Contents
Meeting Manager is a multi-user application for coordinating the booking of meeting room resources in office buildings. Resources can be the meeting rooms themselves or special equipment needed for meetings such as overhead projectors.
Installing Meeting Manager
Getting Started
Configuring Meeting Manager
Using Meeting Manager
Meeting Manager Configuration
Adding Users and Changing Passwords
Assigning Security to Resources
Meeting Manager Data
Preventing Database Corruption
Differences between the local, client/server, enterprise and web editions
Multi-Language Support
Frequently Asked Questions
Purchase Information
Feedback and Technical Support
License Information
Other CyberMatrix Software
For up to date news on Meeting Manager visit the CyberMatrix home page:
http://www.cybermatrix.com
© 1998-2008 CyberMatrix Corporation, Inc. All rights reserved.
Getting started
Starting Meeting Manager
When Meeting Manager is first started a bulletin screen may appear if the bulletin feature has been enabled. See also: Bulletin screen. If security has been enabled a login dialog will appear. If you haven't already contact your administrator for your username and password. See also: Security. After that the Tips dialog will appear and after that the main screen.
Entering your data
The first step in using Meeting Manager is to setup your resource data. Data is entered and edited using the Data Manager. See the Data Manager section for details on how to use it.
If you are using Meeting Manager Client/Server the Data Manager will be found in the server software.
If you are using Meeting Manager Enterprise, there is no Data Manager. The data will have to be entered in the control center of your back-end database system. Alternatively, data can be entered using the forms listed on the Tools menu of the main form.
Here are links that explain some common tasks:
Adding a New Booking
Deleting an Existing Booking
Editing an Existing Booking
See the Using Meeting Manager section for the full details on using Meeting Manager.
Bulletin Screen
This screen pops up whenever Meeting Manager is started. Click the check box titled "Do Not Show This Bulletin Again" to prevent seeing this screen again. Alternatively, you can uncheck the View|Options|Show Bulletin option on the main menu.
Security
By default, there is no security in place for Meeting Manager. This means that in a multi-user environment, any user will be able to view and edit any other person's bookings. To prevent this you can implement the security option (see the Options screen). When security is in place, an administrator must login in order to edit other users' bookings as well as access the security options screen.
When security is enabled, a login dialog box will pop up when you try to access any of the administrative features.
The default password for all security levels is "magic". To ensure you have a secure system change the passwords immediately.
Important: write down and store your changed password in a secure location such as the company safe.
If you wish all users to login before using the software, you must set the Force Login option. In this case, all user names and passwords must be entered into the Security table. See the Manage Security section for help in working with the security table.
In the Meeting Manager program, there are three levels of security.
User
User level security is the default security level. Users will be able to edit bookings they have made unless the Allow user edits option has been unchecked.
Your Meeting Manager Administrator may have setup the application to default to allow only viewing and not booking. If this is the case and you require booking privileges, you must contact your Administrator to receive the User security level password.
If the Login To Book option has been set in the software, users must login as a user before booking resources.
If the Force login option has been set each user must login when the program starts.
Superuser
The Superuser security level allows you to book resources that require Superuser access. Contact your administrator if you require this feature. Note that Superusers may edit others' bookings if the Allow superuser edits option has been set.
Administrator
As well as having Superuser privileges, the Administrator security level allows you to delete and edit any booking regardless of who entered the booking. Only Administrators can access the Meeting Manager options section and the Data Manager. The default Administrator password is magic. To ensure you have a secure system change the passwords immediately. Write down the new passwords and store them in a secure location such as the company safe.
Logging in to a Security Level
To log in as a User, Superuser or Administrator select File | Login from the main menu. A login box will pop up asking you to enter a username and password. You can enter User, Superuser, Administrator or your own loginID assigned to you by your administrator. Note that login IDs and passwords are case-sensitive. They must be entered exactly as they appear in the Security table.
Assigning Security Levels to Users
Security levels can be assigned to users by editing the Security table using the Data Manager. To make a user an Administrator simply enter an uppercase A in the level field for that user. To make a person a Superuser enter an S.
Using Meeting Manager
Getting to know the Main Screen
Adding a New Booking
Booking an Entire Day
Requesting, Approving and Rejecting Bookings
Deleting an Existing Booking
Editing an Existing Booking
Copying a Booking
Week at a Glance
Resources at a Glance
Month at a Glance
Viewing Resource Details
Viewing Booking Reports
Viewing Schedule Report
Searching for Available Resources at Given Time
Searching for Bookings
Searching for an Available Time slot
Searching for an Available Time Period
Requesting, Approving and Rejecting Bookings
Resolving Booking Conflicts
Meeting Manager Security
Meeting Manager Data
Making your own Reports
Getting to know the Main Screen
On running the program, the following screen will appear.
The main screen is where you view bookings for the selected resource on the selected day. The main screen consists of a menu and various visual controls.
The visual controls
The visual controls consist of a toolbar and the scheduler grid. The scheduler grid shows a list of times and any bookings that are scheduled for those times. The toolbar has two parts. The top part consists of several buttons. These buttons perform key functions of the Meeting Manager program. These key functions can also be found on the menu.
The bottom part of the toolbar contains three filter fields: Resource, Date and Category. Click the down arrow to the right to show a list of available resources. Upon selecting a different resource, the schedule will update to show all bookings for that resource on the listed day. The Date filter changes the booking date. Click the down arrow to the right to bring up a small calendar. Upon selecting a different date, the schedule will update to show all bookings on the selected date for the listed resource. The Category filter changes the current resource category. When a category is selected only bookings of resources belonging to the selected category will be shown.
The menu
The Meeting Manager main menu has four sections: File, Bookings, View and Help.
The File Menu
The File menu contains these functions:
Open Site - Brings up a sub-menu containing all sites. Each site is basically a separate database having different resources, bookings and configuration settings. Selecting a site allows you to open another site and enter bookings for that site. [The Site menu is not available in the Client/Server and Enterprise editions.]
Login - Allows you to login as Administrator or another user. If security is not enabled the Login and Logout menu items are grayed out.
Logout - Logs the current user out.
Change Password - Brings up the change password dialog that allows you to change your log in password.
Language - Brings up a sub-menu containing all available language files. Selecting a new language will cause all text in the software to be translated into the new language.
Exit - Closes the program.
The Bookings Menu
The Bookings menu contains these functions:
Add Booking - Brings up the Add Booking screen where a start and end time for the new booking must be entered.
Delete Booking - Deletes the selected (colored light yellow) booking. If security has been enabled only an Administrator or the person who first entered the booking can delete bookings. See also: Security
Edit Booking - Allows selected booking to be edited.
View Booking - Brings up the View Booking Screen, allowing all booking details to be seen.
Copy Booking - Brings up the Add Booking Screen with a copy of the selected booking.
Book for Whole Day - Attempts to book the current resource for the whole day.
Send E-mail to Booking Contacts - Brings up the E-mail screen with the current resource's e-mail contacts.
Find Existing Booking - Brings up the Find Booking screen allowing you to search for bookings by resource, date, topic or notes.
Find Next Booking - Finds the next booking matching the current search criteria.
Find Time Slot - Finds the next available time slot for the current resource starting on the current day. In the dialog box enter the time slot interval in the following format hh:mm. For example, to find the next available three-hour time slot enter 3:00.
Find Next Time Slot - Find the next available time slot.
Find Time Period - Find the next available sequence of days for the current resource starting on the current day. In the dialog box enter the number of days in the period. For example, to find the next available three-day time period enter 3.
Find Next Time Period - Finds the next available time slot.
Refresh Schedule - Refreshes the meeting scheduler grid with the most recent data in the database.
The View Menu
The View menu contains these functions:
Data Manager - Brings up the Data Manager screen, which is used to administer the raw data used in Meeting Manager. Note that the Data Manager menu item is not available in the Client/Server client software nor in the Enterprise edition.
Options - Brings up the Options screen, which allows global configuration settings to be changed.
Week at a Glance - Changes the schedule view to show all the week's bookings for the selected resource.
Weekdays at a Glance - Changes the schedule view to show all the week's weekday bookings for the selected resource.
Resources at a Glance - Changes the schedule view to show the bookings of all resources on the selected day.
Resources this Week - Changes the schedule view to show the bookings of all resources for the current week.
Month at a Glance - Changes the schedule view to show all bookings of the selected resource in the selected month.
Resources this Month - Changes the schedule view to show all bookings of all resources in the selected month.
Next Date - Increments the schedule date depending on the view. In single view the date is changed to the next date, in week view the date is changed to the next week and in month view the date is changed to the next month.
Previous Date - Decrements the schedule date depending on the view.
Booking Reports - Brings up the Booking Reports screen, which allows the printing of reports.
Schedule Report - Sends the current schedule to the chosen printer. For Monthly reports an HTML schedule report is shown.
Schedule HTML Report - Shows the current schedule in HTML format.
Resource Details - Shows details about the currently selected room or resource. Details include resource description, capacity and equipment usually found in the room.
The Tools Menu
The Tools menu contains these functions:
Manage Categories - Brings up the Manage Categories screen, where resource categories can be added or edited. See also: Managing Categories.
Manage Contacts - Brings up the Manage Contacts screen, where booking contacts can be added or edited. See also: Managing Contacts.
Manage RAAG - Brings up the Manage Resources At A Glance screen, where resources for the Resources At A Glance view can be added or edited. See also: Managing Resources At A Glance, Schedule Options.
Manage Resources - Brings up the Manage Resources screen, where resources can be added or edited. See also: Managing Resources.
Manage Resources Unavailable - Brings up the Manage Resources Unavailable screen, where resource availability records can be added or edited. See also: Managing Resources Unavailable.
Manage Security - Brings up the Manage Security screen, where user names and passwords can be added or edited. See also: Managing Security.
Manage Status - Brings up the Manage Status screen, where booking status records can be added or edited. See also: Managing Status.
Manage Topics - Brings up the Manage Topics screen, where booking topics can be added or edited. See also: Managing Topics.
Managing Categories
To manage categories choose Tools | Manage Categories from the main screen menu. The following screen will appear:
This screen will allow you to view information on each resource category. You can also use this form to add or edit category information. To view information on a category, select the category from the category pull-down list. To edit information on the currently listed category press the Edit button. The fields will now allow changes to them and the Save button will become enabled. After making your changes press the Save button. To add a new category, press the New button. All the fields will become blank allowing you to enter new information. When you are finished entering information press the Save button to add the new category. To delete the current category click the Delete button.
The categories listed here will show up in the Category pull-down list on the main scheduler screen. When a category from this table is chosen from this pull-down list, only the bookings of resources belonging to this category will be shown.
Fields Explained
The Category field must be a unique ID for the category. The Description field is a descriptive name for the category.
Managing Contacts
To manage contacts choose Tools | Manage Contacts from the main screen menu. The following screen will appear:
This screen will allow you to view information on each contact. You can also use this form to add or edit contact information. To view information on a contact, select the contact from the contact pull-down list. To edit information on the currently listed contact press the Edit button. The fields will now allow changes to them and the Save button will become enabled. After making your changes press the Save button. To add a new contact, press the New button. All the fields will become blank allowing you to enter new information. When you are finished entering information press the Save button to add the new client. To delete the current contact click the Delete button.
The names listed here will show up in the Contact pull-down list in the Add Booking screen. When the Contact field in the Add Booking screen is double clicked, the contact's e-mail address will be queried from this table in order to e-mail the booking contact. The e-mail addresses from this table will show up in the Attendees pop-up in the Add Booking screen.
Fields Explained
The Contact field is a unique identifier for the contact. Every different contact must have it's own ID. The Extension field indicates the contact's extension number if any. The LoginID field indicates the contact's network login ID. The Equipment field indicates which equipment this contact is responsible for.
Managing Resources At A Glance
To manage the resources seen when in the resources at a glance view choose Tools | Manage RAAG from the main screen menu. The following screen will appear:
This screen will allow you to view the resources seen when in the resources at a glance. You can also use this form to add or remove resources from the resources at a glance view. To add a resource to the resources at a glance view select the resource in the Available box on the left. Then click the move right button, the button with the right pointing arrow. To make all resources show in the resources at a glance view click the move all right button, the button with the two right pointing arrows. To remove a resource from the resources at a glance view select the resource in the RAAG box on the right and press the move left button.
See also: Schedule Options.
Managing Resources
To manage resources choose Tools | Manage Resources from the main screen menu. The following screen will appear:
This screen will allow you to view information on each resource. You can also use this form to add or edit resource information. To view information on a resource, select the resource from the resource pull-down list. To edit information on the currently listed resource press the Edit button. The fields will now allow changes to them and the Save button will become enabled. After making your changes press the Save button. To add a new resource, press the New button. All the fields will become blank allowing you to enter new information. When you are finished entering information press the Save button to add the new resource. To delete the current resource click the Delete button.
The resources listed here will show up in the Resource pull-down list on the main scheduler screen. When a resource from this table is chosen from this pull-down list, only the bookings of these resources will be shown.
Fields Explained
The Resource field must be a unique ID for the resource. The Description field is a descriptive name for the resource. The Capacity field indicates how many people the particular room can accommodate. The cost field indicates how much it costs to rent out the room. The Security field indicates who can book this resource. The Security field can contain A for Administrator, S for Superuser and blank or U for User. In this case you must be at least a Superusers to book room D4. The Equipment field contains a list of equipment normally found in this room. Separate each piece of equipment with a comma.
If a resource is itself a piece of equipment, you must set the Category field to "Equipment". Only resources flagged as "Equipment" will show up in the Equipment pop-up selector in the Add Booking screen. The E-mail contacts or Attendees are a list of e-mail addresses separated by spaces or commas. If the Notify Attendees option is set, whenever a booking is changed or deleted, a notice will be e-mailed to the e-mail addresses listed in the Attendees booking field.
The DefaultContact field is used to automatically assign a contact when the resource is booked. The DefaultContact field links to the Name field in the Contacts table. The DefaultTopic field is used to automatically assign a topic when the resource is booked. The DefaultTopic field links to the Topic field in the Topics table. The Picture field stores a JPEG image of the resource. To assign a picture to the resource click the Picture button. A dialog will pop up allowing you to choose a JPEG image of the resource. The Active field indicates whether this resource can be booked and have its schedule visible.
Managing Resources Unavailable
To manage resource availability choose Tools | Manage Resources Unavailable from the main screen menu. The following screen will appear:
This screen will allow you to view days, times and day ranges resources are unavailable. You can also use this form to add or edit resource availability information. To view the availability records for a resource, select the resource from the resource pull-down list. All the availability records for the resource will appear in the grid at the bottom of the screen. Double click a record to show its details in the fields. To edit information on the currently listed availability record press the Edit button. The fields will now allow changes to them and the Save button will become enabled. After making your changes press the Save button. To add a new availability record for the current resource, press the New button. All the fields will become blank allowing you to enter new information. When you are finished entering information press the Save button to add the new record. To delete the current record click the Delete button.
Fields Explained
The Day field indicates the day the resource is not available. Sunday is 1, Monday is 2, ... and Saturday is 7. To make a resources unavailable all day long just enter a value for the Day field and leave the From and To fields blank. To make a resource unavailable for a time period every day, leave the Day field blank and enter values for the TimeFrom and TimeTo fields. To make a resources unavailable for a range of days, leave the Day, TimeFrom and TimeTo fields blank and enter date values in the DateFrom and DateTo fields.
Managing Security
To manage user names and passwords choose Tools | Manage Security from the main screen menu. The following screen will appear:
This screen will allow you to view information on each security user name. You can also use this form to add or edit user name information. To view information on a user name, select the login ID from the Login ID pull-down list. To edit information on the currently listed user name press the Edit button. The fields will now allow changes to them and the Save button will become enabled. After making your changes press the Save button. To add a new user name, press the New button. All the fields will become blank allowing you to enter new information. When you are finished entering information press the Save button to add the new user name. To delete the current user name click the Delete button.
