Home

Libris 2 - Crucial Software

1. 20 Libris 2 lt System settinas ox To RUE RH Facility Types H Resource Types g Service Types Booking Chart Settings DN BE Feature Types Show Client Name in Chart DP Booking Types Start of the week Monday SE Availability Types 3 User settings HE Default Availability Print Confirmation potak en EE e If you tick this the main chart will show the client s name instead of the booking description There are many options here to find details about the complete list see Appendix A in the manual To change a setting click on the heading in the left hand half of the list and then change the value in the right hand half To help you determine what value you should use a description of the setting is shown in the panel below the list 4 1 8 Default Availiability When setting up Libris you need to determine the days and times on which bookings may be made In the System Settings window select Default Availability in the left hand panel 2003 2005 Crucial Software Ltd Setting Up Libris 21 4 System Settings 10 x a Item Types AV ailabilit RH Facility Types tt Serbien f Resource Types g Service Types DX Feature Types lt p Booking Types HE Availability Types ES User settings 4 Default Availability Monday Ba 9a 10a 11a 12p 1p 2p 3p 4p mm 7p mm 9p Im mp Tuesday Wednesday
2. Invoice Search E E fi DIS 2 Once you have entered the criteria you wish to use to search click on OK and you will then get a list of all invoices that match your criteria gt List of invoices 50 Standard Invoice 20 00 94 50 From here you can view or edit the invoice or booking by clicking on the buttons in the toolbar You can also adjust the columns print the list or export it to Excel These options are the same as with the Booking List see that section for more details 2003 2005 Crucial Software Ltd Billing Module 12 11 Billing Reports To be completed 2003 2005 Crucial Software Ltd 107 Chapter Web Viewer Web Viewer 109 13 Web Viewer If you have purchased the Web Viewer this gives an unlimited number of users simple read access to the Libris Schedule The Web Viewer shows bookings that are of booking types that are published on Facilities that are published 13 1 Setting Up Web Viewer Once you have installed the Web Viewer see Chapter 2 you need to set up which folders facilities and booking types are published on the Web Viewer Everything defaults to NOT being published so if you try to use the Web Viewer before performing this step you will see no facilities or bookings Note You will need to make sure you have installed the Web Viewer licence key You can check this by looking on the About screen select About fro
3. User Manual 2003 2005 Crucial Software Ltd Libris Version 2 The Facility and Resource Scheduling Software The latest version of Crucial Software s Libris scheduling system has been rebuilt from the ground up to make scheduling your facilities and resources as easy as possible without compromising on flexibility Libris 2 2003 2005 Crucial Software Ltd All rights reserved No parts of this work may be reproduced in any form or by any means graphic electronic or mechanical including photocopying recording taping or information storage and retrieval systems without the written permission of the publisher Products that are referred to in this document may be either trademarks and or registered trademarks of the respective owners The publisher and the author make no claim to these trademarks While every precaution has been taken in the preparation of this document the publisher and the author assume no responsibility for errors or omissions or for damages resulting from the use of information contained in this document or from the use of programs and source code that may accompany it In no event shall the publisher and the author be liable for any loss of profit or any other commercial damage caused or alleged to have been caused directly or indirectly by this document Printed November 2005 l Libris 2 Table of Contents 0 Chapter 1 Introduction 2 Chapter 2 Installing Libr
4. Thursday Friday Saturday a O E Sunday Here you can set up when all facilities will be available you can override this for each facility when you set it up To add one or more new sessions when bookings can be made click on the Add New Session button to produce the window below 4 Add Availability M Monday Tuesday J Wednesday Thursday Friday M Saturday JT Sunday From 08 00 To 08 00 H Availability Type Available DI SS FS Select the day or days you wish to add a session of availability to then select a start and end time and click OK To edit or delete a session of availability click on the session you wish to work with the border will get thicker and then click on the X Delete Availability Session button or the EI Edit Availability Session button 2003 2005 Crucial Software Ltd 22 Libris 2 4 2 Folders Facilities Resources amp Services Crucial Libris 2 d l10 x File Edit View Bookings Tools Windows Help Gebees IN EF SB amp zm September 2002 Monday 2 Tuesday 3 Wednesday 4 Thursday5 Friday 6 Boston 1st Floor EI Meeting Room 1001 RH Room 1001 a RH Room 1001 b RH Meeting Room 1002 D RH Meeting Room 1003 RH Training Room 1004 2nd Floor Resources Services London First Floor Ground Floor H Board Room a H Services H Resources H Servi
5. calling for and completing a Maintenance Booking Form and a d Booking Wizard which leads you through a series of forms Alternatively for a single booking you can start by drawing a Booking Bar straight onto the Facility Line as follows a Locate the horizontal facility line adjacent to the name of the facility in the facilities column that you wish to book b Move the mouse pointer along the facility line until you come to the day and time as shown on the Timeline across the head of the chart that you want the booking to commence As you move the pointer across the booking chart a small box opens from time to time showing the exact time and date that the pointer is indicating C Press the left mouse button and keep it depressed as you move the pointer along the facility line towards the right As you move the pointer now with the mouse button depressed the area of the facility line over which it passes becomes shaded this is the Booking Bar d When the pointer reaches the time and date that the booking ends release the mouse button The moment you release the mouse button the Booking Bar becomes fixed and a New Simple Booking Form opens on which the Facility Name the start date and time and the finish date and time are already recorded to reflect the Booking Bar that you have just drawn Tip This method calls for a steady hand but it may be worth considering because it is quick and graphic and because
6. New gt Cancel If your booking is required for a number of days then click on the Repeat Bookings button to switch to the Multiple Days page see below Once you have entered the dates and times of your booking click the Next button If you have selected the Repeat Bookings button you be moved on to the next page automatically On this page you can enter a series of dates and times 2003 2005 Crucial Software Ltd Making a Booking 49 2 Create new booking Wizard x Select the date and times you wish to book and click Add Click the wizard button to add multiple dates EF April 2003 RS e Start Time Setup Time Mon Tue Wed Thu Fri Sat Sun 1 2 3 4 5 6 Emm Si fo ms 0 mins 8 8 9 10 11 12 13 End Time Teardown Time 14 15 16 17 18 E 20 21 22 23 24 25 26 27 5 00 PM fo hrs fo si mins 28 29 30 SD Today 31 08 2003 Add Wizard This works the same way as the Multiple Bookings page of the Simple Booking form See the section 5 2 Simple Booking Once you have selected your dates and times you will now see the tree of facilities for you to select those that you wish to book 2003 2005 Crucial Software Ltd 50 Libris 2 2 Create new booking Wizard x Select the Facility or Facilities you wish to book GG 1st Floor E K Meeting Room 1001 WR Room 1001 3 T RN Room 1001 b TC BR Meeting Room 1002 T RN Meeting Room 1003 TC Training Room 1
7. The Search Facility that Libris offers you is very adaptable and the more you use it the more you will come to know how much or little you need to enter to get the results that you need given the size of your Client List When you commence your search you may or may not be able to remember the information you want to find your Client at once For example you may be able to remember only that it you are looking for a car dealership containing the word car and that your contact s name reminds you of gin Libris does not come equipped with a list of drinks but it does allow you very easily to keep perming some name that contains Cars with Booth Beefeater Holland etc until you remember Mr Gordon 2003 2005 Crucial Software Ltd Chapter Finding Bookings Finding Bookings 83 9 Finding Bookings 9 1 Booking Search To display the client search click on the Booking Search EI button on the tool bar above the main booking chart Booking searen ij x Booking Number Start date End date I DI D Clear Dates Attendee Title Show all attendees Attendee Forename Exactly matches DI Ir Attendee Surname Exactly matches DI Booking Description Exactly matches DI Client Reference Exactly matches DI Dur Reference Exactly matches DI Booking Type All e Booked by All e On behalf of Al Z Client All X Facility Selection Resource Selection Service Selection Facility fall D
8. Click Next 16 You will now be asked whether you wish to install the sample database or an empty database If you are installing a trial system it is recommended you install the sample database to see an example of how Libris can be set up 17 Click Next 18 The Libris Client will now be installed 19 You will see a window telling you that Libris has been successfully installed 20 Run Libris The first time you run Libris it will check the integrity of the database this may take up to 2 minutes Please be patient this will not happen the next time 2003 2005 Crucial Software Ltd Installing Libris 5 21 22 you run Libris You will be asked to log in to Libris and enter a password Libris requires a password of at least 6 characters Please make a note of the log in you use here this will become the administrator login for Libris You have now completed the installation of Libris Note You may install the Libris Client on to other computers if you wish see below but please note this computer must be switched on before those other computers can run Libris If you wish to do this the please make a note of this computer s name because this will be needed for the other computers 2 2 Installing Libris Server 1 Make sure you are not running any other programs THIS IS IMPORTANT The installation process installs the Microsoft Database Engine and will automatically restart your computer If yo
9. If the Security Level is Standard then you will need to select a User Group see above for more details 116 Libris 2 Index A Access Security 22 24 114 115 Attendees 34 45 54 Availability 20 24 B Booking Chart 10 72 Booking Search 83 Booking Type 18 Booking Types 34 45 54 Booking Wizard 33 45 Bookings 33 34 45 54 65 66 67 83 85 87 88 C Client 34 45 54 Client Reference 34 45 54 Client Search 76 81 Clients 76 78 81 88 Complex Booking 33 54 Confirmations 70 Default Availability 20 Email Confirmation E Facilities 14 22 24 34 45 54 87 Facilities Column 10 Facility Type 14 Feature Type 17 34 45 54 70 Features 17 24 Finding Bookings 83 Folders 22 H Holidays Install Client 6 Install for SQL Server 7 Install for Web Viewer 7 Install on a single computer 4 Install Server 5 Installation 4 5 6 7 St Layouts 24 34 45 54 Lists 85 87 88 72 93 Maintenance Booking 33 65 Menu Bar 10 Multiple Days 34 45 54 No Of People 34 45 54 On Behalf Of 34 45 54 Our Reference 34 45 54 Print Confirmation 34 45 54 70 2003 2005 Crucial Software Ltd Index R Reports 85 90 Resource Type 15 Resources 14 15 22 29 34 45 54 87 ses Service Type 16 Services 14 16 22 30 34 45 54 87 Settings 14 19 Simple Booking 33 34 System Settings 19 W i Templates 90 Time Line 10 To
10. Libris 2 f you wish t adda Frequency booking for every C Days of the week C Weeks of the month available day between two ates select Every Day and the times the booking ill start and end on each ay of the booking with he amount of time for setup and teardown on each day 07 03 2003 Z Start Date Start Time Setup Time 0770372003 DI 3 30 AM jo hrs fo mins End Date End Time Teardown Time 7 45PM eo aeo ne Ge If you wish to make a booking once a week on the same day Frequency each week then select Days of Monday F Friday the week Click on the day of the C Every day week you wish to use then select Tuesd Saturd the start and end dates of the M M i period and start and end times as Wednesday TE Suel before You can also choose to make the booking every fortnight or every 3 or more weeks by selecting the number of weeks in the Every week s box Multiple Days C Weeks of the month IT Thursday Every E week s Start Date Start Time Setup Time 07 03 2003 DI 9 30 AM jo hrs jo mins End Date End Time Teardown Time 07 03 2003 v F45PM 2 OS us 0 Zeie Corea 2003 2005 Crucial Software Ltd Making a Booking 39 If your booking occurs on ertain weeks every month then select Weeks of the month Click on he day of the week you ish to use and the week or weeks you
11. column The list will be immediately re sequenced and a small indented arrow mark will be left on the Title Bar upward for an ascending sort and downward for a descending sort Starting with the arrow pointing upwards its direction and the sequenced of the list will be reversed with each subsequent click Note You may also rearrange the columns by dragging hold down the left mouse button and move the mouse the column headings New Clients You can enter new clients from 2 places either select the Clients option from the Tools D menu on the main screen to bring up the Clients windows and then click on the al New Client button or else click on the DI Add New Client button on any booking form Once you have done this you will see the New Client form 2003 2005 Crucial Software Ltd Clients 79 New Client Here you can select whether the client is a company or an individual and then enter the relevant details including up to 2 addresses On this page you can enter the details of the main contact but you can also enter additional contacts by clicking on the Contacts tab at the top of the form to see the Contact pages 2003 2005 Crucial Software Ltd 80 Libris 2 Client o Notes D BR a X Contact Staus f Tite Forename IT Internal Here you can enter additional contacts change their detai
12. 2 Complex Booking Items x Bookings Resources Services Notes Facility Selection No Facility No of people fi Ze Facility Layout ee Booking Times Start Date Start Time Setup Time 19 04 2003 sl Jann fo pelt mns End Date End Time Teardown Time 19 04 2003 sl Firm fo pelt j mins Add Multiple Days Replace Remove Clear Selected Days Stat date Stant trme End date Endtime Setup Team First select the facility you require or No Facility this facility is the one that will be booked for all the dates you enter in this window a No Facility Select No Facility if you just wish to book resources or services b Facility If you have selected Facility click on the down arrow button on the left of the Facility box to pop up the tree of folders and facilities and select the facility you wish to book c Layout If you have selected Facility pop up the list of layouts that are available for this facility and select the one you want d No of people If the facility you are booking is a room then you may want to record how many 2003 2005 Crucial Software Ltd Making a Booking 59 people will be using the room This number is checked against the maximum capacity for the room or layout and if the number exceeds the capacity you will be warned or prevented from making the booking depending on your User Settings
