the system and there are no further costs or obligations For a more detailed explanation see our what is ibooka page or contact us and try out your own ibooka site now you have nothing to lose and potentially cost
55. system will automatically log you off This helps to ensure that no body else can come up to your computer if you leave it unattended and access the system as if they were you If you don t want ibooka to log you out automatically then if you check the Permanent check box ibooka will keep you logged in until you close your browser You can navigate your way around the site by using the menu on the left A single mouse click when the cursor is over the menu option will take you to that page Wherever possible entering information into the system is simply a matter of selecting options from pre formed lists or ticking a checkbox There 15 help available on every page to guide you through your booking or reservation experience 4 2 1 Password Reminder If at any time you forget your password press LL nd button to receive an e mailed reminder You will be asked to re enter your email address that you used to register on ibooka After validation a new password will be emailed to the details held in the ibooka system All passwords within ibooka are encrypted using one way encryption and therefore ibooka is unable to tell you what your old password was If you do not like your new password you can change this using the change password option once logged in TIP If you have not updated the admin user profile with your email address then this password reminder will obviously not work for the admin user id Page 15 4 3 Se
56. t date Enter the first date for the event to make bookings Enter the time from which the resources are required Generally it 1s Start time easier to book too many resources and then manually cancel those that are not required using the Edit events option Enter the last date on which to book resources for this event Unless a specific event 15 to last more than a single day this should be same Ibooka User Manual version 4 0 Page 28 as the Start date Where separate subscription bookings can made for different dates these should be set up as separate events using the recurrence facility see below End time Enter the last which resources should be booked Maximum Set the maximum number of participants allowed to subscribe to the participants event if there is no maximum set this value to 0 m Enter here the fee to be charged for this event If there 1s to be more than one instance of this event that can be separately subscribed to then select the recurrence period The choices are Daily Weekly 4 weekly and monthly Number of Select the number of times this event will run options run from 1 to instances 52 times Recurrence Once the options have been set depressing the submit button will commit the event to the booking schedule A set of messages showing the resources booked will appear underneath the menu when the screen 1s redrawn amp 200477003
57. t the User Type is set to system booking This will ensure that the user is presented as an option on the set holiday page 4 4 1 Edit Event Params Once you have created your events you can either change a specific event through the Edit event feature OR you can edit certain of the parameters that control a sequence of events When you enter the edit event params feature in the block booking menu you are first presented with a screen listing the different events that are set up on your system You must determine which event you want to change and then select the edit button that appears next to that event Page 30 You are then presented with following screen that allows you to edit The event name kee The event cost The number of subscribers e g the number of participants which may be 10 for a coaching session 25 for a pilates class etc Ek The Owner of event dud If the event owner 15 left as then there 1s no owner however any other value indicates that that administrator owns the event and that all bookings for that event can only be made through the administrator book for function Ibooka User Manual version 4 0 Page 31 4 5 Book for At present most if not all your bookings are probably made by telephone or in person Naturally this facility must be retained and Golf naturally ibooka provides it and more 6
58. the following http yoursitename ibooka com admin skins htm fixskin default amp selskin default amp comski n x 9 The skins page will be displayed using the golf template and you can then upload a revised template html file 5 17 do I Add Advertisements to my website On each page there 15 a section where you can add your own html text You can use this to advertise with the inclusion of images which you can also upload Ibooka User Manual version 4 0 Page 43
59. ting website or the website you would like for you completely lt head gt lt head gt lt body topmargin 1 lettmargin 3 7 stable border 0 width z 10098 neight 32 7 free of any callspacing 0 cellpadding 0 gt charge lt tr gt obligation or Browse liability All you gt Upload html file Upload have to do is ask us by emailing to admin ibooka com and we will be pleased to complete this stage for you and then email you the screens we use to build your site When you select a page the current HTML for that page is loaded into the Enter your own HTML section of the screen The update HTML function screenshot above is used to allow you to upload the text graphics for the majority of the ibooka pages as html pages You can either type or amend the html in the text box provided or upload a file that you have created using a separate product such as Frontpage or Dreamweaver First you must select which page you wish to update The drop down menu gives you the list of pages that you can upload please see the table below for details of what these pages relate to If you have created a new separate HTML page then use the browse function to locate it and then simply press upload Example html pages are also available on the ibooka samples page which 15 located at http www ibooka com Samples html These are available to help our customers and allow them to download sample html code to thei
