Administrator’s Guide

1.Introduction to ezbook #

1.1.What is ezbook #

EZBook is a resource scheduling and reservation service. It replaces “pen & paper” reservations and scheduling with an online system which can be accessed from anywhere.

EZBook can be structured to provide various levels of access:

  • view only
  • reservation by everyone who is given rights to do so
  • supervisor controlled reservation

Any organization that has shared resources such as meeting rooms or projectors, which are available for use by staff and/or customers will benefit from using EZBook to reserve these resources. This simplifies reservation and avoids duplication reservation. Professionals, such as doctors, lawyers and therapists can also profitably use EZBook to schedule their specialized resources.

1.2.Features #

EZBook displays week-at-a‐time or day-at‐a‐time views for scheduling each resource. This allows you to scan for openings in schedules and to check existing reservations.

The QUICKBOOK function offers simple reserving with one click of the mouse. ADVANCED BOOKING MODE provides for recurring reservations and more complex selections.

 

EZBook can be configured to your organization’s exact requirements. You can:

  • create an unlimited number of user accounts
  • allow users to register themselves (this avoids unnecessary human dependencies and phone-­‐tag)
  • provide for any type of resource
  • limit operating hours for any resource
  • limit viewing or scheduling rights to individual users or user groups
  • allocate system management responsibilities

EZBook ‘s search functionality allows you to:

  • find available times for high-­‐demand resources
  • find available times common to a group of resources
  • locate existing reservations
  • easily find resources that meet your requirements

EZBook’s online instructions, Help and Support functions provide all the assistance needed to set up and operate this excellent service. The best way to evaluate EZBook is to subscribe to the free trial

 

A listing of the features by grouped by type are provided below;

Access & Security

  • EZBook is accessible from anywhere using a browser
  • There is nothing to download and no application installation is required
  • Includes a three-tier security with encrypted passwords to manage authorized access
  • “Hide” functionality allows Administrators to tightly control the permissions of Users
  • Configuration options include user registration by Administrator/s and the option for self-registration by users

 

Updates and System Maintenance

  • New features and updates are implemented on our servers and users don’t need to make any changes on their system

 

Administration & Setup

  • Site Administrator for each organization controls security and sets booking and viewing rights
  • Administrators in your own organization can reset user passwords if required
  • The Site Administrator can allocate system management responsibilities to other users
  • Access to each resource can be custom set for different users on the basis of ‘location’, ‘resource group’ and ‘resource’
  • The Site Administrator can limit operating hours for any resource
  • The Site Administrator can limit viewing or scheduling rights to individual users or to ‘user groups’
  • Each resource can be set with Multiple User Rights levels – General User, Resource Administrator, Global Administrator – the permissions are set to control administration, reservation and viewing rights
  • Viewing and Booking limitations can be imposed on each resource so that only selected Users may view and/or book it. Booking limitations can also eliminate the opportunity for users to abuse their booking rights.
  • For a quick-start configuration, sample templates are given for A/V equipment, vehicles, meeting rooms, staff etc.
  • The ‘Custom booking information’ feature allows any special booking requirements to be entered at the time of reservation
  • The ‘Custom booking information’ feature can be used to control billing information
  • Attributes of each resource can be presented in tabulation of resources (the data can include plans, photos or even a video)
  • User-defined Internet links can provide additional views and information on resources
  • There is multiple location support for geographic or campus-wide distinctions
  • The Administrator can define time slots in: 5, 6, 10, 15, 20, 30 minute or 1, 2, 3, 4, 6, 8, 12, 24 hour increments

 

Booking Modes

  • The QuickBook feature offers simple reserving with one click of the mouse
  • Recurring reservations can be set at day, week or month intervals
  • Booking schedules for each resource can be presented in ‘day’ and ‘week’ views
  • The ‘Multi-view’ feature displays the schedules for any user-selected location, type or individual resources, for single or multiple dates. The feature also ‘remembers’ the users’ last selection for easy re-selection.
  • The ‘Year-view’ feature displays the schedules for any user-selected resource type or types over several months at a time
  • The ‘Find’ function allows any group of resources to be reserved at one time: ie. A room, AV equipment etc
  • Each user can personalize their booking view detail
  • User-friendly information features include mouse-over tips and pop-ups
  • We offer on-line instruction and Help functions

 

Email

  • The optional Email feature provides automatic or manual notifications on changes to bookings
  • Email support forms offer Site Administrators the opportunity to email EZBook.com for technical or administrative support
  • There is some integration with Outlook Meeting Request (using ActiveX)

 

‘Find’ functionality

  • Can be used to determine available times common to group of resources
  • locate available times of any resource
  • locate specific text in an existing reservation record
  • locate existing reservations using any set of criteria, including content of ‘custom fields’

 

Reports

  • Users can extract day-to-day booking reports for resource management (catering, preparation of equipment etc.)
  • Users can pull Print-ready reports on resource utilization provide for usage analysis and billing

 

 

There are other features not detailed above

1.3.Security & Privacy #

EZBook is committed to keeping your information private and secure. We use leading edge technologies to protect the confidentiality of your data. There are three levels of user identification for reservations to ensure this privacy:

  • Organization ID
  • Personal ID
  • Password

All scheduling, changes and other transactions are recorded and archived. Details of payment and passwords are encrypted.