13. RH Meeting Room 2 Sales Meeting Ground Floor H Board Room Services Resources g Amplifier amp Speaker A Lapel Radio Microp Sales Meeting Services Sales Meeting Sales Meeting Once you have set up some facilities and made some bookings you should see a screen similar to the one above On the screen you can see only a relatively small part of the whole booking chart there just isn t room there to show it all at a scale that would be legible You can imagine the complete chart as stretching unseen beyond your monitor s screen from a distant past on the far left to an as yet undetermined future on the right the visible part showing initially today s date at the left of the window This section describes how to get to see the parts of the chart that are at first out of sight To look at past dates click on the arrow on the left of the base of the Booking Chart a A click will move the Chart one hour or day to the right b holding down the mouse button will cause the Chart to continue to scroll ie to continue to move to the right until you release the button 2003 2005 Crucial Software Ltd Navigating the booking chart 73 To look at future dates click on the arrow on the right of the base of the Booking Chart a click will move the Chart one hour or day to the left b holding down the mouse button will cause the Chart to scroll to the left To change the scale of the v
14. Viewer has been installed E j Hips buts ts ue E S M You will be asked to select whether you Libris 2 want a day view or week view Web Viewer Please select a view Libris Sample ZS Ey f mm to You will then see a list of all the facilities with a chart showing all the booking for the current day or week 2003 2005 Crucial Software Ltd Web Viewer 111 August 2005 Sun Mon Tue Wed ThuF ri 2121413 Facility Name September 2005 lees CIS H AE g North Building l t Floor RH Room NIA Application Outlook and Wor RH Room N1B 2nd Floor RH Room N2A RH Room N2B E E RH Room NIC 2 Zei Floor South Buildine 4 You can changes the date viewed by using the calendars at the top of the screen or the Next Week and Last Week buttons You can open and close folders by clicking on them To see details about the facility click on the facility name or to see a list of bookings for that facility click on the z View Bookings button 2003 2005 Crucial Software Ltd 112 Libris 2 Booking No 2776 Facility Boom NIA See BE Saturday August 27 2005 El August 27 2005 8 30 00 AM to 11 00 00 8 30 00 AM to 11 00 00 PM
15. an Attendees page on the Sub Booking form that you get on clicking the Add button If you the Attendees Module and have ticked the Same attendees for all bookings box as mentioned above you can select the Attendees page as shown below On this page you can enter the names and contact details of all the people who will be attending the meeting or session you are making this booking for 2003 2005 Crucial Software Ltd Making a Booking 57 Details Attendees Notes Title Name EELER Er i Edit Flemove Clear To add a new attendee click on the New button to bring up the following window Attendee Details Tij Gi C Mts Miss C Ms C Other Name Ir Surname O Contact No fo E mail PO Ge If you wish to record any further information about the booking you can record this in the Notes page Enter the name of the attendee and optionally a telephone number and email address If you have selected in he User Settings the attendees will be included in the list of recipients of the booking confirmation Details Attendees Notes Once have you recorded the basic details of the booking you now start to enter the Sub Bookings details of the dates and times facilities resources and services you require To enter a new Sub Booking click on the Add button to get the Complex Booking Items window 2003 2005 Crucial Software Ltd 58 Libris
16. at a different time o the facility you can enter a different start Service and or end time here Sandwiches No of Service required If you need to know a number in relation to he service for things such as drinks or Sandwiches then you can enter the number here If you need further information in relation to he service such as the type of sandwich hen you can enter that in the Notes 2 Banana amp Peanut Butter Once you have completed all the information you need click the Finish button At this point Libris will double check that the facilities and resources are available and then record the booking After the booking has been saved if you have selected Print Confirmation a confirmation will be printed and if you have selected Email Confirmation a confirmation email will be sent to all the parties in the booking subject to the User Settings See Chapter 7 for further details about booking confirmations Then a booking view will appear to allow you to review the information Complex Booking If you wish to make a booking that has different facilities on different days or has different resources and or services on different days or you wish to book a resource or service without a facility then you need to use the Complex Booking form 2003 2005 Crucial Software Ltd Making a Booking 55 x Eile Details Attendees Notes M Bookin
17. booking select No Client otherwise select Client You can opt to have only one of these options available or choose which One you wish to have selected as the default through User Settings g Client Name If you have select to have a client associated with this booking then you can either pop up the list of clients and select the client or start typing the client name into this box Libris will find the first client that matches the letters you type until it finds the one you want You view the details of the client you have selected by clicking on the ES Client Details button Alternatively if you do not know precisely the name of the client you are looking for you can use the EI Find Client button If the booking is for a new client you can enter the details from here by clicking on the DI Add New Client button see Chapter 10 for details on how to enter the client details h Client Contact If the client has more than one contact you can select which contact from the client you are making this booking from the list of available contacts i Same attendees for all bookings If you have purchased the Attendees Module you will see this option You can between entering one set of attendees which relate to all dates and all facilities or you can elect to enter different attendees for each facility and or set of dates If you tick this box you will see an Attendees page at the top of the window if you do not have a tick in this box you will see
18. contact from the client you are making this booking from the list of available contacts d Our Reference If you have a reference for the booking then enter it here e Client Reference If you have a client and they have a reference for this booking then you can enter it here f Booking Description Enter a description of the purpose of the booking This description will be shown on confirmations and the booking chart on the main screen depending on User Settings g Booking Type Select the type of booking from the list The colour associated with the booking type will be used to determine the colour of the booking in the booking chart h On Behalf Of If you are making this booking on behalf of someone else within your organisation you can select anyone from the users list here i Booking Notes If you wish to record any further information about the booking you can record this here When you have completed this information click the Next button to move on to the next page Next you are requested to enter the start date and time and the end date and time for the booking with an amount of time for setting up and tearing down if relevant 2003 2005 Crucial Software Ltd 48 Libris 2 x Select the period you wish to book Repeat Bookings Start Date Start Time on first day Setup Time Bn Jm 4 a SG End Date End Time on last day Teardown Time figvo4 2003 sl orm 4 Ge SG Back
19. of the dates falls outside the Available From and Available To dates of the resource you will not be able to tick that resource and the image next to it will appear with a cross through it Click the Next button to move on to the next page 2003 2005 Crucial Software Ltd Making a Booking 53 2 Create new booking Wizard x Select the services required for each of the facilities Select services Facility B Room 1001 a H Room 1001 b IT g Drinks M agp Sandwiches Selected services Service a Sandwiches Room 1001 a 2 Cheese Cancel This page allows you to select the services you require in each facility you have booked First select the facility in the top left of the page You will see a list of services that are contained in either the Main folder or the folder that contains the facility you have selected or the folder that contains the folder that contains the facility or so on up the hierarchy These services will be grouped by service type Simply tick the services you wish to book and they will be added to the list of selected services at the bottom of the page If the service has been set up to require additional information number required different booking time and or notes a window will pop up for you to enter that information 2003 2005 Crucial Software Ltd 54 Libris 2 5 4 x If the service is required
20. per hour These work as follows a Per booking The price you have entered in the Price will be charged no matter how long the booking lasts b Per day The price you entered in the Price column will be multiplied by the number of days the booking lasts for no matter how long the booking lasts on each day c Per hour The price you entered will be multiplied by the number of hours the booking lasts for So for example if a booking lasts for 3 hours on each day for four days the price will be multiplied by 12 3 Rate You have two choices per booking and per person If your rate depends on the number of people in the room the select per person and the price you entered in the Price column will be multiplied by the number of people selected on the booking form 2003 2005 Crucial Software Ltd 100 Libris 2 12 5 4 Tax You have three options a Exempt This means no tax or VAT will be charged for this facility b Excluding Tax This means that tax or VAT will be added to the price entered here using the rate set up in the System Settings c Including Tax This means that tax or VAT is included in the price entered here You must enter a value in the Price column to ensure that this facility will be included when you generate the invoice Note The price can be overridden on the invoice form but the Period Rate and Tax settings cannot Resource Pricing Setup If you charge for t
21. print or email in the right hand panel then click on the 3 Print Report Preview Report or 9 Email Report button 2003 2005 Crucial Software Ltd Reports 91 With list and calendar reports you can Report Options choose whether to include or exclude some information from the reports by clicking on Please select the elements you wish to see on reports the Report Options buttons This will dis een bring up a list of available report elements Geet simply tick the boxes next to those you FF Gur Reference require and untick those you do not require FF Client Reference and then click OK Now reports will not F Number of People include any elements that did not have ticks F Booking Type J On Behalf OF Layout Leni Za Note If the report template does not include an element then selecting it here will not make it appear Go Occasionally new or updated report layouts are available on the Crucial Software web site You can create a new group of reports or Report Folder by clicking on the New Folder button You can then load a report template by clicking on the Load Template From File button and then selecting the report template file with an LRP extension If you have an updated report template then you should either delete the old template by clicking on the Delete Report button rename it or move the template to a group named something like Backup you can move a template to anoth
22. room the select per person and the price you entered in the Price column will be multiplied by the number of people selected on the booking form 4 Tax You have three options a Exempt This means no tax or VAT will be charged for this facility b Excluding Tax This means that tax or VAT will be added to the price entered here using the rate set up in the System Settings c Including Tax This means that tax or VAT is included in the price entered here You must enter a value in the Price column to ensure that this resource will be included when you generate the invoice Note The price can be overridden on the invoice form but the Period Rate and Tax settings cannot 12 6 Service Pricing Setup If you charge for the use of each service you will need to set up the prices and how those prices are used to calculate the amount on each bill In the main Libris screen right click on the service you wish to setup and select Edit Item then click on the Pricing tab at the top Standard Invoice E per day per unit Including T ax Preferred Client Invoice 2 50 per day perunt Including Tax In the pricing page you will find a line for each invoice type you have set up this way you can have different pricing for different circumstances 2003 2005 Crucial Software Ltd 102 Libris 2 You have four settings you have to select 1 Price Here you enter the price that will be charge
23. the booking type to indicate the status of the booking i e whether it has been confirmed or just provisional In the System Settings window click on Booking Types in the left hand panel to produce the window below 4 System Settings EK 10 x Fr Bookingyiypess a Facility Types H Resource Types Service Types D zs Feature Types D EE Be Availabilty Types 1 Standard E User settings 3 Provisional Default Availability Click on the Li New Booking Type button on the left of the bar to reveal the window below 2003 2005 Crucial Software Ltd Setting Up Libris 19 Enter a description for the booking type and then select a colour to show for bookings of this type in the booking chart The alternate colour is used in the booking chart to indicate bookings made by users other the one currently viewing he booking chart New Booking Type Booking Name Provisional Default Colour E Purple v Alternate Colour If you have the web viewer you will also be given an option to hide bookings of this type from the eb viewer Get 4 1 7 User Settings There are number of options to help you adjust Libris to work the way you want it to To view and change these settings click on User Settings in the left hand panel of the System Settings window and you should see the window as shown below 2003 2005 Crucial Software Ltd
24. the installation Once the Web Viewer has been installed click Finish efore you can start using the Web Viewer you need to tell the IIS where the Web iewer is located as follows Select Settings and the Control Panel from the Windows Start menu Select Administrative Tools and then the Internet Services Manager Open up the local computer option on the left hand panel Open up Web Sites Right click on Default Web Site and select New and then Virtual Directory Click Next Enter a directory alias e g Libris or Diary Click Next Select the directory where the Web Viewer was installed selected in step 4 of the Web Viewer installation followed by Documents If you kept the default this will be C Program Files Crucial Software Web Viewer 2 Documents Click Next Tick the boxes Read and Run scripts such as ASP Click Next Click Finish If you are running IIS 6 0 Windows Server 2003 you will need to enable Active Server Pages 1 2 Load IIS from the Administrative tools in the Control Panel by clicking Start gt Administrative Tools gt IIS Manager or loading the Control Panel entering the Administrative Tools folder and double clicking IIS Manager Go to the Web Service Extensions tab click Active Server Pages then press the Allow button on the left The Web Viewer should now be operational To run the Web Viewer run Internet Explorer on any computer and then enter the web add
