event scheduling system - voloper creationsthis document, as well as the software described in it,...

Event Scheduling System 4.0 User Guide

This document was produced by Voloper Creations Inc.

© 2000 – 2009 Voloper Creations Inc. All Rights Reserved

Brands or product names are trademarks or registered trademarks of their respective holders.

The information contained herein is the property of Voloper Creations Inc. Except as specifically authorized in writing by Voloper Creations Inc. , the holder of this document shall: i) keep all information contained herein confidential, and ii) protect the information, in whole or in part, from disclosure and dissemination to all third parties except where otherwise authorized.

This document, as well as the software described in it, is furnished under license and may only be used or copied in accordance with the terms of such license. The information in this document is provided for informational purposes only, is subject to change without notice, and should not be construed as a commitment by Voloper Creations Inc.

© 2009 Voloper Creations Inc.

Table of Contents

Section 1: Welcome to the Event Scheduling System v4.0 ................................... 5 Thank you for choosing the Event Scheduling System!................................................... 5

Increase Event Reservations ................................................................................... 5 Provide Complete Access ........................................................................................ 5

Version 4.0 Features................................................................................................. 5 Accessibility: Version 4.0 is Fully WCAG and WAI Compliant ........................................ 5

Section 2: The Event Scheduling System Front-end Interface ............................... 7 The Event Scheduling System Main Page ..................................................................... 7 Booking an Appointment ........................................................................................... 8 The Add Reservation Page ......................................................................................... 9 The Client Sign-up and Login Page.............................................................................10 The Client Sign-up Details Page.................................................................................11 The Event Scheduling System Shopping Basket ...........................................................12 The Credit Card Payment Page..................................................................................13 The Reservation Confirmation Page............................................................................14 The Reservations List...............................................................................................15 The Client Reservation Details Page ...........................................................................16 The Professionals Login Page ....................................................................................17 The Professionals Main Page .....................................................................................18 The Professional Reservation Details Page...................................................................19 The Professional View Scheduler Page ........................................................................20 The Professional View Reservations Page ....................................................................21 The Professional Admin Request Page ........................................................................22 The Professional Change Password Page.....................................................................23 The Professional Edit Profile Page ..............................................................................24

Section 3: Configuring General Settings ...........................................................25 Configuration Setup.................................................................................................25

Choosing Themes .................................................................................................26 Section 4: Managing Services .........................................................................28

Adding a New Service ...........................................................................................28 Editing Service Details...........................................................................................29 Deleting A Service Entry........................................................................................29

Section 5: Managing Locations........................................................................30 Adding a New Location ..........................................................................................30 Managing Exception Dates .....................................................................................31 Editing Location Details .........................................................................................31 Deleting A Location Entry ......................................................................................32 Managing Location Services ...................................................................................32

Section 6: Managing Professionals...................................................................33 Adding a New Professional Profile............................................................................33 Editing a Professional Profile ..................................................................................34 Deleting A Professional Entry..................................................................................34 Managing Professionals and Services .......................................................................35 Managing Existing Services for a Professional ...........................................................36

Section 7: Managing Schedules & Reservations .................................................37 Establishing Work Time Schedules .............................................................................37

Using the Work Time Search Function......................................................................37 Adding a New Work Time Period .............................................................................37 Editing Work Time Details......................................................................................38 Deleting a Work Time Entry ...................................................................................39

Managing Reservations ............................................................................................39 Editing Reservation Details ....................................................................................40 Deleting a Reservation ..........................................................................................40


Section 8: Managing Clients & Sign-up Fields ....................................................41 Managing Client Profiles .......................................................................................... 41

Adding a New Client ............................................................................................. 41 Editing a Client Profile .......................................................................................... 42 Deleting a Client Entry.......................................................................................... 42

Managing Sign-up Fields.......................................................................................... 43 Section 9: Managing Credit Cards & Orders ......................................................44

Managing Credit Cards ............................................................................................ 44 Adding a New Credit Card ..................................................................................... 44 Editing a Credit Card ............................................................................................ 45 Deleting a Credit Card Entry .................................................................................. 45

Managing Event Scheduling System Orders ................................................................ 45 Viewing Order Details ........................................................................................... 46 Updating Order Payment Status (All Items) ............................................................. 47 Updating Order Payment Status (Individual Item)..................................................... 47 Deleting a Order Entry.......................................................................................... 48

Section 10: Managing Front-end Pages ............................................................49 Configuring a Module Page....................................................................................... 49

Section 11: Managing Autoresponders .............................................................52 Configuring an Autoresponder .................................................................................. 52

Section 12: Internet Marketing Toolkit Integration.............................................53 Adding the Internet Marketing Module .................................................................... 53

Section 13: Talk to Us ...................................................................................54 Section 14: The Web Content Editor Toolbar Page .............................................55 Index ..........................................................................................................56


Section 1: Welcome to the Event Scheduling System v4.0

Thank you for choosing the Event Scheduling System! The Event Scheduling System is a comprehensive venue and event management solution for organizations of all sizes, from small- and medium- sized establishments to large enterprise systems. This powerful and easy-to-use scheduling tool uses the .NET platform and allows you, the Site Administrator, to securely manage, actively track and accurately report any of your organization’s events, resulting in increased event attendance, more successful marketing strategies, improved staff productivity and increased event response.

Event Scheduling System v4.0 has everything you need to get started in web-based event management: the Event Scheduling System front-end interface has an easy-to-use appointment setting system that uses AJAX technology, enhancing your Web pages’ interactivity, speed, and usability, and the robust Administration back-end interface has a easily configurable set of Pages that manages locations, services, service professional, and client information securely and efficiently.

The Event Scheduling System v4.0 module features out-of-the-box integration with our OpenSites and Online Business Solution packages, allowing you to provide a full-service web offering for your clients and site visitors. If you are looking for an event planning and management solution that incorporates best-of-breed technologies and strategies, the Event Scheduling System v4.0 is by far the most powerful and cost-effective system available in today’s market.

