Resource Booker
Help Contents


Please Select one of the below links:

  1. Introduction
  2. Main Page
  3. Bookings
    1. Add Resources to Booking
    2. View Resource Information
  4. View Booking Calendar
  5. Administration Controls
    1. New User / Edit Existing User
    2. New Resource / Edit Existing Resource
    3. New Resource Type / Edit Existing Resource Type
    4. New Location / Edit Existing Location
    5. New Department / Edit Existing Department
    6. Select Existing User
    7. Select Existing Resource
    8. Select Existing Resource Type
    9. Select Existing Location
    10. Select Existing Department
    11. Bookable Periods
  6. Message Inbox
  7. New Message / Email
  8. Message Status
  9. Personal Details
  10. Change Password
  11. Logging In
  12. Logging Out
  13. Terminology


Introduction

Welcome to Resource Booker Help.


Resource Booker is a quick, easy and effective way of booking resources for meetings, lectures or classroom work and is suitable for business and educational users.

A Complete way of managing all of your Resources under one program, from laptops, overhead projectors, to large meeting rooms and reception areas.

 
  • A quick and easy way of booking meetings for work or study
  • Place bookings from anywhere in the world with internet access
  • No program to install, use any modern browser
  • A flexible program with many applications
  • Easily customized to reflect your organization


Useful Tip :

Main Page

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  • This page offers access to all the features of Resource Booker, (also available through the Header Menu,) in a Graphical Menu.
  • The menu is split into four areas of features, those to do with Bookings, Messages, User options and Administrator options. The status of these areas is displayed at the bottom of each menu box, e.g. Number of new messages etc.
  • Administrators can post notices on the notice board, also displayed on this page.


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Bookings

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Function : This page displays full information on your booking. It allows you to add resources and view any comments or action made against it. Whenever you Create a Booking, or Edit an existing one, you will use this page.

Overview :
  • Booking Id - This is the unique number assigned to your Booking.
  • User Name - If your are an Administrator, then you can choose the user, that you wish to create the Booking for. If you are a User, then the Booking can only be created, in your own name!
  • Start \ End Date - If you are creating a Booking, or editing a Booking which has not expired, then you will see two date input rows. Here is where you set the starting and ending time of your Booking.
    Once you have set the correct time and date, press the Update button, this will finalise your changes.


  • Status - There are four states which a booking can have. They are...
      Confirmed - The Booking and all its resources have been confirmed for the date specified. No further action is required, the booking is complete.

      Under Review - One or more of the Resources, attached to a booking under review, require Approval from an Administrator. You need not take any more action, until an Administrator has either Confirmed of Rejected your booking.

      Rejected - This Booking has been Rejected by an Administrator, you must either remove the rejected resource from the booking, or, if no comments have been made against your booking, contact an Administrator using the Message page.

      Empty - This Booking has no Resources attached to it. The system removes Empty Bookings automatically after 1 day, and only keeps those with at least one Resource attached to them.

  • Comments - Here is where any Administrator comments, posted against your Booking, will be displayed. This will be most commonly done, to summarise any problem found with your booking.

Buttons :
  • Update - Update your booking with any new information you have supplied to the form.
  • Delete - Delete this booking.
  • Close - Close your booking and return to the main page.
  • Add Resource - This button opens a pop-up search window, where you can search for resources, and add them to your booking. When you add a resource in the pop-up window it will update and refresh this page to include your booking.
  • Deleting a Resource - To delete a Resource in your booking, simply check the box marked Delete, next to the resource you want to remove. Press the Update button to complete your changes.
  • If you are an Administrator, you will also use this page for approving, or rejecting, User's Bookings.
  • Approving / Rejecting Resources - As an Administrator you will be able to edit other Users Bookings. Some resources are marked as requiring approval, these may be important items or ones which carry an overhead charge. It is your responsibility as an Administrator to Approve or Reject resources attached to bookings, which have a status of under-review.

Add Resources to Booking

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Function : Search for resources to add to your booking.