25. the layout and the no booked and then select the resources required Facility Select resources Facility Layout No of people E e Pool Car RH Room 1001 a Default 1 kk H Pool Car 1 RH Room 1001 b Default Selected Resources Resource Pool Car 1 Room 1001 a This page allows you select the layout and number of people for each facility you have selected You can also select resources for each facility 2003 2005 Crucial Software Ltd Libris 2 a Layout To select the layout click on the layout next to the facility you wish to change and you can then drop down the list of layouts available for that facility b No of people Click on the number next to the facility you wish to and change and you can then enter or select the no of people in that facility c Resources Click on the facility you wish to select resources for and you will then be shown a tree with the resources available for that facility You will be shown a list of resources that are contained in either the Main folder or the folder that contains the facility you are booking or the folder that contains the folder that contains the facility or so on up the hierarchy These resources will be grouped by resource type Simply tick the resources you wish to book and they will be added to the list of selected resources at the bottom of the page If a resource has already been booked during one or more of the dates and times required or one or more
26. they have started Enquiry Only These users can only search for and look at bookings and run reports 14 1 User Groups You can set up a number of user groups that have different levels of access to different folders and facilities For example if you have 2 folders representing 2 different offices you may wish to have a User Group for each folder giving standard access to the folder it relates to and enquiry only access to the other 2003 2005 Crucial Software Ltd Access Security 115 14 2 New Users To add a new user to the system select Users from the Tools menu and then click on the LI New User button to bring up the New User window nister D User ID Eech User Name Fred Bassett Security Level Standard v E Mail ddress Eech crucialsoftare com User group Everyone v User Name ecurity Level Cancel Email Address User Group 2003 2005 Crucial Software Ltd The identity that the user will use to access Libris or their Windows user identity if you have chosen the system setting for Libris to use Windows identity automatically If this user will never use Libris just put anything in here The name of this user to be displayed on booking forms confirmations enquiries and reports See above The email address of this user to be used for email confirmations if they are involved in a booking in some way This field is optional
27. to produce the window below 4 Add Availability I Monday Tuesday J Wednesday Thursday I Friday I Saturday J Sunday From 08 00 To 08 00 H Availability Type Available DI SSES Select the day or days you wish to add a session of availability to then select a start and end time and click OK 2003 2005 Crucial Software Ltd 28 Libris 2 To edit or delete a session of availability click on the session you wish to work with the border will get thicker and then click on the Delete button or the Ef Edit button lt Faciity petats nis Details Layouts Avaliability Features Notes Permissions Available Features Features of this Facility Video Conference Equipment Whiteboard The Features page enables you to select which features this facility has Click on one of the Available Features in the list on the left then click the SS to move the feature into the Features of the Facility list on the right 2003 2005 Crucial Software Ltd Setting Up Libris 29 4 5 BER Details Layouts Avaliability Features Notes Permissions Enter any notes you wish to make about this facility just type them into the Notes page On the Permissions page you can select the access rights for User Groups see Chapter 14 for more details about Access Rights and User Groups One you have entered all the details you want click the OK button and the new Facili
28. wish to use For example click Week 2 and Wednesday if you ish your booking to be every 2nd Wednesday or lick Last Week and hursday if you wish you booking to be on the last Multiple Days Frequency IT Week 1 Monday C Every day I Tuesday IT Week IT Wednesday Week 3 IT Thursday C Days of the week Weeks of the month M Week 4 Saturday IT LastWeek 7 Sunday 1 EN lis r hursday of every month 07 03 2003 x Jana 2 0 2 ns 0 2 mns Select dates and times as End Date End Time Teardown Time before 07 03 2003 DI 7 45 PM ja hrs ja mins Cancel Click OK to add the dates and times to the list of dates on the booking form If there is already a booking for one or more of the dates and times you have selected an error message will appear Also if one of the dates of the booking falls on a holiday that has been marked to Prevent Bookings you will get an error message Such dates will not be added to the list but all the rest will be If you wish to change one of the dates and times added double click on the row you wish to change to bring the details back into the top half of the screen change the date and or times and then click the Replace button If you wish to remove one of the dates and times click on the row you wish to delete then click the Remove button 2003 2005 Crucial Software Ltd 40 Libris 2 x Details Resources Services A
29. 003 11 00 00 AM 34 Meeting Room 1001 Test Booking Tuesday 13 05 2003 11 45 00 AM 13 05 2003 12 15 00 PM 35 Meeting Room 2001 Bit Thursday 15 05 2003 9 00 00 AM 15 05 2003 11 00 00 AM 34 Meeting Room 1001 Test Booking Wednesday 21 05 2003 8 00 00 AM 30 09 2003 11 59 00 PM 33 Meeting Room 2 Test Maintenance Wednesday 28 05 2003 7 00 00 PM 28 05 2003 8 00 00 PM 39 Board Room Thursday 29 05 2003 11 21 00 PM 29 05 2003 11 51 00 PM 31 Meeting Room 1002 Thursday 29 05 2003 6 00 00 PM 29 05 2003 7 00 00 PM 42 Meeting Room 2001 Thursday 29 05 2003 10 00 00 AM 29 05 2003 12 00 00 PM 8 Meeting Room 1 Press Briefing Press packs will need to be arranged prior to N each Al If you wish to resequence the bookings by for example the start date click on the column heading of the start date column and the bookings will be sorted in ascending 2003 2005 Crucial Software Ltd 86 Libris 2 order of start dates and you will see a symbol in the heading click on the column heading again to sort in descending order and you will see a symbol in the heading If you wish to order the bookings by start time in addition to start date hold down the shift and then click on the column heading of the start time column and you will see a symbol in the heading of this column also xe SSeun If you wish to group the bookings for each facility for example together drag the Item Name column header into the dark grey box above the head
30. 004 2nd Floor 2 GS London First Floor Ground Floor Selected Facilities Containing Folder Facilty Room 1001 a CET st FloorMeeting Room 1001 Back New gt Cancel Tick the boxes next to the facility or facilities you require and they will be added to the list of Selected Facilities in the bottom half of the window If you wish to see the details of a facility click on the E button next to it If a facility is unavailable for one or more of the dates and times you have selected you will not be able to tick the box next to it an the icon will have a cross through it and a View Conflicts button will appear in top right of the window If you click on the View Conflicts a window similar to the following will appear 2003 2005 Crucial Software Ltd Making a Booking 51 that conflict for Meeting Room 1002 6 Project Meeting 03 3 00 00 PM 05 03 2003 5 00 00 PM Apex Software Inc k Provisional 6 Project Meeting oes 3 00 00 PM 12 03 2003 5 00 00 PM Apex Software Inc Nick Provisional 6 Project Meeting 26 03 2003 3 00 00 PM 26 03 2003 5 00 00 PM Apex Software Inc Nick Provisional 6 Project Meeting 19 03 2003 3 00 00 PM 19 03 2003 5 00 00 PM Apex Software Inc Nick Provisional Once you have selected the facility or facilities you require click the Next button to move on to the next page 2 Create new booking Wizard x Choose a facility complete
31. CD click on the Libris Single User Installation option in the menu that comes up when you insert the CD If you have downloaded the installation routine from the Crucial Software web site then run the InstallSingle EXE program that you downloaded 3 You should see a window headed Libris 2 Installation 4 You may see a message telling you that you need the Microsoft Data Access Components If you see this message these will automatically be installed now and the computer will then restart The install process will start again automatically after the restart 5 You may see a message telling you that the Windows Installer is being installed If you see this message once the Installer is installed the computer will automatically restart The Libris install process will start again automatically after the restart 6 Click Next 7 You will see a window telling you that the Microsoft Database Engine MSDE is about to be installed 8 Click Next 9 The installation process will now install the MSDE this may take a few minutes so please be patient 10 The computer will restart 11 The installation will automatically run again after the computer has restarted 12 You will see a window telling you that the MSDE has successfully been installed 13 Click Next 14 You will see a window asking for the Destination Location Do not change the Desination Folder unless you have an important reason to install Libris in to a different folder 15
32. Crucial Software Ltd Starting Up Libris 11 As soon as facilities have been recorded they can be allocated using the Booking Procedure which is described later in the Making Bookings section Immediately above the Timeline on the Booking Chart there is a Tool Bar in which are displayed a number of icons Toolbar uns Du NGS 4 SB amp zm ene a002 To display the meaning of Tool Bar icons e Using the mouse move the pointer on the screen so that its tip rests on an icon to open an information box showing the meaning of the icon If you were now to click the left mouse button the indicated action would be initiated Above the Tool Bar is a Menu Bar on which is a row of single words each one of which is the name of a menu Menu Bar Eile Edit View Bookings Tools Windows Help l e nm To open a menu from the Menu Bar e Move the pointer to a word on the menu bar e Click the left mouse button to open a pull down a menu You could now initiate an action by moving the pointer to one of those listed in the menu and clicking the left mouse button 2003 2005 Crucial Software Ltd 12 Libris 2 A Note for the Expert It is the intention of these first few sections to assume little or no prior hands on experience of computers or computer systems rather as if the reader were somebody left alone to fend for him or herself Libris just having been installed fo
33. I Facility Type all sl Included Services TI Include Resources The booking search gives you several different options in searching for a booking The main options are to view bookings of facilities resources or services by choosing Facility Selection Resource Selection or Service Selection respectively Additionally if you have select Facility Selection you can also choose to include related service or resource bookings by ticking in Included Services or Included Resources a If you know the period in which you booking falls or you wish to restrict your enquiry to a particular period then enter the Start Date and End Date 2003 2005 Crucial Software Ltd 84 Libris 2 If you wish to see one particular booking and know the number then just enter the booking number Proceed by entering any pertinent information that would help identify your bookings such as i vi vii viii xi xii Booking Description This will generate a list of all bookings that include a matching booking description to the one entered You can choose from three options if you know the precise description of the booking then select Exactly matches if know how the description begins select Begins with or if you want to find all bookings that have one word or phrase somewhere in the description then select Contains Client Reference This will generate a list of all bookings that match wh
34. Now you can enter the various dates and time you wish to include in this booking You can either add the dates one by one by selecting the date in the calendar in the top left corner and then selecting the start and end times and the amount of time required for setup and teardown and then clicking the Add button or you can add dates by using the date wizard by clicking on the Wizard button see below The dates and times you have selected will be displayed in the list in the bottom half of the page lf you wish to add a Frequency booking for every available day between two Every day ates select Every Day every day g GET dan and end dates of the period C Days of the week and the times the booking ill start and end on each Weeks of the month ay of the booking with he amount of time for setup and teardown on each day Start Date Start Time Setup Time 07 03 2003 DI 9 30 AM fo hrs ja mins End Date End Time Teardown Time 07 03 2003 DI 7 45 PM fo hrs fo mins Go 2003 2005 Crucial Software Ltd 60 Libris 2 If you wish to make a booking once a week on the RIDE same day each week then select Days of the week Click on the day of the week you wish to use then select the start and end dates of the period and start and end times as before You can also choose to make the booking every fortnight or every 3 or more weeks by selecting the number of weeks i
35. Resource Service Booking List s nenennes 87 9 4 Client Booking List dese ENEE NEESS 88 9 5 User Booking LIST E ee 88 Chapter 10 Reports 90 Chapter 11 Holidays 93 Chapter 12 Billing Module 96 12 1 Installing the Billing Module inner 96 12 2 Setting up Billing Module ss ineennnnennnnnnnnnnnnnnes 97 KS WT le el 98 12 4 Facility Pricing Set p WE 99 12 5 Resource Pricing Setup eennneennnnnennennnnneneneneess 100 12 6 Service Pricing Set p runs SEENEN 101 12 7 Generating an TO EE 102 12 8 due ET EE 103 12 9 Entering Payments sessin nl ensacewes cusduces AN N 104 12 10 Searching for INVOICES E 105 12 11 Biling Ee Tu 107 Chapter 13 Web Viewer 109 13 1 Setting Up Web Viewer nn iissisnnennnnnnennsneennnnenneneensnneeneneneennens 109 13 2 Using the Web Viewer ccccsseeccecsseeeeeseeseeeeeeeseeeeeeeesneeseeessneeseeesneeeseeesneeseeessneesesssneeseeesanes 110 2003 2005 Crucial Software Ltd Libris 2 Chapter 14 Access Security 14 1 User Groups 14 2 New Users Index 2003 2005 Crucial Software Ltd Chapter Introduction Libris 2 Introduction Our philosophy at Crucial Software is to ensure the complete satisfaction of all clients who purchase the Libris Professional Facility and Resource Scheduling system We believe that the key to ensure such a thing is to provide you with a state of the art fully functional software system coupled wit
36. Sa Administrator ing Type Internal Meeting No of People 10 Setup Time 90 minutes Description Outlook and Word XP Training Client Internal Client Contact Mr Block Our Reference Roy Gail P Client Reference General Booked for Roy Patterson To view brief details of a booking just hold the mouse cursor over the booking on the chart You can see further details by clicking on the booking You can see other details of the booking by clicking on the tabs across the top of the screen Resources Services Attendees and Notes 2003 2005 Crucial Software Ltd Chapter Access Security 114 Libris 2 14 Access Security The list of users is made up of those people that are going to use Libris to make or view bookings or those people within your organisation who will have bookings made on their behalf users do not necessarily have to use Libris There are 4 security levels for users each having different levels of access to functions within the system Administrator Administrators can access every function in the system including changing system settings create and change facilities resources services users etc Booking Manager Booking Managers can edit and or delete any booking in the system including historic bookings Standard Standard users access is determined by the User Group they belong to By default they can make bookings and edit those bookings before