Increase Event Reservations

Reach customers from around the world with no geographical boundaries

Accept credit card payments easily through the built-in Online Payment Process

Engage your clients in conversation through the integrated Message System

Provide Complete Access

Give Service Professionals complete control of their schedules & payment options

Provide clients complete access to event details and registration profiles

Allow both to completely customize and configure event and calendar options

Use the Event Scheduling System to schedule rooms and other physical resources efficiently without double-booking, manage meetings and events, display online calendars, schedule services like catering or salon appointments, handle the billing details for each event, and much more.

Event Scheduling System v4.0 has been created to offer a fully configurable, feature-rich solution for site visitors, clients and service professionals. It has been designed to be intuitive and easy to use, even for the novice Web user, saving you hours of time and giving you more control over online registration and attendee management.

Version 4.0 Features

Accessibility: Version 4.0 is Fully WCAG and WAI Compliant

We are concentrating our major efforts on Web Accessibility, to allow those with disabilities to effectively receive information from websites. Our Web Accessibility Initiative involves converting the Event Scheduling System front-end interface to be fully compliant with priority Level 1 and 2 of W3C Web Accessibility1 Guidelines. Event Scheduling System 4.0 has been fully rearchitected to ensure compliance with these guidelines. You can download our Accessibility White Paper from our Client Intranet or ask your Internet Consultant for a copy.


Once you have configured the Event Scheduling System module, let us help you promote your site with one of our Search Engine Optimization (SEO) and e-Marketer initiatives to optimize your site presence and productivity.

The success of your online business depends on a great product and a company that provides clear-cut solutions focused on catering to your needs. We promise to provide you both. Thank you for choosing us as your content management provider.


Section 2: The Event Scheduling System Front-end Interface

The Event Scheduling System Main Page

Figure 2-1 The Event Scheduling System Main Page

The Event Scheduling System Front-end Interface Main Page (Figure 2-1) serves as a jump-off point for your website visitors: potential clients and service professionals. Visitors click on either the Professionals Login Here button to access the Service Professionals interface or the Book an Appointment button to proceed to the reservation process.


Booking an Appointment

Figure 2-2 The Appointment Booking Page

A site visitor can book an appointment by clicking the Book an Appointment button to display the Appointment Booking Page (Figure 2-2). Site visitors select the service, location and service professional they would like to book by selecting each item from their respective drop-down Pages. Clicking the Get Calendar button displays the Appointments Calendar (Figure 2-3) for each professional.


The Add Reservation Page

Figure 2-3 The Add Reservation Page

The Appointments Calendar within the Add Reservation Page (Figure 2-3) allows site visitors to view the their selected service professional’s schedule for the current week.

Site visitors can customize the Appointment Calendar view by clicking on any of the interval links (15 MINS, 30 MINS or 1 HOUR).

To book an appointment, site visitors simply click on a Reserve link within the calendar to book the appointment. The number beside the Reserve link displays the capacity (number of slots) available for each time period.

Once a site visitor has clicked the Reserve link. The link is automatically updated and displays the time slot status as Booked. The message Reservation Added will be displayed.


The Client Sign-up and Login Page

Figure 2-4 The Client Sign-up & Login Page

Once a client has successfully booked a reservation, they must login or create an account to pay for the booked appointment. New clients can click the Sign-up link to display the Client Sign-up and Login Page (Figure 2-4). Clicking on the Sign-up for New Account link displays the Client Sign-up Details Page (Figure 2-5).

Returning clients click on the Login link to display the Client Sign-up and Login Page Figure 2-4). They then enter their E-Mail address and password information in the E-Mail and Password fields. Optionally, they can check the Remember Me checkbox to allow the Event Scheduling System to keep a cookie with their user information in it to remember their E-Mail address on their next login.

Users who have forgotten their Event Scheduling System password can enter their E-Mail address in the Forgot Password section and a copy of their password will be sent to their E-Mail address once verified.


The Client Sign-up Details Page

Figure 2-5 The Client Sign-up Details Page

The Client Sign-up Details Page (Figure 2-5) requires new clients to provide the following information to complete the reservation process: E-Mail, Password, First Name, Last Name, Address, Address 2, City, State, Zip, Country, and Phone Number. They can also select a language from the Select Language drop-down Page. They can also check the Receive Reminders checkbox to enable the Event Scheduling System Autoresponder System to automatically send them reminders of all their future appointments.


The Event Scheduling System Shopping Basket

Figure 2-6 The Eschduler Basket

Once new users have successfully created an account and returning clients have successfully logged in, they can click on the Basket link to view the contents of their Event Scheduling System Basket (Figure 2-6).

The Event Scheduling System Basket (Figure 2-6) allows clients to view the details of all their reservations. They can choose to delete a booking by clicking on the appointment’s assigned Delete icon. Once they have verified the details of their order, users click the Continue button to proceed with the Reservation Process.


The Credit Card Payment Page

Figure 2-7 The Credit Card Payment Page

If the Site Administrator has enabled credit card payments to be processed online in the System Config Page (Figure 3-1), clients are required to provide a method of payment to complete the reservation process.

The Credit Card Payment Page (Figure 2-7) requires clients to provide their payment information.

Clients must provide the following payment information: Credit Card Type, Credit Card Number, CCV Number, Name Appearing on Credit Card, and Expiry Date.

Once they have provided their credit card details, clients click the Submit button to be redirected to the Reservation Confirmation Page (Figure 2-8).


The Reservation Confirmation Page

Figure 2-8 The Reservation Confirmation Page

The Reservation Confirmation Page (Figure 2-8) will be displayed when the Reservation Process is completed. If the Site Administrator has not enabled credit card payments to be received (Pay On Site option), this page will be displayed once a client has booked a reservation.


The Reservations List

Figure 2-9 The Reservations List

The Reservation Confirmation Page (Figure 2-8) will be displayed when the Reservation Process is completed. If the Site Administrator has not enabled credit card payments to be received (Pay On Site option), this page will be displayed once a client has booked a reservation.

