User Manual
Contents
1. The image can then be selected under Add or Edit a Room See sections 3 1 1 and 3 1 2 conference jpg interview room 1stfloor jpg meeting room 1stfloor jpg 4 4 1 Uploading an image Before you upload an image please ensure that it has been optimised see Appendix 2 Select the Browse button Search for the file on your local computer and select the file The file name and path will appear in the Upload Image box select the upload button The file will be loaded onto the server and will appear in Image List O Digiappz By choosing the select image the image will appear in the Image display upload Image conference JPEG Image interview room 1stfloor jpg JPEG Image meeting raom 1stfloor jpg JPEG Image Image 4 4 2 Deleting an Image In the Images Manager click the Delete option A confirmation box will appear Say OK to delete or Cancel conference hall jpg Images List interview room 1stfloor jpg meeting room 1stfloor jpg O Digiappz 4 5 Statistics The statistics option provides a graphical report on each Users bookings over a 12 month period The Year and Users can be selected from the drop down boxes ROOM BOOKINGS IN 2006 3 32 PERCENTAGE Interview Room Meeting Room Training Room Small Hall Conference Hall ROOMS 4 6 Reports The reports option allows all Room Bookings between two dates to be generated Once t2. e Email shows the Users email registered on the system e Email Administrator shows the Administrators email address e The User can type their email in the Body field of the admin box The User then selects the Send Email option to send the Email to the Administrator The Index Page takes the User back to the booking view Wed 21 06 2006 O Digiappz 7 4 User Log Out Once the User has finished using the Booking System they can log out of the system by selecting the Log Out option E 3 4 5 6 7 10 11 42 43 14 s 16 48 19 20 24 22 23 24 25 26 27 28 29 130 M Gote Today 02 10 2006 Avaiable ET Confirmed Unconfirmed Week View Month View ie 6 Months View 7 5 Views The system allows Users to view the calendar in four different view modes Daily Weekly Monthly Six monthly The selection changes dependant on which view the User is in e g In weekly view the options change to daily monthly and six monthly Avaitabie Week View Interview Room Confirmed unconfirmed Java October hal 2006 bal OB Week View October 20 E BE confrmed EA Month view Interview Room A 57 Month View 3 Unconfirmed 6 Months View 6 Months View Digiappz 7 6 Making a Reservation To make a reservation the User selects the date required from the side calendar 2 October 2006 Go Lr le We
3. 19 23 2 mail GonBburdtiOfi sno teer o uetus 20 6 DISPLAY mee 21 Goll uet E uetus oman 21 602 WIAA OSE o ot ck om Eiche Len Oda eat tend 21 T USER INTERFACE vei dh ha orici stus ioco cds 22 7 Understanding the User interface 22 222 T UNE UE 29 dox Mei all d aues seek es dui ciue ced 25 TA O idi tet optem pb Hid ne 26 p MR A o E 26 7 0 Making a Reset VatIOD aee pera ees tte b e eee Ee rx ne aise 27 Digiappz Tok AOC OU cuneo nae 8 APPENDIX 1 WORKFLOW 9 APPENDIX 2 OPTIMISING IMAGES sn Digiappz 1 System Overview The On Line booking system allows you to manage facility room reservations through your website The User interface has been designed to be intuitive to use and thus removes the need for a User guide The system allows An Administrator to e Add or remove rooms for booking There are no limits on the number of rooms that can be added e Group rooms into sections where there are a large number of rooms e Add or remove Users who are allowed access to the system e Set up additional Administrators e Manage emails that are sent to Users who book a room e Add pictures of each room e Activate reject or delete a booking e Print reports of bookings e Output the reports to Excel Users to e Book rooms on line e Book multi day bookings e Contact the Administ
4. JPEGs is that they allow you to control how compression to use The quickest way to optimize a JPEG image is to increase the compression on the file If you re trying to optimize a JPEG experiment with different compression ratios Typically programs will talk about JPEG compression as high medium low or else as a percentage value Make a copy of the original image to experiment on and start exploring As you increase JPEG compression many images will suffer unacceptable losses in display quality Increase compression gradually in increments of say 10 until you find that image is truly suffering then ease back up a bit Again this 1s an instance where no hard and fast rules exist You simply have to experiment until you achieve an optimal balance of compression and image quality Optimising GIFs Unlike JPEGs GIFs do not allow you to control compression directly But happily a GIF can adjust its size automatically to fit into the smallest possible space given a specific number of colours in an image The process of rendering an image in fewer colours 1s sometimes referred to as reducing colour depth or palette optimization Once you determine how to reduce color depth using your software package of choice begin to experiment with the image Explore options for color dithering etc until you find an optimal balance of color depth and image appearance Note In general dithered images do not optimize as well as non dith