1.4.Support #

As soon as your ezbook company site has been set up, your own internal help desk details are posted under the “Administrators” heading in the Support section of the Help files.

Should you not find the answer to your question there, please feel free to refer the FAQ section or contact us.

This is a list of external support addresses to direct your ezbook queries to.

ContactEmailType of Query
Salessales@ezbook.comSales, pricing and partner options.
Administrationadmin@ezbook.comQueries relating to billing, invoices, payment etc.
Support

support@ezbook.com

Queries regarding features, new versions, technical questions, problem reporting and system capabilities.

2.Site Configuration Guide #

2.1.Introduction #

Configuring ezbook requires the Administrator to manage two elements:

Users: The staff or members of an organization that will use ezbook for booking purposes.

Resources: The facilities, venues, equipment etc. that the ezbook Users would schedule. There are two tiers of Users:

 

Users (individuals): – There are two categories of Users:

  • General User: – most Users of the system within an organization would be General Users, either all staff or selected members who require access to the system to view and/or make bookings. General Users can also be assigned rights to: manage Users, manage Resources, manage System settings and Cancel existing bookings made by other Users. A General User can be assigned any or all of these rights (Note: if given all rights, the General User automatically becomes an Administrator).
  • Administrative User: – A site can have one or more Administrators, but it is recommended that this number be kept to a minimum as an Administrator has full rights over the system.
  • User Groups: – typically departments or functional groups e.g. Management, Accounts, Sales, IT, Operations etc.

 

There are three tiers of resources:

  • Resource Groups: – typically locations of branches of your company (eg. Atlanta, New York or Boston), or departments responsible for different resources.
  • Resource Types: – categories of resources such as Meeting Rooms, Equipment, Staff, Vehicles, etc.
  • Resources: – each with its own calendar to be individually scheduled (Meeting Room 1, Meeting Room 2, Projector, Trainer # 1, Delivery truck, etc.)

 

The diagram below gives an illustration of how resources groups, types and resources can be visualized:

 

Note: There is a further division within resources between ‘stand-alone’ (such as an individual room or piece of equipment) and ‘collective’. Collective allows configuration of a number of identical resources by ‘sub-facilities’, allowing a different name and calendar for each, but under a single ‘resource’. (Such as parking spaces identified by numbers or identical ‘pool’ cell phones / vehicles that could be identified by serial or registration number.) The key here is that the items under ‘collective’ must have identical features and attributes. This option minimizes the need to create all resources individually and when booking these a User has an option to select ‘Any’ one of the sub-facilities.

 

To configure ezbook for your organization there are three stages that must be completed:

  • Stage 1: Create your site and configure your organization’s details
  • Stage 2: Enter your Users and configure their rights and groups
  • Stage 3: Create Resource groups, types and resources.

2.2.STAGE 1 - CREATE YOUR SITE AND CONFIGURE YOUR ORGANIZATION'S DETAILS #

STAGE 1 – CREATE YOUR SITE AND CONFIGURE YOUR ORGANIZATION’S DETAILS

Note: The User that initially creates the site is automatically made the first Administrator, but this can be changed later where this role can be re-assigned to another User.

 

2.1 CREATING YOUR EZBOOK SITE

The procedure to create a EZBook site is given below and would have been completed during the registration/sign-up process:

Enter required information on Site Creation Details’ page.

Your Site Name – should be a short name describing the company or organization – this forms the URL or website address – e.g. new.EZBook.com/yoursitename

Personal Logon name – logon name of choice

Password & Password Confirmation – password of choice

Email – this is required as the system uses this address to confirm details of the site registration

How did you hear of EZBook – information relating to where you heard about EZBook?

 

Using your chosen URL automatically created, you can now logon to your organization’s private EZBook website.

Note: After the site has been created, some thought has to go into planning how the User options and resources are going to be configured. This is based on the business processes unique to each organization. There are some guidelines as to what needs to be considered. This process can be determined by posing a series of questions, the answers of which are used to establish the site configuration. Any and all of these details can be altered at any stage.

 

2.2 CONFIGURING SITE SETTINGS

Configure your organization’s settings by selecting Configure System Settings on the Admin page. To guide you through the configuration of your system settings ask yourself the following questions:

 

Do we want a link to our company website?

Organization URL can be added to add a link to your company’s existing website address. This link will appear on your EZBook home page.

 

How will User information be captured?

Decide how you are going to set up your User list. Either the Administrator can add each Users details, or the system setting ‘Allow Users to self register’ can be selected, either with, or without a password requirement. If the self-register option is selected, staff can add their own details to the system and will be automatically assigned the lowest level of rights. This option can be removed later when the staff members have registered themselves, and the level of rights can be altered later for individual Users as needed.

 

How do we want the Resource Groups described?

The Facility Group Name entered here will appear on the Booking page above the resource list as the title of the drop-down list to select all or specific resource group lists. Common descriptions include Sections, Departments, Workgroups etc.

