Resource Information and Control Corporation
Getting There: Accessing this application is done by double clicking on The Book icon in the Scheduling Administration main menu.
Purpose:Used to view/enter event bookings in a graphical spreadsheet format.
Security Level: To view - Read Only. To perform maintenance - Normal.
NOTE: A user will not be able to assign or change a booking status code with a higher security level than their own.
The Book can take on many different shapes and forms depending on how you want to look
at the booking information.
When you double click on The Book icon in Scheduling Adminstration, The Book dialog box will appear. Enter a Start Date for where you want it to open up to. Normally, you could leave all other fields on their defaults but, for information purposes, here's a quick rundown on each one:
Events Per day
Indicates how many double booked events you want to see. These are multiple events in the same room on the same day. Any multiple events for the same day would be displayed in time order.
Days to Scroll
This sets up a virtual no limit days range for scrolling (unless you need to look past 44 years). For example, if you set it for 30, you'll be able to scroll 30 days before or after the Start Date.
Location
This combo box shows the first location on the location list.
Location Authorization
This combo box shows the location authorization code that is currently active for you.
Location Field 1
When the EIO Mode box is NOT checked, then each event in each location will show two fields of information. This combo box will indicate what the first field of information will be. (If the EIO Mode was checked, then this field would only indicate the color of the event displayed.
Location Field 2
When the EIO Mode box is NOT checked, then each event in each location will show two fields of information. This combo box will indicate what the second field of information will be.
Short Display
This control is only active when the selected Location Field is a wide field. It displays the wide information in a smaller width so more dates or locations can be displayed in the book window at one time.
Locations on Top
This controls whether locations or dates are displayed on top of The Book. If checked, locations will be on top/columns and dates will be the rows.
EIO Mode
All events take only one space on The Book's display: E=Event Day, I=In Day, O=Out Day and #=Dark Day. Use this mode only if looking at a large date range or a wide variety of rooms.
In/Out Dates
If this box is checked, then In/Out Days will be included on the display.
Dark Days
If this box is checked, then Dark Days, which are locations that are booked but with no event days (holding space), will be displayed.
Event Days
If this box is checked, then the actual Event Days will be displayed.
Maximize Window
Is this box is checked, then The Book will start with the largest window possible.
Search on Statistics
This button allows the user to display only those events with particular event statistical information. If you don't use this button, then all events will be selected.
Time Intervals
The four controls in this area, Interval Hours, Interval Minutes, Start Time and End Time all have an effect on how The Book will display. If both Interval Hours and Interval Minutes are set to zero, then times have no effect on The Book and the display will be in normal date mode.
When you have finished making all settings, click on the OK button. The Book will display the event bookings in a spreadsheet style.
There is a disadvantage to this feature though. The Book's display will react s-l-o-w-e-r than it normally would, which will be noticeable when you scroll the window. The horizontal and vertical scroll bars work, however, because of the active display feature, they work in a 'delayed' fashion because the display is not fast enough to keep up with normal scrolling movements. Simply move the scroll button to any date or location and as soon as you release it, the window will be repainted at that position.
You can book a new event at any time by using the blue "+" button 
on the tool bar. [Click here for more information on how to book
an event Product Demo-Booking An Event.]
You can select any event that appears on The Book by double clicking anywhere on the event.
[For our sample, we double clicked on the Burzinni Family Reunion event on 01/12/00.]
This brings up the Event Inquiry dialog box where you have the option to select Event Snap Shot, Event Profile, Event Audit or access the Event Maintenance option for that event. This is often referred to as the SPAM screen. (Look at the first letter, in the first word after 'Event' in Event Options - S P A M.)
With Event Snap Shot selected, 
click on the OK button.
This brings up the Event Snap Shot dialog box which provides you with an overall summary of the event in a single display. Event ID, name, In and Out dates/times, ttendance, contacts, event references and locations are all shown in this display. The Show the Activity Schedule button, if not grayed out, will show all scheduled activities if the information has been entered by Event Services.
Click on OK and you'll be returned to the SPAM screen.
Click on Event Profile. 
This brings up the Event Profile report which will give you a detailed report on
the event
The report is divided into many sections. A short description will be provided for each section.
Event Statistics will show the overall dates, short event name, rate date, codes, value parameters and yes/no questions Staff Contacts lists the internal job assignments associated with the event, the person assigned to that job and the internal phone number of that person. Client Contacts lists the external client contacts for this event.
Event Locations list each location attached to the event.
Event Equipment/Services lists each of the event equipment and services attached to the event.
Event Check Lists shows a list of the activites that need to take place.
Three sections not shown are; Event Food Services- which lists each food service attached to the event, Event per Day - which shows the attendance numbers per day, the number of hotel rooms per day and the event person assigned to the event each day, and Event Comments - which shows any notes associated with the event.
When finished, close the window and the SPAM screen closes all together and you'll be returned to The Book.
To access Event Audit you would have to double click on the event again and when
the SPAM screen comes up click on Event Audit. 
This brings up the Event Audit report which will show you a complete history of all
changes made to the event.
When finished, close the window and the SPAM screen closes all together and you'll be returned to The Book.
To access Event Maintenance you would have to double click on the event again and
when the SPAM screen comes up click on Event Maintenance. 
This brings up the Event Maintenance dialog box which will allow you to update
any part of the event information that you are authorized to.
Notice that most of the button selections in the Mandatory Items and Optional Items areas on this screen are what was just covered above. Click on the appropriate button to change or update event information. [Detailed information on the buttons in the Mandatory Items area are covered in Product Demo-Booking An Event].
When you finish making changes in any area you'll be returned to the Event Maintenance dialog box. Click on the OK button.
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Copyright 2012 Resource Information and Control Corporation. All rights reserved.
Last Modified: Thursday, January 05, 2012 at 6:00 PM.