Overview :

Search Options :
  • Resource Name - Search for all resources, which match the search string, entered in this text field. If the text box is left empty searches will be completed by the value of resource type as selectable in the drop-down list below.
  • Resource Type - Generates search results of all resources which belong to the selected resource type.
  • Order By - Set the order in which search results are ordered.
Search Results :
  • - Clicking this icon will open a pop-up information window. This shows details of the corresponding resource.
  • - Denotes whether the resource is available, or unavailable to be booked.
Buttons :
  • Search - Search's the database with the criteria defined in the search options.
  • Add Resource - This button will add its associated resource to the booking you are currently working on. To return to the booking overview page, simply close the Pop-up Window.
  • Close - This button closes the pop-up window, returning you to the booking overview window.

View Resource Info

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Function : Displays details about the current resource.

Select Existing Booking / Remove Existing Booking

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Function : This page allows you to search for booking by a variety of criteria. This page serves two functions. In one mode, modification of the booking is allowed, the other the removal of bookings.

Overview :

Search Options :
  • Booking Id - Generates search results of a particular booking based on booking Id.
  • By User Name - Search for all bookings belonging to a certain user.
  • Order By - Set the order in which search results are ordered.
Search Results :
  • - Clicking this icon will open a pop-up information window. This shows details of the corresponding Booking.
Buttons :
  • Search - Search's the database with the criteria defined in the search options.
  • Selection Mode - Modify - Opens the booking into the booking editor.
  • Removal Mode - Remove - Opens the removal warning in a pop-up page.

Removal Confirmation

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Function : Opened in a pop-up window, this page displays a warning in relation to the object it is removing.

Overview :
Buttons :
  • Ok - Accepting that you have read and understood the warning, the Item is now removed.
  • Cancel - Closes the warning and returns to the remove booking page.

Copy/Repeat Bookings

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Function : This page allows you to make multiple copies of an existing Booking

Overview :
  • Booking Id - This is the unique number of an existing Booking you wish to copy. You can copy your own and other people's bookings.
  • User Name - If your are an Administrator, then you can choose the user, that you wish to create the Booking for. If you are a User, then the Booking can only be created, in your own name!
  • Start Date - The date you want to first copy to be on.
  • Repeat - Choose how often you want this booking to repeat.


Buttons :

  • Update - This will create the copy or copies. If you decide not to go ahead,simply use the menu at the top of the page to go elsewhere

Bookings Calendar

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Function : The booking calendar offers a visual way of exploring bookings and available slots.

Overview :

Filter Options :     
  • Lets you define a specific criteria for the calendar to be produced to.
Calendar :
  • [_______] - Clicking on an empty slot will take you to the Create Booking page, preloading the time and date of the slot into the date input rows. The start time is defaulted to be one minutes after the end of the current booking, or if no bookings exist for an item on that day, from 00:00 hours. finish time is defaulted to be one hour from the start of the available slot.
  • 14:05 - 16:35 - Clicking on a displayed time will open a pop-up window. The pop-up windows contains full details relating to the booking, also contact information of the booking user. Administrators have the ability to modify the booking from here. Users may only modify bookings belonging to themselves.

Please Note:

If you are not logged in, you can still view the Bookings Calendar page, but not make any changes.

Buttons :

  • Go - Generates a new calendar using the criteria set in the filter box.
  • 4 Week Period - Moves the calendar dates along in a 4 week period, back or forward respectively.
  • 1 Week Period - Moves the calendar dates along in a 1 week period, back or forward respectively.

Administration Control

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  • This symbol indicates that this is an Administrator only area and is Secure to all other Users.


  • Function : This page allows Administrators access to the properties, data & structure of the application.

    Overview :
    - Outstanding Approvals count.   - Un-Read messages count.  
    • New - Allows you to create a New Record of that type, i.e. 'New User'.
    • Existing - Select an Existing Record from the Database.
    • Remove - Remove Record page.

    For more details, see the individual help for each feature, accessible via the contents.