37. add a discount adjust the Tax or VAT rate and put in a deposit depending on your System Settings Once you have finished click on the OK button You should now see the Invoice View screen From here you can print the invoice view payments and add payments Editing an Invoice To edit an invoice view the booking from the booking chart or using the Booking Search then click on the El view Invoice option You will see the invoice details now click on the L Edit Invoice button The process is now the same as Generating an Invoice 2003 2005 Crucial Software Ltd 104 Libris 2 12 9 Entering Payments You can enter payments directly from viewing the booking or viewing the invoice by clicking the E Make Payment button E6450 03044m 112 00 JE crea Enter the date of payment and the amount received and click on OK Or else you can view the payments relating to a booking invoice by clicking on the CG View Payment button and from here you can also make a payment using the Make Payment button 2003 2005 Crucial Software Ltd Billing Module 105 View Payments 84606 03 04 2005 To search for an invoice or to produce simple billing reports select Invoice Search from the Tools menu on the main Libris screen You can now enter a number of parameters to find the invoices you are looking for 2003 2005 Crucial Software Ltd 106 Libris 2
38. at you enter This has the same options as the Booking Description Our Reference This will generate a list of all bookings that include a matching Our Reference as any entered on the booking form Booking Type This will generate a list of all bookings that include a matching Booking Type as any entered on the booking form Booked By This will generate a list of all bookings made by a specific person On Behalf Of This will generate a list of all bookings that include a matching on behalf of entered on the booking form Client This will generate a list of all bookings that include a all bookings for a specific Client during that specific time period Facility If you wish to see bookings for just one facility or just the facilities in one folder then select this here Facility Type Select the type of the facilities that you wish to see bookings in Resource If you wish to see bookings for just one resource or just the resources in one folder then select this here Resource Type Select the type of the resources for which you wish to see bookings Service If you wish to see bookings for just one service or just the services in one folder then select this here 2003 2005 Crucial Software Ltd Finding Bookings 85 xiii Service Type Select the type of the services for which you wish to see bookings If you have the attendees module you can also choose to see bookings with a par
39. booking falls on a holiday that has been marked to Prevent Bookings you will get an error message Such dates will not be added to the list but all the rest will be If you wish to change one of the dates and times added double click on the row you wish to change to bring the details back into the top half of the screen change the date and or times and then click the Replace button If you wish to remove one of the dates and times click on the row you wish to delete then click the Remove button Once you have selected the facility and dates you require you can then select any resources and or services you need with or in this facility Complex Booking Items x Bookings Resources Services Notes ERC MB PoolCar1 Pool Car 1 Boston You can book resources that you wish to use with or within the facility that you are booking in the Resources page When you select the Resources page you will be shown a list of resources that are contained in either the Main folder or the folder that 2003 2005 Crucial Software Ltd 62 Libris 2 contains the facility you are booking or the folder that contains the folder that contains the facility or so on up the hierarchy These resources will be grouped by resource type Simply tick the resources you wish to book and they will be added to the list of selected resources at the bottom of the page If a resource has already been booked during one or more of t
40. bris will double check that the facilities and resources are available and then record the booking After the booking has been saved if you have selected Print Confirmation a 2003 2005 Crucial Software Ltd Making a Booking 65 confirmation will be printed and if you have selected Email Confirmation a confirmation email will be sent to all the parties in the booking subject to the User Settings See Chapter 6 for further details about booking confirmations Then a booking view will appear to allow you to review the information 5 5 Maintenance Booking If you wish to make take a facility out of service for maintenance you can make a maintenance booking A maintenance booking just requires you to enter a start date and time and an end date and time you can also enter a description of the reason for the booking and some notes Create a maintenenace booking ltem Details Main Description Boston IR London First Floor RH Meeting Room 1 Start Date Start Time RH Meeting Room 2 27 02 2003 sl som H Ground Floor Bii Resources End Date End Time 27 02 2003 gt 11 59 PM M Maintenance Notes gi Cancel 5 6 Making a change to a booking If you want to make changes to an existing booking you can do so in two ways a Find the booking in the Booking Chart on the main screen 2003 2005 Crucial Software L
41. ces H Deleted CG H Dm map amp 1 Libris allows for the possibility that your facilities rooms vehicles etc resources and services may be organised in groups whether for geographic logistical or some other reason Such a group might be a single building or a complex of buildings that are near to one another and use common services Similarly it could refer to a fleet of vehicles which are garaged serviced or controlled at or from the same location If your facilities are organised in groups in this way then the next step is to record the group names as folders to contain the groups of facilities Jor L symbol facilities by a or d symbol resources by a ii and services by a T Folders are indicated by a L 4 3 New Folders To create a new Folder follow the steps listed below a Select Main in the Facilities column to the left of the Booking Chart by clicking on it 2003 2005 Crucial Software Ltd Setting Up Libris 23 b Select New Item from the Edit menu c Keeping New Item highlighted move the mouse New Item Menu to the right and another nl menu will fly out to the right OMen I CZ f offering you the choice of aor Edit Item New Facility 3 i New Folder an A Item Delete d Service P ii New Facilit fi D View Bookings E New Resource New Facility g iii New Service and R ie erd iv New Resource d Select the New Folder button and a
42. cked the save button or if you wish to print a copy later view the booking and select the Print Confirmation option from the File menu on the booking details form Similarly to send an email confirmation either tick the Email Confirmation box on the booking form to produce an email as soon as you have clicked the save button or if you wish to print a copy later view the booking and select the Email Confirmation option from the File menu on the booking details form Depending on your System Settings the email will either be produced and sent without any user intervention or else an email window will be displayed to enable you to add extra recipients or to adjust the text of the email It is possible to have alternate layouts for the confirmations look on the Crucial Software web site for other options 2003 2005 Crucial Software Ltd Chapter Navigating the booking char 72 Libris 2 Navigating the booking chart 4P Crucial Libris 2 lol x Eile Edit view Bookings Tools Windows Help le xeo INE 6 See zm March 2003 April 2003 Monday 31 PEN Wednesday 2 Thursday 3 Friday 4 Main Boston 1st Floor H Meeting Room 100 RH Room 1001 a RH Room 1001 b RH Meeting Room 100 Meeting Room 100 RH Training Room 100 2nd Floor Project Resources Project Services g Drinks Sandwiches London First Floor RH Meeting Room 1
43. d once at a particular time Services are additional items that can be booked but are not limited in number These may be catering services security extra staffing etc Services could also be items of which there are such a large number that keeping track of them as individual resources would be unworkable Facility Types Before you create the items you wish to book in the system you need to set up the different types of facilities you have For example if your facilities are rooms you may have a number of different classifications of rooms conference rooms meeting rooms dinning rooms theatres and so forth You also use the facility type for other sorts of facilities you wish to book such as Limousines Coaches Personnel You can then report on the usage of different types of facility see Chapter 12 To set up the Facility Types select Settings from the Tools menu on the main screen then click Facility Types in the left hand panel of the System Settings window see below 2003 2005 Crucial Software Ltd Setting Up Libris 15 BER ltem Types Facility Types H Resource Types Service Types El Feature Types amp Booking Types HE Availability Types B oard Room E User settings Training Room Default Availability Meeting Room To create a new Facility Type click on the L New Facility Type button to bring up the following screen New Facility Type Facility Type Enter the na
44. er a new layout click on the New button to bring up the following window GER Name Setup Teardown Capacity jo I Default Layout SS Enter a name for this layout a capacity for the room when it is in this layout and optionally an amount of time to set up and tear down The setup and teardown times will set the values on the booking form when this layout is selected but they can be changed Tick the box next to Default Layout if this is the layout that will be selected when this facility is first chosen in a booking 2003 2005 Crucial Software Ltd Setting Up Libris 27 Facility Details 2 loj x Details Layouts Avaliability Features Notes Permissions Der Xx Sa Ge 10a 11a 12p 1p 2p 3p 4p Sp 6p 7p 8p 9p 10p 11p Monday Tuesday wednesday Thursday Friday Saturday Sunday If you have selected an availability of By Day of the Week or By Date and Time then use the Availability page to enter the days or dates and times when this facility can be booked If you have selected By Date and Time there will be a panel at the top headed Week Beginning where you can select the week you wish to view and or edit Click on the H or gt button to move back or forwards by a week or click on the D button to pop up a calendar to select a particular week To add one or more new sessions when bookings can be made click on the LI New button
45. er group by dragging the report name from the panel on the right over the group name in the panel on the left 2003 2005 Crucial Software Ltd Chapter Holidays Holidays 93 11 Holidays Holidays can be used for two purposes in Libris the first is to just name and highlight particular days on the booking chart and the reports the second is to prevent people from making bookings on selected dates such as public holidays where applicable To display the Holidays screen go to the menu bar at the top left hand corner of the main booking chart Click on Tools A drop down menu will appear Click on the Holidays option Note You must have administrator rights to be able to access this section of the Libris system H 7 x H Ka z Easter Sunday Palm Sunday Current view Single No of special days lon To create a new Holiday a Select the appropriate date in the Holidays window b Click on the Add a new Holiday L button in the the menu bar on the Holidays window c The Create A New Holiday window will appear Alternatively just double click on the date in the list 2003 2005 Crucial Software Ltd 94 Libris 2 Create a new holiday Sunday April 6 2003 Holiday Name Same date every year I Prevent bookings IV Default colour Ge When com
46. etails Layouts Features Notes Permissions Name Availability Ze Default Availability within By Day of the Week ja 1st Floor DI C By Date and Time Facility Type Board Room Le Available From Description Available To Location Capacity Clear Dates 0 e j Coreei You can now fill in the details that you wish to record at this time On the Details page you can enter a Name Enter the name of the facility that you wish to see on booking forms and reports b Within You can change the folder or facility that contains this new facility by selecting something different from the tree in the box headed within c Facility Type Select the type of facility for use in searches and reports d Description Optional Enter further details about this facility This field is just for information 2003 2005 Crucial Software Ltd Setting Up Libris 25 purposes e Location Optional Enter a description of the location of this facility This field is just for information purposes f Capacity Where your facility is a room then you can select the maximum capacity of the room If you attempt to make a booking that exceeds this capacity you will be warned or prevented from making the booking depending upon a User Setting g Availability Here you select when the facility will be available for bookings If you select Default Availability then the facility is available o
47. for things 12 00 PM 1 00 PM such as drinks or sandwiches then you can enter the number here No of Service required If you need further information in relation to the service such as the 36 pam type of sandwich then you can 2 Banana amp Peanut Buttel enter that in the Notes If you have the attendees module and you have not selected Same attendees for all bookings then you can enter a list of attendees that relate to this Sub Booking here follow the instructions as above 2003 2005 Crucial Software Ltd 64 Libris 2 2 Complex Booking Items x Bookings Resources Services Attendees Notes Tite aen Bas aa __ New Edit Remove Clear If you wish to record any further information about this Sub Booking you can record this in the Notes page Once you have selected the facility dates resources and services that you require click OK and the booking information will be added to the tree of bookings on the main Complex Booking form You can now book further facilities and or dates with resources and or services by clicking on the Add button again You can edit a booking for one facility on one date by clicking on the facility line underneath that date and then clicking the Edit button You can then change the date times resources and or services Once you have completed all the information you need click the Finish button At this point Li
48. for this facility b Excluding Tax This means that tax or VAT will be added to the price entered here using the rate set up in the System Settings c Including Tax This means that tax or VAT is included in the price entered here You must enter a value in the Price column to ensure that this service will be included when you generate the invoice Note The price can be overridden on the invoice form but the Period Rate and Tax settings cannot 12 7 Generating an Invoice There are two ways to generate an invoice First when entering or editing a booking you will see a tick box at the bottom of the screen gt FER e tick this and an invoice will be generated when you click the Save or Or if you want to generate and invoice for a booking that has already been created view the 2003 2005 Crucial Software Ltd Billing Module 103 12 8 booking from the booking chart or using the Booking Search then click on the al View Invoice option You will see the invoice but it will show that No Invoice has been generated so you will need to click on the Generate Invoice button 17 03 2005 10 30 am 17 03 2005 10 30 103 1172005 SETHE When the invoice screen comes up you can now adjust the invoice The first thing to do is select the invoice type and the invoice date Once you have done this you can adjust the Item Price of each item Facility Resource or Service on the invoice You can also