2.3.STAGE 2: ENTER YOUR USERS AND CONFIGURE THEIR RIGHTS AND GROUPS #

STAGE 2: ENTER YOUR USERS AND CONFIGURE THEIR RIGHTS AND GROUPS

This stage involves creating a User list and User Group list.

 

USER LISTS

When creating the User list ask yourself the following questions:

 

Which members of our organization need access to the EZBook site?

List all the organization staff members. Include email addresses wherever possible for easy notification options. For effective use it is recommended that as many staff members as possible have access to the system. You can always limit their rights to view or make reservations, but the system works best when all parties likely to use the resources have access to the system. User accounts can always be deleted later if need be.

 

What rights do the General Users have?

On the User list you have made, decide what level of rights would be effective for them on an individual basis. You can assign specific rights to each User and may decide that certain Users can manage and configure resources that may be in their department, or may be given the right to cancel reservations made by other Users. Further viewing and reservation rights can also be set within the specific resource configuration. (See Section 4.3)

 

Who should be Administrators?

Decide who should have Administrative capabilities within the system. There should be at least one, but there can be many. It is recommended that you limit the number of Administrators, as these Users will have full system rights.

 

What groups (if any) do these Users fall into?

Procedurally, it is better to set up the Users first, and then the User Groups, but after the groups are configured, a User can belong to one or more User Groups, and these memberships can be changed at any time as required. This ‘Group Membership’ field will not appear until the User Groups have been configured. (See Section 3.2)

 

USER GROUPS

User Group list should be determined on the basis of the following question:

 

What User groups are needed (if any)?

Decide how to group the Users and list these groups. Your site does not have to be configured with User groups, but this does allow for easier rights management, by allowing you to assign whole groups access rights to view and/or reserve a specific resource, instead of having to assign individual Users these rights. Any User can belong to one or more User Groups. For example if the duty of making meeting room bookings is the function of the department secretary in your organization, you may create a group called ‘Secretaries’ with right to make and cancel bookings.

2.4.STAGE 3: CREATE RESOURCE GROUPS, TYPES AND RESOURCES #

STAGE 3: CREATE RESOURCE GROUPS, TYPES AND RESOURCES

This stage involves setting up the Resource Group list, the Resource Type list and the Resources list.

 

RESOURCES GROUPS

Resource Group list can be determined by asking the following questions:

 

What Resource groups are needed (if any)?

Decide how to group the resources and list these groups. Your site does not have to be configured with resource groups, but if you have more than one office, in different locations, the resources can be grouped according to each office location for easy referencing. e.g. Groups could be Atlanta, New York, Boston etc.

 

If you have only one office, groups may also be departments within the organization responsible for the resources assigned to them; i.e. Equipment and vehicle resources may be the responsibility of the Operations Dept, while Staff resources may be grouped under HR Dept and meeting room facilities under the Admin Dept. Users can opt to see resource groups selectively, on the Booking page, by choosing that group from the drop-down box located above the resource list.

 

RESOURCE TYPES

Resource Type list can be determined by the following questions:

 

What Resource types are needed?

Decide what types of resources you have and list these. Your site does not have to be configured with resource types, but if you have more than one sort of resource these can be grouped according to their ‘type’ for easy referencing. I.e. Types could be Meeting Rooms, Equipment, Vehicles, Staff, or any ‘type’ your organization needs to describe.

 

What attributes could the resource types have?

List all the ‘attributes’ that individual resources within these resource types may have. I.e. Meeting Room resource type attributes may include: seating capacity, whether there is built-in audiovisual equipment, blinds, whiteboard, number of power points available, who needs to be contacted. Etc. These attributes can either be a ‘text’ field, yes/no (Boolean) checkbox or a numeric field.

 

Will the resource type be ‘stand-alone’ or ‘collective’?

See ‘Note’ under Section 1 above.

 

 

RESOURCE LISTS

The resource list comprises of all the individual resources. When compiling this list ask the following questions:

 

What Resources are available for reservation?

List all the resources available for reservation. Resources must have unique names within a resource group.

 

What further information about the resource can be provided?

Enter any further info about the resource that will need to be quickly accessed in the ‘description’ field. This will be seen as a tool tip where the facility is listed on the Booking page on mouse over.

 

What type of resource is this?

This is where you can select the resource type which best describes this resource. These ‘types’ should have already been set up, with custom attributes. Once the resource type has been selected, the attributes list will appear below and these fields can be filled as necessary.

NOTE: This selection CANNOT be changed later, so take care that the correct resource type is selected. If there is an error, a new resource will need to be created in order to select the correct type, and the incorrect one deleted.

 

Does the resource belong to a group?

This is where you can select which ‘group’ the resource falls into, if these groups have been set up. If there are no resource groups configured, this field will not appear.

 

Does the resource have sub-resources?

If the ‘collective’ resource configuration was selected when setting up the resource type, additional fields will appear to name individual sub-resources. The drop-down box listing these sub-resources will appear above the time schedule graphic on the right-hand-side of the Booking Page when this resource is selected.

 

Who will have reservation (booking) rights?

Decide which Users or User groups should have rights to reserve the individual resources. These individual Users or User Groups can be selected from a list for each resource.