Clients can view the details of their reservations by clicking on the Magnifying Glass icon assigned to an appointment, which displays the Client Reservation Details Page (Figure 2-10).

The Reservation List Page also has built-in RSS (Real Simple Syndication) functionality. It is equipped with an RSS feed that allows site visitors to subscribe to the feed by adding the feed's URL (Uniform Resource Locator or the web address) to their RSS reader. To subscribe, a site visitor clicks on the RSS icon found within the Reservations List Page. This opens the XML (Extensible Markup Language) file for the RSS feed and displays the URL of the RSS feed in their Internet browser's Address field. They can then add this URL to their list of feeds in their RSS reader to receive updates every time new content is added to the Reservation List Page.


The Client Reservation Details Page

Figure 2-10 The Client Reservation Details Page

The Client Reservation Details Page (Figure 2-10) provides clients with details on each appointment. It displays the following details: Service Name, Location Name, Professional Name, Client, Start and End Dates, Reservation Date, and Payment Status.

Clients can get an iCal version (iCal is a standard calendar format compatible with most calendar applications such as MS Outlook) of the appointment by clicking the iCal link. This prompts them to open or save the .ics file containing the appointment details. To save the appointment in a calendar application, clients click on the Save button within the Download File dialog box to save a copy of the file on their local computer and their calendar application will be automatically updated.

Clients can also send a note to the service professional they have booked with by entering a text message in the Client Note field. Clicking Update Note automatically sends a copy of the note to the service professional.


The Professionals Login Page

Figure 2-11 The Professionals Login Page

The Professionals Login Page (Figure 2-11) will be displayed once a professional has clicked on the Professional Login button from the Event Scheduling System Main Page (Figure 2-1).

Professionals enter their E-Mail address and password information in the E-Mail and Password fields to access the Event Scheduling System. If they have forgotten their password, they can enter their E-Mail address in the Forgot Password section and a copy of their password will be sent to their E-Mail address upon verification.


The Professionals Main Page

Figure 2-12 The Professionals Main Page

The Professionals Main Page (Figure 2-12) serves as a dashboard for the service professional, displaying a daily calendar, as well as all the appointments scheduled for today.

Professionals can easily navigate through the calendar by clicking the and arrows to navigate within the calendar. They can also customize the calendar view by clicking the 15MIN, 30 MIN, and 1 HOUR links to view calendar times at specific intervals.


The Professional Reservation Details Page

Figure 2-13 Professionals Reservation Details Page

To view the details of each appointment, professionals can click on the View Details link of the Daily Calendar or click on the Magnifying Glass icon for any of the appointments in the Appointments Today section. This displays the Professional Reservation Details Page (Figure 2-13) which provides professionals with details on each appointment. It displays the following details: Service Name, Location Name, Professional Name, Professional, Start and End Dates, Reservation Date, and Payment Status.

Professionals can get an iCal version (iCal is a standard calendar format compatible with most calendar applications such as MS Outlook) of the appointment by clicking the iCal link. This prompts them to open or save the .ics file containing the appointment details. To save the appointment in a calendar application, professionals click on the Save button within the Download File dialog box to save a copy of the file on their local computer and their calendar application will be automatically updated.

Professionals can also send a note to the client by entering a text message in the Professional Note field. Clicking Update Note automatically sends a copy of the note to the service professional.


The Professional View Scheduler Page

Figure 2-14 The Professionals View Reservations Page

The Professional View Scheduler Page (Figure 2-14) allows professionals to view the Weekly Calendar as well as view all appointments by location by selecting a location from the Location drop-down Page. The Professional View Scheduler Page is accessible from the View Scheduler link within the Professional Main Page.


The Professional View Reservations Page

Figure 2-15 The Professionals View Reservations Page

The Professional View Reservations Page (Figure 2-15) allows professionals to view the Reservations List, accessible from the View Reservations link within the Professional Main Page.

The Reservations Link provides the Location, Service Name, Client Name, Start Time and End Time for each reservation. To view the details of each reservation, service professionals can click on the Magnifying Glass icon assigned to each reservation, which displays the Reservation Details Page (Figure 2-13).


The Professional Admin Request Page

Figure 2-16 The Professionals Admin Request Page

The Professional Admin Request Page (Figure 2-16) allows professionals to send administrative requests to the Site Administrator. This page is accessible through the Professional Main Page by clicking on the Send Request to Admin link. Professionals can enter the details of their request in the Request textbox. Clicking the Submit button automatically sends the request to the Site Administrator.


The Professional Change Password Page

Figure 2-17 The Professionals Change Password Page

Professionals can change their password settings through the Change Password Page (Figure 2-17), accessible through the Professional Main Page by clicking on the Change Password link. Service Professionals are required to enter their E-Mail address, their current password, a new password and to retype their new password to successfully complete a password change.


The Professional Edit Profile Page

Figure 2-18 Professionals Edit Profile Page

Professionals can edit their profile settings through the Professional Edit Profile Page (Figure 2-18), accessible through the Professional Main Page by clicking on the Edit Profile link. The following fields can be edited: First Name, Last Name, and E-Mail address. They can also update their profile write-up in the Profile text area. (HTML can be used to format and style a write-up). If the Event Scheduling System has been enabled to display in multiple languages, the Profile text area will be displayed in each language.


Section 3: Configuring General Settings

Configuration Setup

Figure 3-1 The System Configuration Page

The System Configuration Page (Figure 3-1) allows you to customize the following settings: Administrator E-Mail, Data Storage Period, Tax Names, Tax Percentages, Currency Symbol, and CCV (Credit Card Verification) settings.

1) Click the System Configuration hyperlink from the Administration Panel. The Configuration Page (Figure 3-1) will be displayed.

2) Enter a valid E-Mail address in the Administrator E-Mail field. This is the E-Mail address that appears in the From field of all Autoresponder E-Mails.