49. form labelled Folder Properties will appear in the centre of the screen Folder Properties E E x Name Group settings within ja 1st Floor D m Folder Properties M Folder contains Resources Everyone I Folder contains Services At this stage to get started the only information that you will need to supply is the Name the name of the group building complex fleet base etc All folders can contain facilities but you have to select whether the folder will contain resources and or services by ticking the box by Folder contains Resources or Folder contains Services If you have the Web Viewer module you can also select whether bookings of items within this folder will appear in the Web Viewer On the right hand side of this window you can select the access rights for User Groups see Chapter 14 for more details about Access Rights and User Groups Click OK and this folder will now appear in the Facility List on the left hand side of 2003 2005 Crucial Software Ltd 24 Libris 2 4 4 the main screen New Facilities In the list of folders in the Facilities Column on the left of the Booking Chart highlight the folder in which you want the facility to be recorded by clicking on it Move the pointer to the Menu Bar at the top of the Booking Chart and click Edit gt New Item New Facility to reveal a Facility Details form Facility Details E 101 x D
50. g Details Client Details Description No tient Our Reference Client Reference Client RANK ORGANIZATION THE Booking Type On behalf of Client Contact Standard z b x IV Same attendees for all bookings Clear M Booking Selection Bookings Time Setup Teardown No Booked J Print Confirmation IT Email Confirmation Booking Booking Time Cancel First you need to enter the basic booking information the client description references booking type on behalf of notes and confirmations as per the Simple Booking a Booking Description Enter a description of the purpose of the booking This description will be shown on confirmations and the booking chart on the main screen depending on User Settings b Our Reference If you have a reference for the booking then enter it here c Client Reference If you have a client and they have a reference for this booking then you can enter it here d Booking Type Select the type of booking from the list The colour associated with the booking type will be used to determine the colour of the booking in the booking chart 2003 2005 Crucial Software Ltd 56 Libris 2 e On Behalf Of If you are making this booking on behalf of someone else within your organisation you can select anyone from the users list here f No Client Client If there is no client associated with this
51. h the most comprehensive user support available To that end this Training Guide serves to guide you through the process of setting up the Libris system and its every day usage Our goal is for you to become comfortable with the new features of Libris Professional and for this product to become an integral part of your facility and resource management operations Further we seek to help new clients learn the basics and get their system implemented to meet their business needs Throughout this manual you will find valuable implementation tools and suggestions to help you to take full advantage of the CS Libris Professional Facility and Resource Management Software System 2003 2005 Crucial Software Ltd Chapter Installing Libris Libris 2 2 2 1 Installing Libris There are three different ways in which you may wish to install Libris If you a planning to use Libris on a single computer then see section 2 1 Installing Libris for use ona single computer below If you have a copy of SQL Server then see section 2 4 Installing Libris Database for SQL Server below Otherwise see sections 2 2 Installing Libris Server and 2 3 Installing Libris Client Installing Libris for use on a single computer 1 Make sure you are not running any other programs THIS IS IMPORTANT The installation process will install the Microsoft Database Engine and this will automatically restart your computer 2 Ifyou are using the Libris
52. he dates and times required or one or more of the dates falls outside the Available From and Available To dates of the resource you will not be able to tick that resource and the image next to it will appear with a cross through it 2 Complex Booking Items x Bookings Resources Services Notes Ga Catering M agp Drinks T g Sandwiches B x Service Folder Time CECI Notes Drinks Boston 11 00 AM 12 00 PM 3 Orange Juice Similar to resources services that you require with or in the facility can be booked on the Services page You will see a list of services that are contained in either the Main folder or the folder that contains the facility you are booking or the folder that contains the folder that contains the facility or so on up the hierarchy These services will be grouped by service type Simply tick the services you wish to book and they will be added to the list of selected services at the bottom of the page If the service has been set up to require additional information number required different booking time and or notes a window will pop up for you to enter that information 2003 2005 Crucial Software Ltd Making a Booking 63 If the service is required at a Service Details xj different time to the facility you can enter a different start and or pence end time here andwiches Start Time EndTime If you need to know a number in relation to the service
53. he use of each resource you will need to set up the prices and how those prices are used to calculate the amount on each bill In the main Libris screen right click on the resource you wish to setup and select Edit Item then click on the Pricing tab at the top Standard Invoice per booking per booking Excluding Tax Preferred Client Invoice 7 50 Excluding Tax In the pricing page you will find a line for each invoice type you have set up this way you can have different pricing for different circumstances You have four settings you have to select 1 Price Here you enter the price that will be charge multiplied depending on the Period and Rate settings 2 Period You have a choice of per booking per day and per hour These work as follows a Per booking The price you have entered in the Price will be charged no matter how long the booking lasts b Per day The price you entered in the Price column will be multiplied by the number of days 2003 2005 Crucial Software Ltd Billing Module 101 the booking lasts for no matter how long the booking lasts on each day c Per hour The price you entered will be multiplied by the number of hours the booking lasts for So for example if a booking lasts for 3 hours on each day for four days the price will be multiplied by 12 3 Rate You have two choices per booking and per person If your rate depends on the number of people in the
54. her you wish to install the sample database or an empty database If you are installing a trial system it is recommended you install the sample database to see an example of how Libris can be set up 2003 2005 Crucial Software Ltd Libris 2 2 3 Click Next The Libris Database will now be installed You will see a window telling you that Libris has been successfully installed Please make a note of this computer s name because this will be needed for installing the Libris Client on the other computers You have now completed the installation of the Libris Server You should now proceed to installing the Libris Client on the users computers Installing Libris Client 1 00 10 Make sure you are not running any other programs THIS IS IMPORTANT The installation process may need to install the Microsoft Data Access Components and this will automatically restart your computer Do not run this unless you have already installed the Libris Server or installed a Libris Database into your SQL Server If you are using the Libris CD click on the Libris Client Installation option in the menu that comes up when you insert the CD If you have downloaded the installation routine from the Crucial Software web site then run the InstallClient EXE program that you downloaded You should see a window headed Libris Client 2 Installation You may see a message telling you that you need the Microsoft Data Access Component
55. if you wish then just click on the OK button to produce the list User Booking List Again to the lists mentioned in c and d above you can view a list of bookings made by or on behalf of a particular user by selecting the user in the Users window select Users from the Tools window in the main screen and then clicking on 2 User Bookings button This will bring up the Booking Search window already selected with the user you have chosen you can narrow down the search further if you wish then just click on the OK button to produce the list 2003 2005 Crucial Software Ltd Chapter Reports Libris 2 Reports You can print or email reports by select Reports from the Bookings menu on the main screen You will then see a list of available reports possibly in different groups BER DX exe El amp R Main Basic Booking List 44 Basic Booking List Letter Basic Resource Booking List 44 Basic Resource Booking List Letter Basic Service Booking List 44 Basic Service Booking List Letter Booking Chart Simple One Page Calendar A4 Simple One Page Calendar Letter Simple Service Booking List 44 Simple Service Booking List Letter Simple Weekly Calendar 44 Simple Weekly Calendar Letter list of bookings with all details that have been entered on each booking First click on the group in the left hand panel of the Reports window then click on the report you wish to
56. ings click on the column heading and keeping the mouse button down move the mouse The booking list will then produce a list of Facilities click on the 2 button next to each facility to see a list of bookings in that facility underneath it Booking List for period 01 05 2003 to 31 05 2003 Exe bag Item Name H Start Day Start e Start End End Booking Description Notes Booked By B Date Time Date Time Number D Item Name Meeting Room 1 Item Name Meeting Room 1001 Thursday 15 05 2003 9 00 004M 15 05 2003 11 00 00 AM 34 Test Booking Nick 1 Tuesday 13 05 2003 9 00 00 AM 13 05 2003 11 00 00 AM 34 Test Booking Nick H Item Name Meeting Room 1002 Item Name Meeting Room 1003 Item Name Meeting Room 2 Item Name Meeting Room 2001 To change the sequence of the columns drag the column heading to the position you want it to be in 2003 2005 Crucial Software Ltd Finding Bookings 87 9 3 You can also remove columns that you do not require or add columns that are missing by clicking on the customise button to produce a list of available columns To add a column from this list drag it to the position you fgooked For require it in the column headings To remove a column Ee drag the column heading into the column list window Client Reference Client Tel No You can also view edit or delete a booking from here by clicking on that booking and Er
57. ion address Once you have click OK your entry will appear in the System Settings window The e mail notification address is used when Libris sends out email confirmations The email confirmation will be sent to this email address whenever a service of this type is included on a booking Feature Types When you set up facilities they can been given a number of features such as Network points Whiteboards Air Conditioning as so on Before you set up your facilities you will need to set up the various different types of Features In the System Settings window click on Feature Types in the left hand panel to get the screen below 2003 2005 Crucial Software Ltd 18 Libris 2 BER ltem Types E Facility Types Fete Tor H Resource Types io x Service Types Feature Name g Feature Types Booking Types TE Availability Types E User settings Default Availability Video Projector Video Conference Equipment Click on the 1 New Feature Type button on the left of the bar to reveal the window below New Feature Type Feature Name Enter the name of the Feature Type and then click OK Booking Types When making a booking you may wish to distinguish between different types of booking For example you may wish to distinguish between bookings for different purposes like internal meetings external meetings training sessions etc Or you may wish to use
58. is 4 2 1 Installing Libris for use on a single computer ss 4 2 2 Installing Libris Server sisinio rue in aaea an e aaaea aaa a aaaeeeaa intra ete dense 5 2 3 Installing Libris CHONG cisco cces6ccc coat cecedccse cers geg raa ae raae a aaae e aa nomme enaa raaa aSa 6 2 4 Installing Libris Database for SQL Server ss isniinmnnrnnnennernnnnneneenenss 7 2 5 Installing Libris Web Viewer ccccesseceeeeeneeeeeeseneeeeenseeeeeeeeseeeeeensneeeeeensaeeeeeaseeneeenseceeeeenss 7 Chapter 3 Starting Up Libris 10 Chapter 4 Setting Up Libris 14 GIT SOU GS eanan a ee RP 14 4 1 1 Facilities Resources and Services sccsseccssseesecsesssnessersnnecsessrsoserscersanssssenssaseeseuersateseeceessoestensdseeesasess 14 AA 2 Facility Ty Pe sinha a oeras rp iaaea a aaae ear AAAS areira Sanada Ariana e AaS roae EiT aries 14 AAS RESOURCE TYPOS a EE E A EEE E A eener ess eeppetoraseeuren sante 15 ANA Service Types ciccsecsec ccs scccccensescessnntsteecsecceescetuas coceasdgeupnceteaterdeseustescceyeceaneetuesuseced seczeudeoevecesatercasscesedssteraeise 16 4 1 5 Feature Types E A E E sacsiesdteesccecedecesstestarscayaticecectetacdveadadeasi A ce 17 AAG BOOKING RA TT 18 AAT USEF dl EE 19 4 1 8 Default Availiability 5 28 ceavece cod sadeecetetdeceadiessecssecectceteessaccusseazsud ents ciesocesdessceveuesuerseves 20 4 2 Folders Facilities Resources amp Services ccceeeeesensssssseeeesseeeensnnsscaeeeeseseensnneensssane
59. isible Booking Chart click on Zoom in the Tool Bar to reveal a menu offering you Day Week or Month a Day will show a single day divided into hourly sections spread across the whole of the visible section of the chart b Week will show a period of just over a full week divided into days like the example above and c Month will show a period of just over a month divided into days To enlarge the divisions on the scale click the Magnifying Glass button on the Tool Bar Continue to click until you have the scale that you want Note If you increase the scale from one Week on screen hourly divisions will first be shown when only about four whole days are visible To reduce the divisions on the scale click the Magnifying Glass button on the Tool Bar Continue to click until you have the scale that you want To move to a specified date in the present month a Move the mouse pointer to any position on the Time line and click to reveal a calendar which shows the present month b Move the mouse pointer to any date on the calendar and click The Booking Chart will show that date on the left of the screen To move to a specified date in a another month a Click on the Timeline to reveal a calendar showing the present month b You can switch to another month by clicking on the left or right arrows at the top of the calendar or you can click on the month name to pop up a list of months to switch 2003 2005 Crucial Sof
60. ist of layouts that are available for this facility and select the one you want c Booking Description Enter a description of the purpose of the booking This description will be shown on confirmations and the booking chart on the main screen depending on User Settings d Booking Type Select the type of booking from the list The colour associated with the booking type will be used to determine the colour of the booking in the booking chart e Our Reference If you have a reference for the booking then enter it here f Client Reference If you have a client and they have a reference for this booking then you can enter it here g No of people If the facility you are booking is a room then you may want to record how many people will be using the room This number is checked against the maximum capacity for the room or layout and if the number exceeds the capacity you will be warned or prevented from making the booking depending on your User Settings h On Behalf Of If you are making this booking on behalf of someone else within your organisation you can select anyone from the users list here i No Client Client If there is no client associated with this booking select No Client otherwise select Client You can opt to have only one of these options available or choose which One you wish to have selected as the default through User Settings j Client Name If you have select to have a client associated with this booking then yo