The user names listed here will show up in the Login ID pull-down list on the security login dialog.
Fields Explained
The Level field indicates which security level the user has. The Level field can be A for administrator, S for superuser and U or blank for user.
See also: Security
Managing Status
To manage booking status records choose Tools | Manage Status from the main screen menu. The following screen will appear:
This screen will allow you to view information on each booking status record. You can also use this form to add or edit status record information. To view information on a booking status record, select the status from the status pull-down list. To edit information on the currently listed booking status press the Edit button. The fields will now allow changes to them and the Save button will become enabled. After making your changes press the Save button. To add a new status record, press the New button. All the fields will become blank allowing you to enter new information. When you are finished entering information press the Save button to add the new status record. To delete the current status record click the Delete button.
The status records listed here will show up in the Status pull-down list on the Add Booking screen.
Fields Explained
The Status field must be a unique ID for the booking status. The Description field is a descriptive name for the booking status.
Managing Topics
To manage booking topic records choose Tools | Manage Topics from the main screen menu. The following screen will appear:
This screen will allow you to view information on each booking topic. You can also use this form to add or edit topic information. To view information on a booking topic, select the topic from the topic pull-down list. To edit information on the currently listed booking topic press the Edit button. The fields will now allow changes to them and the Save button will become enabled. After making your changes press the Save button. To add a new topic, press the New button. All the fields will become blank allowing you to enter new information. When you are finished entering information press the Save button to add the new topic. To delete the current topic click the Delete button.
The topics listed here will show up in the Topic pull-down list on the Add Booking screen.
Fields Explained
The Topic field must be a unique ID for the booking topic. The Color field indicates which color bookings with this topic will have. The Duration field indicates how long in minutes bookings with this topic normally take. When a number is entered in the Duration field, on adding an booking the end time will automatically be calculated based on the start time and the duration.
Adding a New Booking
Before adding a new booking, select the date and room or resource block where the booking will take place.
There are two ways to add a new booking.
The simplest way to add a new booking is by dragging the mouse on the schedule grid. Click the cell in the scheduler corresponding to the booking start time. Without releasing the mouse button, drag the mouse pointer to the cell corresponding to the booking end time. When the mouse button is released the Add Booking screen will pop up with the start and end times automatically entered.
The second way to add a new booking is to click on the Add Booking button.
This will cause the Add Booking screen to pop up where the booking start and end time will have to be entered manually.
See also: Getting to know the Add Booking screen
Getting to know the Add Booking screen
When adding a new booking the following screen will appear.
Depending on how you add a new booking, the booking start and end time may not have been automatically filled in for you. The booking start time is the time that the booking will begin. The booking end time is the time the booking will end. If this is the case, you will have to populate these fields before adding the booking. If you would like to book more than one resource you can click the ellipsis (...) button to the right of the Resource pull-down list. The pop-up screen will list all resources listed in the Resources table.
The booking topic and the contact name do not have to be entered but the contact extension number is required. The booking topic describes what the booking will be about. The booking contact is the name of the person to contact regarding the booked resource.
New contacts can be added right from the Add Booking screen by clicking on the button to the right of the Contact field. This will bring up the Add Contact screen, which allows you to add new contacts. See also: Getting to know the Add Contact screen
The Notes field is for entering any additional notes about the booking.
The Attendees field is for listing local or Internet e-mails addresses of those attending a meeting. Each e-mail address is separated by a space. If the Notify Attendees option is set in the program, all attendees will be e-mailed a message when the booking is changed in any way. Click the ellipsis (...) button to the right to choose Attendees. The pop-up screen will list all email addresses listed in the Contacts table. To add new contacts use the Manage Contacts feature.
The Equipment field is for listing the equipment to be used for the booking. Press the ellipsis button to the right to select equipment. All resources designated with the "Equipment" category will show up here. To add new equipment resources use the Manage Resources feature.
The catering field lists any catering related notes for this booking. Items added to this field will be added to the catering pull-down list for future bookings. To edit this list you can edit the Catering.txt file in the Meeting Manager data folder.
The status field indicates the current status of the booking.
The color field indicates what color the booking will have when viewed in the scheduler.
The attendance field indicates how many people will be attending the meeting. If the booked resource has a capacity set for it, the booking will not be allowed if the total attendance for the meeting in the selected time period exceeds the resource's capacity.
The Booked by field indicates the loginid of the person who booked the resource. When security is enabled only Administrators can change this field.
Tool Buttons
On the right side of the Add Booking screen are several buttons. These buttons are described below.
Search
Shows all available resources for the given time period. Useful if you need to book a resource at a particular date and time but do not care which room the booking will take place in you can search for available rooms. See also: Searching for Available Resources at Given Time
Details
Shows details about the currently selected room or resource. Details include resource description, capacity and equipment usually found in the room. See also: Viewing Resource Details
E-Mail
Brings up an e-mail window with a default message addressed to the contact for the current meeting. See also: E-mail screen
Confirmation
Prints a confirmation report for the booking. The confirmation report will need to be edited to include your address in it. See Also: Custom Reporting
Save
Saves the booking and exits back to the resource scheduler window.
Cancel
Cancels the booking and exits back to the resource scheduler window.
Booking Frequency
When adding a new booking it is possible to book the resource at a certain recurring frequency.
Resources can be booked with the following frequencies:
One Time
The resource will be booked only on the supplied date.
Daily
Selecting the first option, the resource will be booked every weekday.
Selecting the second option, the resource will be booked every day of the week.
Weekly
Selecting this option, resources will be booked every x weeks on the chosen days. For example, to have your booking recur every two weeks on the same day you would enter a 2 in the edit box.
Monthly
Selecting the first option will cause your booking to recur every x months on the same day as the booking day. So, to book a resource on the same day of the week every quarter, you would enter a 4 in the edit box.
Selecting the second option allows for complex monthly scheduling. Resources can be booked on every First, Second, Third, Fourth or Last weekday of every x months.
End Date
All recurring events may be halted by selecting an "Until" date. This date specifies the last date that bookings will take place for the recurring event. The End Date will default to the Default End Date set in the options. See also: Schedule Options
Adding the New Booking
When all the booking information has been added, press the Save button to save the booking and exit back to the scheduler. If a booking has been added or changed and the Auto notify option has not been set the E-mail window may appear. See also: E-mail screen, E-mail options
Pressing the Cancel button will exit back to the booking scheduler without saving the booking.
E-Mail Screen
When e-mailing the booker of a meeting or the meeting attendees, the following screen will appear:
The E-mail screen has several different fields. Below is a description of each field.
E-Mail Address
This is the e-mail address the message will be sent to.
E-Mail Subject
This is the subject of the e-mail.
E-Mail Carbon Copies
E-mail addresses listed here will get copies of the message. The addresses are separated by carriage returns.
E-Mail Blind Carbon Copies
E-mail addresses listed here will get copies of the message but no one will see these recipients listed. The addresses are separated by carriage returns.
E-Mail Body
The body of the message.
E-Mail Status Messages
Indicates the status of the sent e-mail.
E-Mail File Attachment
The optional attached file to send with the e-mail.
Mail
Send the e-mail.
Close
Closes this screen.
Getting to know the Add Contact screen
The Add Contact screen is used to conveniently add new contacts from the Add Booking screen. After clicking the button to the right of the Contact field on the Add Booking screen, the following screen will appear:
You can view information for any of the existing contacts by clicking on the Contact name pull-down list and selecting a contact. To add a new contact press the New contact button. The fields will clear, allowing you to enter the contact information. First enter a unique contact name in the Contact name field. After exiting this field the Save contact button will appear. Enter any other contact information and press the Save contact button to save the new contact.
To edit an existing contact choose the desired contact from the Contact name pull-down list and press the Edit contact button. You will notice that the New contact button will disappear. Make your changes to the contact information and then press the Save contact button to commit the changes. After doing so the New contact button will re-appear.
Booking an entire day
To book a resource for the entire day simply select Bookings | Book for whole day from the main menu.
Deleting a Booking
To delete a booking, first click on the booking you wish to delete. The booking should turn yellow. Next either click on the delete tool button or right click the mouse and choose Delete from the pop up menu.
If the booking is a recurring event, the following screen will pop up:
If you choose the first option, only the booking on the currently selected day will be deleted. All other bookings within the recurring event will remain.
If the second option is selected the entire recurring event will be deleted.
Only an Administrator or the person who initially booked a resource may delete that booking. See also: Security
Editing a booking
To edit a booking, first click on the booking you wish to edit. The booking should turn yellow. Next either click on the edit button or right click the mouse and choose Edit from the pop up menu.
If the booking is part of a recurring event the Edit Recurring Event dialog will pop up.
If you choose the first option in the dialog, only the booking on the currently selected day will be edited. All other bookings within the recurring event will remain the same.
The edit booking screen will then pop up. This screen is virtually identical to the Add New Booking screen.
Any of the booking fields may be changed. Click on Save to save the edited booking or Cancel to discard changes.
Only an Administrator or the person who originally booked a resource may edit that booking. Superusers may edit others bookings if the Allow Superuser Edits option has been set. See also: Security, Security Options.
Bookings can also be edited to a certain extent directly from the schedule. Booking times can be changed and the entire booking can moved to other times, days or resources. To adjust a booking's time first click on it to select it. Notice the cursor changes to a four-point cross. Move the mouse cursor to the booking edge and drag to start or end time to where you want it. To move a booking just drag the entire booking to another location on the schedule.
Copying a Booking
The copy booking feature is ideal if you have several similar bookings that must be entered. You can enter the first booking and then copy it to different resources or different days.
To copy a booking, first click on the booking you wish to copy. The booking should turn yellow. Next right click the mouse and choose Copy from the pop up menu.
The copy booking screen will then pop up. This screen is virtually identical to the Add Booking screen.
Any of the booking fields may be changed. Click on Save to save the copied booking or Cancel to discard changes.
Week at a Glance
It is possible to view all the week's bookings for the selected resource. The week shown is the week that contains the date in the Date pull-down list.
To see a week at a glance choose View, Week at a Glance from the menu. The following screen should appear.
To see only the weekdays at a glance choose View, Weekdays at a Glance from the menu.
Resources at a Glance
It is possible to view the bookings for all resources on the selected day.
To see all resource bookings at a glance choose View | Resources at a Glance from the menu. The following screen should appear.
Month at a glance
It is possible to view all bookings for the current resource in the current month.
To see a resource's bookings for the month at a glance choose View | Month at a Glance from the menu. The following screen should appear.
Viewing Resource Details
To view details about the currently selected resource choose View | Resource Details from the main menu.
The following screen will then pop up:
The Capacity field indicates how many people the resource can accommodate.
The Cost field indicates the cost or rental of the booking resource.
The Security field indicates the level of security needed to book the resource.
The Category field indicates which category the resource belongs to.
The Equipment field indicates equipment that can normally be found in this meeting room.
The Contacts field lists the e-mail addresses of the people to contact when booking this resource.
Searching for Available Resource at Given Time
If you need to book a room at a particular date and time but do no care which room the booking will take place in you can search for available rooms. To conduct a search, on the main screen in the resource pull-down list choose the last option: Find Available. Now choose the date and select the start and end time. The following screen should appear:
Click on any of the resources in the list box to the left and then click the OK button. This will bring you to the Add Booking Screen where you can continue filling in the booking details. You should notice that the room you selected appears in the resource pull-down list of the Add Booking Screen.
You can also change the start and end dates, the start and end times and even enter a capacity range. Enter a capacity range to locate only those rooms that can hold the number of people you specify. Press the Search button to update the resource list to match the criteria you've entered.
Searching for bookings
To find a particular booking choose Bookings | Find Existing Booking from the main menu. The following screen will pop up:
To conduct a search enter the criteria for the search. The From and To dates specify the period in which to search for. Click the down arrow to the left of the date fields to show a calendar and select a new date.
To refine the search further you can enter text in the Topic, Notes, Contact and Attendees fields. All bookings matching these keywords or phrases in the topic or notes fields will be found.
If the Case sensitive box is checked, only bookings matching the exact case will be found.
After clicking the Find button the main scheduler window will appear and move to the first booking found that matches the search criteria. Choose Bookings | Find Next or F3 to find to the next booking matching the search criteria.
Resolving Booking Conflicts
Inevitably booking conflicts will arise. This is especially the case when using recurring events.
When a conflict arises a message will be shown. Information about the conflicting booking will be displayed at the end of the message. In this example:
the date of the booking the new booking conflicts with is shown along with what type of recurring event the booking is. Here the booking recurs on the third Friday of every month.
Searching for an available time slot
To find the next available time slot for the current resource starting on the current day, choose Bookings | Find Time Slot from the main menu. In the dialog box enter the time slot interval in the following format hh:mm. For example, to find the next available three-hour time slot enter 3:00.
To find the next available time slot press the Shift + F3 key combination or choose Bookings | Find Next Time Slot from the main menu.
Searching for an available time period
To find the next available sequence of days for the current resource starting on the current day, choose Bookings | Find Time Period from the main menu. In the dialog box enter the number of days in the period. For example, to find the next available three-day time period enter 3.
To find the next available time slot choose Bookings | Find Next Time Period from the main menu.
Requesting, Approving and Rejecting Bookings
If security has been enabled and the Require booking approval option has been set, any bookings made by ordinary users will be set to Requested status. The booking shows up in the schedule with a status of Q or Request. On requesting such a booking, the contact for the resource being booked will be sent an e-mail stating that a request has been made to book the resource at a certain date and time. Requested bookings can be approved or rejected by an Administrator or a Superuser. To approve a booking the booking must be edited to changed the status from Requested to Approved. To reject a booking the booking is merely deleted. When a requested booking has been approved or rejected, an e-mail will be sent to the booking contact person.
Schedule report
To print the current state of the schedule select View | Schedule Report from the main menu.
Frequently asked questions
Questions for users new to computers and the Internet
Questions about CyberMatrix Software
Database/Multi-user questions
Questions about Meeting Manager
Questions about Meeting Manager Client/Server
Questions about Meeting Manager Web
Common Questions about Meeting Manager
Q. Is there a way we can have certain users only able to view not edit or add meeting?
A. Yes, just enable security and set the "Login To Book" option. This effectively gives view only rights to most users.
Q. How do I input Attendees so I can use the pull-down list to select them when I go to add a booking?
A. You must populate the Contacts table in the Data Manager.
Q. When we change the name of a resource why are all the current bookings deleted? For example, if Room 42 is renamed to Room 40 all the bookings we made before hand will deleted.
A. The bookings aren't deleted, they are still booked to the old room name. See the Data Manager. If you want to change resource names, you will also have to change the resource name for all the bookings in the Bookings table.
Q. Why is it that when we want to see if there is anything at all booked for a range of time, the Any Resource feature doesn't work, i.e., nothing shows up.
A. The Any Resource feature is a way to search for available resources, it has nothing to do with the schedule display.
Q. I enabled security and now we are always asked for a password. Is there some kind of default password?
A. The default password for all security levels is "magic". To ensure you have a secure system change the passwords immediately. Write down the new passwords and store them in a secure location such as the company safe.
Q. How do we setup Meeting Manager to use the e-mail capabilities? We use Outlook for email. I notice that on the General tab of the Meeting Manager options screen, the SMTP Mail Host is named "mail".
A. Here's how to find the SMTP server using Outlook 5. From the Outlook menu choose Tools | Accounts. Select the mail tab. Click the Properties button. Click the Servers button. Use in Meeting Manager whatever is in the SMTP box.