    Note: This Page is only accessible if you are an Administrator.

    New User / Edit User

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    Function : This page allows you to Add new Users to the system.

    Overview :
    • User Login - This is the Name the User must use to when they Log In Resource Booker.
    • User Password - The password the User is to be given. This can be changed by them at a later date if necessary.
    • Name - The Users full name.
    • Department - Select a Department to Attach the User to. This is required, but a default of 'Unspecified' is set if no department is selected. To add departments you must use the Add New Department screen, which is available through the Administration Page.
    • Email - Email address of user. Used for sending booking confirmation messages to users. Not a required field.
    • Telephone No. - Contact Telephone number. Not a required field.
    • Fax No. - Contact Fax number. Not a required field.
    • Type - Sets whether the User is a standard user, or they have Administrator Rights.
    • Enabled - If unchecked this User will still exist in the database, but will be unable to use their account.
    • Notes - Allows the keeping of additional information. This field has a maximum capacity of 255 characters.
    Buttons :
    • Create / Modify User - When you have filled in all of the required information, click the 'Create / Modify' button, located at the bottom of the Form. This will take you to the 'User Update' page, where you will see a summary of the record added.
    Note: This Page is only accessible if you are an Administrator.

    New Resource / Edit Resource

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    Function : This page allows you to Add new Resources to the system.

    Overview :
    • Resource Name - This is the Name of the resource. The name refers to an individual resource and must be Unique.
    • Location - Select a Location where the Resource is stored. This is required, but a default of 'Unspecified' is set if no location is selected. To add locations you must use the Add New Location page, which is available through the Administration Page.
    • Resource Type - Select which type of Resource this is. To add locations you must use the Add New Resource Type page, which is available through the Administration Page.
    • Enabled - Although existing in the database, defines whether this resource may be currently used.
    • Notes - Allows the keeping of additional information. This field has a maximum capacity of 255 characters.
    Buttons :
    • Create / Modify Resource - When you have filled in all of the required information, click the 'Create / Modify' button, located at the bottom of the Form. This will take you to the 'Resource Update screen, where you will see a summary of the record added.
    Note: This Page is only accessible if you are an Administrator.

    New Resource Type / Edit Resource Type

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    Function : This page allows you to Add new Resources Types to the system.

    Overview :
    • Resource Type Name - This is the Name of the resource type. The name refers to an unique resource type.
    • Enabled - If unchecked this Resource Type will still exist in the database, but will be unavailable for selection.
    • Requires Approval - Sets whether this Resource Type requires authorisation by Administrator, before anyone can book it.
    • Notes - Allows the keeping of additional information. This field has a maximum capacity of 255 characters.
    Buttons :
    • Create / Modify Resource Type - When you have filled in all of the required information, click the 'Create / Modify' button, located at the bottom of the Form. This will take you to the 'Resource Type Update' screen, where you will see a summary of the record added.
    Note: This Page is only accessible if you are an Administrator.

    Add Location / Edit Location

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    Function : This page allows you to Add new Locations to the system.

    Overview :
    • Location Name - This is the Name of the Location you wish to add. The name must be unique.
    • Enabled - If unchecked this Location will still exist in the database, but will be unavailable for selection.
    Buttons :
    • Create / Modify Location - When you have filled in all of the required information, click the 'Create / Modify' button, located at the bottom of the Form. This will take you to the 'Location Update' screen, where you will see a summary of the record added.
    Note: This Page is only accessible if you are an Administrator.

    New Department / Edit Department

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    Function : This page allows you to Add new Departments to the system.

    Overview :
    • Location Name - This is the Name of the Department you wish to add. The name must be unique.
    • Enabled - If unchecked this Department will still exist in the database, but will be unavailable for selection.
    Buttons :
    • Create / Modify Department - When you have filled in all of the required information, click the 'Create / Modify' button, located at the bottom of the Form. This will take you to the 'Department Update' screen, where you will see a summary of the record added.
    Note: This Page is only accessible if you are an Administrator.

