Difference between revisions of "Test"

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Events is an additional module that allows students and parents to make bookings for events that they would like to attend. Examples include school plays and talent shows. Events is part of the parents evening additional module, which is a bundle that also includes '''[[student events]]''' and '''[[parents evenings]]'''. <br> <br>
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{{Additional_module}}
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Resource booking is an additional module in Insight. It allows staff to reserve rooms or resources for their own use. Rooms will be imported automatically from SIMS and additional resources such as laptop trolleys can be manually entered into Insight. <br> <br>
  
As Events is an additional module of Insight, a separate charge applies. Please contact <span class="plainlinks">[mailto:sales@tascsoftware.co.uk sales@tascsoftware.co.uk]</span> for further information. <br> <br>
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As Resource Booking is an additional module of Insight, a separate charge applies. Please contact <span class="plainlinks">[mailto:sales@tascsoftware.co.uk sales@tascsoftware.co.uk]</span> for further information. <br> <br>
  
=Configuration=
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=Configuring Resource Booking=
  
The following role options are required to configure an Event: <br>
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The configure button at the top right of the Resource Booking page is used to access the setup and management options. This button will only appear for users who have the correct role options. <br> <br>
''Manage > Manage Events'' (On) <br> <br>
 
  
==Creating an Event==
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===Managing resources===
  
[[Image:manage_events1.jpg|thumb|The Manage Events page]]
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There are three tabs at the top of the configuration section. The first tab is for Resources. Once the resources tab is selected, the Add button at the top of the page is used to create a new resource. <br> <br>
  
To create a new Event go to: <br>
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The resource should be named. The name should not include the number of items e.g. "iPads (20)" is not a suitable name as 20 should not appear in the title of the resource. <br> <br>
'''Manage > Manage Events''' <br> <br>
 
  
Click the '''Add''' button at the top of the page. A window will open with four tabs. Enter a '''Title''' for the Event. <br> <br>
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Caretakers can be added, which are people who are responsible for maintaining the resource (upgrading items, updating software, etc.). Periods of downtime can also be added for these reasons. When users are bookings resources, they will be able report malfunctions with the resources. This will place the resource into downtime (so that it cannot be reserved until the problem has been fixed) and send an email to the catetaker informing them of the problem. <br> <br>
  
===Details===  
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===Creating categories===
  
Enter the date and time that the Event will take place in the '''Start''' and '''Time''' fields. <br> <br>
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Each category will contain a list of rooms/resources that can perform a certain function, such as having internet access or being able to take photos. <br> <br>
  
Use the '''Number of rows of seats''' and the '''Seats per row''' to create a grid of seats for attendees. You can remove seats later if you want to leave a walkway in the middle, for example. If you do not want users to reserve specific seats then you should put all of the seats into a single row. This will disable seat booking and allow users to book tickets only. <br> <br>
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Categories are created using the Add button at the top of the page. Once a category has been created, any of the rooms and resources can be added to it. When added to a category, each room or resource has a capacity. This is the number of items that the room/resource provides for the category e.g. Art Room 1 has a capacity of 30 in the Computers category, because there are 30 computers in that room. <br> <br>
  
The '''separate adult and junior''' option allows users to specify whether the seats they are booking are for children or adults. You will also need to specify the maximum number of reservations that can be made. The booking limit is either per user, or per child. <br> <br>
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<div>[[Image:resource_category1.jpg]]</div> <br> <br>
  
When the '''Status''' is set to Design the Event will be invisible to users. Setting this to Booking will make the Event visible to users and allow them to make bookings. The closed status will prevent users from making any further bookings to an existing event, although the Event will not be hidden from users. <br> <br>
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===Restricting rooms or resources===
  
===Invitees===
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When creating categories (above) it is possible to restrict certain rooms/resources so that they can only be booked by certain members of staff. This is commonly used for conference rooms. A Restrict button will appear next to each room/resource: <br> <br>
  
By default Events are available to all users. If you do not want the Event to be public, go to the '''Invitees''' tab. Click the '''Add''' button to select the students who are invited to the event. Any users linked to these students will also be invited to the Event. <br> <br>
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[[Image:restricted_resource.jpg]] <br> <br>
  
Users will not automatically be notified as Events open or as they are invited. You can use the '''Notices''' feature of Insight to send messages to users if required. <br> <br>
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===Adding intervals===
  
===Ticket===
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By default resources and rooms can be booked for any timetabled period during the school day e.g. AM, Period 1, Period 2, etc. Additional intervals (such as lunch time, after school, etc.) are added on the Intervals tab. <br> <br>
  