Q. How can I change the name in the Booked By field?
A1. You can change this field using the Data Manager screen. In Data Manager choose the Bookings radio button on the left. In the grid on the right, navigate down to the record you want to change. Tap the Tab key until you get to the LoginID field. Click once to get into edit mode. Make your changes and click on another record to save the changes to that record.
A2. If you have v4 and are logged in as Administrator you can change the Booked By field from the Edit Booking screen.
Q. How can I make Meeting Manager run faster?
A. You can try the following:
1. Upgrade to v4 or higher.
2. Instead of pointing to a network install have the program installed on every user's machine with the data accessed on the server.
3. Archive old bookings frequently.
4. Set a default end date in the options section to a closer date, for example 2009/01/01.
5. If you use the Auto Refresh feature, set it higher e.g. 300 (5 minutes).
Common Questions about Meeting Manager Client/Server
Q. I install the Client/Server edition of Meeting Manager. However, when I run the client I get a 10061 error. What is wrong?
A. What this means is the client cannot connect to the server application. Ensure that the Meeting Manager Server application is running on a machine on your network and that the IP Address for that machine has been entered and saved in the server options screen. Finally, make sure that the CMMan.Ini containing this IP Address has been copied down to each of the client installs.
Q. When I attempt to install the workstation software, it comes back with a message that it cannot find the server and comes back with a local host address. What am I doing wrong?
A. You need to copy over the server's CMMan.ini file as well. This is how the client knows what the server's IP address is.
Common Questions about Meeting Manager Web
Q. Why does IIS attempt to download the CMMWeb.exe file when I put http://localhost/CMMWeb.exe into my browser?
A. You must give execute permissions to the CGI web folder (for IIS this is the scripts folder). Settings should be:
Read = yes
Execute Permissions = Scripts and Executables
Q. The icon for the "submit" button doesn't work - instead of a picture, we get the "red X".
A. Either you don't have web read permissions set for the MMFiles folder or you are missing the submit.gif file.
Q. I just installed Meeting Manager Web edition onto my NT 4.0 Workstation running PWS. Why am I getting the following error upon visiting "http://localhost/scripts/CMMWeb.exe":
Unhandled Exception: DBISAM Engine Error # 11013 Access denied to table 'D:\Inetpub\scripts\Data\archive.DAT'
A. You must give NTFS R/W access rights for the INET_USER.
Q. When I try to launch Meeting Manager Web from my browser in Windows XP, I see the browser waiting, and in Task-monitor the program runs without consuming CPU. If I cancel it after some minutes the message is "CGI application with incomplete header set". How do I fix this?
A. Set permissions to the folder where the app is running. Add user IUSR_MACHINE read/write/modify (or full control), or on a test machine simply set EVERYONE to full control. To do that simply right click on the folder (ex. c:\inetpub\wwwroot\myappfolder), properties, protection.
Q. We tested Meeting Manager Web using Microsoft's IIS web server. The first day it worked fine. The next day, we started getting CGI Timeout errors. Why is this happening?
A. IIS is not configured properly.
Q. Since the web based edition can't have multiple sites, how is it possible to have two singular sites running on the PC for the web-based edition.
A1. One way of doing it would be to have two different web servers running. One for cars and one for bookings.
A2. You could also create a separate install in a subfolder of your web servers script folder. I.e. if your web server is running in scripts\create scripts\cars and install a second copy of Meeting Manager web in there. Then in the browser just include the cars folder to access that data:
http://127.0.0.1/cgi-bin/cars/CMMWeb.exe
Q. When I run Meeting Manager Web on a Win 2003 Server with IIS6 it always throws the following message:
CGI Error
The specified CGI application misbehaved by not returning a complete set of HTTP headers. How can I solve this?
A. Every single exe must be specifically given permission to run in IIS 6. Enabling executables in the web properties for the site is NOT enough. You have to add the specific exe to the Web Applications section.
About Meeting Manager
CyberMatrix Meeting Manager is copyright (C) 1998-2008, by CyberMatrix Corporation, Inc. All rights reserved.
Anything not explicitly allowed below is prohibited.
Please note that Meeting Manager is not free software. You may freely evaluate the trial edition for the period of 30 days. After that period; you must purchase a license to use the software from CyberMatrix or completely removed from your network and all your computers.
This software is provided "as is". In no event shall CyberMatrix be liable for any consequential, special, incidental or indirect damages of any kind arising out of the delivery, performance or use of this software. This software has been written with great care but CyberMatrix does not warrant that the software is entirely error free.
You may not attempt to reverse compile, modify, translate or disassemble the software in whole or in part.
You may freely distribute the trial edition of Meeting Manager, provided that all the files are included and are unmodified and that no files have been added to the package. Please distribute it by copying the original distribution file. You may not ask any money for the distribution.
If you want to put this application on a CD-ROM or other software compilation, please contact CyberMatrix before doing so. This is to ensure that old or incomplete files are not included in the compilation.
Administering Meeting Manager Data
Getting to know the Data manager
Viewing and Editing Table Data
Deleting records
Inserting Records
Color Coding Bookings
Meeting Manager Table Details
Viewing SQL Queries
Avoiding Database Corruption
Re-indexing Tables
Archiving Old Bookings
Backing Up Data
Restoring Data
Importing and Exporting CSV Data
Getting to know the Data Manager
The Meeting Manager program uses several data files. The Data Manager screen allows viewing and editing of all Meeting Manager data. To bring up this screen select View | Data Manager from the main menu. Note that if security has been enabled, you must first login as Admin or as Superuser if the Superuser data access option has been set. The following screen should appear:
See also: General Options
Note that in Meeting Manager Client/Server the Data Manager is only accessible from the Server application.
The Data Manager consists of three parts. The menu, the data navigation toolbar and the data view. The menu contains several data related functions. The data navigation toolbar is used to navigate through the different tables. The data view shows the data of a single table.
The Data navigator Bar
The bar at the top is the data navigator. The data navigator is for navigating the records of the current table. The first button |< will move to the first record of the current table. The second button < will move to the previous record. The third button > will move to the next record. The fourth button >| will move to the last record. The + button will add a new record. The - button will delete the current record. The button with the checkmark will save changes made to the current record. The x button will cancel any changes made to an unsaved record. The last button refreshes the current table to show the latest changes made to it.
The Data Tabs
The data tabs show all the tables used in Meeting Manager and allow you to view and edit the data in them. See the Viewing and Editing Table Data section for more details.
Menu
The menu consists of four sections File, Search, Records and Help. See below for descriptions of the different functions found within these sections.
File
Export to CSV - Exports the current table to text (CSV) format. See also: Importing and Exporting Data in CSV Format
Import CSV File - Imports a text file in comma separated variable (CSV) format into the current table. See also: Importing and Exporting Data in CSV Format
Import Contacts from Outlook - Imports any new contacts from Microsoft Outlook. See also: Import Contacts from Outlook
New SQL File - Opens the Notepad text editor to allow you to create a new SQL file. See also: Viewing SQL Queries
Edit SQL File - Opens the Notepad text editor to allow you to edit an existing SQL file.
Open SQL File - Allows you to choose an existing SQL file and shows the results of that query in the detail tab data grid.
Execute SQL File - Allows you to choose an existing SQL file and execute that query. Only Administrators can execute queries.
Re-index Table - Re-index the currently selected table. See also: Re-indexing Tables
Close - Closes the Data Manager screen.
Search Section
The Search section allows you to find records when in the detail tab view. To search for a record you must first click in or tab over to the field in which you want to search. Then choose Find from the Search menu. In the dialog that pops up, enter the text you want to search for then press the Find Next button. To find the next occurrence of that text press the Find Next button again.
Records Section
The Records section contains the following functions:
Insert - Inserts a new record above the selected record. See also: Inserting records
Delete Selected Records - Delete all the selected records. See also: Deleting records
Delete All Records - Deletes all the records in the current table.
Archive Inactive Bookings - Deletes expired bookings from Meeting Manager and saves them in the Archive table. See also: Archiving Old Bookings
Backup Data - Makes a time-stamped backup file of all tables. See also: Backing up Data
Restore Data - Replaces your existing data with the tables from a previous data backup. See also: Restoring data
Viewing and Editing Table Data
There are two ways to enter table data: form view and detail view.
Entering data in form view
To enter data by form view choose the tab corresponding to the table for which you wish to enter data. A form will appear showing all the fields in that table. The screen should look like this:
To add a new record press the + button on the data navigator bar. A blank record field will appear. Enter data in the fields and press the check mark on the data navigator bar. This saves the record changes.
Entering data in detail view
To view a table's data in detail view first choose the Detail tab. The screen should look like this:
To view the data for a table choose the table's radio button in the left box. The table's data should then appear in the grid to the right. The data may now be edited directly in the grid. After editing a record, the changes will be saved after you move off the edited record.
Currently, data from SQL queries may not be edited in this way.
You can cancel any changes you made to a record by either clicking the Cancel button (the big X) on the Database Navigator at the top of the screen or by simply hitting the ESC key.
See also: Deleting records, Inserting Records
Deleting records
To delete one or more records, select the records to delete. To select multiple records, click on the first record then hold down the [Ctrl] Key and click to select individual records or hold down the [Shift] key to select a range of records. To delete the selected records either press the [Ctrl]+[D] key combination or choose File | Delete Selected Records from the menu. To delete all the records in the current table choose File | Delete All Records from the menu.
Inserting Records
To insert a record click on the record above which you wish to insert a record. Then either press the [Ctrl]+[I] key combination or choose File | Insert Record from the menu.
Color Coding Bookings
There are many ways bookings can be color coded. You can assign a color to the booking itself, to the resource that is booked, to the booking topic or to the person who made the booking. If you have set the "Show current time" colored bar will be shown across the schedule grid indicating the current time. If you have set the "Show current items options" then the bookings taking place right now will be colored green.
Note that the color black is actually not used. Black is interpreted as having no color. By default everything starts as "black".
The different color options have a priority. The priority listing is as follows:
Booking
Resource
Topic
User
Meeting Manager Table Details
Manager has 14 tables: Archived Bookings, Audit, Bookings, Booking Topics, Categories, Contacts, Deleted Recurring Events, Equipment Bookings, Resources, Resources at a Glance, Resources, Unavailable, Status, Waiting List, Users and Security.
Archived Bookings
This table lists all the expired bookings that have been purged from the main booking table. Here are the field sizes and descriptions:
ID - Integer
Date - Date
StartTime - TimeStamp
EndTime - TimeStamp
Resource - String - 15
Description - String - 250
Contact - String - 50
Extension - String - 15
Freq - String - 10
LoginID - String - 30
Notes - String - 250
Attendees - String - 250
EndDate - Date
Equipment - String - 100
Catering - String - 100
Status - String - 1
Color - String - 1
Attendance - Integer
LastModified - TimeStamp
Chargeable - Boolean
Audit
This table maintains a log of all booking changes. Here are the field sizes and descriptions:
LoginID - String - 30
Timestamp - TimeStamp
BookingID - Integer
ChangeType - Unsigned Integer
Details - String - 250
The BookingID fields link to the corresponding ID field in the Bookings table. The ChangeType field indicates which kind of change was made: 0-add, 1-edit, 3-delete.
Bookings
This table lists all the active bookings. Here are the field sizes and descriptions:
ID - AutoInc - unique
Date - Date
StartTime - TimeStamp
EndTime - TimeStamp
Resource - String - 15
Description - String - 250
Contact - String - 50
Extension - String - 15
Freq - String - 10
LoginID - String - 30
Notes - String - 250
Attendees - String - 250
EndDate - Date
Equipment - String - 100
Catering - String - 100
Status - String - 1
Color - String - 1
Attendance - Integer
LastModified - TimeStamp
Chargeable - Boolean
The Resource field links to the Resource field in the Resources table. The Status field links to the Status field in the Status table.
The Freq field can have the following values:
s - single event.
d1 - every weekday.
d - every day.
wx-y - every x weeks. y corresponds to an 8 bit represendation of the weekdays (Sunday is 1, Monday is 2, Tuesday is 4...Saturday is 64).
mdx - every x months.
mx-y-z - the xth y of every z months. x can be first (0), second (1), third (2), fourth (3) or last (4). y corresponds to the weekday (Sunday is 1, Monday is 2,...Saturday is 7).
The Chargeable field indicates whether this booking is to be charged or not.
Booking Status
This table lists booking status codes that will show up in the booking status pull-down list in the Add Booking screen. Here are the field sizes and descriptions:
Status - String - 1 - unique
Description - String - 15
Booking Topics
This table lists all the booking topics that will show up in the booking topic pull-down list for the Add Meeting screen.
Here are the field sizes and descriptions:
Topic - String - 250 - unique
Color - Integer
Duration - Integer
The duration field indicates how long a booking with this topic will take. When the topic is chosen from the Topic pull-down list in the Add Booking screen, the end time will automatically adjust according to the duration time.
Categories
This table lists all the resource categories. The names listed in this table will show up in the Category pull-down list on the main scheduler screen. When a category from this table is chosen from this pull-down list, only the bookings of resources belonging to this category will be shown.
Here are the field sizes and descriptions:
Category - String - 15 - unique
Description - String - 20
The Category field links to the Category field in the Resources table.
Contacts
This table lists all the default booking contacts. The names listed in this table will show up in the Contact pull-down list in the Add Booking screen. When the Contact field in the Add Booking screen is double clicked, the contact's e-mail address will be queried from this table in order to e-mail the booking contact.
The e-mail addresses from this table will show up in the Attendees pop-up in the Add Booking screen.
Here are the field sizes and descriptions:
Name - String - 25 - unique
Extension - String - 25
EMail - String - 40
LoginID - String - 30
Phone - String - 15
Address1 - String - 20
Address2 - String - 20
Deleted Recurring Events
This table lists all the individually deleted bookings from a recurring event. Here are the field sizes and descriptions:
ID - Integer - unique
RecurDate - Date
The ID fields link to the corresponding ID field in the Bookings table. The RecurDate field indicates which day in the recurring event was deleted.
Equipment Bookings
This table lists all the equipment that is booked to other resources. Here are the field sizes and descriptions:
BookingID - Integer - unique
Resource - String - 15
The BookingID fields link to the corresponding ID field in the Bookings table.
Resources
This table lists all the bookable resources. Here are the field sizes and descriptions:
Resource - String - 15 - unique
Description - String - 50
Capacity - Integer
Security - String - 1
Equipment - String - 250
Cost - Currency
Category - String - 15
EmailContacts - String - 100
Color - String - 1
DefaultContact - String - 25
DefaultTopic - String - 15
Picture - Blob
Active - Boolean
The Resource field links to the Resource field in the Bookings table. The Category field links to the Category field in the Categories table. The Equipment field contains a list of equipment normally found in this room. Separate each piece of equipment with a comma.
If a resource is itself a piece of equipment, you must set the Category field to "Equipment". Only resources flagged as "Equipment" will show up in the Equipment pop-up selector in the Add Booking screen.
The DefaultContact field is used to automatically assign a contact when the resource is booked. The DefaultContact field links to the Name field in the Contacts table. The DefaultTopic field is used to automatically assign a topic when the resource is booked. The DefaultTopic field links to the Topic field in the Topics table. The Picture field stores a JPEG image of the resource. The Active field indicates whether this resource can be booked and have its schedule visible.
Resources at a Glance
This table lists all the resources that will appear when the Resources-At-A-Glance view is chosen. It contains only one field: Topic - Resource - 15. This field links to the Resource field in the Resources table.