5. advising that their booking has been confirmed start Date End Date Start Hour End Hour Activate 08 10 2005 4 2 5 Delete a Booking Should for any reason a Booking needs to be deleted the Delete button 15 selected A confirmation pop up appears to ensure the correct decision has been made An email is automatiucally sent to the User advising them that their booking has been declined Date Start Hour End Hour Activate 10 00 11 00 ym Delete 4 FL hd Digiappz 4 2 6 Delete Old Bookings This allows tha adminitrator to delete old booking from the database between certain dates NB This option should only be used after billing and reports have been completed otherwise all data will be lost 4 2 7 Search for a Booking Allows the Administrator to find a booking e Keyword e User e Activation status O Digiappz 4 3 User manager The User Manager allows the Administrator to add new delete and manage existing Users It also allows the Administrator to search for a particular User 4 3 1 Adding a User U ik emir s leciham nowhere com Add User Previous 1254 Next To add a User select Add User at the bottom of the table A registration page is shown Repeat Password 1 m 5 zi 2 E 5 Tl e T EM co T State County Country Unite
6. must Register to see the facility booking system Allows for Users to be registered or unregistered to see the Booking System User must Register to add a facility booking Allows for Users to be registered or unregistered to Book a room Only Admin can add Users Allows the Administrator or Users directly to become Users Groups Manager Allows rooms to be grouped e g Ground Floor Floor 1 Floor 2 etc Country Sets the location of the Booking System for time synchronisation O Digiappz 5 2 Email Configuration The Email configuration allows the Administrator to configure email setting and automatic emails sent to Users PLEASE BE CAREFUL WHEN CHANGING THESE FEATURES Email Sender Address peter ananicz seweb co uk lank you for Registering with us and welcome to our Room Booking system Registration Confirmation Body Your Username Login is login Your Password is password Regards Per your request we are emailing you your login information Your Username Login is login Ens Pasewned Bod Your Password is password Regards Jacqueline Avery Dear name Your booking has been validated You can see the information _ e Email component selects the email client used to send the emails This will be set by the system designer SMTP Remote Host is the ISP used to send the email e Email Sender Address is the Administrators email address e Registration Confirmation Body Lost Password Body Bo
7. shown on the Booking Manager page The Administrator can then Edit a Booking Check a Users details Go directly to the Booking in the calendar Activate a Booking Delete a Booking Delete Old Bookings from the database Search for a booking 4 2 1 Edit a Booking This allows the Administrator to Edit a requested booking O Digiappz Booked By Bridgit Pointer Kent Family Mediation Service Hip Charts OHF TV amp Video Tea amp Coffee Yes From here the Administrator can change any of the details associated with a booking See section 7 6 for full details e To save all changes select Update e To discard all changes select Cancel e To delete the booking select Delete 4 2 2 Check a Users Details By clicking the Added By name directly the User Registration Details are displayed See section 3 3 for more details of the Usere interface Meeting Room O Digiappz 4 2 3 Go directly to the Booking in the calendar By clicking the date of the Booking the Administrator 15 taken directly to the Day Calendar This will allow the Administrator to view the days bookings and take the appropriate Booking decision gt Donna Eliott Meeting Room WSS 055 Mon 09 10 2006 4 2 4 Activate a Booking The Administrator once a confirmation of a Booking has been agreed can activate a Booking by clicking the Activate button Once clicked an automatic confirmation email is sent to the User
8. On Line Booking System Instruction Manual Digiappz 2 ADMINISTRATION OVERVIEW 5 5 GENERAL FUNCTIONAL esos o eee aseo euer 5 4 ko vem 6 ZA Manager cones iste eau honeste ce 6 4 1 1 Adding a new room 6 41 2 AR OOM cocco On a eb eo ne tre eie rs 7 no IER 8 ZERO Baci esie elytra exa 8 AVS 3JOSSCHDDOB ess eects teens 8 43 0 Plae S nt do ion ostende 8 ert 8 WP EVI EU 8 7 2 BOOKING 9 IJI A BORIS LE quain mente quinta 9 4 2 2 Check a Users tee eot 10 4 2 3 Go directly to the Booking in the calendar 11 424 ACuvale BOOKING e PER 11 425 Deleted BOOK ine 11 4206 Delete Old DOOKITIPS us 12 42 1 Search Tora OO KING odo I Reo olini tt ue nn 12 d User ANAL tein tus beUo adsiduis 13 d ANCHO d USefen dot i t tv tb 13 4 3 2 Making a User an 14 me 14 ES 14 44 Images Manager 15 441 Uploading an dina ee cte a Facta 15 242 Delenn iot tita tt int hs 16 co feci bois bb cH ven 17 BO REDONS Re ae ete eo dl cad eo 17 Pret 19 Dsl S 6 PINE dent