 

Who will have viewing rights?

Rights can be assigned to Users to be able to see resources selectively. Decide which Users or User groups should have rights to view the individual resources. These individual Users or User Groups can be selected from a list for each resource.

 

When will the resource be available?

Weekly operation hours can be set specifically to indicate when a resource is available for use.

 

What specific attributes does this resource have?

Based on the custom attributes set up in the Resource Type configuration, list what the specific resource attributes are for each resource. When Users need resources with specific attributes, they can search for these attributes on the ‘Find’ page, using the ‘Find a resource (facility) by name or features match’ option.

 

Once you have suitably configured your site according to the options above, your EZBook site is now ready for use by your organization.

3.Administrator's Guide #

This guide is for Administrators and deals with concepts of site configuration.

3.1.Preparing your site #

The Basics

  • List all the resources you want to book through EZBook.
  • Sort these into types (e.g. meeting rooms, equipment, parking bays). These broad categories will form your facility types.

 

Advanced Configuration

If you have a complex site, you may want to group the resource s into resource groups and the users into user groups. Permission to book specific resources can be granted to user groups or individual users.

  • Decide how to group the resources (e.g. group them according to branches of the organization). These sub-divisions will become your resource groups.
  • Decide which groups of people will access the various resources (e.g. you may wish to allow Directors to book resources at all branches, but to allow sales staff to book meeting rooms only at the branch at which they are based). These groups can be used to form your user groups.

3.2.Resource Types #

What are resource types?

Resources are classified in different types (e.g. equipment or meeting rooms). When a new resource is added, its resource type is selected from the list of available resource types. This information is used to sort the resources in the resource list on the Book tab.

 

The default facility types are:

  • Meeting rooms
  • Parking garages
  • Staff Resources
  • Vehicles
  • Other equipment

Additional resource types can be created by the Administrator.

 

Adding new resource types

To add a new resource type, click the “Admin” tab and in the Resource Setup section under

Resource Types click “Add”. The “New Resource Type” page is displayed.

In the General Details section, type the name of the new resource type in the “Name” box. Resource type names must be unique and are restricted to 250 characters in length. They may not contain a double quotation mark (“).

 

ezbook caters for resources that are made up of various identical units that can each be booked separately (e.g. parking bays), and for a group of resources that are handled as a single, complete unit (e.g. a parking garage).

 

A resource type that is made up of various identical units that are each booked separately is called a collective resource type. You can use ezbook to automatically allocate a unit (e.g. the next available parking bay) or it is possible to request a specific unit.

 

A resource type that is a single, complete unit is called a stand-alone resource type. (For example, a meeting room is a stand-alone resource type).

 

To designate a resource type as a collective resource, select “Collective” in the “Configuration Type” drop-down  list.

 

To designate a resource type as a stand-alone resource, select “Stand-Alone” in the “Configuration Type” drop-down list.

 

Type the description in the “Description” box and click “Save”.

 

Editing resource types

Click the “Admin” tab and in the Resource Setup section under Resource Types, select the specific resource type in the list and click “Edit”. The “Edit Resource Type” page is then displayed with the details for the selected resource type.

 

Additional information is given in:

Add custom attributes to resource types

View resources of a specific resource type

Change res ource type details Change custom attributes Delete custom attributes Delete res ource types

 

Adding custom attributes

The custom attributes feature allows you to specify information that should be included when adding a new resource of this resource type. (For example, a resource type called “Conference Room” might have the following custom attributes: Contact Person; Number of Network Points; Seating Capacity).

 

Click the “Custom Attributes” link to go to the Custom Attributes section. Click “Add” to open the “Add Custom Attribute” dialog box.

 

Name

Type the custom field name in the “Name” box.

 

(Custom field names must be unique and are restricted to 250 characters in length. They may not contain a double quotation mark (“).

 

Type

There are three types of custom attributes:

  • Text
  • Numeric
  • Yes/No

 

Select “Text” if the custom field is to contain information that must be typed in words. (For example, a custom field called “Location” might be given the following text: “3rd Floor next to Training Lab 103”).

 

Select “Numeric” if the custom field is to contain information that must be typed in n umbers. (For example, a custom field called “Seating Capacity” might be given the following number: “12”).

 

Select “Yes/No” if the custom field is to contain information that must be recorded in a check box. (For example, a custom field called “Overhead Projector” will have the accompanying check box selected if the resource has an overhead projector).

 

Description

Type a description of the custom resource in the “Description” box. Click “Save” to add the custom field.

 

Viewing resources of a specific resource type

The List of Facilities section, beneath Resource Type Limits, lists all the resources of this type, together with the resource group to which each resource belongs. For more information on Resource Groups, see What are resource groups ?

 

Changing resource type details

Click the “Admin” tab and in the Resource Setup section under Resource Types, select the specific resource type in the list and click “Edit”. The “Edit Resource Type” page is then displayed with the details for the selected resource type. Make the required changes and then click “Save”.

 

For more information on the General Details section, see  Adding new res ource types .

 

Changing custom attributes

Editing the custom attributes of a resource type will affect existing resources of that type. If you delete a custom attribute, the corresponding data in each resource of that type is removed. If you add a custom attribute, you must enter the details for it in each existing resource.