Resources Unavailable
This table lists all the days and times resources are unavailable. Here are the field sizes and descriptions:
Resource - String - 15
Day - Integer
TimeFrom - Time
TimeTo - Time
DateFrom - Date
DateTo - Date
The Day field indicates the day the resource is not available. Sunday is 1, Monday is 2, ... and Saturday is 7. To make a resources unavailable all day long just enter a value for the Day field and leave the From and To fields blank. To make a resource unavailable for a time period every day, leave the Day field blank and enter values for the TimeFrom and TimeTo fields. To make a resources unavailable for a range of days, leave the Day, TimeFrom and TimeTo fields blank and enter date values in the DateFrom and DateTo fields.
Security
This table keeps track of all the user names and passwords used for the security features. Here are the field sizes and descriptions:
LoginID - String - 30 - unique
Password - String 10
Level - String - 1
Color - String - 1
The Level field indicates which security level the user has. The Level field can be A for administrator, S for superuser and U or blank for user. See also: Security.
Users
This table lists all the users of the software. Here are the field sizes and descriptions:
LoginID - String - 30 - unique
LastIn - TimeStamp
LastOut - TimeStamp
Waiting List
This table lists all the waiting list appointments. Here are the field sizes and descriptions:
RequestDate - Date
StartTime - TimeStamp
EndTime - TimeStamp
TimeLength - Float
Description - String - 250
Contact - String - 25
Resource - String - 15
The TimeLength field is the time in hours of the appointment. e.g. for 45 minutes you would enter 0.75 in this field. The Resource field links to the Resource field in the Resources table. The Contact field links to the Name field in the Contacts table.
Viewing SQL Queries
It is possible to view the results of simple SQL statements stored in external text files. SQL stands for Structured Query Language; it is a way to communicate with databases using English-like commands.
To create a new SQL file either create one using any text editor or choose File | New SQL File from the menu. Save the SQL file to a folder, usually the Meeting Manager Data folder.
To open a previously saved SQL file choose File | Open SQL File from the menu. A file select dialog will pop up allowing you to choose a SQL file. After selecting a file, you should see the results of the query in the data grid.
Note that currently only simple SQL Select queries are supported. Here is an example:
SELECT Resource, StartTime, EndTime
FROM Bookings
WHERE Resource = '1A' And StartTime Between TIMESTAMP '2008-03-09' And TIMESTAMP '2008-04-03'
ORDER BY StartTime
This query shows all bookings, sorted by StartTime for the resource "1A" between March 09 and April 03.
Note that when using the Order By and Group By clauses you must assign a name to the grouped by fields using the As token. Naming fields in this ways also gives the data grid columns a descriptive name.
For more information on SQL, consult a good introductory database textbook. There is also some documentation on the supported SQL calls in the database engine manual. To read this manual choose Help | DB Engine Manual from the Data Manager menu.
Executing SQL Queries
It is possible to execute simple SQL statements stored in external text files. SQL stands for Structured Query Language; it is a way to manipulate information from databases using English-like commands.
To create a new SQL file, either create one using any text editor or choose File | New SQL File from the menu. Save the SQL file to a folder, usually the Meeting Manager Data folder. Remember to save with the .SQL extension.
To open a previously saved SQL, file choose File | Open SQL File from the menu. A file select dialog will pop up allowing you to choose a SQL file. After selecting a file, the query will be executed and make changes to the database.
Here is an example of a simple SQL Update query:
UPDATE Bookings SET Resource='4D' WHERE Resource='4C'
This query will update all time records where the Resource is "4C". For these records, the Resource will be renamed to "4D".
For more information on SQL, consult a good introductory database textbook. There is also some documentation on the supported SQL calls in the database engine manual. To read this manual, choose Help | DB Engine Manual from the Data Manager menu.
Preventing Database Corruption
Note that corruption is very unlikely to occur in the client/server and web-based editions of Meeting Manager.
Meeting Manager Standard uses a local database to store its data. Unfortunately, local databases are susceptible to corruption if the computer is shut down abnormally. Corruption occurs while the program is in the middle of writing to the database and the program is prevented from completing the write. For this reason, you should always perform proper shutdowns. You should never shut off the computer or reset it while Windows is still running. Perform a proper shutdown by choosing Shut Down and either Restart or Shutdown from the start menu. If your system starts to act abnormally, try to exit Meeting Manager first and then perform a proper shutdown.
If your system appears frozen first try hitting the Ctrl + Alt + Delete key combination. This should bring up a task list. You may be able to end the task that is no longer responding. Sometimes the system will crash so hard that you cannot even bring up the task list. If this happens reset the machine and repair any corrupted Meeting Manager tables if necessary.
Note that it would be extremely rare for tables to become corrupted when using Meeting Manager C/S, Meeting Manager Enterprise or Meeting Manager Web.
See Also: Re-indexing Tables
Re-indexing Tables
Over time, one of your tables may become corrupted. This is not as bad as it sounds. When a table becomes corrupted, it just means that it requires re-indexing before it can be properly used again. See the section Avoiding Database Corruption to learn more about table corruption. Usually when a table requires re-indexing you will see an error message such as:
DBISAM Engine Error #9217 Error reading From Data File I:\MeetingManager\data\Bookings.dat
Re-indexing the table is simple. Just select the affected table in the data selector and then choose File | Re-index Table from the Data Manager menu. It does no harm to re-index a non-corrupt table.
DBSys
If you are unable to open the application to do a re-index you can get the DBSys utility. DBSys is a utility from Elevate Software, the makers of the database engine used in Meeting Manager. Use this program to re-index the affected table.
Last Resort
If after trying all these solutions you still have problems, you can zip up the problem data files and e-mail them to CyberMatrix support.
Archiving Old Bookings
After a time, the Meeting Manager program will have accumulated many old one-time meetings that are no longer useful to retain. Using the Archive Inactive Bookings function will delete these old meetings from Meeting Manager and save them in the Archive table. Occasional archiving in this manner will help to keep the Meeting Manager program running at peak efficiency.
To archive your old booking select Records | Archive Inactive Bookings from the Data Manager menu. The following dialog will appear:
You are able to choose the date range of the bookings to be archived. The date range defaults to include all inactive bookings from the last year. To archive inactive bookings within the date range press OK.
Backing up Data
To manually create a backup of your data choose Records | Backup Data from the menu in the Data Manager screen. Running this function will create a zip file in the Data\Backup folder. The zip file will have a name consisting of the current date and time the archive was completed. If you ever want to restore the data later you will need an unzip program such as WinZip. Alternatively you can use the restore feature.
See also: Restoring Data
Restoring data backups
To restore previously archived data choose Records | Restore Data from the Data Manager menu. A file select dialog will pop up allowing you to choose the archive you would like to restore.
Importing and Exporting CSV Data
Importing Data
Meeting Manager can import data in the form of comma-separated CSV files. If you have existing data from another application, this data can be imported into Meeting Manager provided it is saved in the right format. CSV files used for importing must follow the exact same format as the table into which they will be imported. That is, if you look at a table in the detail view of the Data Manager you will notice the order of the fields in the table. This is the same order that your CSV file must be in. Most spreadsheet programs like Microsoft Excel allow you to easily load in CSV file and move columns around.
See the section Meeting Manager Tables for more details on field types and sizes.
To import a CSV file first select the table you want to import into from the Data Manager. Then choose File | Import From CSV from the Data Manager menu. A wizard will guide you through importing the CSV file.
Note that when running the wizard, your import time format string must be exacty the same as what is in the CSV file. Most people leave in the .zzz in the import format string when their CSV data does not have microseconds. The import is not smart enough to determine what date/time formats you are using. You have to tell it. If the first row of your CSV file contains the field names, the field names in the header must exactly match the field names in the table you are importing into.
Exporting Data
Data can also be exported in CSV file format from Meeting Manager. This data can be imported into other applications that can handle CSV imports.
To export a CSV file first select the table to export from the Data Manager. Then choose File | Export To CSV from the menu. A file select dialog will allow you to select the CSV file to export.
Import Contacts from Outlook
Contacts from Microsoft Outlook can be imported into the Meeting Manager Contacts table. To import Outlook contacts choose FIle | Import Contacts from Outlook from the Data Manager menu. This import will only retrieve new contacts, that is contacts whose name is not already in the Contacts table. If you want these contacts updated from Outlook you will have to delete the contacts you want to update from the Contacts table. Note that the business contact information will take precedence. If there is no business contact information the home information will be used.
Installing Meeting Manager
Installing Meeting Manager Standard
Installing Meeting Manager Client/Server
Installing Meeting Manager Enterprise
Installing Meeting Manager Web
Installing Meeting Manager Standard
There are three ways Meeting Manager Standard can be installed:
On a single user's machine.
On a shared network location where the program and data is accessed by all users.
On every user's machine with only the data stored on the network.
Note: if installing this software for use by multiple people, all people must have read/write access to the Data folder on the shared drive.
Installing Meeting Manager on a single user's machine or a fully shared network location
Use the setup program to make the initial install on a local drive for a single-user. When prompted for an installation type choose the first option, Standard. The data will be stored in the user Application Data\CyberMatrix\MeetingManager folder. E.g. C:\Documents and Settings\Administrator\Application Data\CyberMatrix\MeetingManager. If you want to use a data folder in another location, you should choose the Client Only option when at the installation type selection screen. Otherwise, you will have to change the Data Path setting in the options screen.
Installing Meeting Manager on one or more machines with network-shared data
There are two ways Meeting Manager can be installed in order to share data with multiple people: fully-shared and shared-data-only. In a fully-shared setup the program and all data are installed on a shared network location. Users will use icons to access the software. To tell the program where the shared data is located you will need to either:
1) Enter the data path when you see the file missing message after trying to run the software on each client or
2) Copy over a CMMan.ini file containing the DataPath setting to each client's C:\Documents and Settings\[UserName]\Application Data\CyberMatrix\ folder.
3) Install the shared data folder in a folder called "Data" off the shared program folder. That is, if you installed Meeting Manager into a folder called I:\Shared\CMM, just install the data to I:\Shared\CMM\Data.
In a shared-data-only setup, just the data resides on a shared network location. The software and other support files reside on the user's own computer. Installing Meeting Manager in this way will generally be faster since the program executable will not always be pulled down through the network. However, installation and applying updates will involve significantly more work.
To install only the data on the network and install Meeting Manager on one or machines with network-shared data do the following:
Run the setup program on a single machine.
Choose the Data Only option when at the installation type selection screen.
Install Meeting Manager on all the machines that need to use the software. If you are sharing the entire application on the network just install to this machine.
Choose the Client Only option when at the installation type selection screen.
At the Enter Network Data Location prompt screen, enter the network data folder where you installed the data previously.
Installing Meeting Manager in this way will generally be faster since the program executable will not always be pulled down through the network. However, installation and applying updates will involve significantly more work.
Setting up the User's Workstations
In a fully shared multi-user setup, the Meeting Manager program files and data will reside in a common directory on the network. You will need to manually setup icons for your users.
Installing Meeting Manager Client/Server
There are two steps involved in installing Meeting Manager Server: Installing the server and installing the client
Installing the server
Run the setup program from your distribution. The distribution will either be a Meeting Manager CD that has been sent to you or a folder you created yourself after downloading and running the Meeting Manager download. On the second screen of the setup choose the Server and Data option and press the Next button. At the Enter Network Data Location prompt screen, enter the IP address of the machine that will host the shared data and server and continue with the rest of the setup. If you don't know the IP address of the server enter IPConfig at a command prompt. To get a command prompt, from the Start menu choose Run then type cdm and press OK.
The client gets the IP Address from the CMMan.Ini file. If the client can't read a valid IP Address, it will not run. The CMMServer.exe server application must be running at all times. If this application is not running, the client applications will not work.
If you are using a router you may need to know the Port number this software uses. The Port number is 9000.
Installing the client
Run the setup program from your distribution. On the second screen of the setup choose the Client Only option and press the Next button. At the Enter Network Data Location prompt screen enter the IP address of the machine that is hosting the shared data and server and continue with the rest of the setup. If you are installing from a CD, you will need to manually copy over the CMMan.Ini file (containing the server's e-mail address) over to each client install.
Running the Server As A Service
You can use the "srvany" tool from the Microsoft Resource kit to run the server application as a service. Here is a tutorial on setting up the server as a service.
1) use the "instsrv" tool to install the service to the registry
Example:
instsrv MeetingManagerServer "C:\Program Files\Resource Pro Kit\bin\srvany.exe"
Note that the executable name has to be "srvany.exe"
2) After you done with step (1), you need to edit the registry either by using the registry editor or using a batch file.
create a subkey name "Parameters" under
"HKLM\SYSTEM\CurrentControlSet\Services\MeetingManagerServer\"
so that the tree structure looks like
"HKLM\SYSTEM\CurrentControlSet\Services\MeetingManagerServer\Parameters"
Then, in the Parameter Subkey, add the values "Application" and make it point to your application executable.
Example, "C:\MeetingManager\CMMServer.exe"
3) DONE. You will be able to start/stop the service from both the
"service" manager and the command prompt using "sc stop MeetingManagerServer"
See also:
http://support.microsoft.com/kb/137890/EN-US/
http://www.coretechnologies.com/products/AlwaysUp/
Installing Meeting Manager Enterprise
There are two steps involved in installing Meeting Manager Enterprise: Setting up the database server and installing the client.
Setting up the database server
The first step in setting up your back end database server is to decide which server you should use. Meeting Manager Enterprise should work with the following database servers: MySQL, Microsoft SQL Server, PostgresQL, Sybase, DB2, Oracle, Interbase and Firebird. We recommend MySQL or Microsoft SQL Server because they are both very easy to work with. When you have your database server running you will need to create the tables used in Meeting Manager Enterprise. The easiest way to do this is by running a single script. Meeting Manager Enterprise comes with database setup scripts for MySQL, Microsoft SQL Server and PostgresQL. All the script files have the .SQL extension and can be found in the Meeting Manager Program Files Folder. Eg. C:\Program Files\CyberMatrix Meeting Manager\. If you create a script for another database and have trouble getting Meeting Manager to work with it please send it to us.
Installing the client
Run the setup program from your distribution. The distribution will either be a Meeting Manager CD that has been sent to you or a folder you created yourself, after downloading and running the Meeting Manager download. At the Database Settings prompt screen, enter the database connection settings. These settings include the IP address of the machine that is hosting the database server, the type of database server you will use, the database name (usually cmmm) and the database user name and password. Then continue with the rest of the setup. If you are planning to install from a CD we recommend you instead copy the installation files to a shared network folder so the above database setting do not have to be re-entered each time.
The client gets the database connection settings from the CMMan.ini file. If the client can't read these settings, it will not run properly. The CMMan.ini file can be found in the user Application Data\CyberMatrix folder. E.g. C:\Documents and Settings\Administrator\Application Data\CyberMatrix\CMMan.Ini.
In addition, each client needs special connectivity libraries installed. If these libraries are not installed the clients will not be able to connect to the database server. These libraries are available from the vendor of the database server you are planning to use. An easy way to get these libraries is to install the database client software. This client software should be available on their install CDs or can be downloaded from the vendor's web site. For Microsoft SQL Server you can just copy the Ntwdblib.dll file to the Windows System folder (\winnt\system32 on XP). Libraries for MySQL and PostgreSQL are available on our web site at:
http://www.cybermatrix.com/mmdownloads.html
Installing Meeting Manager Web
System Requirements
To run this software you will need a functioning Windows-based web server that can run Windows CGI executables. A common web server is Microsoft's IIS. Meeting Manager Web should run on any Windows compatible web server. If it doesn't work with your server let us know.
Installing Meeting Manager Web
When you have a functioning web server, you will then install the software into your web server's script folder. For example, when using IIS, your scripts folder might be C:\Inetpub\Scripts. For Apache, your scripts folder will be the cgi-bin folder. Run the setup program and choose this scripts folder as the destination folder.