From the Events page users can print their own tickets. The ticket tab is used to design the layout of the ticket. The following merge fields can be used: <br>
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<div>[[Image:resource_interval.jpg]]</div> <br> <br>
  
{|
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=Using resource booking=
! style="width: 100px; text-align: left" | Merge Field
 
! style="width: 500px; text-align: left" | Meaning
 
|-
 
|{event}||The name of the event
 
|-
 
|{seat}||The grid location for the seat e.g. A5
 
|-
 
|{start}||The date and start time together e.g. 31/03/2015 17:00
 
|-
 
|{date}||The date of the event only
 
|-
 
|{time}||The start time of the event
 
|} <br>
 
  
==Advanced Configuration==
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===Making bookings===
  
===Seating===
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Users reserve rooms or resources by first selecting the date on which they would like to make the reservation. Once done, the "Select resource" link is used to select the type of resource required. <br> <br>
  
[[Image:seating_arrangement.png|thumb|A seating layout showing Unavailable and Reserved seats]]
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<div>[[Image:resource_select_category2.jpg]]</div> <br> <br>
  
Select an Event then click '''Seating''' to edit the seating arrangement for that Event. Use the dropdown at the top of the page to select either Unavailable or Reserved. <br> <br>
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The user selects the category they require, then one of the resources or rooms in that category. Once a room/resource has been selected, the schedule for that item will appear at the bottom of the page. Resources that are in downtime (which means they are broken or are otherwise unavailable) will be highlighted in red. <br> <br>
  
Unavailable is used to remove seats from the event althogether. Select Unavailable from the dropdown then click on any seat to remove that seat from the Event. This is useful for creating the correct layout if your seats are not going to be arranged in a perfect grid. <br> <br>
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<div>[[Image:resource_reserve.jpg]]</div> <br> <br>
  
The Reserved option is used to prevent bookings being made for certain seats. You may want to reserve the front row of seats for staff or a section of seats for people with mobility issues. Select Reserved from the dropdown then click on the seats that you would like to reserve. <br> <br>
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The user can then reserve the room/resource by clicking the Reserve button next to the period(s) during the day that they require it. If the item is not available at the times they require, the user can select a new item by clicking on the item's name. <br> <br>
  
===Linked Events===
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The bottom of the page will show a grid with all resources and rooms displayed. This is used to see an overview of all bookings for the day. The grid is colour coded; green slots are available and grey slots are unavailable. <br> <br>
  
Insight allows Events to be linked together. When Events are linked, users' ticket allowance is spread between all of the events, rather than users having a separate allowance for each Event. <br> <br>
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[[Image:daily_resources.jpg]] <br> <br>
  
To link Events together, first create all of the Events that you want to link. The '''Status''' of these Events should be Design. All of the Events must have the same settings for '''per Student''' and for '''Separate adult and junior'''. Once the Events have been created, '''Edit''' them one at a time and go to the '''Linked''' tab. Select the other Event(s) to link it to then click '''Save'''. <br> <br>
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===Reporting===
  
Note that linked Events do not need to have the same '''maximum reservations'''. If this is different, the largest number of maximum reservations will be shared across all of the linked Events. However the maximum number of bookings for each event will be defined by the '''maximum reservations''' setting for that event. <br> <br>
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The report button at the top right of the page is used to run a report showing the bookings for users over a date range. <br> <br>
 
 
=Usage=
 
 
 
==Admin/Staff making Bookings==
 
 
 
[[Image:event_seating_layout1.png|thumb|Making a booking for a student or parent]]
 
 
 
The following role options are required for staff to admin to make bookings for an Event: <br>
 
''Manage > Manage Events'' (On) <br> <br>
 
 
 
Bookings can then be made using the following page: <br>
 
'''Manage > Manage Events''' <br> <br>
 
 
 
Select the Event that you would like to make bookings for then click the '''Seating''' button (even if your event does not allow specific seat booking). <br> <br>
 
 
 
Use the dropdown at the top of the page to select the person that you would like to make a booking for, then click on the seat that you want to book for that person. If your event does not allow specific seat booking, you will have a single row of seats. In this case make bookings by selecting any empty seat in the row. <br> <br>
 
 
 
==Parents/Students making bookings==
 
 
 
[[Image:events_seating2.png|thumb|An event with seat reservations]]
 
[[Image:events_tickets2.png|thumb|An event with ticket booking]]
 