 

Click the “Custom Attributes” link to go to the Custom Attributes section. Select the specific custom attribute in the list. The details for the selected custom attribute are displayed in the “Edit Custom Attribute” dialog box.

 

Make the required changes and then click “Save”.   The custom attribute type, (“Text”, “Numeric”, “Yes/No”) cannot be changed after the attribute has been added.

 

Deleting custom attributes

Click the “Custom Attributes” link to go to the Custom Attributes section. Select the custom attribute you want to delete and the “Edit Custom Attribute” dialog box is displayed. Now click “Delete” to delete the custom attribute.

 

Deleting resource types

To delete a resource type, first delete the resources in that type (you cannot delete a resource type if resources of that kind still exist). Select the resource type you want to delete and then click “Delete” at the bottom of the “Resources Types” section. A confirmation message is displayed after the resource type has been deleted.

3.3.Resource Management #

What are resources?

In ezbook terminology, a resource is anything that can be scheduled or booked for use. Examples include staff duties, rooms and items of equipment, parking lots, etc.

 

Although ezbook resources can be classified in any grouping of types (by an Administrator), the following sample set is provided as the initial default:

  • Equipment
  • Meeting rooms
  • Parking garages
  • People
  • Vehicles

These are known as Resource Types.

To rationalize the presentation of resources they can be filtered in groups. In some situations it may be convenient for the group to be the physical location (e.g. at Head Office or at, say, the London Branch). These filters are known as Resource Locations.

 

Adding new resources

To add a new resource, click the “Admin” tab and select “Resource Setup” in the navigation panel. Click “Add” at the bottom of the page so that the “New Resource” page is displayed. In the “General Details” section, type the name of the new resource in the “Resource Name” box. See  Rules for Resource Names below.

  1. Type the description to be displayed as a ToolTip in the “Description” box.
  2. Select the type of resource from the “Resource Type” drop-down  list. For information on creating your own resource types, see Adding new res ource types .
  3. Select the group to which the new resource belongs from the “Resource Group (location)” drop-down list. For information on creating resource groups (locations),  see Adding new resource groups (locations ).
  4. Submit the information by clicking “Save”.

 

Rules for Resource Names:

  • The names are restricted to 250 characters in length and may not contain a double quotation mark (“).
  • Names must be unique within each Resource Group. (For example, it is possible to have a resource called “Boardroom” in the Head Office resource group and another facility called “Boardroom” in the Local Sales resource group, but you cannot have two resources called “Boardroom” in the Head Office resource group).

 

For additional information see: Granting booking rights Granting viewing rights Setting operation hours Setting custom attributes

 

Granting booking rights

Users have no rights on resources until these are individually granted. Once granted the right to book a resource, the user is able to view the booking schedule and book the resource.

To grant booking rights click the “Booking Rights” link to go to the Booking Rights section. There are two options for granting booking rights:

  • All Users
  • Specific Users/Groups

 

For information on specific booking and viewing options, see  Booking and Viewing Options .

 

Granting viewing rights

Users granted the right to view a resource can see its booking schedule but cannot book the resource unless the Booking Rights are specifically granted.

To grant viewing rights click the “Viewing Rights” link to go to the Viewing Rights section. There are three options for granting viewing rights:

  • All Users
  • Specific Users/Groups
  • All users that have booking rights

For information on specific booking and viewing options, see  Booking and Viewing Options .

 

Booking and viewing rights

 

All users

To give all users the right to book or view a resource, select “All Users” in the “Who can book the resource?” and/or “Who can view the schedule?” list(s).

 

Specific Users/Groups

To give specific users and/or user groups the right to book or view a resource, select “Specific Users/Groups” in the “Who can book the resource?” and/or “Who can view the schedule?” list(s).

 

Select the user(s) in the “Available Users” list. Move the user name(s) into the “Users with Permission” list by clicking the right-pointing arrow between the two lists.

 

(Tip: To select more than one user, click the first name in the list, and hold down the CTRL key while making further selections).

 

To allow a user group to book or view a resource, select the User Group(s) in the “Available User Groups” list. Move the User Group(s) into the “Groups with Permission” list by clicking the right-pointing arrow between the two lists.

 

To remove a User’s permission, select the user in the “Users with Permission” list, and click the left-pointing arrow between the two lists.

 

To remove a User Group’s permission, select the User Group in the “Groups with Permission” list, and click the left-pointing arrow between the two lists.

 

All users that have booking rights

To restrict the right to view a resource to those users that have booking rights, select “All users that have Booking Rights” in the “Who can view the schedule?” drop-down list.

 

When you have finished assigning permissions to users and user groups, click “Save”.

 

Booking Moderator

Specify if you would like the moderator feature enabled, by selecting the check box next to

Moderator Feature Enabled.   Ensure that “Booking Rights” is set to “Specific Users / Groups”

 

After enabling the Moderator feature, you need to allow users the following:

 

Request rights

Select the users and/or user groups who are allowed to request rights. 

 

Select the user(s) in the “Available Users” list. Move the user name(s) into the “Users with

Permission” list by clicking the right-pointing arrow between the two lists.