9. This section allows you to change all the details described in 2 1 1 Adding a Room and also allows deletion of an existing room O Digiappz 179 Interview 1 1 counselling Can seat 6 people on low level seats B i d 4 1 3 Id This field shows the id field in the database It 1s used for database management only and cannot be changed 4 1 4 Facility Name This allows the Administrator to view the information given to Users 4 1 5 Description This provides a full desciption of the room 4 1 6 Places Describes the number of places available in each Room 4 1 7 Active Shows whether a Room 1s Active a tick or Inactive a cross 4 1 8 Search The search facility allows the Administrator to find a particular Room from the Room list To save all changes select Update e To discard all changes select Cancel e To delete the room select Delete O Digiappz 4 2 Booking Manager The Booking Manager allows administration of all on line bookings fone __ uh o ECC ponee Hat fore Dada neun Dm LE ewm DiS DN 0 fomes se a a rema eee naso anea Seea ert raaa keee Joe ous E rne EM 1234 6 T9 B AZ A AA NE HOLT EI BEP LE R 9 DE 26 2028288 200232 M25 DE A 28 23 M EAT 44 85 4 GT 41 20 BAG When a User books a Room on line the details are
10. VEL LH Clic Digiappz The room details are then displayed Booked By Christine Allen e Booked By The name of the User booking the room This is generated by the system when the User logs on e Title Title of meeting This can be used for cross referencing with invoices etc Facility Name of the room booked This can be changed but if the room is already booked a warning message is given e Date Date of booking This can be changed but if the date is already booked a warning message 15 given e Repeat Period This allows the User to repeat a booking either daily weekly or fortnightly End date I a repeat period is selected the User can enter the end date for a series of booking e Start Hour Start time of booking This can be changed but if the time is already booked a warning message 1s given e End Hour The end time for the meeting If the meeting time selected runs into another meeting a warning message 15 given Other details The User can type in specific details for the Administrator Equipment This allows Users to pre book equipment for a meeting By holding the Ctrl key several items can be selected Once the details are complete the User selects the submit button and an email 15 sent to the Administrator for activation and the User to confirm that the meeting request 1s acknowledged O Digiappz 7 7 Logout On
11. atform independent which makes them ideal Selecting Software Many software tools allow you to optimize graphics for size Certainly high end image editing packages such as CorelDraw and Adobe Photoshop enable you to exert considerable influence over the size of a graphic image file If you already have and use a high end image editing tool then by all means exploit its capabilities However using such high end tools just for basic image optimization 1s very much a piano for a paperweight proposition Simpler less expensive tools perform the task just as well for little or no cost For Windows shareware programs like L View Pro and Graphics Workshop accomplish the task very nicely Size Matters One of the key optimisation factors of any picture is the size it will need to be made to fit on the page Size is measured in pixels so a typical size for a picture from a camera will be 1250x800 1250 pixels wide by 800 pixels high but of you were to put this on a 800x600 web page it would fill everything and make the site unreadable Therefore before you start any of the following techniques resize the image to a size that will look sensible For the on line booking system 250x167 pixels 1s acceptable Do not worry too much about the second figure Set the size to 250 and accept whatever height the program sets This will depend on the size of the original picture O Digiappz Optimising JPEGs One of the handiest things about