Running Meeting Manger Web on your clients
To launch Meeting Manager from a client browser simply enter its URL. For example, "http://127.0.0.1/scripts/CMMWeb.exe" or "http://localhost/scripts/CMMWeb.exe". Replace the "127.0.0.1/scripts" or "localhost/scripts" part with whatever your tcp-ip address, logical script library is.
Security
The default password for the Administrator login is "magic". To maintain a secure system you should change this immediately. Write down the passwords and store in a safe location.
Using Data From a Previous Version
If you have been using Meeting Manager Standard or Meeting Manager Client-Server, you may wish to use this data with Meeting Manager Web. To use the old data perform these steps:
1. Make a backup of your existing old data
2. Delete the Security.Dat and Security.idx files from your old data folder
3. Copy the remaining tables over to the new data folder on your server
Troubleshooting
If you are having problems running the software try entering this URL in your browser:
http://127.0.0.1
If you have an index.html or default.html file in your web server's root folder you should see it now. If not, your web server is not running.
If you see your default web page but still cannot run our software try downloading this file:
http://www.cybermatrix.com/download/consolecgi.zip
Unzip this file into your scripts folder and run it by entering this URL in your browser:
http://127.0.0.1/scripts/ConsoleCGI.exe
If successful, you should see a page of system information. If not your server is not setup to run CGI executables.
If the ConsoleCGI test worked but you cannot run our software this means the Data folder containing the database tables does not have the appropriate permissions set. The most common reason is that the Internet Guest account (IUSR_machinename), which is by default part of the "Everyone" group, does not have Write permissions on the database files. To fix this problem, use the Security tab in Explorer to adjust the properties for the Data folder so that the Internet Guest account has the correct permissions.
Setting Permissions in IIS
You must give execute permissions to the CGI web folder (for IIS this is the scripts folder), this is the folder where our program executable is located. In the IIS console's "Directory Security" tab "Execute Permissions" should be set to "Scripts and Executables" for the Scripts folder. No IIS permissions need to be set at all for the SCRIPTS\DATA folder.
Select "Integrated Windows Authentication".
Don't set "Web Sharing", only NT Directory Permissions. For the anonymous Internet user (i.e. IUSR_xxx) account, set as following:
SCRIPTS ("All" - since anonymous cannot do anything bad via web anyway)
SCRIPTS\DATA ("All" - since anonymous cannot do anything bad...)
SCRIPTS\TEMP ("All" - since anonymous cannot do anything bad...)
For the Temp folder you should make sure the Allow inheritable permissions from parent to propagate to this object is set. This is because subfolders are created when reports are run.
If you can run the software but you see little boxes with a red X in them, the MMFiles folder does not have read access permissions set.
In the scripts folder you'll see a folder called MMFiles. This folder contains the images used in the application. You must set read access security for the Internet Guest account (IUSR_machinename) on this folder or these images will not show up in the web application. Similarly, the MMReports folder must also have read access in order to view reports.
IIS 6 Notes
The CMMWeb.exe file must be specifically given permission to run in IIS 6. Enabling executables in the web properties for the site is NOT enough. You have to add CMMWeb.exe to the Web Applications section.
Apache Server Installation
Install the CyberMatrix Meeting Manager Web software by running the mmwsetup.exe program. When prompted for a folder to install the application to, choose a new directory outside of the Apache document tree. For example, use C:\CyberMatrix.
Note: You should not install the application to the Apache cgi-bin directory! It will not operate correctly if installed to this location.
Configure Apache
Open the Apache httpd.conf file in Notepad or other text editor. You can open it with Start -> All Programs -> Apache HTTP Server -> Configure Apache Server -> Edit the Apache httpd.conf Configuration File, or the default location of this file is C:\Program Files\Apache Group\Apache2\conf\httpd.conf.
Add the following section to the httpd.conf file. If you are not using a virtual hosting configuration, add these lines to the bottom of the file. Otherwise, add them to the appropriate VirtualHost section.
Alias /CyberMatrix C:/CyberMatrix
<Directory "C:/CyberMatrix">
Options +ExecCGI
AddHandler cgi-script .exe
</Directory>
<Directory "C:/CyberMatrix/Data">
Order Deny,Allow
Deny from all
</Directory>
The Alias line tells Apache to map all URLs that start with /CyberMatrix to the C:/CyberMatrix directory (i.e. the directory you installed the application to above. If you used a different directory, then use that directory instead of C:/CyberMatrix throughout these configuration lines.)
The next section tells Apache that files that end with .exe are to be executed as CGI applications. All other files (images, etc.) are handled using the default static content handler.
The last section protects files in the Data directory from being downloaded directly through client browsers.
Save your changes to the httpd.conf file.
Test Configuration
Restart the Apache Server so it will re-read the configuration file. Use the Apache Services Monitor icon on the taskbar or restart the server with Start -> All Programs -> Apache HTTP Server -> Control Apache Server -> Restart.
If the server fails to restart, you may have made an error in the configuration settings. Review the Error Log to see what the problem is and double-check the configuration file.
When the server has restarted, execute the Meeting Manager Web application by navigating to http://localhost/CyberMatrix/CMMWeb.exe. This URL is formed by combining the server name, the value used in the Alias directive above, and the application file name.
Changing Meeting Manager Options
The Meeting Manager Options Screen consists of twelve sections: the General tab, the Security tab, the Schedule tab, the Date/Time tab, the Scripts tab, the E-mail tab, the E-mail scripts tab, the Terms tab, the Data tab, the Resource Blocks tab, the Bulletin tab and the Site Editor tab. In the Client/Server and Enterprise editions of the Meeting Manager, the Options Screen has an additional tab, the Network tab. Choose a section by clicking on the labeled tab corresponding to that section.
[Note that the Data tab and the Site Editor tab do not show up in either the Web, Client/Server or Enterprise editions of Meeting Manager.]
Click on the OK button to save any configuration changes and close the Options screen. Press the Cancel button to exit the Options screen without saving the changed options.
General Options
This is what the General options tab looks like.
Program Options
Force Contact
If this option is checked, the user must enter the contact name when adding a booking.
Show Splash Screen
If this option is checked, the starting splash screen will be shown by default.
Allow Double Booking
If this option is checked, resources can be booked more than once for the same time period.
Allow Past Booking
If this option is checked, resources can be booked in the past.
Hide Equipment From Pull-downs
If this option is checked, equipment is hidden from resource pull-down lists
Show Tips on Start Up
If this option is checked helpful tips will be seen when the software first runs.
Font
Indicates the font used through out the software. Languages using special characters (Unicode) should change the font to one that supports these characters.
Web edition Options
The Meeting Manager Web Administrator has two additional options in this section.
Topic Pulldown
If checked, a pull-down list is used for the Topic field in the Add Booking and View/Edit Booking screens. Otherwise, a simple text box is used.
Contact Pulldown
If checked, a pull-down list is used for the Contact in the Add Booking and View/Edit Booking screens. Otherwise, a simple text box is used.
Secondary Help File
The secondary help file option allows Meeting Manager to use an additional help file created by your company. This could be a floor plan in Windows help format or anything else. The custom help file will show up as another option in the Meeting Manager main help menu.
Although this option was specifically designed for help files, any other kind of file could be used including HTML files. For this to feature work properly the file extension type must be associated or registered with an appropriate application on each user's machine.
For example, if you put your company floor plan in HTML format, every user must have an HTML browser such as Netscape installed and associated with the *.Htm extension.
Secondary Help Filename
Enter a filename in this box or click the browse button to bring up a selection dialog.
Secondary Help File Description
Enter a description of what the secondary help file is. This description will show up as another option in the Meeting Manager main help menu.
Security Options
This is what the Security options tab looks like.
The security section allows the enabling of security and setting other security options.
Enable Security
If this option is checked the security system is enabled for the application. Note that when security is enabled for the first time the Administrator uses the default password of "magic". You should change this password immediately after enabling security to ensure a secure system. Write down your new password and store it in a secure location such as a safe. To set up the users in the Security table and to change the current passwords use the Detail tab of the Data Manager. See also: Security
Use Windows Login
If this box is checked, users will not have to login if they are already logged in to Windows and their login ID has been set up as a LoginID in the Security table.
Login to book
If this box is checked, the user must login before they can add, delete or edit bookings. This effectively gives view only rights to ordinary users that have not been issued a login and password.
Force Login
Check this option if you wish to require all users to login before having access to Meeting Manager.
Superuser data access
Check this option if you want to allow superusers to access the Data Manager. Superusers still cannot access the Security table though.
Require booking approval
If checked, bookings made by ordinary users must be approved by an administrator or superuser before they go live.
Allow superuser edits
Check this option if you want to allow superusers to edit and delete other users bookings.
Allow user edits
Check this option if you want to allow users to edit their own bookings.
Allow user deletes
Check this option if you want to allow users to delete their own bookings.
Restrict user viewing
If this option is checked, users cannot view the bookings made by others.
Restrict resource viewing
If this option is checked, users cannot view the bookings of resources with administrator or superuser access.
Case insensitive login IDs
If this option is checked, the case used for loginID and password entry is ignored. That is, "administrator" is seen as identical to "Administrator".
Schedule Options
This is what the Schedule Options tab looks like.
Schedule Options
Limit Resources At A Glance
If this option is checked the Resources-At-A-Glance view will only show those resources listed in the RAAG.Dat table.
Show Topic Highlight
If checked the bookings will have a reverse color title bar when displayed in the schedule grid.
Minimum Column Width
This specifies the minimum column width to use in the Week-At-A-Glance and Resources-At-A-Glance views. When there are a large number of resources, this setting enables the booking grid to scroll instead of compacting resources.
Row height
This specifies the height of the grid line rows in the scheduler grid. Use a higher number to get larger rows.
Font Size
Indicates the font size used in the schedule items.
Sidebar Position
Determines where the sidebar containing the schedule times will be positioned on the schedule grid.
Booking Shape
Determines the shape of the booking items on the schedule grid.
Background Color
Determines the background color of the schedule grid.
Default Booking Color
Determines the default color of bookings on the schedule grid.
Unavailable Color
Determines the color of unavailable periods on the schedule grid.
Date/Time Options
This is what the Date/Time Options tab looks like.
Time Options
Use Date Calendar
If this option is checked, a large calendar control will be seen on the left side of the main screen instead of a date pull-down picker.
Show Current Time
If checked the line in the schedule corresponding to the current time will be colored yellow.
Show Current Items
If checked the bookings that are active now will be colored green.
Move to Current Time
If checked the schedule will automatically scroll down to the current time.
Hint Duration
The Hint Duration specifies how long (in milliseconds) schedule hints will remain showing.
Allow Booking X Months in Advance
Indicates how many months in advance of the current date bookings can be made for. Leave at 0 to have no booking restrictions.
Auto refresh every X seconds
If this option is checked the schedule will automatically refresh every time the number of seconds entered have passed.
Booking Time Period
Setting Start and End Times
The Start time specifies the earliest time a meeting may be booked on any given day. The End time specifies the latest time a meeting may be booked on any given day. If necesary you can have the start time later that the end time. I.e. if you need to book a resource from 11:00 PM to 01:00 AM the next day for example.
Booking Interval
This number indicates the number of booking intervals in an hour. For example:
30 - split the hour into two intervals i.e. 8:00 - 8:30
15 - split the hour into four intervals i.e. 8:00 - 8:15
10 - split the hour into six intervals i.e. 8:00 - 8:10
End Date
The End Date is the date on which recurring events stop. To use the default booking end date of 2015/01/01 make sure the Default End Date option is checked. To use a closer end date, uncheck the Default End Date option and enter a different Booking End Date. Note that after changing the Booking End Date setting, all old recurring events using the previous Booking End Date will have their end date extended to the new end date. So if you don't want these events extended you should archive the old bookings first. See also: Archiving Old Bookings
Script Options
Schedule scripts allow you to configure what is seen for each appointment displayed in the schedule grid.
Schedule item script
This script is used for all non-monthly schedule views.
Monthly schedule item script
This script is used only for all monthly schedule views.
Scripts consist of text and special macros. The macros are enclosed in percent marks and represent special fields in the database. For example, the %Topic% macro represents the booking topic. When text and a macro is enclosed within squiggly brackets, the text will not be shown if that macro value is blank. For example, if we wanted to show the contact field with a descriptor in front of it we could place {Contact: %Contact%} in the script. If the contact field is empty for any booking the Client: text will not be seen.
Here is a list of available macros:
%Topic% - booking topic
%Resource% - resource name (only for Resources This Month View)
%Contact% - contact name
%Attendance% - number of people attending a meeting
%TotalAttendance% - number of people attending meetings in a resource in this time period
%Capacity% - maximum number of people the resource can accommodate
%Notes% - booking notes
%StartTime% - booking start time
%EndTime% - booking end time
%Equipment% - equipment booking alongside the meeting
%Catering% - catering notes for the meeting
%Attendees% - e-mail addresses of people attending a meeting
E-Mail Options
This is what the E-mail Options tab looks like.
Mail Options
Notify Attendees
If this option is checked, whenever a booking is changed or deleted, a notice will be e-mailed to the e-mail addresses listed in the Attendees booking field.
Auto Notify
Check this option if you want attendees to automatically be notified when bookings are added or changed.
Use MAPI
If checked all e-mail will be sent using your default MAPI compliant mail program.
Reminder Options
Send E-mail reminder
If checked upcoming bookings reminders are sent to the booking contacts.
Remind Contact
If checked upcoming bookings reminders are sent to the booking contact.
Remind Resource Contact
If checked upcoming bookings reminders are sent to the resource contacts.
Range
Number of days before reminders are sent. Note that hours can be entered provided they are expressed as a fraction of a day. For example, to set a reminder interval of 2 hours enter 0.08333 (2/24=0.08333).
SMTP Server Options
Enable Authentication
Check this box if your mail server requires password notification before sending mail.
SMTP Mail Host
This is the SMTP mail host used on your network. Usually it is mail but enter whatever you use for configuring other mail programs. If this option is not entered correctly, the e-mail features will not work.
SMTP Port
This is the SMTP port used to send email on your network. Usually it is 25 but you can enter another port number to get arount port 25 blocking.
Authentication Login ID
Enter your SMTP authentication loginid here.
Authentication Password
Enter your SMTP authentication password here.
Domain
The from field of e-mails sent to attendees will default to the loginid of the person adding or editing the booking. If your network requires a full domain to send e-mails, enter the domain name in this field. Note that you must include the @ symbol.
Emails
Default From E-Mail Address
The e-mail address here will show by default in the from field of any e-mails sent to meeting attendees.
Catering email
For any bookings contain catering information that are added or edited, a note will be sent to the e-mail address listed here.
E-Mail Script Options
E-mail scripts allow you to configure what is seen for each e-mail that is sent out by the software.
Rejection email script
This script is used for the email sent when a booking has been rejected by an administrator.
Deletion email script
This script is used for the email sent when a booking has been deleted.
Request email script
This script is used for the email sent when a booking has been requested to be booked.
Approval email script
This script is used for the email sent when a booking has been approved by an administrator.
Changed email script
This script is used for the email sent when a booking has been changed.
Added email script
This script is used for the email sent when a booking has been added.
Catering email script
This script is used for the email sent to catering when a booking has been added or changed.
Scripts consist of text and special macros. The macros are enclosed in percent marks and represent special fields in the database. For example, the %Topic% macro represents the booking topic.