3) Enter a numeric value in the Keep Data for (months) field. This is the number of months database information will be stored in the Web server.

4) If a professional has chosen to receive online payments, you can charge the customer up to two tax types. Enter a tax name in the Tax 1 Name field. Enter the corresponding tax percentage in the Tax 1 Percentage field. Repeat the same procedure for the Tax 2 Name and Tax 2 Percentage fields. If you intend to use only one tax, leave Tax 2 Name blank and enter 0 in the Tax 2 Percentage field.

5) Enter a currency symbol to be displayed in the Currency Symbol field.

6) Check the CCV Number Required field if you require customers to provide their Credit Card Verification (CCV) Number during checkout. The CCV Number is a three- or four-digit number printed on a credit card as an added security measure.


7) Once you have configured general module settings, click the Submit button. The message Updated Successfully will be displayed.

Choosing Themes

Figure 3-2 The Themes Page

Themes are preset containing graphical appearance details, used to customize the look and feel of (typically) an operating system, widget set or window manager4.You can set themes for the Calendar and Data Tables within the Event Scheduling System.

1) Click Themes from the Configuration Page. The Themes Page (Figure 3-2) is displayed.

2) In the Calendar or Data Tables section, select a Theme Number from the Theme drop-down Page.

To preview available themes, click the View Themes link. The Theme Preview Page will be displayed (Figure 3-3). Note the theme number you would like to use.

3) Click the Update button. The message Updated Successfully will be displayed.


Figure 3-3 The Themes Preview Page


Section 4: Managing Services

Figure 4-1 The Services Page

The Services Page (Figure 4-1) allows you to create and manage services available through your website.

Adding a New Service

1) Click the Services hyperlink from the Administration Panel. The Services Page (Figure 4-1) will be displayed.

2) Click the Add New Service link. The Service Details Page (Figure 4-2) will be displayed.

3) Enter a numeric value in the Price per Duration field to set a price for each block duration (period of time). This price serves as a default rate for the service and will be superceded by the price set by a professional in the Edit Professional Services Page > Price Per Duration field.

4) Select a time period from the Block Duration drop-down Page.

5) Select the number of days to send a autoresponder reminder E-Mail message (configurable in the Autoresponders Page) to the client from the Send Reminder drop-down Page.

6) Check the Active checkbox to make the service available in the Front-end interface.

7) Enter a name in the Service Name field.

8) Create a Service Description Page using the WCE. Use the WCE tools to format and style content within the Profile Page.Enter a custom reminder message for the service in the Reminder Message field. If you would like to use a standard reminder message for all reservations, use the Reminder Autoresponder field in the Autoresponders Page. Reminders will not be sent if the customer has not checked the Would you like to Receive Reminders for your Bookings? checkbox in the Front-end interface Sign Up Page.

9) Click the Add/Update button. The message Updated Successfully will be displayed.


Editing Service Details

Figure 4-2 The Services Details Page

1) Click on the Services link in the left navigation pane within the Administration Panel. The Services Page (Figure 4-1) will be displayed.

2) Find the service name in the Services Page and click its assigned Edit icon . The Service Details Page will be displayed (Figure 4-2).

3) Edit the necessary fields, and click the Submit button. The message Updated Successfully will be displayed.

Deleting A Service Entry

1) Click on the Services link in the left navigation pane within the Administration Panel. The Services Page (Figure 4-1) will be displayed.

2) Find the service name in the Services List and click the Delete icon assigned to it. A confirmation window will appear.

3) Click the OK button. The selected service will automatically be deleted from the list.


Section 5: Managing Locations

Figure 5-1 The Locations Page

The Locations Page (Figure 5-1) allows you to create and manage different locations and associate services for each location.

Adding a New Location

1) Click the Locations hyperlink from the Administration Panel. The Locations Page (Figure 5-1) will be displayed.

2) Click the Add New Location link. The Location Details Page (Figure 5-2) will be displayed.

3) Enter a name in the Location Name field. Enter the necessary information for the following fields: Address, Address 2, City, State, Zip, Country, Phone, and Fax.

4) Check the Active checkbox to allow the location to be displayed in the Front-end interface.

5) Once you have finished entering the location details, click the Add/Update button. The message Updated Successfully will be displayed.


Figure 5-2 The Location Details Page

Managing Exception Dates

After adding a new location, you can add exception dates for the location through the Exception List (Figure 5-2), which allows you to specify dates when the location is closed.

1) To add an exception date, create a new location in the Locations Page (Please see Adding a New Location above).

2) Click the Back to Exception List link to go back to the Locations Page (Figure 4-1).

3) In the Exception List section, click the Calendar icon to display the Calendar.

4) Select and click the dates the locations will be closed. Click the Add Exception button. The Exception Date will be displayed in the Exception List textarea.

To delete an Exception Date, highlight the date you would like to delete and click the Delete Exception button. The Exception Date will automatically be removed from the Exception List.

Editing Location Details

1) Click on the Locations link in the left navigation pane within the Administration Panel. The Locations Page (Figure 4-1) will be displayed.

2) Find the location name in the Locations Page (Figure 4-1) and click its assigned Edit icon . The Location Details Page will be displayed (Figure 4-2).



Deleting A Location Entry

1) Click on the Locations link in the left navigation pane within the Administration Panel. The Locations Page (Figure 4-1) will be displayed.

2) Find the location name in the Locations List and click the Delete icon assigned to it. A confirmation window will appear.

3) Click the OK button. The selected location will automatically be deleted from the list.

Managing Location Services

Figure 5-3 The Location Services Page

After you have created a location, you can associate services available at the location through the Services hyperlink.

1) Click the Locations hyperlink from the Administration Panel. The Locations Page (Figure 5-1) will be displayed.

2) Click the Services hyperlink of the location you would like to associate a service with. The Location Services Page (Figure 5-3) will be displayed.

3) Highlight a service under the Services Available column and click the Right Arrow button to move it to the Currently at this Location column. (Please see Section Five for more information on creating and managing services).