12. ce the User has finished using the system they should log out by selecting the Log Out option Unconfirmed EL Week View EL Month View 6 Months View Digiappz 8 Appendix 1 Workflow User requests Username and password Administrator logs into User Manager Register user and Automatic email to issue usemame user with details and password User User logs onto system User selects booking email to user confirming booking request Email booking request to administrator Administrator Administrator Activates Booking Rejects Booking Email resecting booking Email confirming booking Digiappz 9 Appendix 2 Optimising Images Reducing the size of graphics images 15 a great way to increase the overall friendliness of a Web page page with well optimized graphics is friendlier in at least three respects e Bandwidth friendly smaller images less traffic across the Internet e Server friendly smaller images less work for the server to transmit e Reader friendly smaller images pages load more quickly Depending on the image s involved and the techniques used it s really fairly easy to reduce the size of graphics files by at least 50 without perceptibly affecting image quality Savings of 75 and more are not uncommon The vast majority of images on the Web come in two flavours JPEG and GIF Both of these formats are self compressing and both are pl
13. d Kingdom state County lt lt _ Phone Number rl ax Charity Complete all fields and press the Submit button Compulsory fields are shown by an asterix O Digiappz PLEASE NOTE When selecting a User password it is essential that it is at leaset 6 characters long and ts a mixture of letters and numbers Do not use proper words as these are easily hacked The User name and password is automatically sent to the User via email 4 3 2 Making a User an Administrator To make the status of a User an Administrator the User is edited once they have been set up Here you can make the status of a User an Administartor by selecting the drop down box next to Status field This phase is added to reduce the possibility of someone being set up as an Administrator by mistake No J Click Update once the status of the User has been changed to an Administrator 4 3 3 Edit a User Select the Edit User Icon next to the User you wish to edit This section allows you to change all the details described in 4 3 1 Adding a User and also allows deletion of an existing User e To save all changes select Update e To discard all chnages select Cancel 4 3 4 Search The search faicility allows the Administrator to find a particular User from the User list Digiappz 4 4 Images Manager The Images Manager allows the Administrator to upload images of the Rooms from their local computer to the server
14. e W55 055 Information Conference Hall reserved from 02 00 to 04 00 Booked By Jackie Avery Title m and s Information Meeting Room reserved from 06 00 PM to 07 00 PM Booked By Jackie Avery Title SOAR Information Training Room reserved from 07 00 to 08 00 Booked By Annette Hinton Title mediation training Information Tue 03 October 2006 Conference Hall reserved from 08 00 AM to 06 30 PM Booked By Jackie Avery Title MESC Information Once a report has been run select the Export button From the file download pop up Browse select Save and to a folder on your computer and save the file O Digiappz 5 System 5 1 System Configuration The System configuration allows the Administrator to change the system settings described below PLEASE BE CAREFUL WHEN CHANGING THESE FEATURES E t F E arefe pam ala a iag Lod TU 4 ve Start Hour i suci uii vs Only Admin can add users Admin must confirm new bookings Groups Manager Start Hour This 15 the earliest a Room can be booked End Hour This the latest a Room can be booked Display Format Date Allows European or America date formats Server Format Date Allows European or America date formats Hours Position Allows the Hour to be shown vertically or horizontally Calendar Position Allows the calendar to be positioned either left or right User
15. ered images Use the smallest number of colors that render the image acceptably without compromising its quality When you save the file in a GIF format the image will automatically be reduced to the smallest possible size for the color palette you ve selected SPECIAL THANKS www pawebservices co uk Digiappz
16. he dates have been selected click the validate button to generate the report The report can then be printed p on Mi October 8 5006 19 9 lors Mt Mon 02 October 2006 Training Room reserved from 08 00 to 04 00 Booked By Jackie Avery Title Painting of Room Information small Hall reserved from 08 00 AM to 12 30 PM Booked By Sarah Priest Title Club Connect Information Art Session Meeting Room reserved from 10 00 to 12 00 PM Booked By Jackie Avery Title WSS 055 Information Conference Hall reserved from 02 00 to 04 00 Booked By Jackie Avery Title m and s Information Meeting Room reserved from 06 00 PM to 07 00 PM Booked By Jackie Avery Title SOAR Information Training Room reserved from 07 00 to 09 00 Booked By Annette Hinton Title mediation training Information Tue 03 October 2006 Conference Hall reserved from 08 00 AM to 06 30 PM Booked By Jackie Avery Title MCSC Information O Digiappz You can also output the report to a csv file for use in programs such as Microsoft Excel etc From 2 October 2006 9 v October v 2006 Mon 02 October 2006 Training Room reserved from 08 00 to 04 00 Booked By Jackie Avery Title Painting of Room Information small Hall reserved from 08 00 AM to 12 30 PM Booked By Sarah Priest Title Club Connect Information An Session Meeting Room reserved from 10 00 to 12 00 PM Booked By Jackie Avery Titl