 

(Tip: To select more than one user, click the first name in the list, and hold down the CTRL key while making further selections).

 

To allow a user group to have request rights, select the User Group(s) in the “Available User Groups” list. Move the User Group(s) into the “Groups with Permission” list by clicking the right-pointing arrow between the two lists.

 

To remove a User’s permission, select the user in the “Users with Permission” list, and click the left-pointing arrow between the two lists.

 

To remove a User Group’s permission, select the User Group in the “Groups with Permission” list, and click the left-pointing arrow between the two lists.

 

Moderator rights

Select the users and/or user groups who are allowed to accept or reject bookings this resource. Select the user(s) in the “Available Users” list. Move the user name(s) into the “Users with

Permission” list by clicking the right-pointing arrow between the two lists.

 

(Tip: To select more than one user, click the first name in the list, and hold down the CTRL key while making further selections).

 

To allow a user group to have Moderator rights, select the User Group(s) in the “Available User

Groups” list. Move the User Group(s) into the “Groups with Permission” list by clicking the right-pointing arrow between the two lists.

 

To remove a User’s permission, select the user in the “Users with Permission” list, and click the left-pointing arrow between the two lists.

 

To remove a User Group’s permission, select the User Group in the “Groups with Permission” list, and click the left-pointing arrow between the two lists.

 

Moderator notification emails

Specify email addresses of moderator in the Notification R ecipients box to receive a notification whenever a booking request is made for this resource.

 

Setting operation hours

Operation hours are the hours during the week when a facility is available for use. To set the hours of availability click the “Operation Hours” link to go to the Operation Hours section.

 

Resources may be available all the time, in which case the operation hours are “All hours”. This is set as being available “From” 0:00 AM “To” 0:00 AM.

 

Alternatively, on some days of the week, a resource may only be available during certain hours. The times when it is available – “From” and “To” – then need to be specified.

 

If the hours of operation are the same for every day of the week, you can simply set the hours for Monday and then click “Copy Monday” to make the times for the rest of the week the same as those on Monday.

 

All hours

Initially, as the default, the operation hours for resources are set to “All Hours”.

 

Set available times

To set the earliest available time for a resource, click the arrows to the right of the “From” box. To set the latest available time for the resource, click the arrows to the right of the “To” box. The available times are set in half-hour units.

 

To copy the times set for Monday to the other days of the week, click “Copy Monday”. To reset the times to the default, click “All Hours”.

Days not available

To indicate that a resource is not available at all on a specific day of the week, click to clear the check box in the Available column. (For example, if the facility is unavailable over the weekend, click to clear the check boxes for Saturday and Sunday).

When you have finished setting the operation hours, click “Save”.

 

Setting custom attributes

Each resource type has custom attributes which record attributes specific to the resource. (For example, a resource type called “Conference Room” could have the following custom attributes: Contact Person; Number of Network Points; Seating Capacity).

 

To go to the Custom attributes section click the “Custom Attributes” link.

 

Enter the requested information by selecting the appropriate check boxes, or typing the relevant data. Finally, click “Save”.

 

Changing resource information

Click the “Admin” tab and select “Resource Set-up” in the view option bar. Select the specific resource in the resource list and click “Edit”. The “Resource Details” page will then be displayed with the details for the selected resource.

 

Do you want to: Change general details Change booking rights Change viewing rights Change operation hours Change custom attributes Delete res ources

 

Changing general details

Click the “General Details” link to go to the General Details section. Make the required changes and then click “Save”.

For more information on the General Details section, see Adding new resources.

 

Changing booking rights

Click the “Booking Rights” link to go to the Booking Rights section. Make the required changes and then click “Save”.

For more information on granting booking rights, see Granting booking rights.

 

Changing viewing rights

Click the “Viewing Rights” link to go to the Viewing Rights section.  Make the required changes and then click “Save”.

For more information on granting viewing rights, see Granting viewing rights.

 

Changing operation hours

Click the “Operation Hours” link to go to the Operation Hours section.   Make the required changes and then click “Save”.

For more information on setting operation hours, see Setting operation hours.

 

Changing custom attributes

Click the “Custom attributes” link to go to the Custom Attributes section. Custom attributes are defined for each resource type. This means that you can change the value of an attribute of a specific resource, but not the type of attribute.   Make the required changes and then click “Save”.   For more information on custom attributes, see Setting custom attributes.

 

Deleting resources

When you delete a resource, all bookings for it are also removed; so delete resources with caution.

 

To delete a resource, select the resource and click “Delete” at the bottom of the “Resource Set- up” screen. A confirmation message is displayed after the resource has been deleted.

 

3.4.Resource Groups #

What are resource groups?

Resources are arranged into Resource Groups, for example, departments  or branches. You can also use any tailored method of categorizing that suits your organization, and name your resource groups accordingly. Resource groups often correspond to the physical arrangement of the various resources. By grouping resources as users visualize them, they can search for specific resources in a simple and logical way.

 

Resource grouping system

Users with the right to add resources need to know which grouping system has been chosen for your site.  To set the system used for grouping resources, click the “Admin” tab and select “Modify Site Settings” in the view option bar. Type a description for the grouping system in the “Resource Location Group Name” box, for example, “Department”, and click “Save”.