4) Use the Left Arrow button to remove a service from the Currently at this Location column.


Section 6: Managing Professionals

Figure 6-1 The Professionals Page

The Professionals Page (Figure 6-1) allows you to create and manage professional profiles and associate services for each professional.

Adding a New Professional Profile

1) Click the Professionals hyperlink from the Administration Panel. The Professionals Page (Figure 6-1) will be displayed.

2) Click the Add New Professional link. The Professional Details Page (Figure 6-2) will be displayed.

3) Enter the professional’s name in the First Name and Last Name fields.

4) Enter an E-Mail address in the E-Mail field.

5) Assign a password for the professional in the Password field.

6) Check the Active checkbox to allow the professional profile to be displayed in the Front-end interface.

7) Create a Professional Profile Page using the WCE. Use the WCE tools to format and style content within the Profile Page. Click the Add/Update button. The message Updated Successfully will be displayed.


Editing a Professional Profile

Figure 6-2 The Location Details Page


2) Find the professional’s name in the Professionals Page (Figure 6-1) and click its assigned Edit icon . The Professionals Details Page will be displayed (Figure 6-2).


Deleting A Professional Entry

1) Click on the Professionals link in the left navigation pane within the Administration Panel. The Professionals Page (Figure 6-1) will be displayed.

2) Find the professional’s name in the Professionals List and click the Delete icon assigned to it. A confirmation window will appear.

3) Click the OK button. The selected professional will automatically be deleted from the list.


Managing Professionals and Services

Figure 6-3 The Add Professional Services Page

After you have created a profile for a professional, you can assign services rendered by the professional through the Services hyperlink.


2) Click the Services hyperlink of the professional you would like to associate a service with. The Professional Services Page (Figure 6-3) will be displayed.

3) Click the View/Add Services tab. Highlight a service under the Services Available column and click the Right Arrow button to move it to the Services Belonging to this Professional column. (Please see Section Five for more information on creating and managing services).

4) Use the Left Arrow button to remove a service from the Currently at this Professional column.


Managing Existing Services for a Professional

Figure 6-4 The Edit Professional Services Page

After you have assigned services to a professional, you can customize time, pricing, and payment options through the Edit Existing Services tab.


2) Click the Services hyperlink of the professional you would like to associate a service with. The Professional Services Page (Figure 6-3) will be displayed.

3) Click the Edit Existing Services tab (Figure 6-4). Select a service from the drop-down Page.

4) Enter a numeric value in the Price per Duration field to set a price for each block duration (period of time). This price supersedes the price set in the Services Page > Price Per Duration (Figure 6-2) field.

5) Enter a numeric value in the Capacity per Block field. This field allows you to limit the number of reservations for a block of time.

6) Select a time period from the Block Duration drop-down Page.

7) Click the Update Service button. The message Updated Successfully will be displayed.


Section 7: Managing Schedules & Reservations

Establishing Work Time Schedules

Figure 7-1 The Scheduled Work Times Page

After you have created locations, services and professional profiles, you can use the Scheduled Work Times Page (Figure 7-1) to create, edit, search, and manage each professional’s schedule at different locations, as well as view all appointments booked within the week through the Work Times Schedule Calendar (Figure 6-2).

Using the Work Time Search Function

You can search the Event Scheduling System database for work time availability by work time period, professional name, and location through the Search for Work Time Availability fields. Enter start and end dates to define a time period, or select a professional name or location to run a specific search. Leave all fields blank to view all results.

Adding a New Work Time Period

1) Click on the Scheduled Work Times link in the left navigation pane within the Event Scheduling System Administration Panel. The Scheduled Work Times Page (Figure 7-1) will be displayed.

2) Click the Add New Work Time Availability link. The Work Time Availability Page (Figure 7-2) will displayed.

3) Select a name from the Professionals drop-down Page.

4) Choose a location from the Locations field.

5) Enter an availability start and end date in the Start Date and End Date fields using the YYYY-MM-DD format. Alternatively, you can also click the Calendar icon to select a date for each field.

6) Select a start and end time for each day from the Start Time and End Time fields.

7) Select an option from the Allow Cancellations field. Choose Not Allowed to disallow any cancellations after a reservation has been scheduled. Otherwise, you can choose to allow cancellations before a certain number of days before the event. Choose a number between 1 to 7 to indicate the number of days before the event when cancellations are allowed.


8) You can set the availability details (work time) for the professional to repeat periodically within the Start and End dates specified by selecting a recurrence type from Recurrence Type drop-down Page. Choose from No Recurrence, Day, Week, Month, or Year.

If you have chosen Day, enter a numeric value in the Repeat Every __ Day field.

If you have chosen Week, enter a numeric value in the Repeat Every __ Week field and check the days of the week the work time will be applied

If you have chosen Month, enter a numeric value in the Repeat Every __ Month field and select from First of the Month or First Sunday of the Month to indicate when the work time will commence.

If you have chosen Year, enter a numeric value in the Repeat Every __ Year field.

9) Click the Add/Update Work Time button. The message Updated Successfully will be displayed.

10) You can add exceptions to the Work Time schedule specified by adding dates to the Exception List. Click the Calendar icon to select an exception date or enter a date using the YYYY-MM-DD format in the Exception field.

11) Click the Add Exception button. The Exception Date will be displayed in the Exception List.

Editing Work Time Details

Figure 7-2 The Work Times Availability Page



2) Find the Location and Professional Name in the Scheduled Work Times Page (Figure 7-1) and click its assigned Edit icon . The Work Time Availability Page (Figure 7-2) will displayed.

3) Edit the necessary fields, and click the Add/Update Work Time button. The message Updated Successfully will be displayed.

Deleting a Work Time Entry


2) Find the Location and Professional Name in the Scheduled Work Times Page (Figure 7-1) and click the Delete icon assigned to it. A confirmation window will appear. Click the OK button. The selected Work Time entry will be deleted from the list.