Here is a list of available macros:
%BookingCost% - the cost to book the room or resource
%Topic% - booking topic
%ConflictMessage% - any details relating to conflicts with other bookings
%Contact% - contact name
%Extension% - contact's extension number
%OldResource% - resource name of previously edited booking
%Resource% - resource name
%Notes% - booking notes
%OldStartDate% - booking start date of previously edited booking
%StartDate% - booking start date
%StartTime% - booking start time
%EndTime% - booking end time
%Catering% - booking catering notes
Term Options
The Terms tab is used to configure the terms used in the application. For example, if you use Meeting Manager for scheduling patients in a doctor's office you might want to change the Contact term to Patient. In this way, wherever the term "Contact" appears, it will be replaced with the term "Patient" everywhere in the software.
This is what the Term screen looks like.
Data Options
The Data tab is used to change where the data files for the program reside. To change the data path, first make sure the Default Data Path box is not checked. Then click on the button to the right of the Data Location edit box. Use the path explorer to choose a new path. Make sure the newly chosen path has data files in it.
This is what the Data Options tab looks like.
Default Data Path
If this box is checked, the Meeting Manager data path will be the default data folder in the user Documents and Settings folder. E.g. C:\Documents and Settings\Administrator\Application Data\CyberMatrix\MeetingManager.
Data Path
This is the path where the Meeting Manager data files reside.
Resource Block Options
Resource Block Section
The Resource Block section enables the creation and editing of resource blocks. Resource blocks are simply groupings of rooms or other resources. When resources have been added to a block, that block can be booked just like any other resource.
When booking a resource block, booking conflicts will be checked within the block itself, with any resources within the block and with any other blocks which contain any of the same resources.
This is what the Resource Block tab looks like.
Enable Blocks
If this box is checked, booking can be done using resource blocks.
Blocks Must Contain Same Type
If this box is checked, each block can only contain resources of the same type
Show Block Booked If Resource Booked
If this box is checked the block will be shown booked if any of its resources are booked
Resource Blocks
A tree list showing all entered resource blocks. Use mouse right click to add or remove blocks. New blocks will default to having the name "BlockX", where X is a number. To change this to something else simply ensure the block is highlighted and then click on the block once more to enter edit mode. At this point, the text can be changed to whatever you wish.
Available Resources
Lists all available resources. Drag a resource onto a block to add it to the block.
Working with Blocks
Creating New Blocks
To create a new block right click on the Blocks box. From the menu, choose New Block. A new block will be added called BlockX, where X is a number. Click on the new block once to select it and once more to enter edit mode. When in edit mode you can change the name of the new block to whatever you wish.
Adding Resources to Blocks
To add resources to a block, simply highlight the resources you want in the Resources block and then drag these selected resources onto the block where you want them. When added, the resources will show as sub items of the block.
Deleting Blocks
To delete a block, right click on the block and choose Delete from the menu.
Bulletin Options
The Bulletin Section
The Bulletin section allows configuration of the pop up bulletin seen whenever a user starts the Meeting Manager program.
This is what the Bulletin Options tab looks like.
Show Startup Bulletin
If this is checked, a bulletin will pop up whenever anyone starts the Meeting Manager program.
Allow User Disabling
If this box is checked, when the bulletin pops up in the Meeting Manager program a "Do not show this again" check box will be shown. If the user checks this box, the bulletin will not be shown again on that user's machine only.
Bulletin Entry Box
This is where the text making up the bulletin can be entered. The text will be displayed exactly as entered, WYSIWYG.
Site Editor Options
The Site Editor is used to maintain a list of sites and their network path locations. When sites are setup in this way the main screen will have an item in the File menu called Open Site. Choosing this option will bring up a screen allowing the user to select a site. After pressing OK the user will now be able to view and edit the bookings at this site.
If there are no rooms setup for a site, the admin password dialog will pop up. After logging in the options screen is shown allowing the site's resources to be entered.
This is what the Site Options tab looks like.
Site Name
This is a descriptive name of a given site. It will be seen when the user first tries to open a site.
Site Network Location
This is the full network path of a site. Any valid UNC path or mapped drive letter should work fine here.
When a new site is added empty tables will be created in the directory you specified. To populate these tables first open the site using the main menu, then populate the data as you normally would using the Data Manager.
Network Options
The Network options tab is only seen in the Meeting Manager Client/Server and Meeting Manager Enterprise.
The Network options tab is used to set the IP address used by the Meeting Manager server application. To set the IP address, enter the IP address of the machine the server is running, into the IP Address field.
It is very important to set the correct IP address. If the wrong IP address is used, the client applications will not be able to connect to the server.
Meeting Manager Enterprise has four other important values on this tab.
Protocol
This is the back end SQL server database engine you wish to connect Meeting Manager to.
Port
This is the port number the back end SQL server database engine connects at. Leave it at 0 to connect at the database server's default connection port.
Database
This is the name of the database to use on the remote database server.
User Name
This is the user name required to connect to the remote database server.
Password
This is the password required to connect to the remote database server.
Adding Users and Changing Passwords
There are three security levels User, Superuser and Administrator. The Superuser level allows the booking of resources identified as having Superuser access. The Administrator level has the same privileges as the Superuser level but with the added capability of being able to edit or delete any booked resource regardless of which user had entered the booking.
To add new users use the Manage Security feature to edit the Security table. The Security table can only be edited in the Detail tab view. The security table contains all the users for the system and their corresponding passwords. Initially this table contains three default users User, Superuser and Administrator. Never delete these users, particularly the Administrator.
Security levels can be assigned to users by editing the Security table using the Data Manager. To make a user an administrator, simply enter an uppercase A in the Level field for that user. To make a person a Superuser, enter an S.
Note that when security is enabled for the first time all security levels use the default password of "magic". You should change this password immediately after enabling security to ensure a secure system. Write down your passwords and store them in a safe location such as the company safe.
See Also: Assigning Security to Resources
Assigning Security to Resources
If you would like to restrict certain resources so that users must login in order to book these resources, you must assign a security level to these resources in the Manage Security feature. From the main menu choose View | Data Manager. Ensure the Resources table is selected. In the Security field set the security level. The possible security levels are:
A - user must login as administrator to book this resource.
S - user must login as superuser to book this resource.
U - user must login as user to book this resource.
See Also: Adding Users and Changing Passwords
Getting to know the Reports Screen
See also: Custom Reporting
This screen allows printing reports of all bookings of one or all resources in a specified time period.
The Report screen consists of three parts: filters, sort method and report list.
The filters allow only specific bookings to be seen on the reports. The Resource filter allows you to see only the bookings for a specific resource or all resources. The From and To dates specify that only bookings that occur between these two dates will show on the reports. The Category filter causes only those booked resource that belong to the specified category to be seen on the reports. The category filter is only useful when choosing the All Resources item from the Resource filter. The Contact filters causes only those bookings that have the specified contact to show on the reports.
The sort method allows the booking data to be sorted by different means. Reports can be sorted by resource, date, contact, start time and topic.
The report list shows all the reports that exist in the Meeting manager reports folder. If you do not need all the reports that show up here you can delete the ones you do not need from this folder. In the Reports folder is a folder called Examples. This contains additional reports that you might want to use.
To check out the report before printing choose File | Preview from the menu. To print the report directly choose File | Print form the menu.
Exporting Reports to Different Formats
Reports can be exported to several different formats. To export a report, first view the report in print preview mode. In the preview screen at the top is a tool bar. Click on the floppy disk icon. This will bring up a save as dialog that will allow you to choose a format to export the report to.
Creating and Modifying Reports
See also: Booking Reports
Meeting Manager comes with a powerful report designer feature. With the report designer you can create your own unique schedule reports or edit existing ones.
Editing an Existing Report
The easiest way to create a new report is to edit an existing one. Meeting Manager comes with several pre-built reports. To edit one of these select Custom Reports | Edit from the Report Selector menu. A file select dialog will pop up allowing you to choose a report. After selecting a report, the report designer will appear. In the report designer you can add graphics and text to the report or even move fields around or add new ones. See the report designer help file for more details. To add new fields you will need to modify the SQL variable to include those fields. The SQL variable is explained below.
Note that if you are modifying a booking report, the SQL variable will be blank. If you need to add fields from other tables or set WHERE conditions or perform a special SORT you will need to add the following to the SQL variable: SELECT * FROM MEMORY bookingtmp. Then change the SQL as you wish.
Adding new fields to reports
To add new fields to a report all you need to do is modify the report SQL to include the two fields and then add the two field boxes to the report.
Modifying the SQL variable:
First start the report designer by selecting Custom Reports | New from the Report Selector menu. Now modify the SQL variable to include the new fields. From the menu choose Report | Variables. Click on the SQL variable. You will see the existing report SQL. Add the new fields to the end of the SELECT clause. Click OK to save the changed variable.
Now add the new fields to the report:
See the Creating Reports section below on how to add the new fields to the report.
Creating Reports
There are several steps to create your own reports.
First create the report:
Start the report designer by selecting Custom Reports | New from the Report Selector menu.
Next assign the datasets
Datasets are assigned in the Data tab to the right. Double click where it says No data available. In the selection dialog check frxDBDataset1. You will see the available data fields appear.
Now create the SQL variable:
From the menu choose Report | Variables.
Click on the New Category button (the button with a glinting yellow folder icon). This will create a new category.
Name the category something like ReportVariables.
Click the New Variable button (the glinting fx button).
Call the new variable SQL.
In the Expression box, enter your SQL query. For example: SELECT * FROM Bookings.
Click OK to save the new variable.
Note that the existing template.fr3 report has this step completed for you already.
Now add bands to the report:
Click on the Insert Band button (the button with the three squares and plus sign).
A list of band types will appear.
Click on Report Title, Page Header, Master Data (select the frxDataset1 Dataset) and Page Footer bands.
Now add fields to the report:
In the Data tab to the right select the fields of the query you want to see on your report and drag them onto the Master Detail band positioning them where you want them. The Master Detail band is the long rectangle in the middle of the report with the blue heading.
Note that the fields available may not match what you have added to the SQL variable. If that is the case you will have to save the report (if you haven't already), close the report designer and reopen it. This will update the query to use the SQL the report is based on.
Now add field labels to the report:
Click on the Text Object button (the button with the ab on it).
No click on the Page Header band where you want the first field caption to appear.
A dialog will pop up allowing you to type the text for the field label. Type the text and press the green check mark to save.
Repeat this for all other field labels.
Your report should now work. Save the report. Press the Close button to return to the Reporting Screen. Choose Custom Reports | Preview Report from the menu. Select your new report and press OK to see what your report will look like when printed.
Note that choosing File | Preview from the report designer menu may not work depending on what fields you've added to the report. To get the report to preview correctly from the report designer you will need to save the report (if you haven't already), close the report designer and the preview the report from the report selector screen. This will update the query to use the SQL the report is based on.
Other Variables
There are two other variables that you can use to make special reports. If you want to create a schedule report you must create and set the Schedule variable. This variable is created the same way the SQL variable is created. For schedule reports, you must set the Schedule variable to 'True'. Only by setting this variable will recurring events be broken up into the individual days. The varSiteName variable displays the current site you are viewing bookings for.
Report Functions
There are several report functions that can be used to format data and output special values.
ExpandFreq() - outputs the frequency field to a more readable format.
FirstWord() - returns first word of passed string.
FormatTime() - formats a time field based on your system time format.
FormatDate() - formats a date field based on your system date format.
FormatCurr() - formats decimal numbers based on your system currency format.
FormatDec() - formats decimal numbers based on your system currency format.
Here is an example as to how to use these functions in a report memo field:
[FormatDate(<frxDBDataset1."StartTime">)]
Report Notes
Only when the Resource filter says All Resources will the Resource column be visible. You can make this column appear by renaming the Resource label to something other than lblResource and the Resource field to something other than txtResource.
Converting Old .frf Custom Reports to the New .fr3 Format
If you have created custom reports in the old .frf format they will need to be converted to the new .fr3 format. If you still have the old version of the software you can save the frf reports to the fr3 format. To do this open the old report in the Report Designer. Choose File | Save As from the menu. In the Save as type pull-down list choose FastReport3 form (*.fr3). Alternatively you can download the report converter program. You can download the converter from:
http://www.cybermatrix.com/download/fr2x-fr3converter.zip
Unzip the file to a folder somewhere. Run the fr3convert.exe program and click on the Select Report Files tab. Click the Open Folder icon and locate the reports folder containing the .frf files. Click the button with the green arrow to convert the reports.
Each report must be tweaked manually to fully convert it. Here are some guidelines:
set designer to free bands placement - in designer choose View | Options and set the Free bands placement option
open report
assign datasets - choose Report | Data - select frxDBDataset1 and frxDBDataset2 if your report uses a sub report.
set master detail band dataset to frxDBDataset1
all fields must be preceded by the dataset and enclosed in quotes. Eg. [frxDBDataset1."WeekStart"]
fields referenced in expressions must be surrounded by <> not [] i.e. [FormatDec(<frxDBDataset1."Total">)]
set group conditions in this format Eg. frxDBDataset1."WeekStart"
for summing numbers in string fields must use StrToFloat or Int function i.e. [FormatDec(Sum(StrToFloat(<frxDBDataset1."Total">)))]
variables referenced in code must be surrounded by <> not []
any report variables will need to be recreated as they will not convert over.
Additional Help
See the UserManual-en.pdf help file for more details on report design (choose Help | Report Designer from the Reporting Screen menu).
Differences between Meeting Manager editions
Standard
The standard edition of Meeting Manager uses a local database. This edition is ideal for small numbers of users in a Windows environment.
Pros
Meeting data can be shared over a network.
Easy to install.
Inexpensive.
Simple intuitive graphical interface.
Cons
More likely to require occasional database re-indexing maintenance.
Poor performance with many (over 10) simultaneous users.
Can only be used on Windows machines.
Client-server
The client/server edition of Meeting Manager is ideal for large numbers of simultaneous users in a Windows environment who may need to access schedule data over the intranet or Internet.
Pros
Data can be accessed over an intranet or even the Internet.
Very little chance of requiring database re-indexing maintenance.
Good performance with many simultaneous users.
Simple intuitive graphical interface.
Cons
Can only be used on Windows machines.
Does not have the Sites feature that the Standard edition has. (Though a similar effect can be achieved using the Categories feature.)
Enterprise
Meeting Manager Enterprise is ideal for large numbers of simultaneous users in a Windows environment who need to access meeting data over the intranet or Internet. Meeting Manager Enterprise has all the feature of Meeting Manager Client/Server except that the raw data can only be accessed and changed in the database server application. The big benefit of Meeting Manager Enterprise over Meeting Manager Client/Server is that Meeting Manager Enterprise is scalable. You can start with a small number of users running on a single database server. Over time you can add more and more users. If performance is ever a problem you simply use your database server's load balancing features to increase performance. Using the advanced features of database servers, you can accommodate unlimited numbers of people.
Pros
Data can be accessed over an intranet or even the Internet.
Data can be stored on your choice of database server.
Very little chance of requiring database database re-indexing maintenance.
Good performance with many simultaneous users.
Simple intuitive graphical interface.
Cons
Can only be used on Windows machines.
Web
The web edition of Meeting Manager is ideal for large numbers of simultaneous users who need to access schedule data over the intranet or Internet.
Pros
Data can be accessed over the intranet or even the Internet.
Very little chance of requiring database re-indexing maintenance.
Good performance with many simultaneous users.
Client can be accessed from any web browser on any operating system.
Cons
Primitive Html interface.
Must run a Windows-based web server.
Multi-Language Support
This program can be configured to support almost any language. Currently only English is supported. However, users of this software may easily create support for their own language.
This software uses language files to store all its internal text strings. These files end with the .lng extension. To create a language file for your language do the following:
Simply open the existing English.lng file with any text editor such as Notepad.