61. it shows you at once if you are about to double book a facility 2003 2005 Crucial Software Ltd 34 Libris 2 5 2 Note The booking form that opens when drawing a booking can be changed in the User Settings Simple Booking On starting a simple booking you will see a form similar to the one below New Simple Booking x d Resources Services Attendees Notes Cen Layout oom edi IECH efault hd R 1001 Defaul Booking Details Booking Description Booking Type Standard Our Reference Client Reference No of People On behalf of ja No Client Ze Client Client Contact zla S Frequency Ze Continuous Multiple Days Booking Period Start Date Start Time Setup Time 07 03 2003 sl EN 5 AM jo E hrs jo mins End Date End Time Teardown Time 07 03 2003 DI 7 30 PM fo hrs jo mins F Print Confirmation F Email Confirmation Cancel Facility Boom 1001 a On the Details page enter some or all of the following information These options may or may not appear or may appear slightly differently depending on how you have set up your User Settings a Facility Click on the down arrow button on the left of the Facility box to pop up the tree of folders and facilities and select the facility you wish to book b Layout 2003 2005 Crucial Software Ltd Making a Booking 35 Popup the l
62. lease make a note of this computer s name because this will be needed for installing the Libris Client on the other computers You have now completed the installation of the Libris Database The standard installation for SQL Server works only with SQL Server 2000 or MSDE 2 0 If you have SQL Server 7 or MSDE 1 0 then contact Crucial Software for the appropriate installation routine You should now proceed to installing the Libris Client on the users computers 2 5 Installing Libris Web Viewer To install the Web Viewer you need to first ensure that the Microsoft Internet Information Server IIS version 4 0 or later is installed see Microsoft documentation to find out how to install this This comes included with Windows 2000 or XP Professional but is not installed automatically 2003 2005 Crucial Software Ltd Libris 2 Once you have IIS installed you are ready to install the Libris Web Viewer lt D ONO ONE QUO D Golf EH The Web Viewer needs to be installed on the same computer as the IIS Run the Libris Web Viewer install program InstallWeb EXE Follow the instructions on screen and click Next Check the installation directory for the Web Viewer is suitable and click Next Enter the name of the computer where the Libris Server MSDE is installed or the name of the SQL Server with the Libris database attached changing the ID and password accordingly Click Next Click Next once more to begin
63. ls or delete contacts who are O no longer with the client If you click on the New Contact button you will see the New Contact window Contact Detail x Title C Ms Miss Ms C Other Forename Surname Job Title Telephone Work Telephone Home Fax Number E Mail Address EN Cancel 2003 2005 Crucial Software Ltd Clients 81 8 3 Here you can enter the details of the contact plus their contact details Then click OK to save them Searching for Clients On the Tool Bar above the Client list click on the Client Search button to reveal the Client Search Form which enables you to enter your search parameters BER Company Name Exactly matches Contact Surname Exactly matches gt ss Contact Forename s Exactly matches gt Post Zip Code Exactly matches gt Ir Client Number Exactly matches gt i ss C Intemal only External only Ce Internal and external Using the Client Search Form will deliver to you a Client List with a reduced number of entries according to how stringently you specify your requirements If you know the exact name of the Company for example that may be enough to take you straight to your target When there are several locations for the same organisation you may be able to see the complete list or you may want to see a single result and are able to narrow down your search by quoting a part of the Post Zip Code
64. m the Help menu in the Windows Libris client and check which modules are installed To set up a folder on the Web Viewer in the Windows Libris client right click on a folder you wish to publish select Edit item and the tick the Show Folder in Web Viewer box To set up a facility on the Web Viewer first make sure all folders that it is contained in are published by following the procedure above then right click on the facility on the main Libris screen and select Edit Item then tick the Show this facility in the Web Viewer option J To allow you to make some booking invisible to the Web Viewer you can select which booking types are published on the Web Viewer Select the System Setup option from the Tools menu and click on the Booking Types option on the left 2003 2005 Crucial Software Ltd 110 Libris 2 Item Types H Facility Types H Resource Types g Service Types F Feature Types eee Types 1 Internal Meeting Invoice Types 3 Department Meeting i System Settings 4 Public Meeting 3 Default Availability Select the booking type you wish to publish and the click on the ET Edit View Properties button Then tick the Show bookings of this type in the Web Viewer box Ron dent Ven 2 13 2 Using the Web Viewer To use the Web Viewer open up your web browser Microsoft Internet Explorer 5 0 or later or Mozilla Firefox and enter the address of the server where the Web
65. making any changes to them at all Note n an environment in which several people have access to Libris records the first three buttons can be made unavailable to people who should have viewing rights only so that changes to the list may only be made by those who have Supervisor or Booking Manager status See chapter 11 Access Security for more information Li This button when clicked gives entry to a Client Search facility which is described later in this section SS This button leads to the Booking Search facility which is the subject of the next section B This button gives access will print out the Client List as it appears on screen i This button opens a window in the lower right corner of the Client List which enables you to add and or remove columns from the client list KEN This button accesses a facility for transferring the Client List as a file to another application having been reformatted appropriately 2003 2005 Crucial Software Ltd 78 Libris 2 8 2 When your client list has grown to a size that makes it difficult to scan it all you may need to use the client search detailed in section 8 3 Searching for Clients below or by re sequencing the Client List To re sequence the Client List a Choose the column by which you wish to re sequence the list for example the Client Number b On the Title Bar just above the list click on the column heading of your chosen
66. mation Email Confirmation Save Cancel Facility Meeting Room 1003 Similar to resources services that you require with or in the facility can be booked on the Services page You will see a list of services that are contained in either the Main folder or the folder that contains the facility you are booking or the folder that contains the folder that contains the facility or so on up the hierarchy These services will be grouped by service type Simply tick the services you wish to book and they will be added to the list of selected services at the bottom of the page If the service has been set up to require additional information number required different booking time and or notes a window will pop up for you to enter that information 2003 2005 Crucial Software Ltd 42 Libris 2 Service Sandwiches Start Time EndTime F200PM ihm No of Service required 2 Spam 2 Banana amp Peanut Buttel EN If the service is required at a different time o the facility you can enter a different start and or end time here If you need to know a number in relation to he service for things such as drinks or Sandwiches then you can enter the number here If you need further information in relation to he service such as the type of sandwich hen you can enter that in the Notes If you have purchased the Attendees module you will have an Attendees page to enter the names and co
67. me of the type in the Facility Type box and optionally an email address to senda onfirmation email to when a booking is made for a acility of this type E Mail address page O pe hen click OK 4 1 3 Resource Types Before you can set up resources you need to set up the different categories of resources In the System Settings window click on Resource Types in the list on the left to show Resource Types in the window on the right which will at first be blank See below 2003 2005 Crucial Software Ltd 16 Libris 2 4 System Settings E O x jee Reems Thy Resource E Facility Types i P e Types Service Types Dx El Feature Types amp Booking Types HE Availability Types Pool Car Audio Visual audio smurf E User settings Default Availability Click on the L New Resource Type button on the left of the bar to reveal the window below Enter the Resource Type and optionally a Lead Time and E Mail address then click the OK button The Lead Time is the amount of time before a Resource Type booking of a resource of this type is due to start that it must be made l e if you have a lead time of one Lead Time hour and you want to book it to use at 3pm then you must make the booking no later than 2pm on that fo hs o mins day E Mail notification address The e mail notification address is used when Libris sends
68. multiplied depending on the Period and Rate settings 2 Period You have a choice of per booking per day and per hour These work as follows a Per booking The price you have entered in the Price will be charged no matter how long the booking lasts b Per day The price you entered in the Price column will be multiplied by the number of days the booking lasts for no matter how long the booking lasts on each day c Per hour The price you entered will be multiplied by the number of hours the booking lasts for So for example if a booking lasts for 3 hours on each day for four days the price will be multiplied by 12 3 Rate You have three choices a Per unit This is the usual option for a service when you have selected the Ask for no required option when setting up the service This means that the price relates to each unit of the service supplied For example if your service is Coffee and you charge for each pot of coffee then you would select this option and put in the price per pot b Per person If your rate depends on the number of people booked in the room the select per person and the price you entered in the Price column will be multiplied by the number of people selected on the booking form c Per booking Select this if you do not charge depending on the number of people or the number of the service you have booked 4 Tax You have three options a Exempt This means no tax or VAT will be charged
69. n part of a complex booking you should follow the procedure in section 5 6 Making a change to a booking above To delete an entire booking a Find the booking in the Booking Chart on the main screen b Point to the Booking Bar and Right click to pull down a menu of choices view Booking B Edit Booking Copy Booking X Delete Booking 2003 2005 Crucial Software Ltd 68 Libris 2 x c Select Delete Booking and you will be shown a booking view form with all the booking information that has been recorded d If you are sure this is the booking you wish to delete click on the Delete button at the foot of the form e If the User Settings have been set to send an email confirmation on cancellation an email similar to the original email confirmation will be sent out notifying all relevant parties that the booking has been cancelled Alternatively use one of the methods described in chapter 8 to find your booking and x then click on the Delete Booking button 2003 2005 Crucial Software Ltd Chapter Booking Confirmations 70 Libris 2 6 Booking Confirmations Once you have made a booking you may wish to print out the details of the booking as a confirmation or to send an email to all the parties involved or providing services or resources To print out a confirmation either tick the Print Confirmation box on the booking form to get one printed as soon as you have cli
70. n the Every week s box C Weeks of the month 07 03 2003 v Start Date Start Time 07 03 2003 e s 30 AM End Date End Time 7 45PM 2 Frequency Monday IT Friday C Every day IT Tuesday Saturday M Wednesday Sunday IT Thursday Every fi week s Setup Time ja hrs jo mins Teardown Time ja hrs jo mins Multiple Days Frequency C Every day C Days of the week Start Date Start Time 07 03 2003 X End Date End Time 07 03 2003 e 8304M bo Sf ts Ji 2 mins F45PM a OS xs 0 2 mins Week 1 Monday IT Tuesday IT Week2 IT Wednesday F Week 3 IT Thursday Friday Week 4 Saturday LastWeek Sunday Setup Time Teardown Time Ge If your booking occurs on ertain weeks every month then select Weeks of the month Click on or weeks you wish to use For example click Week 2 and Wednesday if you ish your booking to be every 2nd Wednesday or lick Last Week and hursday if you wish you booking to be on the last hursday of every month Select dates and times as before 2003 2005 Crucial Software Ltd Making a Booking 61 Click OK to add the dates and times to the list of dates on the booking form If there is already a booking for one or more of the dates and times you have selected an error message will appear Also if one of the dates of the
71. n the days and times selected in Default Availability in the System Settings window If you select one of the other options an extra page tab Availability will appear at the top of the window this extra page will enable you to enter when this facility is available for bookings Select By Day of the Week if the facility is available on the same days every week select By Date and Time if you want to select particular dates on which this facility is available On example of using By Date and Time is when your facilities are staff that have different that work rosters each week h Available From If this facility is not immediately available for bookings for example it is a new room that is being built you can enter the first date on which a booking may be made in this box i Available To If a facility is going out of service permanently for example a limousine that is being disposed of the enter the last day on which a booking may be made in this box If a facility is being taken temporarily out service use the Maintenance Booking see section 6 5 below 2003 2005 Crucial Software Ltd 26 Libris 2 DIE Details 1 Features Notes Permissions oO x Layout Type eee If your facility is a room it may have a number of different layouts for example boardroom layout classroom layout or theatre layout Each of these layouts may have a different capacity and they can take time to set up and tear down To ent
72. nd select About The Billing module should now be shown as ticked see example below 2003 2005 Crucial Software Ltd Billing Module 97 12 2 Setting up Billing Module Before you can generate invoices there are three things you need to set up 1 First you need to set up the Invoicing Options Select System Setup from the Tools then click on System Settings in the list on the left H Resource Types ep Service Types BG Feature Types Qp Booking Types HE Availability Types Invoice Types i een Availabilty BERS O88 og H Hehe If you tick this the main chart will show the client s name instead of the booking description Options in here will include a default tax or VAT rate allowing discounts adjustable tax rates and allowing deposits More may be added later check the System Setup screen for the latest options 2 You will need to set up one or more Invoice Types 3 The you will need to set up the pricing options and all facilities resources and services that you wish to bill for 2003 2005 Crucial Software Ltd 98 Libris 2 12 3 Invoice Types Before you can use the billing module you need to determine what invoice types you wish to use You must have a least one invoice to generate an invoice Invoice Types can be used to represent many things You may wish to use them just for reporting and enquiry purposes or else they can be used to have diffe