 

Adding new resource groups

To add a new resource group, click the “Admin” tab and click “Add” button in the “Resource Location” section of Resource Setup.  The “New Resource Location” page is then displayed.

In the “General Details” section, type the name of the new resource group in the “Name” box. Resource group names must be unique and are restricted to 250 characters in length. They may not contain a double quotation mark (“).

 

Type a description in the “Description” box.   Save the information by clicking “Save”.

 

Viewing resources in a resource group

Click the “Admin” tab and select the specific resource location group in the list and click “Edit”.

The “Resource Location Details” page will then be displayed containing the

details of the selected resource group.   The “List of Facilities” section shows a list of facilities (resources) that belong to this Resource Location group.

 

For more information on how to allocate resources to a group, see  Adding new res ource groups.

 

Changing resource group details

Make the required changes and then click “Save”.

For more information on the General Details section, see  Adding new res ource g roups.

 

Deleting resource groups

To delete a resource group, select the group in the “Resource Location” section and click “Delete”.   A confirmation message is displayed after the resource location group has been deleted.

 

Important note: Resources do not have to belong to a Resource Location Group so deleting a resource group does not delete the resources in that group, it merely removes the group reference.   First remove the group reference from the resource, otherwise you cannot delete the resource location group because it has resources assigned to it

3.5.User Management #

What are users?

Users are those people to whom you give permission to access your ezbook site. They may be members of your organization, or they could be clients whom you allow to self -register as users of your ezbook site. Each user has a unique logon name and password.

 

There are two types of user:

Administrator Users

There must be at least one Administrator, who has c omplete control of the booking system. There is no limit to the number of Administrators you can have, but in most firms it will be practical to have more than one. They set-up the firm’s EZBook system, define the resources and descriptions and allocate the level of rights for General Users.

General Users

The Administrator(s) can limit the rights of General Users in relation to what resources they can book. Additional information is given under  User permissions .

 

Similar types of general users can be grouped together in user groups. Permissions to book various resources can then be given to the group as a whole. For more information on user groups, see What are user groups ?

 

Adding new users

There are two ways of adding new users:

  • Users can be allowed to self-register.
  • The Administrator can add each user.

 

Allowing users to self-register

Self-registration is the process by which people can be allowed to register themselves as general users of an ezbook site. They can create their own logon accounts, which can save the Administrator time and effort. It also means that a public ezbook site can be made available to those people who need to use the booking resources but who have not been predefined as general users by the Administrator. (An example of an appropriate situation for self -registration might be for the public booking of a limited number of places at a seminar).

 

To allow anybody to register, the Administrator must enable self-registration, but must not provide a self-registration password. On the logon page, self-registration users should click “Create Logon” and then type their own details and password.

 

To provide some control over who may register, the Administrator can enter a password to restrict self-registration access. This password should then be disclosed only to permitted users who enter the password after clicking “Create Logon”, when they create their own logon account.

 

To allow users to self-register, the Administrator should click the “Admin” tab, and select “Modify Site Settings” in the left-hand navigation panel. Select the “Allow users to self -register” check box. Type the self-registration password in the “Pas sword” box, if required.

 

Adding users

To create a new user account, the Administrator should click the “Admin” tab and click “Add” in the User section in the User Setup and the page and the “New User” page is displayed.

 

In the “General Details” section, type the full name of the user in the “User Name” box and the logon name of the user in the “Logon Name” box. The remaining details in the “General Details” section are optional. Record the information by clicking “Save”.

(Each logon name must be unique and is restricted to 20 characters in length).

 

Passwords

Type a password for the user in the “Logon Password” box, and confirm the password by typing it again in the “Confirm Password” box. Click “Save”.

(Passwords in ezbook are restricted to 10 alphanumeric characters, and are case-sensitive).

 

Contact details

If you want the user to receive system or user-to-user messages, type the user’s e-mail address in the “e-mail Address” box. You may type a contact phone number or extension in the “Phone Number (s)” box, and type descriptive information about the user in the “Supplementary  Info” box. To record this information, click “Save”.

 

User Permissions

The two administrative levels for users are:

  • Administrator
  • General User

The initial creator of an ezbook site is automatically made an Administrator. There must always be at least one Administrator.  Later any General Users can be given Administrator rights. The site creator can relinquish Administrator rights to another user, provided the other user is first made an Administrator.

 

General Users inherently only have rights to access the booking system. However, they can be granted one or more of the following additional administrative rights:

  • User management
  • Facility management
  • System management
  • Booking management

 

A General User who is granted all four rights effectively becomes another Administrator.

To grant a General User additional administrative rights click the “Permissions” link to go to the Permissions section.

To make a General User an Administrator User select “Administrator” in the “Admin Level” drop-down list.

To grant a General User permission to create new accounts, delete existing users and change user details, select the “Manage Users” check box.

To give a General User permission to create new resources to be booked, delete existing resources and update the configuration and other details for the existing resources, select the “Manage Facilities” check box.

To give a General User permission to update the system preferences and settings, select the “Manage System Settings” check box.

