MecWise Resource Booking - User Guide - · PDF fileStarVision Information Technology Pte. Ltd. MecWise Resource Booking System – User Guide Page 4 of 14 previous booking is completed

StarVision Information Technology Pte. Ltd. MecWise Resource Booking System – User Guide

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Resource Booking

This module allows the user to view/add/amend/cancel resource bookings. 2.1 View Bookings Go to Resource Booking > Resource Booking

User will see the screen as below. Bookings for all types of resources for the current

date are displayed in the calendar.

(i) Select the resource type (eg. Car or Room or All). Calendar will be filter the

resource bookings made, as per selected resource type.

(ii) Select the date, to view the bookings for the specified date.

(iii) Click on the time slot (blank slot) to create new bookings for the selected

resource on the selected date. Follow the steps below to create new bookings.

(iv) Double-click on bookings (shown as Booked) to amend or cancel the booking.

Follow the steps below to amend and cancel existing bookings.


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2.2 Create Booking

Go to Resource Booking > Resource Booking

User will see the screen below.

(i) Select the desired resource type.

(ii) Select the desired date.


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(iii) Click on the desired time slot (blank slot) to create a new booking. Resource

Booking Details screen will be displayed as shown below.

(iv) Enter the description of the booking.

(v) Select the start date of the booking. Default date entered as current date by the

system.

(vi) Select the end date of the booking. Default date entered as current date by the

system. End Date can’t be earlier than Start Date. If not, system will show error

message. If End Date is not same as Start Date, system treats the booking as

Recurrence Booking.

(vii) Select start time of the booking. User can only select time in the future, not in

the past. If not system will show error message when add button is clicked. User

can only select time within the working hours, which is configured based on the

type of the resource.

(viii) Select the end time of the booking. End Time can’t be earlier than Start Time.

The start/end time also checked against the time required for a resource after the


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previous booking is completed. For e.g. if the previous booking ends at 09:30am,

the next/new booking can be ONLY be started from 10:00am and not from

09:30am.

(ix) Select all day event checkbox, if the booking to be made for whole day (from

working hours start time to end time). If the option is, system will ignore the

start/end time specified above and treat the booking as an all day event (based

on working hours configured).

Follow the steps below, if the booking to be recurrent (daily/weekly/monthly). If

not, proceed to step (xiv) to create the booking.

(x) Select frequency for the recurrence type of the booking. There are 3 different

types of the recurrence.

(a) Daily

Enter the Start Date and End Date as different dates, to create daily recurrent

booking. For e.g. Start Date as 20th Jan 2011 and End Date as 25th Jan 2011.

System will create bookings for each day from 20th to 25th at the specified time.

(b) Weekly

Select the frequency as Weekly and select the weekdays to repeat the booking.

For e.g. Start Date as 20th Jan 2011 and End Date as 20th Mar 2011 and

weekdays as Friday. System will create bookings for each Friday between the

selected dates at the specified time.

(c) Monthly

Select the frequency as Monthly and select the day of the month to repeat the

booking. For e.g. Start Date as 20th Jan 2011 and End Date as 20th Aug 2011

and day of the month as 3. System will create bookings on the 3rd of each month

between the selected dates at specified time.

(xi) This drop down list is enabled only when user selects Monthly from Frequency

dropdown list.

(xii) Weekdays are enabled only when user selects Weekly from Frequency

dropdown list.


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(xiii) Click on the Add button to create the booking.

System checks the following criteria before create the booking.

(a) User has entered Start Date and End Date, Start Time and End Time.

Below error message is displayed, if start/end date/time (for e.g. Start Date) is not

entered.

(b) Selected End Date and End time not earlier than Start Date and Start Time.

Below error message is displayed, if start date/time is not earlier than end

date/time.

(c) Selected Start Time and End Time are within working hours. Below error

message is displayed, if time is not within the working hours.

(d) No existing bookings available selected period. Below error message is

displayed, if the selected period already contains bookings.


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(e) Weekday specified, if Weekly recurrence is selected.

(f) Day of the month is specified, if Monthly recurrence is selected.

(g) Selected End Date should be greater than Start Date, if the booking is

recurrence booking. Below error message is displayed, if the End Date is same

as the Start Date for recurrence booking.

If booking is created successfully, below message is displayed.

(xiv) Click on the Close button to close the screen and return to Calendar screen.


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2.3 Update Booking




(ii) Select the desired date. All existing bookings for the selected resource type and



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(iii) Double click on the booking (shown as Booked) to update the booking. The

resource booking detail screen is launched as shown below.