73. ntact details of all the people who will be attending the meeting or session you are making this booking for 2003 2005 Crucial Software Ltd Making a Booking 43 2 New Simple Booking x Bad Resources Services Attendees Notes pe Pee pa ee Geo ge p atterson 555 412 3124 gpatters son acme com Edit Remove Clear All J Print Confirmation Email Confirmation Ss ET Facility Meeting Room 2 To add a new attendee click on the New button to bring up the following window Enter the name of the attendee and optionally a telephone number and email Title address If you have selected in the User Ze C c C c Settings the attendees will be included in Mi th DR AMEN OUR the list of recipients of the booking 8 confirmation ame Surname Contact No E mail 2003 2005 Crucial Software Ltd 44 Libris 2 If you wish to record any further information about the booking you can record this in the Notes page 2 New Simple Booking x Details Resources Services Attendees Notes l J Print Confirmation Email Confirmation Cancel Facility Meeting Room 2 Once you have completed all the information you need click the Save button At this point Libris will double check that the facility and resources are available and then record the booking After the booking has been saved if you have selected Prin
74. ol Bar 10 U User Settings 19 Users 88 115 W Web Viewer 7 109 2003 2005 Crucial Software Ltd 117
75. out email confirmations The email confirmation will be sent to this email address whenever a resource of this type is included on a booking Once you have clicked OK your entry will appear in the System Settings window Service Types Before you can set up services you need to set up the different categories of services In the System Settings window click on Service Types in the list on the left to show Service Types in the window on the right which will at first be blank see below 2003 2005 Crucial Software Ltd Setting Up Libris 17 4 System Settings E 10 x Item Types E Facility Types Series Types H Resource Types Service Types Bi Feature Types amp Booking Types FS Availability Types Catering UK catering company co uk maid house catering company com Housekeeping E User settings Catering E Default Availability Click on the 1 New Service Type button on the left of the bar to reveal the window below Enter the Service Type and optionally a Lead Time and email address then click the OK button The Lead Time is the amount of time before a booking Ne Service Type of a service of this type is due to start that it must be made l e if you have a lead time of one hour and Lead Time you want to book it to use at 3pm then you must make i the booking no later than 2pm on that day fo ws fo mins E Mail notificat
76. plete click OK Confirm the date of the Holiday is correct Enter the Name of the Holiday or Event If this Holiday or Event occurs every year on the same date check the box entitled Same date every year If you want to stop people from booking on this Holiday or Event check the box entitled Prevent Booking To apply a special color coding to this day make sure the Default Color box is not checked Then select a fitting color for your Holiday or Event This color will show on that date in the booking chart on the main screen 2003 2005 Crucial Software Ltd Chapter Billing Module 96 Libris 2 12 12 1 Billing Module The billing module provides the ability to generate simple invoices One invoice will relate to one booking i e you cannot have an invoice for just one part of a booking nor can you have one invoice combining a number of bookings Installing the Billing Module There is no need to install the billing module it is included within the standard Libris package all you need to do is switch it on To do this you will need to get a Licence Key from Crucial Software Once you have a licence key all you need to do is enter it into Libris Select Add Licence from the Help menu and then type in the licence key Click OK Then close Libris and restart it you should now have the billing module enabled aen Athen fe a To check this out go to the Help menu a
77. r them If you are used to computers and their ways please remember that so many of the things which now seem intuitive to you are really no more than conventions with which you have become familiar and also just how daunting it could be when you had no idea what to do next no clear idea what any of the buttons might do and no guarantee that a single false move might not lead directly to a complete totally irreversible appallingly expensive and deeply embarrassing break down lock in or burn out 2003 2005 Crucial Software Ltd Chapter Setting Up Libris 14 Libris 2 4 4 1 Setting Up Libris Before using Libris you will need to set up Libris for the particular way in which you intend to use the system Settings Before you can create the items you wish to book there are a number of things you need to decide about and set up These settings can be access by going to the Tools menu on the main screen and selecting Settings Facilities Resources and Services In Libris there are a number of things that you can book Facilities Resources and Services Facilities are the main items that you intend to book in Libris These could be rooms vehicles people playing fields tennis courts etc Resources are items that you can book to use within or in addition to a facility These could be video or audio equipment furniture training equipment etc A resource like a facility can only be booke
78. rent pricing options see Facility Pricing Setup Resource Pricing Setup and or Service Pricing Setup for more information To set up invoice types select System Setup from the Tools menu and then click on Invoice Types in the list on the left Item Types RH Facility Types Resource Types HE Availability Types m Settings To create a new invoice type click on the L New Invoice Type button New Invoice Type B Il Type in the name for the Invoice Type and click OK Feel Add as many invoice types as you think you will need and then close System Setup 2003 2005 Crucial Software Ltd Billing Module 99 12 4 Facility Pricing Setup If you charge for the use of each facility you will need to set up the prices and how those prices are used to calculate the amount on each bill In the main Libris screen right click on the facility you wish to setup and select Edit Item then click on the Pricing tab at the top Facility Details Standard Invoice 50 00 Excluding e Prefered Client Invoice 40 00 Excluding Tax In the pricing page you will find a line for each invoice type you have set up this way you can have different pricing for different circumstances You have four settings you have to select 1 Price Here you enter the price that will be charge multiplied depending on the Period and Rate settings 2 Period You have a choice of per booking per day and
79. ress of http server Libris where server is the name of the computer you installed the Web Viewer on the IIS computer and Libris is the alias you entered in step 7 of setting up the IIS 2003 2005 Crucial Software Ltd Chapter Starting Up Libris 10 Libris 2 3 Starting Up Libris As soon as you open Libris you will see the screen that you will be using most of the time Bonon 14 Floor D Meeting Room 1001 RH Room D A BH Room 1001 RH Meeting Room 1002 ge 1003 Facilities po Column Occupying the largest part of the screen is a Booking Chart on which bookings will be displayed as horizontal bars Across the top of the Chart is the Timeline a horizontal ruler which can show dates or dates and times according to its scale Vertically down the left side of the Chart is the Facilities column in which are listed the facilities that you have to allocate such as a rooms vehicles personnel whatever you book out b resources such as projectors or lecterns and c services such as caterers or language signers When you first see the Booking Chart the only entry in this left hand column is the entry Main which is a unique entry encompassing all the facility entries that you will make This will become more clear when you are yourself recording facility entries The procedure for Recording Facilities is the subject of a later section 2003 2005
80. rm 2003 2005 Crucial Software Ltd Setting Up Libris 31 Service Properties 4 Details Name Iw Always Available Available From In Folder e 1st Floor Available To Service Type Ask for No required T Allow different time to booking T Get seperate notes on simple booking i Cancel c Fill in the Service Name in Folder and Service Type as required d Leave the Always available box ticked e Close the form by clicking OK The other options available to services are a Ask for No Required If your service is something like coffee where you can book a variable number then select this option b Allow different time to booking With a simple booking or a booking wizard booking a service is presumed to be required at the same time s as the facility If you wish to be able to select a different time for this service then select this option c Get separate notes on simple booking If you need to get additional information regarding a service when it is booked then select this option 2003 2005 Crucial Software Ltd Chapter Making a Booking Making a Booking 33 5 Making a Booking 5 1 Ways to make a booking You can book a facility using one of four procedures which start from the Tool Bar or from the Menu Bar a calling for and completing a Simple Booking Form b calling for and completing a Complex Booking Form
81. s 2 4 Installing Libris Database for SQL Server a 2o Note Make sure you are not running any other programs THIS IS IMPORTANT The installation process may need to install the Microsoft Data Access Components and this will automatically restart your computer Click on the Libris Database Installation option You should see a window headed Libris 2 Database Installation You may see a message telling you that you need the Microsoft Data Access Components If you see this message these will automatically be installed now and the computer will then restart The install process will start again automatically after the restart You may see a message telling you that the Windows Installer is being installed If you see this message once the Installer is installed the computer will automatically restart The Libris install process will start again automatically after the restart Click Next You will see a window asking for the Destination Location Do not change the Desination Folder unless you have an important reason to install Libris in to a different folder Click Next You will now be asked whether you wish to install the sample database or an empty database If you are installing a trial system it is recommended you install the sample database to see an example of how Libris can be set up Click Next The Libris Database will now be installed You will see a window telling you that Libris has been successfully installed P
82. s If you see this message these will automatically be installed now and the computer will then restart The install process will start again automatically after the restart You will see a window asking for the Destination Location Do not change the Desination Folder unless you have an important reason to install Libris in to a different folder Click Next You will see a window asking for the Server Name Database Name and Database Password Enter the Server Name that you noted down in step 20 of the Libris Server Installation above Do not change the Database Name or Password unless you are using a full version of SQL Server in which case you will need to get this information from your Database Administrator Click Next You will see a window asking you to start the installation Click Next The Libris Client will now be installed You will see a window telling you that Libris has been successfully installed Run Libris The first time you run Libris it will check the integrity of the database this may take up to 2 minutes Please be patient this will not happen the next time you run Libris You will be asked to log in to Libris and enter a password Libris requires a password of at least 6 characters Please make a note of the log in you use here 2003 2005 Crucial Software Ltd Installing Libris 7 this will become the administrator login for Libris 19 You have now completed the installation of Libri
83. s 22 4 3 NeW FOIdFrS cove cos cases seni a aa aaa aaa a cus cues aE Ea A aaa a a a aaa a aaa sauces a lee aaae aE 22 4 4 NeW Fa cilitieS ennon e eaae eaaa a aea a reaa Aaa eaa Aan aa ee aae ne Aee aaa Oeean aeaaeae 24 45 New Resources geseet 29 4 6 NEW Services Agen drbavews cudvanusceuevavvetvectedve E aaa 30 Chapter 5 Making a Booking 33 5 1 Ways to make a booking ts ssnnnnnnnnnnnnnnnnennnnnnnennes 33 5 2 Simple BOOKING era r iaa Freeda tn enr Eran eme terne nr sn nnmn entire ne ariii 34 5 3 Booking Wizard Suds 45 5 4 Complex BOOKING 2 nee ner Ea e aeaa aaa nt rennee emmener eee eee 54 5 5 Maintenance Booking ss nnnnnnnnnnnnnsnnnenennnnnennnnnnenennnee 65 5 6 Making a change to a booking ss nnnnnsnnnnnnnennennnnee 65 5 7 Copying booking oss Eeer NEEN 66 2003 2005 Crucial Software Ltd Contents Il 5 8 Deleting a booking cccceseeeceeenseeeeeenseeeeeeenseeeeesensueeeeenseaeeeeenseaeeeseeseeeeeseseeeeeeseseeceeseeseeneees 67 Chapter 6 Booking Confirmations 70 Chapter 7 Navigating the booking chart 72 Chapter 8 Clients 76 8 1 The Client List ccccccescccercetcccdceceveseecece neti eceeti acces enceeectesuenctevcececeuzeshesteceecucerudebncoseedecude rene etes 76 8 2 NOW CIIGNTS 5 en rennes nement sims ta am eene T 78 8 3 Searching for Clients ss iisinnennernnnnnnnnnnnennenennenss 81 Chapter 9 Finding Bookings 83 9 1 Booking Search uerge eege 83 92 BO0OKINQILIST D EEE 85 9 3 Facility
84. sky radzinskye travelexperts c 375 9647 8694 Trufit Shoes Inc Miss Isobella Rossi rosi trufit com 625 789 4307 Tuffnell Management Ltd Mr Patrick Berry pberry tuffnell co uk 020 7865 8643 Tyrell Jeffrey Mr Mr Jeffrey Tyrell jefftyrell yahoo com 932 648 3796 West Country Newspapers Miss Jenny Mien jenny mien westcountyne 01245 966743 Wilson Tom Mr Mr Tom Wilson twilson hotmail com 614 226 7964 Wolmhurst Furnishings Ltd Mrs Angela Ash asha wolmhurst co uk 01876 465497 Yakomoto Corporation Mr Henry Kirn kimh yakomoto com 914 759 9563 To display the Client List select Tools gt Client from the Menu Bar on the main form The list that you see has two functions a it shows brief information about each client and b it is a convenient way to access the full record in order to see more information or to make changes to it 2003 2005 Crucial Software Ltd Clients 77 eege EX R SBH P At the head of the Client List there is a Tool Bar which enables you to add to or change search or print out the list The functions of the buttons are described below D Click the new empty page button to create a new Client K This button opens an existing Client to enable you to make changes to it x This button deletes the Client and should naturally be used with caution as it may remove information to which you would later wish to refer IA This button allows people simply to look at a Client without