60. to the example shown below Your bookings ibooka drive ibooka com Dear John Example As requested your current bookings have been listed below Resource Event Henry Ford Date 11 05 2006 Time 9 00 Resourcer Event Henry Ford Date 15 05 2006 Time 9 00 The View Bookings option as an administrator is very useful in case you have a member on the phone asking a question If you are looking to make a booking alter a reservation view your bookings or use any other feature of this system then please use the menu bar that appears on the left had side of this screen to select that option Ibooka User Manual version 4 0 Page 35 4 7 Payments This section of the ibooka manual 1s only applicable if you intend to collect payments for resources through your ibooka system If you will not be collecting payments through ibooka at this stage then please skip to section 4 8 In this section it is assumed that the Worldpay service will be used as the payment collection method Worldpay is an independent payments service it 15 not affiliated to or endorsed by ibooka This section will attempt to deal with all aspects of collecting payments within ibooka not use the features found in the administration menu payments option One of the important options your booking service 15 the ability to collect the fees for the resources that are being booked In order to do this your organisation must sign up to a reputable payments ser
61. ton As you can see from the screen shot above there are options to overwrite existing data or purge before writing that may be selected before sending the file When a new user is created by someone registering themselves or by an administrator adding a user through the edit user feature that user is sent an email that may be configured on the updated HTML page similar to the following Hi test This is a confirmation that your username test has been set up with a password of test on the Demonstration Centre website If you select the send an email to each user giving them their new password check box then every user added in the bulk member user load file will receive their own email giving them these details 4 3 8 Edit Users change or add users for your ibooka system As stated in the Load membership feature description above ibooka needs to know Groups who your customers or members are It stores these details in the database it creates Resources for your business ibooka uses these records to check visitors logging into the system p and assign them the correct privileges If you want you can record other information Edit Users 2 in the database and use ibooka as your own membership or customer database Download Data While you can have users register themselves or you can add members users in bulk Payment through the load membership feature ibooka also allows you to add individual users or edit individual
62. ton icon allows you to quickly and easily select a new user from the list of users It returns you to the user selection screen shown above Ibooka User Manual version 4 0 Page 32 4 6 Booking Menu This submenu provides all of the booking functionality for the administrator that 15 provided for ordinary users plus some additional privileges 4 6 1 Booking This 15 the heart of the booking system In our demonstration system one day at a time 15 displayed showing all available resources and their current status Date Selection At the top and the bottom of the page we have a selector bar which allows us to move forward or backwards one day at a time Use the lt lt prev button to go back one day and use the next gt gt button to move forward one day Bookings cannot be mad in the past nor beyond the end of the booking window The top bar also contains a day selector which gives the option of picking a date from the booking window to move to Selection of that date automatically submits the page and any checkboxes that have been checked will be actioned Any resource booking slot that 1s available to be booked for the current user has a check box next to it When 2 this checkbox 1S ex Da checked and next Previous cT previous submit button is depressed the booking system will attempt to book the selected resource at the specified time for the current user When the page is redrawn th
63. tting System Parameters and configuring your ibooka system Administration Menu The administrator status provides the ability to change system parameters and configure your ibooka system as you choose Administration menu Administration Parameters 2 en amp s Appearance Import Skin Update HTML Groups Resources 4 3 1 Parameters Site name Name for resources Name for products Allow Registration Allow Remember me Daymask SMTWTFS Start Time End Time Variable opening times Start Time Sun End Time Sun Start Time Mon End Time Mon Start Time Tue End Time Tue Start Time Wed End Time Wed Start Time Thu End Time Thu Start Time Fri End Time Fri Start Time Sat End Time Sat User Booking Start Time Ibooka User Manual version 4 0 These configuration options are available in the set the parameters that control your ibooka site The system parameters allow you to customise your ibooka system to have system wide parameters that will affect all users of the system You can set the system parameters so that ibooka works in the way in which you do Amongst other features you can set you site to accept payments allow product groups define opening times and booking periods specify if people are allowed to register themselves or have to have user ID s and passwords allocated for them The following parameters can be set here Enter the name to appear in