To give a General User permission to cancel bookings made by other users, select the “Cancel Bookings” check box.

When you have finished granting permissions to the user, click “Save” to submit the changes.

 

Group Membership

Any user can belong to one or more User Groups. Group membership can be controlled either from the Group’s perspective or the user’s. For information about creating User Groups, see Adding new User Groups .

 

To place a User in one or more groups, click the “Group Membership” link to go to the Group Membership section.

 

To add a User to a User Group, select the relevant group in the “Available Groups” list.

(Hint: You can select all the User Groups by clicking the first one in the list, and holding down the SHIFT key while clicking the last one in the list. Alternatively, click the first one in the list, and hold down the CTRL key while making further selections.)

 

After selecting the User Groups, move them into the “Member of” list by clicking the right – pointing arrow between the two lists.

 

To remove a user from a User Group, select the relevant User Group in the “Member of” list, and click the left-pointing arrow between the two lists.

 

When you have finished assigning the User to the User Groups, click “Save”.

 

Changing user information

Click the “Admin” tab and in the User section in the User Setup, select the relevant user in the users list and click “Edit”. The “User Details” page is then displayed, with the details of the selected user.

 

For additional information see: Changing user passwords Changing user permissions Changing group membership Deleting users

 

Changing user passwords

On the “User Details” page, click “Change Password” to open the “Edit User Password” dialog box. Type the user’s new password in the “Password” box, and confirm the new password by retyping it in the “Confirm Password” box. Click “Save”.

 

Changing user permissions

On the “User Details” page click the “Permissions” link to go to the Permissions section. Make the required changes and then click “Save”. For information on granting user permissions, see  User permissions .

 

Changing group membership

On the “User Details” page click the “Group Membership” link to go to the Group Membership section. When you have made the required changes, click “Save”.

 

For information on assigning Users to User Groups, see  Group membership.

 

Deleting users

To delete a user, click “Delete” at the bottom of the “User Details” page. You will be required to confirm the deletion by clicking “OK” at the prompt. A confirmation message is displayed after the user has been deleted.

3.6.User Groups #

What are user groups?

A user group is a set of users. When booking or viewing rights are allocated to a user group, each member of the group acquires those rights. Users may be moved in and out of a group, when their roles in the organization change. In this way, the Administrator can avoid having to re-assign permissions to individual users.

 

For example, the Administrator may create a user group called “Training” and give it exclusive rights to book training rooms. When new trainers are employed, they are added to this user group and are thus automatically given the right to book training rooms.

 

Adding new user groups

To add a new user group, click the “Admin” tab and in the User Setup in the User Group section, click “Add”.  The “New User Group” page is displayed. In the General Details section, type the name of the new user group in the “Name” box. User group names must be unique and are restricted to 250 characters in length and these may not contain a double quotation mark (“). You may optionally type a descriptive paragraph about the user group in the “Description” box. Then submit the information by clicking “Save”.

 

Adding users to user groups

Click the “Admin” tab and in the User Setup in the User Group section, select the specific user group in the list and click “Edit”. The details of the selected user group are displayed on the “User Group Details” page.

 

To add users to the group click the “User Membership” link to go to the Membership section. To add a user to the group, select the user in the “Available (Non-Members)” list.

A user can belong to one or more groups.

(Tip: To select more than one user, click the first name in the list, and hold down the CTRL key while making further selections).

 

Move the user name or names into the “Members” list by clicking the right-pointing arrow between the two lists.  To remove a user from the user group, select the user in the “Members” list, and click the left-pointing arrow between the two lists.  When you have finished assigning users to the user group, click “Save”.

 

Changing user group membership

Click the “Admin” tab and in the User Setup in the User Group section, select the specific user group in the list and click “Edit”. The details of the selected user group are displayed on the “User Group Details” page.  Make the required changes and then click “Save”.

For information on adding users to user groups, see  Group Membership.

 

Deleting user groups

Click the “Admin” tab and in the User Setup in the User Group section, select the specific user group in the list and click “Delete”. A confirmation message is displayed after the user group has been deleted.

 

Important note: Deleting a user group does not delete the users in the group.

3.7.System Settings #

Displaying the full organization name

The full name of your organization is displayed on your logon page and in the browser title bar. To specify the full name, click the “Admin” tab, and select “Modify Site Settings” in the view option bar. Type the full organization name in the “Full Organization Name” box. The name may have a maximum length of 250 alphanumeric characters.

 

Linking to your Home page

You can put a link to your organization’s web site, Intranet site or any other web page on your ezbook logon page.

To create a link to a web site on your logon page, click the “Admin” tab, and select “Modify Site Settings” in the view option bar. Type the full URL of the site you’d like to link to in the “Organization URL” box.

 

Allowing users to self-register

 

For information on self-registration, see Adding new users.

Users can be added individually by the Administrator, or can be allowed to self -register. To allow users to self-register, click the “Admin” tab, and select “Modify Site Settings ” in the view option bar. Select the “Allow users to self-register” check box. Type the self-registration password in the “Password” box.

 

Important: When notifying users that they need to register themselves on ezbook, remember to provide them with the self-registration password.

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