 
 
Parents and students require the following role options to make bookings for Events: <br>
 
''General > Events'' (On) <br> <br>
 
 
 
The page then accessed via: <br>
 
'''General > Events''' <br> <br>
 
 
 
If multiple Events are open for reservations then users will see a drop down at the top of the page which allows them to switch between Events. <br> <br>
 
 
 
Events will either allow ticket-only reservations or seat reservations. Bookings are always allocated on a first-come first-serve basis. If seat reservations are allowed then seats reserved by other users will have black icons in them and seats reserved by the logged in user will have red icons. <br> <br>
 
 
 
If bookings are allowed separate for adults and juniors (see the '''[[#Creating an Event|Creating an Event]]''' section above to configure this) then users can click a second time on a seat to convert a booking from adult to junior. If the Event does not allow seat booking then the user will see separate selectors for tickets for juniors and adults. <br> <br>
 
 
 
The '''Print''' button is used to print the tickets for the Event. Note that Insight does not support payment options so if the tickets are being sold, the user will still need to arrange payment with the school. <br> <br>
 
 
 
==Running Reports==
 
 
 
The following role options are required to report on Events: <br>
 
''Manage > Manage Events'' (On) <br> <br>
 
 
 
To access these reports go to: <br>
 
'''Manage > Manage Events''' <br> <br>
 
 
 
First click on the Event that you would like to report on, then click the '''Reports''' button at the top right of the page. A list of bookings will be displayed ordered either by the name of the student or the seat number. <br> <br>
 

Revision as of 09:13, 15 November 2018

Addmod2.png Additional Module

Resource booking is an additional module in Insight. It allows staff to reserve rooms or resources for their own use. Rooms will be imported automatically from SIMS and additional resources such as laptop trolleys can be manually entered into Insight.

As Resource Booking is an additional module of Insight, a separate charge applies. Please contact sales@tascsoftware.co.uk for further information.

Configuring Resource Booking

The configure button at the top right of the Resource Booking page is used to access the setup and management options. This button will only appear for users who have the correct role options.

Managing resources

There are three tabs at the top of the configuration section. The first tab is for Resources. Once the resources tab is selected, the Add button at the top of the page is used to create a new resource.

The resource should be named. The name should not include the number of items e.g. "iPads (20)" is not a suitable name as 20 should not appear in the title of the resource.

Caretakers can be added, which are people who are responsible for maintaining the resource (upgrading items, updating software, etc.). Periods of downtime can also be added for these reasons. When users are bookings resources, they will be able report malfunctions with the resources. This will place the resource into downtime (so that it cannot be reserved until the problem has been fixed) and send an email to the catetaker informing them of the problem.

Creating categories

Each category will contain a list of rooms/resources that can perform a certain function, such as having internet access or being able to take photos.

Categories are created using the Add button at the top of the page. Once a category has been created, any of the rooms and resources can be added to it. When added to a category, each room or resource has a capacity. This is the number of items that the room/resource provides for the category e.g. Art Room 1 has a capacity of 30 in the Computers category, because there are 30 computers in that room.

Resource category1.jpg



Restricting rooms or resources

When creating categories (above) it is possible to restrict certain rooms/resources so that they can only be booked by certain members of staff. This is commonly used for conference rooms. A Restrict button will appear next to each room/resource:

Restricted resource.jpg

Adding intervals

By default resources and rooms can be booked for any timetabled period during the school day e.g. AM, Period 1, Period 2, etc. Additional intervals (such as lunch time, after school, etc.) are added on the Intervals tab.

Resource interval.jpg



Using resource booking

Making bookings

Users reserve rooms or resources by first selecting the date on which they would like to make the reservation. Once done, the "Select resource" link is used to select the type of resource required.

Resource select category2.jpg



The user selects the category they require, then one of the resources or rooms in that category. Once a room/resource has been selected, the schedule for that item will appear at the bottom of the page. Resources that are in downtime (which means they are broken or are otherwise unavailable) will be highlighted in red.

Resource reserve.jpg



The user can then reserve the room/resource by clicking the Reserve button next to the period(s) during the day that they require it. If the item is not available at the times they require, the user can select a new item by clicking on the item's name.

The bottom of the page will show a grid with all resources and rooms displayed. This is used to see an overview of all bookings for the day. The grid is colour coded; green slots are available and grey slots are unavailable.

Daily resources.jpg

Reporting

The report button at the top right of the page is used to run a report showing the bookings for users over a date range.