64. ty room offset 3 as this starts 90 minutes after the bowling Clown offset 3 as this starts at the same time as the party room Ibooka User Manual version 4 0 Page 26 Next decide length of each resource using duration This 15 number of booking units that the resource will take So in our example Bowling duration 3 as this 1s 90 minutes 3 booking units long Party room duration 2 as this 1s one hour long Clown duration if the clown 15 only to come in for 30 minutes Shared resource unlimited There are certain instances where a resource will be part of a product package but should not be exclusively booked For example in many packages there 15 a shared activity and then exclusive package items these instances the non exclusive item 15 included in the product as a placeholder therefore by setting the unlimited resources offset and duration both to zero 0 the resource will not be booked but may be used by other resources in the product in order to set an offset e g children s party may start hour after an earlier booked activity A further example of this usage is where a Children s party starts at 10am with a shared bookable activity The customer will get confirmation that the Children s Party starts at l0am however the first bookable resource is not until 1 lam Shared resource events Products may also be used with events If a recurring or
65. uide you through the setup of your website The first thing you MUST de 15 ensure Ihat he system parameters Set for wren trot you warnt the website t work Make sure that you ser rhe start time and end ne as these define when resources are available tor booking admi be eget this manual Goto next stop Progress Report Hop Step Set System parameters Press the next button to go to this step 2 6 L Sten 2 Create Resource groups Ive Step Create Resources 3 Step 4 Create Members Step 5 Set Skins Initially your ibooka site 15 in FREE TRIAL mode as can be Sopra PE ues PEER IT seen from the free trial banners that appear above and below the menus Free Trial To change the site from trial to live operation requires a positive action gooking and confirmation from you Administration E Parameters When you are ready to begin live operations first select the go live MOS option in the administration menu NOTE you must ensure that your Update HTML computer security is set to allow for a pop up window to now be Groups displayed certain pop up blockers can stop the window being shown Resources The following confirmation window is then popped up on your 5999 Membership screen Edit Users Download Data http convention ibooka com Go Live Live Block Bookings Book on behalf of Booking Paym
66. ur ibooka site then groups drop down menu will not appear on the booking page as the default group 1s always the group that will be selected 4 3 6 Resources the bookable components in your ibooka site Edit Resource Groups Resources are the P Mame Enter a unique name Tor thia Resource Resources bookable t that Desc pian Enter dezcripaan of function of this Resource B necs Bian chi ou wan O Our If this Resource is reserved 1 particular user th Load Membership Cramer Mona lice aan Gris Galina Gren Edit Users customers reserve book admin user will ba able to book this resource ara pe Enter the number of bookable instances af this Rasqurce Download Data within ibooka If you are a Mumbar at Hota this is satin anything mare than than this inslancas resource will nat ba available to be included in the events Payment golf club these would be tee booking feature times A driving school then gros default the appropriate group far this Resource nk unH an Select tha amount af time that constitutes a single these are the lessons or exams a Book unit 40 v rtp eu s s The sequence number determines tha order in which this earage then its the car servicing or Seq 1 ldo lache of g 1 ar nm emissions test etc and so on Start ofset 0 Lhe s Is this
67. user id and password at the prompt on the left button If you have entered the user name or password incorrectly then the invalid user ID or password Register MI notification box will appear You should note that the user id and password case sensitive so please take great care to enter these exactly as you created them or they were given to you by the owner of this site When you have successful logged on more comprehensive set of menus will appear on the left of the page allowing you access to the other parts of the site As a security measure whenever you log in to ibooka and then leave your browser inactive for an extended period of time the ibooka system will automatically log you off This helps to ensure that no body else can come up to your computer if you leave it unattended and access the system as if they were you If you don t want ibooka to log you out automatically then if you check the Permanent check box ibooka will keep you logged in until you close your browser You can navigate your way around the site by using the menu on the left A single mouse click when the cursor is over the menu option will take you to that page 3 2 1 Password Reminder If at any time you forget your password press the Remind button to receive an e mailed reminder You will be asked to re enter your email address that you used to register on ibooka After validation a new password will be emailed to the detai
68. user profiles through the edit users feature Using the Members form shown below new user records can be added at any time or existing records updated deleted or temporarily deactivated e g 1f a member has failed to pay a subscription due or owes money on a resource that they booked The fields below should be self explanatory The email address is the address to which booking confirmations are sent and should be completed carefully for all users Ibooka User Manual version 4 0 Page 23 Open to all User Lad nns _3 I CZ VEMM ON User Submit When a new user is created by someone registering themselves or by an administrator adding a user through the edit user feature that user is sent an email that may be configured on the updated HTML page similar to the following Hi test This is a confirmation that your username test has been set up with a password of test on the Demonstration Centre website There is no practical limit to the number of customer or member records that ibooka can hold on your behalf The Default resource Group field indicates which Group will be displayed as the initial eroup when this user goes to the booking page The Privacy level Field indicates the privacy level for this user e g can their name be seen on the booking page by other people for bookings they have made open to all or will the field simply say engag