17. oking Approved amp Booking Declined fields are the content of the emails sent to Users These field gives you the flexibility to allow you to configure the email messages you send to Users Do not delete the words login and password because they will be replaced with their real values when sending email Once changes have been made select the Update option to make the changes O Digiappz 6 Display 6 1 Header and Footer The Header and Footer allows graphics or words to be added to each page viewed by Users of the booking system To be able to use this feature you must use HTML Hyper Text mark up Language If you are unsure please contact the system designer THIS FEATURE SHOULD ONLY BE USED BY THE SYSTEM DESIGNER 6 2 Colours Manager The colours manager allows box colours to be changed meos eme pedea penes pesos eens Wl RE cer emm Fcon Ea Ea To change a colour enter the code and the new colour will be displayed O Digiappz 7 User Interface 7 1 Understanding the User interface The on line bookings are colour coded to enable the User to easily identify the status of a room booking ___ Available Week View Month View Day Vie Click within the time slot if you wi O Digiappz 7 2 My Booking 4 02 October 2006 b T rum 1 m Y alejes o nw 12 12 t4 16 47 20 2t Unconfi
18. ow level seats gt 180 Meeting 1st Floor Meetings 5 7 people around a round table Informal meetings up to 12 Room people on low level seats Training up to 6 people 1 1 Counselling E 181 Training 1st Floor Training or meetings up to 16 people sitting in a horseshoe 10 people Room sitting around oblong table gt 182 Small Hall Ground Floor 25 people in informal horseshoe or 40 theatre style Table seating I available Ponte Ground Floor Theatre style seating for 100 Can be divided into 2 halves ideal for 183 EC E training 2 room 20 people around U shaped tables or 25 sitting in a horseshoe room syndicates refreshment area 4 1 1 Adding a new room To add a new room select Add New at the bottom of the table Training Room Confere Hall Digiappz e Enter the Name of the Room Enter a description of the Room e Enter the number of places the room will hold e Select the image of the room See 3 4 Images Manager on adding images e Select Yes to activate the Room e Select No to hide the Room from Users e Click Add to complete entry e Select Cancel to discard all entries 4 1 2 Editing a Room Select the Edit Icon against the Room you wish to Edit 11 wm d Facility St tamie x Interview z 7 4 1 1 counselling Can seat 6 people on la M eetinn et Finar Meetings A nennle around a i
19. rator directly by email e Review all of their bookings e Change or delete their bookings The workflow process used for booking a reservation can be seen in Appendix A O Digiappz 2 Administration Overview The administration interface has been designed to make updating and changing the functionality of the on line booking system quick and easy to implement The interface has been split into 3 distinct areas These are for updating and changing e Data e System e Display E s a ru po 11 ER mum n T L i m Facilities Manager Booking Manager Users Manager Images Manager statistics Report System configuration Email configuration Header and Footer Colours Manager Index Page Each of these areas has been split into sub categories to help make changes to specific areas independent of each other This following sections in this instruction manual covers the functionality in detail 3 General Functionality e When logged in as an Administrator the Admin Page button will return you to the Administration Index page e Clicking and underlined word in a display panel will sort the contents alphabetically clicking twice will reverse the order Digiappz 4 Data 4 1 Facilities Manager The Facilities Manager allows management of the rooms available for booking Facility il at i 1 1 counseling Can seat 6 people on l
20. rmed Week View Month View 6 Months View By selecting My Booking each registered User can view all the room bookings they have made on the system Hal Roues umen exem __ mama umm umm eem emm ons msc emm me be ewm eem emm nm Brewhouse 1 4 11 8 Lm m a Era cc Soa mae _____ Lm From My Booking List User Digiappz e Edit any of their bookings directly by selecting the edit booking icon See section 3 2 1 for full details on editing a booking e Delete a booking Fri 31 03 2005 emm 10 00 i m Fri 31 03 2008 Tr Delete Selecting Delete will allow the User to delete any of their bookings A confirmation Yes No pop up box allows the User to confirm the deletion e Selecting the Index Page will take the User back to the booking view O Digiappz 7 3 Email Admin The eMail admin option allows the User to send an email directly to the Administrator officemaidstonecruse peter ananicz seweb co uk e The Name field shows the Users name
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