    Bookable periods

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    Function : This page allows you define booking periods (e.g. for lesson start/end times).

    Overview :
    • If any booking periods are defined, only those start/end times may be used for a booking. If none are defined, any start/end times can be used.
    • Description - This will be used to show the period on the bookings calendar
    • Start/End - define the period
    • Deleting a booking period will have no affect on existing bookings
    Note: This Page is only accessible if you are an Administrator.

     

    Select Existing User

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    Function : This page allows you to Select an Existing User to Edit.

    Overview :
    • User Login - List of users formatted by 'UserLogin / UserName / User Type'.
    Buttons :
    • Go - Clicking this button, loads the Selected User into the User Edit Page.
    Note: This Page is only accessible if you are an Administrator.

    Select Existing Resource

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    Function : This page allows you to Select an Existing Resource to Edit.

    Overview :
    • Resource Name - List of Resources, ordered alphabetically by name.
    Buttons :
    • Go - Clicking this button, loads the Selected Resource into the Resource Edit Page.
    Note: This Page is only accessible if you are an Administrator.

    Select Existing Resource Type

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    Function : This page allows you to Select an Existing Resource Type to Edit.

    Overview :
    • Resource Type Name - List of Resource Types, ordered alphabetically by name.
    Buttons :
    • Go - Clicking this button, loads the Selected Resource Type into the Resource Type Edit Page.
    Note: This Page is only accessible if you are an Administrator.

    Select Existing Location

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    Function : This page allows you to Select an Existing Location to Edit.

    Overview :
    • Location Name - List of Locations, ordered alphabetically by name.
    Buttons :
    • Go - Clicking this button, loads the Selected Location into the Location Edit Page.
    Note: This Page is only accessible if you are an Administrator.

    Select Existing Department

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    Function : This page allows you to Select an Existing Department to Edit.

    Overview :
    • Department Name - List of Departments, ordered alphabetically by name.
    Buttons :
    • Go - Clicking this button, loads the Selected Department into the Department Edit Page.
    Note: This Page is only accessible if you are an Administrator.

    Message Inbox

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    Function : Messages received from other system users, may be read and deleted from this page.

    Overview :

    - Shows that a message is Un-Read.  

    - Shows that a message has been previously Read.  
    • Received - Shows the date that the message was received on.
    • From - Displays the name of the sending user.
    • Subject - The subject of the message.
    Buttons :
    • Read - Clicking this button will open a pop-up window displaying the message in full.
    • Remove - Removes the corresponding message.

    New Message / Email

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    Function : Allows the sending of both messages and emails, to system users.

    Overview :
    • - Type Settings - Select the type of message you want to send.
    • To - Contains a list of system users. (Note: Messages and Emails may only be sent to system users.)
    • Subject - The subject of the message.
    • Message - Contains the contents of the message you wish to send. (Note: Messages have a limit of 255 characters in length. Emails do not.)
    Buttons :
    • Send - Transfers you to the message update page. Here you will see post reports for the successful sending of each message.

    Message Status

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    Function : Creates the appropriate mail objects and transmits. Gives out a message for each mail type, whether there was an error, or if it was delivered successfully.

    Overview :
    • Mail Progress Report - Reports on message status.
    • Email Progress Report - Reports on Email transmission status.

    Bookings Requiring Approval

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    Function : Bookings which include items with the atrribute of "Requires Approval", require confirmation from an administrator before they will be fully confirmed. This page displays a list of any outstanding bookings, requiring approval.

    Overview :
    • Info. - Shows information pertaining to the booking, in full.
    • Booking Id. - The Id of the booking containing un-approved resources.
    • Made On - The date that the booking was created on.
    • Comments - Any comments posted previously by administrators. This will mainly be used, to describe why a booking is on hold.
    • On Hold - Depicted by the picture of an hour glass. On hold means that there is some outstanding action to be taken. This could be because one of the items booked has not received approval, but the others have, a commment would then be left to the user, that the item must be removed. The booking would then be placed on hold, until it has been modified.
    Buttons :
    • View - Clicking the corresponding button, will allow you to view, the bookings outstanding, un-approved resources.
    • Delete - Clicking delete will remove the selected booking from the system. The user will lose this booking.
    Note: This Page is only accessible if you are an Administrator.