85. sl O E Booking Description Our Reference Client Reference Booking Type On behalf of Standard Le z Booking Notes Print Confirmation PF Email Confirmation First you need to enter the basic booking information the client description references booking type on behalf of notes and confirmations as per the Simple Booking a No Client Client If there is no client associated with this booking select No Client otherwise select Client You can opt to have only one of these options available or choose which One you wish to have selected as the default through User Settings b Client Name If you have select to have a client associated with this booking then you can either pop up the list of clients and select the client or start typing the client name into this box Libris will find the first client that matches the letters you type until it finds the one you want You view the details of the client you have selected by clicking on the PS Client Details button Alternatively if you do not know precisely the name of the client you are looking for you can use the EI Find Client button If the 2003 2005 Crucial Software Ltd Making a Booking 47 booking is for a new client you can enter the details from here by clicking on the DI Add New Client button see Chapter 10 for details on how to enter the client details C Client Contact If the client has more than one contact you can select which
86. t Confirmation a confirmation will be printed and if you have selected Email Confirmation a confirmation email will be sent to all the parties in the booking subject to the User Settings See Chapter 7 for further details about booking confirmations Then a booking view will appear to allow you to review the information 2003 2005 Crucial Software Ltd Making a Booking 45 Confirmation for booking 8 Press Briefing File Ba Booking H Notes Start Date End Date No of people Press packs will need to be arranged prior to each briefing 27 02 2003 27 02 2003 20 Date list Thu 26 09 2002 10 00 4M 12 00 PM D x Booking Type Booked by S Standard Nick Facility Resources Setup Time Teardown Time Facility N 30 minutes 20 minutes ele KEE E Meeting Room 1 DI E Press Briefing Layout Capacity Client Default 20 Phil s Sporting Goods B S Description Contact Mr Joseph Lomanaco Location 5 3 Booking Wizard Unlike the Simple Booking the Booking Wizard enables you to book more than one facility with one booking The Booking Wizard asks you to select the date s and times you wish to book and will then allow you to select from those facilities that are available at the time s selected 2003 2005 Crucial Software Ltd 46 Libris 2 2 Create new booking Wizard x Select the client for whom you are entering this booking C No Client Ze Client
87. td 66 Libris 2 5 7 b Point to the Booking Bar and Right click to View Booking pull down a menu of choices E Edit Booking Copy Booking X Delete Booking c Select BJ Edit Booking to display the Booking Form that you filled in when you created the record showing all the booking information that has been recorded to date d Type in any information that you wish to add or change e When you have made all your changes click on the Save button at the foot of the form Alternatively use one of the methods described in chapter 8 to find your booking and then click on the Edit Booking button If you have made a Simple Booking but need to adjust the details on one day of the booking for example changing the facility or services required you may want to change it to be a Complex Booking To do this right click on the booking in the Booking Chart and select View Booking once the booking details have come up click on the Upgrade booking to a complex booking button Similarly if you have made a booking using the Booking Wizard and need to change just one part of it for example changing the facilities or resources booked on just one day of the booking you may want to change it to be a Complex Booking To do this Gi booking details have come up select E Edit as Complex Booking from the File menu right click on the booking in the Booking Chart and select View Booking once the Warning Once you ha
88. ticular attendee by entering xiv Attendees Title This will generate a list of specific bookings with the title of Mr Or Ms xv Attendees First Name This will generate a list of all booking that include an attendee with a matching first name xvi Attendees Last Name This will generate a list of all bookings that include an Attendee with a matching last name Once you have entered all of your pertinent information click on the OK button You will then get a Booking List of bookings that match all of the criteria you have entered You can sort analyse and print the bookings that are found once the booking list appear see below 9 2 Booking List Once you have completed the booking search form you will get a form listing all the booking that match the parameters you have entered You can further analyse these bookings into groups choose which columns you wish to see and then print the list or export it to an Excel file or an HTML file for publishing to a web site Booking List for period 01 05 2003 to 31 05 2003 ES Ip EI Exe SSSH Drag a column header here to group by that column Start Da Start Start End Booking Description ick Ee Eel OS Tuesday 06 103 11 00 0 0 5 Board Room Board Meeting Wednesday 07 05 2003 8 00 00 AM 07 05 2003 9 00 00 AM 32 Meeting Room 1003 Test Booking This is the main note Tuesday 13 05 2003 9 00 00 AM 13 05 2
89. ttendees Notes C Resources Available TC amp Amplifier amp Speakers IV H Lapel Radio Microphone amp Transceiver Ka Selected Resources Lapel Radio Microphone amp Transceiver London IT Print Confirmation IT Email Confirmation Cancel Facility Meeting Room 2 You can book resources that you wish to use with or within the facility that you are booking in the Resources page When you select the Resources page you will be shown a list of resources that are contained in either the Main folder or the folder that contains the facility you are booking or the folder that contains the folder that contains the facility or so on up the hierarchy These resources will be grouped by resource type Simply tick the resources you wish to book and they will be added to the list of selected resources at the bottom of the page If a resource has already been booked during one or more of the dates and times required or one or more of the dates falls outside the Available From and Available To dates of the resource you will not be able to tick that resource and the image next to it will appear with a cross through it 2003 2005 Crucial Software Ltd Making a Booking 41 x Details Resources Services Attendees Notes M Services Available a e Catering M agp Drinks TI gp Sandwiches B X Selected Services Boston 9 30 AM 7 30 PM 3 Orange Juice F Print Confir
90. tware Ltd 74 Libris 2 to c Move the mouse pointer to any date on the calendar and click The Booking Chart will show that date on the left of the screen To return to today s date a Click on the Time line to display a calendar b Click on Today at the foot of the calendar 2003 2005 Crucial Software Ltd Chapter Clients 76 Libris 2 8 8 1 Clients Libris has the facility for creating a permanent list of clients This provides you with a single reference that you can add to and change whenever necessary and can ensure that whenever you make a booking or are in contact with your client you always have the most up to date information available to you It gives you for example the name and status of your contact and keeps postal and email addresses It also gives you space to make and keep any notes and reminders that you would like to have available whenever you are talking with your contacts The Client List alc xl EX R SBSH Drag a column header here to group by that column Phil s Sporting Goods Mr Phil Jackson phil philsport com 845 999 9999 Sailcloth Distribution Ltd Mr Andrew Portsmouth andrew portsmouth sailclo 023 947 7567 Smedley Sally Ms Ms Sally Smedley sallysmedley lineone com 624 749 8659 Smith amp Co Mr John Smith john smithco com Target Groceries Pty Miss Catherine Masai masaic target co za 10589 6845 Travel Experts Inc Mrs Edith Radzin
91. ty will appear in the Facility Column on the main screen New Resources Resources and Services can be set up for use in all facilities or to be available only for facilities within a particular folder If you wish to add a resource to a folder you must first make sure that the folder is set up to contain resources See section 3 3 New Folders above To record a new Resource in the Facilities Column a Right click on the Main or on the appropriate Folder line in the Facilities Column b Click on New Item gt New Resource to open a Resource Properties Form ready to be completed 2003 2005 Crucial Software Ltd 30 Libris 2 4 6 Resource Properties E Details Resource Name MV Always Available In Folder la 1st Floor z Available From Resource type Le Available To Serial Number J l Cancel Note When you first see the form the In Folder box is already complete based on where you obtained the form from the Booking Chart c Enter the Resource Name Resource Type and Serial Number d Provided that the Resource already exists and will remain in your possession place a tick in the Always Available box e Click the OK button to close the form New Services To record a new Service in the Facilities Column a Right click on Main or on the appropriate Folder Name to open a pop up menu b Select New Item gt New Service to open a Service Properties Fo
92. u are using the Libris CD click on the Libris Server Installation option in the menu that comes up when you insert the CD If you have downloaded the installation routine from the Crucial Software web site then run the InstallServer EXE program that you downloaded You should see a window headed Libris Server 2 Installation You may see a message telling you that you need the Microsoft Data Access Components If you see this message these will automatically be installed now and the computer will then restart The install process will start again automatically after the restart You may see a message telling you that the Windows Installer is being installed If you see this message once the Installer is installed the computer will automatically restart The Libris install process will start again automatically after the restart Click Next You will see a window telling you that the Microsoft Database Engine MSDE is about to be installed Click Next The MSDE will now be installed This may take a few minutes so please be patient The computer will restart The installation will automatically run again after the computer has restarted You will see a window telling you that the MSDE has successfully been installed Click Next You will see a window asking for the Destination Location Do not change the Desination Folder unless you have an important reason to install Libris in to a different folder Click Next You will now be asked whet
93. u can either pop up the list of clients and select the client or start typing the client name into this box Libris will find the first client that matches the letters you type until it finds the one you want You view the details of the client you have selected by clicking on the PS Client Details button Alternatively if you do not know precisely the name of the client you are looking for you can use the 4 Find Client button If the booking is for a new client you can enter the details from here by clicking on the DI Add New Client button see Chapter 10 for details on how to enter the client details k Client Contact 2003 2005 Crucial Software Ltd Libris 2 If the client has more than one contact you can select which contact from the client you are making this booking from the list of available contacts Frequency If your booking is on a single day or for a continuous period the select Continuous if your booking occurs on a number of different days then select Multiple Days m Booking Period If you have selected Continuous in the Frequency box above then you can enter the date and time the booking will start with an amount of time for setup if relevant and the date and time the booking will end with an amount of for teardown if relevant n Print Confirmation Tick this box if you wish a Confirmation to be printed out as soon as you complete this booking o Email Confirmation Tick this box if you
94. ve switched a booking to being a complex booking you cannot change it back to being a simple booking or booking wizard booking Copying a booking Sometimes you may wish to make a booking that is identical or similar to booking you have already made As with changing an existing booking first you need to find the booking you wish to copy 2003 2005 Crucial Software Ltd Making a Booking 67 5 8 a Find the booking in the Booking Chart on the main screen b Point to the Booking Bar and view Booking Right click to pull down a menu of E Edit Booking choices Copy Booking X Delete Booking Ee c Select ig Copy Booking to display the Booking Form that you filled in when you created the record showing all the booking information that has been recorded to date d Change the dates and or facilities and any other details you want to be different e When you have made all your changes click on the Save button at the foot of the form Alternatively use one of the methods described in chapter 8 to find your booking and then click on the View Booking button if you are viewing a simple booking then click on the File menu E h Copy Booking button otherwise select Se Copy Booking from the Deleting a booking Occasionally you will need to cancel a booking which means deleting the booking recorded in Libris If you just wish to delete one day of a multiple day booking or delete o
95. wish a Confirmation Email to be sent out as soon as you complete this booking If you have selected Multiple Days in the Frequency box then a Multiple Bookings page will be available at the top of the window 2003 2005 Crucial Software Ltd Making a Booking 37 2 New Simple Booking x Details Multiple Bookings Attendees Notes Selected Date March 2003 07 03 2003 Mon Tue Wed Thu Fri Sat Sun 1 2 3 4 5 6 Es g g Start Time End Time 10 11 12 13 14 15 16 3 30AM RE 17 18 19 20 21 22 23 24 25 26 27 28 29 30 Setup Time Teardown Time 31 p Today 31 08 2003 jo hrs 10 mins fo hrs fo mins Multiple Bookings TA wizard Add Replace Remove Clear All Date Start Time EndTime Setup Time TeardownTime F Print Confirmation Email Confirmation Cancel Facility Room 1001 a On this page you can enter the various dates and time you wish to include in this booking You can either add the dates one by one by selecting the date in the calendar in the top left corner and then selecting the start and end times and the amount of time required for setup and teardown and then clicking the Add button or you can add dates by using the date wizard by clicking on the Wizard button see below The dates and times you have selected will be displayed in the list in the bottom half of the page 2003 2005 Crucial Software Ltd 38
96. x E then clicking on the 5 View Booking Delete Booking or Edit Booking button If you wish to print the list you have 2 options the amp Print button will print the list in colour with each line having a background in the colour of the booking type of that booking the B amp W Print button will print the list strictly in black and white To export the list to a file click on the KEN Export button and then select the type of file you wish to save then you will be asked the name of the file and where you wish to save it Facility Resource Service Booking List An alternative way of quickly viewing the bookings for a particular Facility Resource or Service is to click on the selected item in the main form and then click on the View Bookings button This will bring up the Booking Search window already selected with the item you have chosen you can narrow down the search further if you wish then just click on the OK button to produce the list 2003 2005 Crucial Software Ltd 88 Libris 2 9 4 9 5 Client Booking List Similar to the lists mentioned in c above you can view a list of bookings for a particular client by selecting the client in the Clients window select Clients from the Tools window in the main screen and then clicking on o Client Bookings button This will bring up the Booking Search window already selected with the client you have chosen you can narrow down the search further

Libris 2 - Crucial Software

Contents

Download Pdf Manuals

Related Search

Related Contents