Wizards tool

Purpose

This article is designed to guide EMS users through the capabilities of the Wizards tool which allows for the duplication or editing of reservations, bookings, booking details, and booking detail items.

Requirements

• An existing reservation and/or booking
• Existing booking details and/or resource items (in some cases)

Overview

Reservation

• Copy Reservation
  • It copies all components of a reservation along with any booking details, reminders, comments, and attachments
  • A new start date, new status, and a conflict status need to be specified in their respective drop-down menus
  • If the reservation has multiple bookings already, you will need to specify which booking(s) that you would like to copy to the new reservation

Bookings

• Change Booking Date/Time
  • The Date drop-down menu allows for rescheduling of the booking by a number of days before or after the original date or on a specific date
  • The Times drop-down menu allows for adjusting the starting or ending the booking for an earlier, later, or adding setup/teardown time in addition to adjusting the number of hours before or after the original time or at a specific time.
    • Note: Both the Date and Times menus can be used in conjunction to change multiple bookings within the reservation
  • Once the dates and times are in order, click Next >, and the specific booking(s) will need to be selected in order to set the changes. Click Finish to complete the process.
• Change Booking Status
  • The Status drop-down menu will display all possible statuses within the UO EMS instance.
  • Once the new status is selected, select Next >, then select the booking(s) you wish to change
  • Click Finish to complete the process
• Change Rooms
  • The Search For Rooms option will allow you to select the booking(s), then select a new room for the booking(s).
    • Select which booking(s) you wish to find new rooms for then search by Location/New Status or by Features then click Next >
    • Select the room(s) that you would like to change to (based on what is available), then select the booking date(s) you wish to change.
    • Click Finish to complete the process
  • Click the Specific Room option if you know which room to which you wish to move the booking(s), then click the magnifying glass icon to search for the room.
  • A dialog box will appear that lists every room in EMS. You can select the Building drop-down menu to filter the list by building, area, or view. Select the desired room.
  • Click Finish to complete the process.
• Change Miscellaneous Booking Information
  • Select Event Name, Event Type, Setup Type, Setup Count, and/or Attendance
    • Note: Any combination or all of these components can be selected as well
  • Once the criteria are selected, click Next > and select the booking(s) you wish to edit
  • Click Finish to complete the process.
• Move Bookings
  • Select Existing Reservation to move the booking(s) to the specified reservation (requires a Reservation ID)
    • Click Next > then select the booking(s) you wish to move
    • Click Finish to complete the process
  • Select New Reservation to move the booking(s) to a new reservation
    • Click Next > then select the booking(s) you wish to move
    • Click Finish to complete the process
• Copy Bookings
  • Select Copy To Reservation No: to copy the booking(s) to an existing reservation. Click the magnifying glass button to find the specific reservation ID number
  • Select Copy To New Reservation: to copy the booking(s) to a new reservation.
  • In either case:
    • Select a New Start Date, New Status, and whether to copy reminders, comments, user defined fields, and attachments along with any booking details. Once all of the options are in place, click Next >
    • Select the booking(s) you wish to apply the options as defined in the previous step and click Finish to complete the process.

Booking Details

• Copy Booking Details
  • The lower section of the dialog box will have all of the Booking Details available to copy to another booking
    • Select the magnifying glass button next to the Copy From Reservation No.: field to copy from another reservation (other than the one initially selected) if there is nothing in the lower section field.
  • Select the Booking Details you wish to copy over then click Finish to complete the process.
• Add Booking Details
  • The dialog box will have the available resource categories on the left-hand side. Select the desired category and select Next >
  • Enter the Sequence number that the booking detail will show up in the booking (and therefore the confirmation).
    • Note: By default, the Sequence numbers are in multiples of 100. If you would like the new detail to show up in between two existing details, enter a number between the respective numbers.
  • Enter your Notes and mark whether or not the detail is for Internal use by clicking its checkbox, then click Next > to proceed.
  • Select the booking(s) in which you would like to add the new detail, then click Finish to complete the process.
• Delete Booking Details
  • The dialog box will have the available resource categories on the left-hand side. Select the desired category and select Next >
  • Select the booking details that you wish to delete, then click Finish to complete the process.

Booking Detail Items

• Add Items​​​​​​​
  • The dialog box will have the available resource categories on the left-hand side. Select the desired category and select Next >
  • Select the new item that you wish to add, then click the > button. Once finished adding, click Next >  to proceed.
  • Select the booking(s) in which you would like to add the new item(s), then click Finish to complete the process.
• Delete Items​​​​​​​
  • The dialog box will show a drop-down menu. Select the desired category from it and a Grouping and Resource field will appear. Select the item you wish to delete then select Next >
  • Select the booking(s) in which you wish to delete item(s), then click Finish to complete the process.

Process

• Open an existing reservation or booking, right-click on the desired reservation or booking and select Tools, then select Wizards...
• The Wizards dialog box will open. Select the desired wizard and follow the steps as described above.