You will see that the language file is split into two sections [Translations] and [Messages]. To convert to your language replace all the strings to the right of the equal sign (=) with your language's equivalent. Do not translate the text to the right of the equal sign. You do not have to convert lines starting with ; as these are comment lines and are ignored by the translator. You should not convert any text between square brackets [] as these are very important to the translator.
Note that menu captions use the ampersand (&) to enable a hot key on the character following it.
Finally, save the modified text file to the name of your language, E.g. Francais.lng.
To try out your language file select File | Language from the main menu and select your language.
Please be sure to send us your translations so we can allow everyone else to use your language with this software as well. Contributors will be noted on this page.
Report Translations
The report list used in the program is generated from all the report files in the Reports folder. To translate the report names you will have to changes the report names to your language's equivalents.
How to Purchase Meeting Manager
You may freely evaluate the trial edition Meeting Manager without any costs for the period of 30 days. If you wish to continue using the program after 30 days, you must purchase it from CyberMatrix. If you do not wish to purchase the program after 30 days, you must uninstall it from your computer.
After 30 non-consecutive days from the time of installation, the software will cease functioning.
Rates
The following license rates apply to the CyberMatrix Meeting Manager program (in US dollars):
Meeting Manager Standard / Meeting Manager Web
Single license $100.
each additional seat $75.
10 seats $700.
25 seats $1500.
50 seats $2500.
100 seats $4000.
Company Site License $5000 (for up to ten different sites).
Meeting Manager Client/Server / Meeting Manager Enterprise
Single license $200.
Each additional seat $100.
10 seats $1000.
25 seats $2000.
50 seats $3500.
100 seats $6500.
Company Site License $9000 (for up to ten different sites).
Shipping options
Internet download: FREE.
Ship CD by mail: $5.
Ship CD via courier: $45 ($65 outside North America).
Direct funds transfer: $10 (for orders under $300).
Non-profit Discount
Not for profit agencies are entitled to a 10% discount when software is purchased directly from CyberMatrix.
Purchasing
There are several ways to purchase Meeting Manager:
All CyberMatrix software can be purchased directly from CyberMatrix by fax, telephone, secure web form, purchase order, funds transfer or by regular postal (snail) mail. Note that all prices are in U.S. dollars.
Fax
For fax orders click here to fill out the order form and fax toll free to 1-866-425-2670.
Internet Secure Server
Licenses can also be purchased by credit card on the Internet using a secure server. See the CyberMatrix store web page at http://www.cybermatrix.com for details.
Phone
For telephone orders using a major credit card you may phone CyberMatrix directly at (250)503-1009.
Toll Free
For telephone orders by credit cards, call toll free in Canada and the U.S.: 1-888-664-0383.
Purchase Order
Companies and government agencies may purchase this software by way of purchase orders. Standard credit references are required before POs may be processed. This information may be faxed toll free to 1-866-425-2670.
Funds Transfer
Funds may be transferred directly from your bank account to ours. Contact us for account information. There is an additional $10 charge on orders under ($300) for using this option.
Snail Mail
To purchase a license, print out the order form and send a company check or money order (in US funds) to:
CyberMatrix Corporation
3104-30th Ave
Suite #224
Vernon, B.C. V1T 9M9
After Purchasing
After you have purchased Meeting Manager, if you did not order the software on disk, you will receive instructions on obtaining the commercial edition of Meeting Manager and a registration key that will register the program to you or your organization. You may use the registration key with as many copies of Meeting Manager as you have purchased licenses for, installed on as many computers. More than one person is allowed to use one licensed copy of the software on the same computer, as long as no two people use it at the same time. Just like a book can be read by many people, but only by one person at a time.
If more than one person needs to use the software at the same time, you must purchase a license for each person. Discounts apply for bulk purchases.
When your order and payment has been received and you did not order the software on disk, you will promptly be emailed a registration key. It is therefore important to include a valid email address when you place your order. Instructions will be provided on how to use the registration key.
Upgrade Information
All registered users of Meeting Manager are guaranteed all future product revisions, both major and minor will be provided free of charge for a minimum of six months after the date of purchase.
Any major revisions after six months may accompany an upgrade fee that will be not more than 50% of the suggested retail price for said revision.
All upgrades will be made available for electronic download.
See Also: Order Forms
Order Forms
Meeting Manager Standard
Meeting Manager Client/Server
Meeting Manager Enterprise
Meeting Manager Web
Meeting Manager Standard Order Form
Send To:
CyberMatrix Corp.
3104-30th Ave
Suite #224
Vernon, B.C. V1T 9M9
Fax: 1-866-425-2670
Name: _________________________________________
Company: _________________________________________
Address: _________________________________________
_________________________________________
_________________________________________
Ship To: _________________________________________
_________________________________________
_________________________________________
(For credit card orders, the name and address must be exactly the same as they appear on your credit card and statement.)
Phone: _________________________________________
Email: _________________________________________
[All prices in U.S. Dollars.]
Purchase details
___________ Single license $100.
___________ additional seat $75.
___________ 10 users $700.
___________ 25 users $1500.
___________ 50 users $2500.
___________ 100 users $4000.
___________ Site License $5000.
___________ Send program on CD by postal mail - $5
___________ Send program by courier - $45 ($65 outside North America).
___________ Send download instructions by e-mail - FREE (make sure to include e-mail address).
___________ Use bank funds transfer ($10 for orders under $300).
___________ Total
Payment method
[ ] Check
[ ] Money Order
[ ] Visa - Card #: ______________________ Expire Date: ___________
[ ] MasterCard - Card #: ______________________ Expire Date: ___________
[ ] Discover - Card #: ______________________ Expire Date: ___________
[ ] Amex - Card #: ______________________ CID #:___________ Expire Date:___________
[ ] Purchase Order: ______________________
(For P.O.'s please fax your standard credit references form to 1-866-425-2670.)
Where did you hear about Meeting Manager?
________________________________________________________________
Meeting Manager Client/Server Order Form
Send To:
CyberMatrix Corp.
3104-30th Ave
Suite #224
Vernon, B.C. V1T 9M9
Fax: 1-866-425-2670
Name: _________________________________________
Company: _________________________________________
Address: _________________________________________
_________________________________________
_________________________________________
Ship To: _________________________________________
_________________________________________
_________________________________________
(For credit card orders, the name and address must be exactly the same as they appear on your credit card and statement.)
Phone: _________________________________________
Email: _________________________________________
[All prices in U.S. Dollars.]
Purchase details
___________ Single license $200.
___________ Additional seat $100.
___________ 10 users $1000.
___________ 25 users $2000.
___________ 50 users $3500.
___________ 100 users $6500.
___________ Site License $9000.
___________ Send program on CD by postal mail - $5.
___________ Send program by courier - $45 ($65 outside North America).
___________ Send download instructions by e-mail - FREE (make sure to include e-mail address).
___________ Use bank funds transfer ($10 for orders under $300).
___________ Total
Payment method
[ ] Check
[ ] Money Order
[ ] Visa - Card #: ______________________ Expire Date: ___________
[ ] MasterCard - Card #: ______________________ Expire Date: ___________
[ ] Discover - Card #: ______________________ Expire Date: ___________
[ ] Amex - Card #: ______________________ CID #:___________ Expire Date:___________
[ ] Purchase Order: ______________________
(For P.O.'s please fax your standard credit references form to 1-866-425-2670.)
Where did you hear about Meeting Manager?
________________________________________________________________
Meeting Manager Enterprise Order Form
Send To:
CyberMatrix Corp.
3104-30th Ave
Suite #224
Vernon, B.C. V1T 9M9
Fax: 1-866-425-2670
Name: _________________________________________
Company: _________________________________________
Address: _________________________________________
_________________________________________
_________________________________________
Ship To: _________________________________________
_________________________________________
_________________________________________
(For credit card orders, the name and address must be exactly the same as they appear on your credit card and statement.)
Phone: _________________________________________
Email: _________________________________________
[All prices in U.S. Dollars.]
Purchase details
___________ Single license $200.
___________ Additional seat $100.
___________ 10 users $1000.
___________ 25 users $2000.
___________ 50 users $3500.
___________ 100 users $6500.
___________ Site License $9000.
___________ Send program on CD by postal mail - $5.
___________ Send program by courier - $45 ($65 outside North America).
___________ Send download instructions by e-mail - FREE (make sure to include e-mail address).
___________ Use bank funds transfer ($10 for orders under $300).
___________ Total
Payment method
[ ] Check
[ ] Money Order
[ ] Visa - Card #: ______________________ Expire Date: ___________
[ ] MasterCard - Card #: ______________________ Expire Date: ___________
[ ] Discover - Card #: ______________________ Expire Date: ___________
[ ] Amex - Card #: ______________________ CID #:___________ Expire Date:___________
[ ] Purchase Order: ______________________
(For P.O.'s please fax your standard credit references form to 1-866-425-2670.)
Where did you hear about Meeting Manager?
________________________________________________________________
Meeting Manager Web Order Form
Send To:
CyberMatrix Corp.
3104-30th Ave
Suite #224
Vernon, B.C. V1T 9M9
Fax:1-866-425-2670
Name: _________________________________________
Company: _________________________________________
Address: _________________________________________
_________________________________________
_________________________________________
Ship To: _________________________________________
_________________________________________
_________________________________________
(For credit card orders, the name and address must be exactly the same as they appear on your credit card and statement.)
Phone: _________________________________________
Email: _________________________________________
[All prices in U.S. Dollars.]
Purchase details
___________ Single license $100.
___________ Additional seat $75.
___________ 10 users $700.
___________ 25 users $1500.
___________ 50 users $2500.
___________ 100 users $4000.
___________ Site License $5000.
___________ Send program on CD by postal mail - $5.
___________ Send program by courier - $45 ($65 outside North America).
___________ Send download instructions by e-mail - FREE (make sure to include e-mail address).
___________ Use bank funds transfer ($10 for orders under $300).
___________ Total
Payment method
[ ] Check
[ ] Money Order
[ ] Visa - Card #: ______________________ Expire Date: ___________
[ ] MasterCard - Card #: ______________________ Expire Date: ___________
[ ] Discover - Card #: ______________________ Expire Date: ___________
[ ] Amex - Card #: ______________________ CID #:___________ Expire Date:___________
[ ] Purchase Order: ______________________
(For P.O.'s, please fax your standard credit references form to 1-866-425-2670.)
Where did you hear about Meeting Manager?
________________________________________________________________
Contact information
CyberMatrix feels a strong sense of commitment to meeting the requirements of its customers and potential customers. Please feel free to contact CyberMatrix at any time regarding what you did or did not like about the product.* Is anything missing, broken or can something be improved? The greatest effort possible will be made to timely incorporate customer suggestions into future versions of this product.
Customizations unique to your company's requirements can be performed for a negotiated fee. If you require certain features to be added to our software and cannot wait for a future version you can pay to have the new features added immediately. Contact us for details.
Please email any comments or suggested improvements to CyberMatrix at feedback@cybermatrix.com
Technical Support
Technical support by e-mail is free of charge for all existing and potential CyberMatrix customers*. Technical support by telephone is free of charge** for all existing and potential CyberMatrix customers*. 24-hour emergency phone support is available for a $25 (US) per incident fee. Visit this web page for details:
http://www.cybermatrix.com/contacts.html
Please be sure you have searched the help and the CyberMatrix web site first before requesting support.
Please send any support requests to CyberMatrix support@cybermatrix.com
* Please assign a single representative of your company to contact CyberMatrix regarding support issues. Feedback is welcomed from anyone but only the designated support representative will be guaranteed a response.
** May be subject to change in the future.
Product license
BY RUNNING THIS SOFTWARE, YOU ARE CONSENTING TO BE BOUND BY AND ARE BECOMING A PARTY TO THIS AGREEMENT. IF YOU DO NOT AGREE TO ALL OF THE TERMS OF THIS AGREEMENT, DO NOT EXECUTE IT.
LICENSE GRANT.
CyberMatrix Corporation grants you a non-exclusive license to use the Software free of charge for evaluation and trial purposes only for a limited time. THE TRIAL EDITION OF THIS SOFTWARE CONTAINS CODE THAT DISABLES MOST OF ITS FEATURES AFTER IT HAS BEEN EXECUTED A PREDETERMINED NUMBER OF DAYS. This License does not entitle you to hard-copy documentation, support or telephone assistance.
DISCLAIMER OF WARRANTY.
The Software is provided on an AS IS basis, without warranty of any kind, including without limitation the warranties that the Software is merchantable, fit for a particular purpose or non-infringing. The entire risk as to the quality and performance of the Software is borne by you. Should the Software prove defective in any respect, you and not CyberMatrix Corporation or its suppliers assume the entire cost of any service and repair. In addition, the security mechanisms implemented by the Software have inherent limitations, and you must determine that the Software sufficiently meets your requirements. This disclaimer of warranty constitutes an essential part of the agreement. No use of the Software is authorized hereunder except under this Disclaimer.
TERMINATION.
The license granted will terminate after you have executed the program not more than thirty times unless you register the software. The license will terminate automatically if you fail to comply with the limitations described herein. You must destroy all copies of the Software upon termination.
TERMS APPLICABLE WHEN LICENSE FEES PAID:
LICENSE GRANT.
Subject to payment of applicable license fees, Licensor grants to you a non-exclusive license to use the Software and accompanying documentation ("Documentation") in the manner described below under "SCOPE OF LICENSE GRANT".
LIMITED WARRANTY.
Licensor warrants that for a period of ninety (90) days from the date of acquisition, the Software, if operated as directed, will substantially achieve the functionality described in the Documentation. Licensor does not warrant, however, that your use of the Software will be uninterrupted or that the operation of the Software will be error-free or secure. In addition, the security mechanisms implemented by the Software have inherent limitations, and you must determine that the Software sufficiently meets your requirements. Licensor also warrants that the media containing the Software, if provided by Licensor, is free from defects in material and workmanship and will so remain for ninety (90) days from the date you acquired the Software. Licensor's sole liability for any breach of this warranty shall be, in Licensor's sole discretion: (i) to replace your defective media or Software; or (ii) to advise you how to achieve substantially the same functionality with the Software as described in the Documentation through a procedure different from that set forth in the Documentation; or (iii) if the above remedies are impracticable, to refund the license fee you paid for the Software. Repaired, corrected, or replaced Software and Documentation shall be covered by this limited warranty for the period remaining under the warranty that covered the original Software, or if longer, for thirty (30) days after the date (a) of delivery to you of the repaired or replaced Software, or (b) Licensor advised you how to operate the Software so as to achieve substantially the same functionality described in the Documentation.
Only if you inform Licensor of your problem with the Software during the applicable warranty period and provide evidence of the date you purchased a license to the Software will Licensor be obliged to honor this warranty. Licensor will use reasonable commercial efforts to repair, replace, advise or, for individual consumers, refund pursuant to the foregoing warranty within thirty (30) days of being so notified.
If any modifications are made to the Software by you during the warranty period; if the media is subjected to accident, abuse, or improper use; or if you violate the terms of this Agreement, then this warranty shall immediately terminate. Moreover, this warranty shall not apply if the Software is used on or in conjunction with hardware or software other than the unmodified version of hardware and software with which the Software was designed to be used as described in the Documentation.