Managing Reservations

Figure 7-3 The Reservations Page

The Reservations Page (Figure 7-4) allows you to manage client reservations made by customers through the Front-end interface.


Editing Reservation Details

1) Click on the Reservations link in the left navigation pane within the Event Scheduling System Administration Panel. The Reservations Page (Figure 7-4) will be displayed.

2) Find the Location and Professional Name in the Reservations List and click its assigned Edit icon . The Reservation Details Page (Figure 7-4) will displayed showing Service Name, Location,

Professional Name, Client, Client Note, Start Date, End Date, Reservation Date, and Reservation Payment Status.

3) Click the Client Note hyperlink to view or edit client notes created by professionals regarding client requests or preferences.

4) The Notes Section allows you to view and edit notes sent by clients to professionals. After you have finished, click the Update Note button to save your changes to the Client Request Note. The message Updated Successfully will be displayed.

Figure 7-4 The Reservation Details Page

Deleting a Reservation


2) Find the Location and Professional Name in the Reservations Page (Figure 7-1) and click the Delete icon assigned to it. A confirmation window will appear. Click the OK button. The selected Reservation entry will be deleted from the list.


Section 8: Managing Clients & Sign-up Fields

Managing Client Profiles

Figure 8-1 The Clients Page

The Client Page (Figure 8-1) allows you to create and manage client information, as well as view Client Notes.

Adding a New Client

1) Click on the Client link in the left navigation pane within the Event Scheduling System Administration Panel. The Clients Page (Figure 8-1) will be displayed.

2) Click the Add New Client link. The Client Details Page will be displayed (Figure 8-3).

3) Enter client information in the following fields: First Name, Last Name, E-Mail, Password, Address, Address 2, City, State, Zip, Country, and Phone.

4) Select the E-Mail Language from the drop-down Page.

5) Check the Send Reminder checkbox to allow client to receive E-Mail Reminder Messages for each.

6) Click the Submit button. The message Added Successfully will be displayed.


Editing a Client Profile

Figure 8-2 The Client Details Page

1) Click on the Client link in the left navigation pane within the Event Scheduling System Administration Panel. The Client Page (Figure 8-1) will be displayed.

2) Find the client name in the Client Page and click its assigned Edit icon . The Client Details Page will be displayed (Figure 8-2).

3) Edit the necessary fields, and click the Submit Changes button. The message Updated Successfully will be displayed.

Deleting a Client Entry

1) Click on the Client link in the left navigation pane within the Event Scheduling System Administration Panel. The Client Page (Figure 8-1) will be displayed.

2) Find the First and Last Name in the Client Page (Figure 8-1) and click the Delete icon assigned to it. A confirmation window will appear.

3) Click the OK button. The selected Client entry will be deleted from the list.


Managing Sign-up Fields

Figure 8-3 The Sign-up Fields Page

Use the Sign-up Fields Page to specify which sign up fields are displayed and required when a client registers through the Event Scheduling System Front-end interface. You can also specify field width and the order of the sign up fields within this Page.

1) Click on the Sign-up Fields link in the left navigation pane within the Event Scheduling System Administration Panel. The Sign-up Fields Page (Figure 8-3) will be displayed.

2) Enter the field width for each form field in Field Width.

3) Check a field’s Displayed checkbox if you would like the field to be displayed on the front-end interface.

4) Check a field’s Required checkbox if you would like the field to be required to complete registration.

5) Use the and arrows to change the fields order.

6) Click the Submit Changes button to save your selections.


Section 9: Managing Credit Cards & Orders

Managing Credit Cards

Figure 9-1 The Credit Cards Page

Use the Credit Cards Page to create and manage credit payment options available through the Event Scheduling System Front-end interface.

Adding a New Credit Card

Figure 9-2 The Credit Card Details Page

1) Click on the Credit Cards link in the left navigation pane within the Event Scheduling System Administration Panel. The Credit Cards Page (Figure 9-1) will be displayed.


2) Click the Add New Credit Card link. The Credit Card Details Page will be displayed (Figure 9-2).

3) Enter a name in the Credit Card Name field.

4) Click the Submit Changes button. The message Updated Successfully will be displayed.

Editing a Credit Card

1) Click on the Credit Card link in the left navigation pane within the Event Scheduling System Administration Panel. The Credit Card Page (Figure 9-1) will be displayed.

2) Find the credit card name in the Credit Card Page and click its assigned Edit icon . The Credit Card Details Page will be displayed (Figure 9-2).

3) Edit the necessary fields, and click the Submit Changes button. The message Updated Successfully will be displayed.

Deleting a Credit Card Entry

1) Click on the Credit Card link in the left navigation pane within the Event Scheduling System Administration Panel. The Credit Card Page (Figure 9-1) will be displayed.

2) Find the Credit Card Name in the Credit Card Page (Figure 9-1) and click the Delete icon assigned to it. A confirmation window will appear.

3) Click the OK button. The selected Credit Card entry will be deleted from the list.

Managing Event Scheduling System Orders Use the Orders Page to create and manage credit payment options available through the Event Scheduling System Front-end interface.


Viewing Order Details

Figure 9-3 The Orders Page

1) Click on the Orders link in the left navigation pane within the Event Scheduling System Administration Panel. The Orders Page (Figure 9-3) will be displayed.

2) Find the order name in the Orders Page and click its assigned Edit icon . The Order Details Page will be displayed (Figure 9-4).


Updating Order Payment Status (All Items)

Figure 9-4 The Order Details Pages

An order’s payment status will need to be updated if you have chosen the Pay On Site option in the System Configuration Page (Figure 3-1).

1) Click on the Orders link in the left navigation pane within the Event Scheduling System Administration Panel. The Orders Page (Figure 9-3) will be displayed.

2) Find the order name in the Orders Page and click its assigned Edit icon . The Order Details Page will be displayed (Figure 9-4).

3) In the Awaiting Payment section, click the Pay All Outstanding Items button. The order will be automatically displayed in the Paid in Full section.