69. vice in this example we have used Worldpay as they are the company that ibooka uses and one of the standard options available to you in ibooka The Worldpay Credit Card collection service 15 completely independent from Biznic Limited and is signed up to at http www worldpay co uk sme index php This process is not instantaneous and can take approximately one month to implement If you wish you can set up your ibooka system without payment while you go through the Worldpay sign up process and then turn payments on at a later date Once you are ready to use Worlpay in your ibooka installation login as the admin user and go to the Administration section parameters page System Parameters Site name test Name for resources Resource Allow Registration No Daymask SMTWTFS NvvvvvN Start Time fa 00 End Time 22 00 User Booking Start Time 0 007 User Booking End Time fo Show prices Yes Booking window 14 Cancellation window fi Charging currency Worldpay options Accrue Customer Balance Worldpay Installation ID 52447 Worldpay Company ID 6651 55 Default Credit Limit 10 Is Worldpay No Offset from GMT GMT Enter the title to be displayed in each page header Enter the name for the type of resource used in this site Allow users to register themselves for the service for each available day N for unavailable days Enter the first availa
70. vides a booking and reservation solution that will save you time and money and it 1s so simple that your customers and staff will love it If this manual does not provide you with all of the information that you require or you have questions that are not addressed by the manual please email us at support 1booka com or review the Frequently Asked Questions section on our website at http www ibooka com FAQ html TT e eO x vt ian x i3 MES E n ar About ibooka Partners Support News About us Help Home The Online jq solution ibooka has been Your own Online Booking System that will only ever cost Pennies Per Booking when you get Customers X ES Hotels ib Fitness Medical Massage 4 4 m Charities Sporis Bowling See the Demonstration Sites Use ibooka for just about any reservation appointment booking or service purchase Ibooka User Manual version 4 0 ibooka is a comprehensive full function online booking reservation and registration system for all types of clubs associations and businesses but you don t pay license fees buy new computers or even need to know any thing about the internet as ibooka will provide configure and host your own personalised secure site free of charge Ibooka is completely free of any software costs computer costs and ongoing support fees it is even hosted by ibooka so operations are al
71. y blackout periods of because a resource has become unusable due to a fault or other condition The options available are 4 4 1 Set Events create events for multiple people to book Many of the resources you define can be used in different ways Where it 1s not simply a single user booking a single resource you might consider the creation of an event Members can then subscribe to the event This facility allows you to specify events and to allocate resources and define recurrence When events are defined the booking schedule shows the resource s as booked by the event Create Event Mark the Resources that you want to use for your event An event can book a number of resources even Driving lesson over a number of days Theses resources then Event become engaged and unavailable for other users Start date 30 01 2005 events to book To define an event choose Statttime 0 w 00 v Block Bookings Set Events You will be presented End date 30 01 2005 with a full list of the resources available to End time 23 w 00 v system mark the ones that you want to use for the participants U no 0 event tick the checkboxes next to them Then complete the following fields Daily Number of instances 1 M Field Description Give the event a name This name will appear in the booking Event Name GM 1 schedule and on e mails confirming subscription Star
72. your computer pou do mot bust the source do not open save file what s the risk TIP If you use Internet Explorer and your security setting on your PC restrict downloads then you will get a message along the top of your screen protect your security Internet Explorer blocked this site from downloading files to your computer Click here for options simply click on the message and allow the download of this file e help protect your security Internet Explorer blocked this site From downloading Files to your computer Click here Far options The file that you have now received is in standard Microsoft Excel format This gives a very easy to read well formatted document that has a lot of analysis and reporting through Excel available When you open the file in Excel you can easily see that the format 1s First the users are listed long with column headings to show what the data 1s The resources are all shown Events that have been created on your system are detailed And finally all the bookings from your system are detailed with resource date time user user event isevent bookedby bookdate booktime paid and amount fields all available for your analysis To get familiar with the options available to you we suggest you use the Excel Charts feature in the perform some initial reviews of your data Ibooka User Manual version 4 0 Page 25 4 3 10 Products create packages of multiples resourc

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