WebPlanboard User Manual
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Booking status
The 'Booking status' frame contains fields on the status of the booking and some addition general information.
Index field
The application assigns each booking a unique identifier.
The identifier is a combination of the date and time the booking was first made which might be followed by a sequence number.
For example 20230103-153159-1 means the booking was made on 3 January 2023 May at 15:31 and 59 seconds, with sequence number 1.
If two bookings were made in the same second then the second booking gets the sequence number 2 etc.
If an organisation does the planning with several departments then a label might appear at the end of the identifier in order to determine which department was responsible for the booking.
Status, Result and Web message fields
Tip: Check the 'Status' checkbox in 'Select items' to see the status of a booking in the timetable.
Tip: Check the 'Show booking status icon' checkbox in 'Select items' to see the booking status icon, which is a coloured circle, in the timetable.
Scheduled status
Normally the standard status of a booking is: Scheduled.
This implies that the Webber has registered the booking and also validated it.
The booking has an green status circle.
Tip: Check the 'Show normal scheduled bookings' checkbox in 'Filter bookings' in order see the scheduled booking in the timetable.
Unknown and Not Submitted status
This status appears when you enter a new booking.
You can click the Booking form button or on a date-time slot in the timetable.
The booking has an orange status circle.
Incorrect status
When you submit a booking (by clicking the 'Book' button), the Webber checks whether the booking details are OK.
If the data is incorrect the booking gets the status Incorrect.
The booking has an orange status circle.
A common reason for an incorrect booking is that you have failed to enter a compulsory field.
The 'Result' and 'Result description' fields give an explanation or hint on what the problem is.
In the figure you can see that the booking has been rejected.
Cancelled status
This implies that the booking has been cancelled.
The booking no longer plays an active role in the timetable and cannot cause potential conflicts with other bookings.
The booking has a black status circle.
Tip: Check the 'Show cancelled bookings' checkbox in 'Filter bookings' in order see the cancelled booking in the timetable.
Ignored status
This implies that the booking has been ignored.
The booking no longer plays an active role in the timetable and cannot cause potential conflicts with other bookings.
The booking has a light grey status circle.
Tip: Check the 'Show ignored bookings' checkbox in 'Filter bookings' in order see the cancelled booking in the timetable.
Not scheduled status
This implies that the booking is not scheduled.
The booking plays no active role in the timetable and cannot cause potential conflicts with other bookings.
The booking has an orange status circle.
Tip: Check the 'Show not scheduled bookings' checkbox in 'Filter bookings' in order see the not scheduled booking in the timetable.
Tip: Een niet-geroosterede boeking krijgt standaard een index met voorvoegesel jaar en periode, in het voorbeeld ziet u "18_1".
Het voorvoegsel verdwijnt zodra de boeking is geroosterd.
Tip: Een boeking met status genegeerd of geannuleerd was daarvoor altijd een geboekde boeking maar een niet-geboekte boeking kan een nog niet geboekte- of een ontroosterde-boeking zijn.
Warning: Indien u een boeking ontroostert dan krijgt deze zijn oorspronkelijke keuze terug. Voorbeeld:
- Een boeking is geboekt op maandag maar de oorspronkelijke boeking had de keuze maandag of dinsdag.
- U ontroostert de boeking.
- Als u de boeking opnieuw boekt zou deze op de dinsdag geboekt kunnen worden.
Conflicting status
When you click the Book button the WebPlaner can check whether the booking causes conflicts with other bookings.
The check is ignored if the setting 'Allow conflicts' in the 'Ignore or allow conflict' frame at the bottom of the booking form is checked.
The check is also activited if the setting 'Allow conflicting bookings' in the 'Manipulate booking' frame is checked (before opening the Booking form).
If the booking causes a conflict the booking remains Not scheduled and a conflict notifications appear.
The Result fields shows 'Could not book this not-scheduled booking'.
The Result field provides more detail such as: 'Room(s) 200 are already reserved...'.
Tip: For explanation on booking with the setting 'Allow conficts' checked see: Ignore or allow conflict
'Show conflicting bookings' button
Klik the 'Show conflicting booking' button to get information on the bookings that participate in the conflict.
Each row represents 1 booking.
In the figure you see that conflict occurs between two bookings on 12-01-2023 between 11:00 and 12:00.
The first booking is between 10:00 and 12:00 and the second is between 11:00 and 13:00 but both want to use the same room LV.1.200.
Show (booking) button
In the conficts table you see a 'Show' button on the right side of each booking.
Click the 'Show' button in order to open an additional Booking form with the booking you wish to inspect and maybe modify.
In the figure you see the new booking in Booking form 2 and the previously scheduled booking in Booking form 1.
Tip: In order to resolve the conflict it is sometimes easier to modify the previously scheduled booking.
Comment field
Enter comments relevant for the general timetable viewers.