Updating Order Payment Status (Individual Item)



2) Find the Location and Professional Name in the Reservations List and click its assigned Edit icon . The Reservation Details Page (Figure 7-4) will displayed.

3) Click the Mark as Paid button. The message Updated Successfully will be displayed.

Deleting a Order Entry

1) Click on the Order link in the left navigation pane within the Event Scheduling System Administration Panel. The Order Page (Figure 9-3) will be displayed.

2) Find the Order Name in the Order Page (Figure 9-3) and click the Delete icon assigned to it. A confirmation window will appear.

3) Click the OK button. The selected Order entry will be deleted from the list.


Section 10: Managing Front-end Pages

Figure 10-1 The Basket Page

The Event Scheduling System Pages lists all the Web pages within the Event Scheduling System application. This allows you to configure each page using the WCE tool.

Configuring a Module Page 1) From the right-hand navigation pane, click Basket Page, Client Profile Page, Client Booking

Page, Client Login Page, Client Reservation Page, Client Reservation Detail Page, Profile Page, Register Page, Payment Page, Finish Page, Professional Page, Professional Profile Page, Professional Login Page, Professional Reservation Details Page, Send Request Page .

2) Enter a page title in the Title field. The title appears on a browser title line, usually at the top of the window, and is the part of the page displayed on search engines as a link. It also appears in browser Forward/Backward lists, as well as in browser Bookmarks and Favorites.

3) Enter keywords for the front-end page in the Keywords field. Keywords are words used for Search Engine Optimization purposes. Use keywords that best describe your website, its contents, and the products and services offered. Separate each keyword using a comma.

4) Enter a description for the front-end page in the SEO Description field. The page description is used by search engines to summarize the contents of a webpage and is displayed with the Page Title and the Web address as part of a search result.

5) Select a template from the Template drop-down box.


6) Enter text in the Description field. Use the WCE tools to customize the front-end page formatting and layout.

7) Enter a placeholder. The placeholder is where the module generates the actual page (the profile page, post display page, or the search results page). For a list of place holders and their function see the table below.

8) When you are finished, click the Update button. The changes you have made will be displayed in the module's front-end page.

Module Page Place Holder Description

Basket Page [P:escheduler_basket] Displays the front-end Client Sign-up Details Page.

Client Profile Page [P:escheduler_cedit_profile] Displays the front-end Client Sign-up Details Page.

Client Booking Page [P:escheduler_cedit_profile] Displays the front-end Appointment Booking Page.

[P:escheduler_existing_user] Displays the front-end Login section.

Client Login Page

[P:escheduler_forgot_password] Displays the front-end Forgot Password section.

Client Reservation Page

[P:escheduler_cview_reservation] Displays the front-end Client Reservation Details Page.

Client Reservation Detail Page

[P:escheduler_reservation_detail_client] Displays the front-end Client Reservation Details Page.

Profile Page [P:escheduler_profile] Displays the front-end Professional Profile Page.

Register Page [P:escheduler_Register] Displays the front-end Client Sign-up Details Page.

Payment Page [P:escheduler_Payment] Displays the front-end Credit Card Payment Page.

Professional Page [P:escheduler_professional] Displays the front-end Professionals Main Page.

Professional Profile Page

[P:escheduler_pedit_profile] Displays the front-end Professional Profiles Main Page.

Professional Login Page

[P:escheduler_existing_user] Displays the front-end Professional Login section.

Professional [P:escheduler_reservation_detail Displays the front-end


Module Page Place Holder Description

Reservation Details Page

Professional Reservation Details Page.

Send Request Page [P:escheduler_send_request] Displays the front-end Professionals Admin Request Page


Section 11: Managing Autoresponders

Figure 11-1 The Order Autoresponder

An autoresponder is an Email feature built-in to the module that sends automatic Email notifications, confirmations and responses to users. For example a reminder e-mail is sent to the client if they have indicated that they want to receive reminders through the Event Scheduling System. You can configure the text and format of these autoresponders.

Configuring an Autoresponder 1) From the right-hand navigation pane, click Order, Reminder, or Forget Password.

2) Enter a valid E-Mail address in the From E-Mail field. This E-Mail address will be used in the From field of the E-Mail message.

3) Enter text in the Subject field. This text will appear in the subject line of the autoresponder E-mail to be sent to the client

4) Enter text in the Description field. Use the WCE tools to customize the autoresponder formatting and layout. Enter the appropriate placeholders. A placeholder is where the module generates details specific to the client. See the table below for a list of valid placeholders for each autoresponder

5) When you are finished, click the Update Info button. The changes you have made will be displayed in the autoresponder sent to the client.

Autoresponder Place Holder Description

Order [P:escheduler_basket] Displays the client’s order details

Reminder [P:escheduler_order] Displays the client’s order details.

Forget Password [PASSWORD] Displays the client’s password.


Section 12: Internet Marketing Toolkit Integration

Voloper's Internet Marketing Toolkit (Customer Manager, Campaign Manager, and Dashboard) integrates with the Event Scheduling System module and captures user activity. The following module activities are captured:

Browse a Professional Profile: The toolkit captures which profiles users browse and how often.

Browse Availability: The toolkit captures a user’s availability.

Adding the Internet Marketing Module

If you do not have the Internet Marketing Toolkit please contact Voloper Creations directly. See our web site at http://www.voloper.com for contact information.

http://www.voloper.com/


Section 13: Talk to Us

Your feedback is important to us. Whether you'd like to share your opinion about a product, ask a question about one of our services, or comment on our website, we want to hear from you. Send your feedback and valuable suggestions to us. We look forward to hearing from you.