    Personal Details

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    Function : This page allows you to view information about yourself, which is held on the system.

    Overview :
    • User Login - Your user login. Note that this name must be unique. It is not advisable to change from the login prescribed to you by the administrator.
    • User Password - This field contains your password.
    • Name - Your name.
    • Department - This is where you attach yourself to a department.
    • Email - Your current email address. It is wise to keep this up to date as it is the address used when emails are sent to you from the system.
    • Telephone No. - Contact Telephone number. Not a required field.
    • Fax No. - Contact Fax number. Not a required field.
    • Type - This option may only be set by an administrator.
    • Enabled - This option may only be set by an administrator.
    • Notes - Allows the keeping of additional information. This field has a maximum capacity of 255 characters.
    Buttons :
    • Modify - When you have filled in all of the required information, click the 'Modify' button, located at the bottom of the Form. This will take you to the 'Personal Details Update' page, where you will see a summary of the record added.
    Note: This Page is only accessible if you are an Administrator.

    Change Password

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    Function : This page allows you to change your current password.

    Overview :
    • Current Password - Your current password must be entered in order you to be able to change it. This is to ensure security.
    • New Password - The new password that you wish to use.
    • Re-Enter Password - The new password must be re-entered in order to check that you have spelled your password correctly.

    Logging In

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    Function : This page allows you to Log In. This must be done before you can use the program.

    By clicking this button, you will Log In to the Resource Booker System. You must supply the correct 'User Name and Password'. If the event you do not have one, or it is not working, please contact your Systems Administrator.

    Note: If this is the first time this application is being used,

  • Default Login : TRIAL
  • Default Password : PASSWORD
  • Logging Out

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    Function : This page allows you to log out.

    Log Out : By clicking this button, you will terminate your current session and be logged out from Resource Booker. It is also worth noting, that after a long period of inactivity, the program will assume you have left the accessing terminal, & will terminate automatically.

    Terminology

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    Users :
    Users are people who have accounts on the system. To use Resource Booker you must be a valid user. Users can use the features of the program, but are not allowed to modify the settings.

    Administrators :
    Administrators are like users, except that they have full access to modifying the database, e.g. creating new users, new resources etc.

    Bookings :
    A booking contains information on the start/end, date and time. It also holds all the information of the resources that have been attached to it. Once a booking is confirmed any resources are reserved between the booking time.

    Booking Calendar :
    The Booking Calendar is an easy way to view the available times for resources. It is presented in a friendly and easy to use format, allowing you generate custom calendars with ease. This allows you to plan your booking more carefully.

    Resources :
    A resource is an individual item, it is attached to a resource type. For instance, a brown chair asset number 114 is an individual item, attached to a resource type of chair.

    Resource Type :
    A resource type describes the basic definition of any object attached to it. A resource type of revolving chair, would have specific and individual revolving chairs attached to it.

    Location :
    Locations list where the resources are stored when not in use. Locations should therefore be created to coincide with storage areas.

    Departments :
    Departments relate to users. Placing users in their correct departments, will make any problems easier to deal with. It also allows the tracking of departmental usage.

    Resource Booker :
    This application is called LBE: Resource Booker. It is created by Leigh Business Enterprises, a software consultancy specialising in the development of management software.

    Email :
    Emails can be sent from LBE: Resource Booker but only to other system users. As email is not received by Resource Booker, this feature will only work if receiving users, have provided a correct email address. You can edit your email address by visiting the personal details page, accessible via the drop down menu or the main page.

    Message :
    A message is 255 characters in length, and can be sent to other users of the system. This means that other users can read messages you've sent them whenever they use LBE: Resource Booker.