In thefigure you see that comment "Seminar on conserving energy in the building" is intended for all viewers.
Comment field read only
The comment field might also be read-only for a particular user group depending on its settings.
Tip: This might be useful when only a limited group of users are allowed to modify this field. Other planners for example.
Internal comment field
The internal comment field is intended for a smaller group of persons, personnel of the planning department for example.
In the figure you see that the comment "A lunch-buffet should be provided" is intended for internal use.
Warning: The Internal comment field is normally not intended for public viewing.
This is determined by a user group configuration setting.
Booker code
In the booker code field you can see who made or last modified this booking. In the figuur you see that John Smith men is the booker.
Tip: It is good practice a bookers to use the personal login account to be able to track who did what in the case of multiple planners or bookers.
Modification time
In the Modification time field you can see the date and time the booking was made or last modified. The figure shows that the booking was modified by John Smith on 20 April 2023 at 17:11.
Tip: The Bookers code field shows the last persoon who modified the booking.
Booking sort
You can make the following basic sorts of bookings: A normal (standard) booking and a non-available/non-desirable booking.
- Click the arrow on the right hand side of the booking sort field and select the booking sort you desire.
- Your selection appears in the Booking sort field
Tip: You can view the bookings of a particular sort by checking the box of the desired sort in the 'Filter bookings' of 'More options'.
In the figure below you can see that the Booking sort will be visible in each booking and that both scheduled normal (standard) and scheduled (non) availabile/desirable bookings are to appear in the timetable.
Tip: You can see what sort a particular booking is by checking the box of the 'Sort' option in 'Select items'.
In the figure below you can see in the timetable that the Booking sort is 'Not available provider' implying that person Arets will be absent at the given time.
Below follows an explanation on the various booking sorts.
Standard booking
Standard or Normal implies that the Web-Planboard will reserve the selected resources at the given times.
If someone tries to book the same resources at the same times a conflict will be generated and the booking declined unless overruled by an 'ignore conflicts' request.
Not Available booking
Not available implies that the Web-Planboard will block the selected resources at the given times.
If someone tries to book the same resources at the same times a conflict will be generated at the booking declined unless it is overruled by 'ignore conflicts'.
The advantage of using the Not available sort is that these blocked bookings can easily be made non-visible to standard viewers of the Timetables yet remain visible to other users such as staff and planners.
This difference can be arranged using the configuration settings of the different user groups.
You can select Not available for the following kinds of resource: provider, consumer, device, room, activity and group.
A further explanation for the Not available Activity sort is given below since it has a slightly different meaning than for the other resources.
Not availabile activity
'Not available activitybeschik' works differently than 'Not available' for other resources.
In tegenstelling tot de andere middelen, werkt 'Niet beschikbaarheid activiteit' altijd in combinatie met een andere soort middel.
U maakt bijvoorbeeld een boeking met activiteit A1 en ruimte R1:
- In dit geval is het niet toegestaan om boekingen van ruimte R1 met activiteit A1 op de aangegeven tijdstippen te maken want dit oorzaakt een conflict.
- Het is wel toegestaan om een boeking van ruimte R1 met een andere activiteit, bijvoorbeeld A2, op de aangegeven tijdstippen te maken want dit oorzaakt geen conflict.
U maakt bijvoorbeeld een boeking met activiteit A1 en medewerker M1:
- In dit geval is het niet toegestaan om boekingen van medewerker M1 met activiteit A1 op de aangegeven tijdstippen te maken want dit oorzaakt een conflict.
- Het is wel toegestaan om een boeking van medewerker M1 met een andere activiteit, bijvoorbeeld A2, op de aangegeven tijdstippen te maken want dit oorzaakt geen conflict.
Hieronder een voorbeeld
- De planner heeft te horen gekregen dat Oveleg3 mag in de Ridderzaal op 3 oktober 's ochtends niet plaatsvinden.
- De planner maakt een boeking van soort 'Niet beschikbaarheid activiteit'.
- De planner heeft de boeking geboekt.
- De planner probeert later (per ongeluk) toch Overleg3 in de Ridderzaal te boeken .
- De Webber staat dit niet toe.
- De planner probeert Overleg3 in de Ambassadeurszaal te boeken en dat lukt wel!
Tip: Het is mogelijk om meerdere activiteiten in een boeking aan te geven.
Tip: Het is mogelijk om meerdere ruimten in een boeking aan te geven. Dit geldt ook voor medewerkers, apparaten en groepen.
Tip: Het is mogelijk om meerdere soorten middelen aan te geven. Bijvoorbeeld een ruimte en een persoon.
Let op: Om boekingen van soort 'niet beschikbaarheid activiteit' in het roosterweergave te bekijken moet u de instelling 'Toon geroosterde beschikbaarheidsboekingen' aangevinken.
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