(iv) Enter the booking description.

(v) Select the end date of the booking. End Date can’t be earlier than Start Date. If

not, system will show error message. If End Date is not same as Start Date,

system treats the booking as Recurrence Booking.

If the End Date is changed, system updates all the existing bookings and creates

new bookings (if required), between the start and end dates (if the current

booking is a recurrent booking). For e.g. for the recurrent booking 10th Feb to 13th

Feb, if the 11th Feb booking is being updated and the End Date is changed to

15th Feb, system updates the bookings 11th/12th/13th and creates new bookings

for 14th and 15th.


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If the End Date is changed, system creates new bookings (if required), if the

current booking is not a recurrent booking. For e.g. for the booking on 16th Feb, if

the End Date is changed to 17th Feb, system creates a new booking on 17th.

(vi) Select the start time of the booking. User can only select time in the future, not in

the past. If not system will show error message when add button is clicked. User

can only select time within the working hours, which is configured based on the

type of the resource.

(vii) Select the end time of the booking. End Time can’t be earlier than Start Time.

The start/end time also checked against the time required for a resource after the

previous booking is completed. For e.g. if the previous booking ends at 09:30am,

the next/new booking can be ONLY be started from 10:00am and not from

09:30am.

(viii) Click on the Update button to update the booking.

If Start Date and End Date are same, system will only update the current

booking. User doesn’t need to define the recurrence type for recurrence update.

If Start Date and End Date are different, system will check for recurrent

bookings and updates all bookings between the selected dates.

System checks the following criteria before update the booking details.

(a) User has entered Start Date and End Date, Start Time and End Time. Below

error message is displayed, if start/end date/time (for e.g. Start Date) is not entered.

(b) Selected End Date and End time not earlier than Start Date and Start Time.

Below error message is displayed, if start date/time is not earlier than end

date/time.


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(c) Selected Start Time and End Time are within working hours. Below error

message is displayed, if time is not within the working hours.

(d) No existing bookings available selected period. Below error message is

displayed, if the selected period already contains bookings.

(e) Weekday specified, if Weekly recurrence is selected.

(f) Day of the month is specified, if Monthly recurrence is selected.


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If booking is updated successfully, below message is displayed.

(ix) Click on the Close button to close the screen and return to Calendar screen.

(x) Recurrence flag indicates, if the current booking is a recurrent booking.


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2.4 Cancel Booking




(ii) Select the desired date. All existing bookings for the selected resource type and



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(iii) Double click on the booking (shown as Booked) to update the booking. The

resource booking detail screen is launched as shown below.

(iv) Change the end date of the booking, if the recurrent bookings to be cancelled.

(v) Click the Delete button, to cancel the booking.

If Start Date and End Date are same, system will only cancel the current

booking.

If Start Date and End Date are different, system will check for recurrent

bookings and cancels all bookings between the selected dates.

(vi) Click on the Close button to close the screen and return to Calendar screen.


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Notification This module sends notification to the staff/resource owner/car driver, based on rules and configuration. There are 2 types of notifications being sent by the system.

1. Email Notification 2. SMS Notification

3.1 Email Notification

The system sends email notification to the staff at below mentioned scenarios. 1. Email Notification to Staff – When room booking is created/amended/cancelled. 2. Email Notification to Staff – Reminder email before specified time-interval (30

minutes) of the start time of the booking.

3.2 SMS Notification

The system sends sms notification to the staff/car driver at below mentioned scenarios. 1. Sms Notification to Car Driver – When car booking is created/amended/cancelled

and if the booking is applicable for current day, SMS is sent. For e.g. if the booking for 10th Jan & its amended on 8th Jan, this notification is not sent on 8th Jan.

2. Sms Notification to Car Driver – Summary of all the bookings for the day is sent at specific time of the day (e.g. 08:00am).

3. Sms Notification to Car Driver – Reminder sms before specified time-interval (30 minutes) of the start time of the booking.

4. Sms Notification to Staff – Reminder sms before specified time-interval (30 minutes) of the start time of the booking.

Apart from the above notifications to staff/car driver, system also sends Email Notification to Resource Owner (Room and Car), when a booking is created/amended/cancelled.

Documents

MecWise Resource Booking - User Guide - · PDF fileStarVision Information Technology Pte. Ltd. MecWise Resource Booking System – User Guide Page 4 of 14 previous booking is completed