Section 14: The Web Content Editor Toolbar Page

Open File

Save File

Format

Font

Bold

Italic

Underline

Color

Align Left

Align Center

Align Right

Align Center

Number List

Bullet List

Decrease Indent

Increase Indent

Break

Subscript

Superscript

Horizontal Line

Special Character

Cut

Copy

Paste

Paste Text

Paste from Word

Undo

Redo

Find Text

Insert Table

Show Invisible Borders

Insert Row

Delete Row

Insert Column

Delete Column

Insert Cell

Delete Cell

Merge Cell

Split Cell

Style Sheet Manager

Apply Style

Link

Unlink

Select All

Remove Format

Show Details

Insert File

Insert Image

Insert Rollover

Insert Thumbnail

Insert Script

7Insert HTML Tag


Index

Add New Location link.................................. 30 Add New Work Time Availability link............... 37 Add Reservation Page ....................................9 Adding a New Client .................................... 41 Adding a New Credit Card............................. 44 Adding a New Location................................. 30 Adding a New Professional Profile .................. 33 Adding a New Reservation ............................ 40 Adding a New Service .................................. 28 Adding a New Work Time Period .................... 37 Allow Cancellations field ............................... 37 Appointment Booking Page .............................8 Appointments Calendar .............................. 8, 9 Appointments Today section ......................... 19 Autoresponder System................................. 11 Autoresponders Page ................................... 28 Awaiting Payment section............................. 47 Back to Exception List link ............................ 31 Block Duration drop-down Page..................... 36 Blog Webmaster E-Mail field.......................... 25 Book an Appointment button...........................7 Booking an Appointment ................................8 Capacity per Block field. ............................... 36 CCV Number Required field........................... 25 Choosing Themes ........................................ 26 Client Details Page ...................................... 41 Client Note field .......................................... 16 Client Note hyperlink ................................... 40 Client Page................................................. 41 Client Request Note ..................................... 40 Client Reservation Details Page ..................... 16 Client Sign-up and Login Page....................... 10 Client Sign-up Details Page......................10, 11 Configuring General Settings......................... 25 Credit Card Details Page............................... 45 Credit Card Payment Page ............................ 13 Credit Card Verification (CCV) Number ........... 25 Credit Cards Page........................................ 44 Deleting a Client Entry ................................. 42 Deleting a Credit Card Entry ......................... 45 Deleting A Location Entry ............................. 32 Deleting a Order Entry ................................. 48 Deleting A Professional Entry ........................ 34 Deleting a Reservation ................................. 40 Deleting A Service Entry............................... 29 Deleting a Work Time Entry .......................... 39 Edit Existing Services tab ............................. 36 Edit Profile link............................................ 24 Editing a Client Profile.................................. 42 Editing a Credit Card.................................... 45 Editing a Professional Profile ......................... 34 Editing Location Details ................................ 31 Editing Reservation Details ........................... 40 Editing Service Details ................................. 29

Editing Work Time Details .............................38 Establishing Work Time Schedules..................37 Exception Date............................................31 Exception field ............................................38 Exception List........................................ 31, 38 Exception List section...................................31 Forgot Password section ...............................10 Front-end Interface....................................... 7 Get Calendar................................................ 8 iCal ..................................................... 16, 19 Keep Data for (months) field .........................25 Location Details Page ...................................30 Location Name field .....................................30 Location Services Page .................................32 Locations hyperlink ......................................32 Locations List ..............................................32 Locations Page ...................................... 30, 32 Managing Client Profiles................................41 Managing Clients & Sign-up Fields..................41 Managing Credit Cards .................................44 Managing Event Scheduling System Orders .....45 Managing Exception Dates ............................31 Managing Existing Services for a Professional ..36 Managing Location Services...........................32 Managing Locations......................................30 Managing Professionals.................................33 Managing Professionals and Services ..............35 Managing Reservations.................................39 Managing Schedules & Reservations ...............37 Managing Services .......................................28 Managing Sign-up Fields ...............................43 Notes Section..............................................40 Order Details Page.......................................46 Order Page .................................................48 Orders Page................................................46 Pay On Site option .......................................15 Price per Duration field ........................... 28, 36 Professional Admin Request Page...................22 Professional Change Password Page ...............23 Professional Details Page ..............................33 Professional Edit Profile Page.........................24 Professional Note field ..................................19 Professional Profile Page ...............................33 Professional Reservation Details Page .............19 Professional Services Page ...................... 35, 36 Professional View Reservations Page...............21 Professional View Scheduler Page...................20 Professionals drop-down Page .......................37 Professionals List .........................................34 Professionals Login Here button ...................... 7 Professionals Login Page...............................17 Professionals Main Page................................18 Professionals Page ................................. 33, 35 Real Simple Syndication ...............................15


Receive Reminders checkbox ........................ 11 Recurrence Type drop-down Page.................. 38 Remember Me checkbox .............................. 10 Reminder Message field ............................... 28 Reservation Confirmation Page ..................... 13 Reservation Details Page......................... 21, 48 Reservation List Page .................................. 15 Reservation Process .................................... 14 Reservation Process. ................................... 12 Reservations link ........................................ 40 Reservations Link........................................ 21 Reservations Page.............................39, 40, 47 Scheduled Work Times Page .................... 37, 39 Search for Work Time Availability field ........... 37 Send Reminder checkbox ............................. 41 Send Request to Admin link.......................... 22 Service Description Page.............................. 28 Service Details Page............................... 28, 29 Service Name field ...................................... 28 Services Available column ............................ 35

Services Page ........................................28, 29 Shopping Basket ......................................... 12 Sign-up Fields link....................................... 43 Sign-up Fields Page ..................................... 43 Sign-up for New Account link ........................ 10 Site Administrator ....................................... 13 System Config Page..................................... 13 System Configuration hyperlink..................... 25 System Configuration Page ......................25, 47 Tax 1 Name field......................................... 25 Tax 1 Percentage field.................................. 25 Tax 2 Name................................................ 25 Tax 2 Percentage ........................................ 25 Updating Order Payment Status .................... 47 URL........................................................... 15 Using the Work Time Search Function ............ 37 View/Add Services tab ................................. 35 Viewing Order Details .................................. 46 Work Time Availability Page .......................... 37 XML .......................................................... 15

event scheduling system - voloper creationsthis document, as well as the software described in it,...

Documents