THIS IS A LIMITED WARRANTY, AND IT IS THE ONLY WARRANTY MADE BY LICENSOR OR ITS SUPPLIERS. LICENSOR MAKES NO OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NONINFRINGEMENT OF THIRD PARTIES' RIGHTS. YOU MAY HAVE OTHER STATUTORY RIGHTS. HOWEVER, TO THE FULL EXTENT PERMITTED BY LAW, THE DURATION OF STATUTORILY REQUIRED WARRANTIES, IF ANY, SHALL BE LIMITED TO THE ABOVE LIMITED WARRANTY PERIOD. MOREOVER, IN NO EVENT WILL WARRANTIES PROVIDED BY LAW, IF ANY, APPLY UNLESS THEY ARE REQUIRED TO APPLY BY STATUTE NOTWITHSTANDING THEIR EXCLUSION BY CONTRACT. NO DEALER, AGENT, OR EMPLOYEE OF LICENSOR IS AUTHORIZED TO MAKE ANY MODIFICATIONS, EXTENSIONS, OR ADDITIONS TO THIS LIMITED WARRANTY.
TERMS APPLICABLE TO ALL LICENSE GRANTS
SCOPE OF LICENSE GRANT.
You may:
Use the Software on any single computer;
Use the Software on a network, provided that a licensed copy of the Software has been acquired for each machine permitted to access the Software through the network;
Copy the Software for archival purposes, provided any copy must contain all of the original Software's proprietary notices; or
If you have purchased a Right to Copy license for multiple copies of the Software, make the number of copies of Software (but not the Documentation) stated on the packing slip or invoice, provided any copy must contain all of the original Software's proprietary notices. The number of copies on the invoice is the total number of copies that may be made. Additional copies of Documentation may be purchased from Licensor.
You may not:
Permit other individuals to use the Software except under the terms listed above;
Permit concurrent use of the Software;
Modify, translate, reverse engineer, decompile, disassemble (except and solely to the extent an applicable statute expressly and specifically prohibits such restrictions), or create derivative works based on the Software;
Copy the Software other than as specified above;
Rent, lease, grant a security interest in, or otherwise transfer rights to the Software; or
Remove any proprietary notices or labels on the Software.
TITLE.
Title, ownership rights, and intellectual property rights in the Software shall remain in CyberMatrix Corporation and/or its suppliers. The Software is protected by copyright and other intellectual property laws and by international treaties. Title and related rights in the content accessed through the Software is the property of the applicable content owner and is protected by applicable law. The license granted under this Agreement gives you no rights to such content.
TERMINATION.
This Agreement and the license granted hereunder will terminate automatically if you fail to comply with the limitations described herein. Upon termination, you must destroy all copies of the Software and Documentation.
LIMITATION OF LIABILITY.
UNDER NO CIRCUMSTANCES AND UNDER NO LEGAL THEORY, TORT, CONTRACT, OR OTHERWISE, SHALL LICENSOR OR ITS SUPPLIERS OR RESELLERS BE LIABLE TO YOU OR ANY OTHER PERSON FOR ANY INDIRECT, SPECIAL, INCIDENTAL, OR CONSEQUENTIAL DAMAGES OF ANY CHARACTER INCLUDING, WITHOUT LIMITATION, DAMAGES FOR LOSS OF GOODWILL, WORK STOPPAGE, COMPUTER FAILURE OR MALFUNCTION, OR ANY AND ALL OTHER COMMERCIAL DAMAGES OR LOSSES. IN NO EVENT WILL LICENSOR BE LIABLE FOR ANY DAMAGES IN EXCESS OF THE AMOUNT LICENSOR RECEIVED FROM YOU FOR A LICENSE TO THE SOFTWARE, EVEN IF LICENSOR SHALL HAVE BEEN INFORMED OF THE POSSIBILITY OF SUCH DAMAGES, OR FOR ANY CLAIM BY ANY THIRD PARTY. THIS LIMITATION OF LIABILITY SHALL NOT APPLY TO LIABILITY FOR DEATH OR PERSONAL INJURY RESULTING FROM LICENSOR'S NEGLIGENCE TO THE EXTENT APPLICABLE LAW PROHIBITS SUCH LIMITATION. SOME JURISDICTIONS DO NOT ALLOW THE EXCLUSION OR LIMITATION OF INCIDENTAL OR CONSEQUENTIAL DAMAGES, SO THIS EXCLUSION AND LIMITATION MAY NOT APPLY TO YOU.
HIGH RISK ACTIVITIES.
The Software is not fault-tolerant and is not designed, manufactured or intended for use or resale as on-line control equipment in hazardous environments requiring fail-safe performance, such as in the operation of nuclear facilities, aircraft navigation or communication systems, air traffic control, direct life support machines, or weapons systems, in which the failure of the Software could lead directly to death, personal injury, or severe physical or environmental damage ("High Risk Activities"). Accordingly, Licensor and its suppliers specifically disclaim any express or implied warranty of fitness for High Risk Activities.
MISCELLANEOUS.
This Agreement represents the complete agreement concerning the license granted hereunder and may be amended only by a writing executed by both parties. THE ACCEPTANCE OF ANY PURCHASE ORDER PLACED BY YOU IS EXPRESSLY MADE CONDITIONAL ON YOUR ASSENT TO THE TERMS SET FORTH HEREIN, AND NOT THOSE IN YOUR PURCHASE ORDER. If any provision of this Agreement is held to be unenforceable, such provision shall be reformed only to the extent necessary to make it enforceable. This Agreement shall be governed by Alberta law, excluding conflict of law provisions (except to the extent applicable law, if any, provides otherwise). The application of the United Nations Convention of Contracts for the International Sale of Goods is expressly excluded.
Other CyberMatrix software
Pro Schedule
Meeting Manager
Class Scheduler
Project Clock
Reminder
Timesheets
Employee Project Clock
Employee Scheduler
In Out Scheduler
Office
Point Of Sale
Phone Lister
Clipboard Magic
The latest [trial] edition of all programs can be obtained from http://www.cybermatrix.com
Pro Schedule
CyberMatrix Pro Schedule is an easy to use single or multi-user appointment scheduling calendar. Pro Schedule is ideal for doctors, dentists, nurses, health care workers, lawyers, veterinarians, driving instructors or any other professionals who are often scheduling appointments. Pro Schedule can be used in clinics, hospitals, beauty salons, office buildings, driving schools or anywhere else requiring personnel appointment scheduling.
There are four different editions of Pro Schedule: Pro Schedule Standard, Pro Schedule Client/Server, Pro Schedule Enterprise and Pro Schedule Web. Additional software allows Pro Schedule appointments to be synchronized with the PalmOS and Pocket PC calendar applications.
Pro Schedule runs on Windows 95, 98, ME, NT 4.0, 2000, XP, 2003 server and Vista. System requirements: 64 MB RAM, 20 MB HD.
For Pro Schedule Client/Server we recommend a dedicated NT4, W2K, XP, 2003 or Vista server with 500 MB RAM and power backup to host the Pro Schedule server application.
Pro Schedule Web requires a web server running Windows that can serve Windows executable CGI scripts. A dedicated Windows NT, 2000, XP, 2003 or Vista server is recommended. The clients require only a web browser.
Pro Schedule Enterprise requires a database server such as Microsoft SQL server, MySQL or PostgreSQL.
The Pro Schedule PocketPC synchronization utility requires a PocketPC device running Windows Mobile with .Net support or Windows CE.
Pro Schedule Standard costs $100 for a single license, Client/Server is $200, Enterprise is $200 and Web is $100. Affordable multiple-user license packs are also available.
Meeting Manager
CyberMatrix Meeting Manager is an easy to use group calendar application for scheduling meeting rooms, reserving meeting rooms and scheduling resources.
Use Meeting Manager to schedule conference rooms, schedule board meetings, reserve rooms, schedule resources, schedule A/V equipment, schedule classrooms, schedule church events, schedule rental cars, schedule driving instructors and even schedule tennis courts and squash courts. Meeting Manager can handle all your meeting scheduling needs.
There are four different editions of Meeting Manager: Meeting Manager Standard, Meeting Manager Client/Server, Meeting Manager Enterprise and Meeting Manager Web.
CyberMatrix Meeting Manager runs on Windows 95, 98, ME, NT 4.0, 2000, XP, 2003 server and Vista. System requirements: 64 MB RAM, 20 MB HD.
For Meeting Manager Client/Server we recommend a dedicated NT4, W2K, XP, 2003 or Vista server with 500 MB RAM and power backup to host the Meeting Manager server application.
Meeting Manager Web requires a web server running Windows that can serve Windows executable CGI scripts. A dedicated Windows NT, 2000, XP, 2003 or Vista server is recommended. The clients require only a web browser.
Meeting Manager Enterprise requires a database server such as Microsoft SQL server, MySQL or PostgreSQL.
CyberMatrix Meeting Manager Standard costs $100 for a single license, Client/Server is $200, Enterprise is $200 and Web is $100. Affordable multiple-user license packs are also available.
Class Scheduler
CyberMatrix Class Scheduler is an easy to use single or multi-user application for scheduling students classes. The software is ideal for schools and other educational institutions that need to quickly schedule classes.
Class Scheduler runs on Windows 95, 98, ME, NT 4.0, 2000, XP, 2003 server and Vista. System requirements: 64 MB RAM, 20 MB hard disk space.
Class Scheduler costs $100 (US) for a single license. Other license packages are available.
Project Clock
Project Clock is a project time entry system. Project Clock is useful for consultants, lawyers, engineers, contractors, project managers or anyone else who must record time billed to different projects.
Project Clock Pro can be accessed over a network and has custom reporting and timesheet entry features. Project Clock Client/Server can access data over an Internet connection. Project Clock Web can be accessed from any web browser. Project Clock Palm runs on hand held computers using PalmOS and can sync data with Project Clock for Windows. Project Clock CE runs on Pocket PC hand held computers using Windows CE and can sync data with Project Clock for Windows.
Project Clock runs on Windows 95, 98, ME, NT 4.0, 2000, XP, 2003 server and Vista. System requirements: 64 MB RAM, 20 MB HD.
For Project Clock Client/Server and Project Clock Web we recommend a dedicated NT4, W2K, XP, 2003 or Vista server with 500 MB RAM and power backup to host the Project Clock server application.
For Project Clock Web the clients require only a web browser.
Project Clock Palm requires an Palm device running PalmOS v3.5 or higher.
Project Clock CE requires an PocketPC device running Windows CE or Windows Mobile.
Project Clock Standard and Web costs $35 for a single-user license, Project Clock Pro costs $55 for a single-user license, Project Clock Client/Server costs $75 for a single-user license. Project Clock Palm costs $20 for a single-user license or $10 for existing Project Clock customers. Network and site licenses are available.
Reminder
CyberMatrix Reminder is a free software program that allows you to enter upcoming events that you need to be reminded of. When the event approached a reminder notice will pop up to remind you of the event.
CyberMatrix Reminder is free and runs on Windows 95, 98, ME, NT 4.0, 2000, XP, 2003 server and Vista. System requirements: 32 MB RAM and 10 MB hard disk space.
Timesheets
CyberMatrix Timesheets is an easy to use Windows-based multi-user timesheet entry software application. Timesheets features simple, intuitive employee time entry by client, project and task. The custom reporting features allow existing reports to be changed and new reports to be added. CyberMatrix Timesheets is an ideal solution for those companies wishing to replace their old-fashioned paper-based timesheet entry.
CyberMatrix Timesheets was designed to provide an effortless transition for those accustomed to the traditional paper-based timesheet entry. The timesheet entry screen looks like a standard timesheet entry form. Unlike traditional timesheets though, managers can validate and edit their employees time immediately from their own computers without having to pore over scores of timesheet reports.
Timesheets has four different editions to accommodate the needs of various customer types. Timesheets comes in Standard, Client/Server, Enterprise and Web editions. The Standard, Client/Server and Enterprise editions have a simple intuitive graphical interface. While the Standard edition can be used with multiple users over a network, the Client/Server and Enterprise editions are better suited for large numbers of users. Only the Enterprise edition can be scaled up to handle massive user loads. The Client/Server, Enterprise and Web editions can be used with multiple users accessing employee time data over the company intranet or even the Internet.
CyberMatrix Timesheets runs on Windows 95, 98, ME, NT 4.0, 2000, XP, 2003 server and Vista. System requirements: 64 MB RAM 20 MB HD
For Timesheets Client/Server and Timesheets Web we recommend a dedicated NT4, W2K, XP, 2003 or Vista server with 500 MB RAM and power backup to host the Project Clock server application.
For Timesheets Web the clients require only a web browser.
Timesheets Enterprise requires a database server such as Oracle, Microsoft SQL server, MySQL or PostgreSQL.
CyberMatrix Timesheets Standard and Web costs $55 for a single license. CyberMatrix Timesheets Client/Server and Enterprise costs $75 for a single license. Network and site licenses are available.
Employee Project Clock
Employee Project Clock is an employee time tracking system. This software package is useful for companies that must keep track of their employee's time.
Employee Project Clock can be used by multiple people over a network. Employee Project Clock Pro also contains a powerful custom reporting feature. With the custom reporting tool, those who need additional reports can easily build their own.
Employee Project Clock is easy to use. Employees simply choose their name and optionally choose a project or job code. To start billing time punch in by pressing the In button. To stop billing, enter an optional comment and press the Out button to punch out. The time data is safely stored in the database for later reporting purposes.
Employee Project Clock runs on Windows 95, 98, ME, NT 4.0, 2000, XP, 2003 server and Vista. System requirements: 64 MB RAM and 20 MB hard disk space.
Employee Project Clock costs $75 for a single-user license. Network and site licenses are available.
Employee Scheduler
Employee Scheduler is an easy to use single or multi-user software application for creating and managing employee schedules. Employee schedule administrators can save time by using Employee Scheduler to automatically generate optimal schedules for their employees. Employees can be assigned into categories, have their day/time availability and scheduling priority entered in order to affect the generated schedules. After automatic scheduling takes place, the manual scheduling features can be used to easily adjust the schedules graphically. The schedule exception features allow for managing holidays, leave and sick days. The time clock options allows the software to act as a time clock that records when employees arrive and leave for the day.
Employee Scheduler sports an attractive intuitive display of your employee schedules. Use the schedule view to view by single employee, by all employees, by week and by employees in week. Filter by day, or employee. Employee Scheduler is multi-user ready, you can share schedule data over your network for all your employees. Exchange schedule data with other programs via the CSV import/export feature. Access data from other database applications using the separate ODBC driver.
CyberMatrix Employee Scheduler will run on Windows 95, 98, ME, NT 4.0, 2000, XP, 2003 server and Vista. System requirements: 64 MB RAM, 20 MB HD.
Employee Scheduler costs $100 for a single-user license. Network and site licenses are available.
In Out Scheduler
CyberMatrix In Out Scheduler is a multi-user attendance tracking application that visually indicates which employees are out of the office and at what time and date they will return. It is an ideal solution for those companies wishing to replace their old-fashioned In/Out scheduling board.
In Out Scheduler was designed to provide an effortless transition for those accustomed to the traditional scheduling boards. To this effect, the software looks a lot like an actual scheduling board. Virtual pins are used to designate which employees are in, which are out and when they will return. Unlike the traditional scheduling boards, In Out Scheduler can be accessed by all employees from the comfort of their own computers.
CyberMatrix In Out Scheduler runs on Windows 95, 98, ME, NT 4.0, 2000, XP, 2003 server and Vista. System requirements: 32 MB RAM 20 MB HD
In Out Scheduler costs $64 for a single-user license. Network and site licenses are available.
Office
CyberMatrix Office is a remote office collaboration program. It is an ideal solution for those companies wishing to allow their employees to work from home yet still be accessible to those that need to work with them.
CyberMatrix Office runs on Windows 95, 98, ME, NT 4.0, 2000, XP, 2003 Server and Vista. System requirements: 128 MB RAM 20 MB HD. DirectX 7/8/9.
CyberMatrix Office costs $35 for a single-user license. Network and site licenses are available.
Point Of Sale
CyberMatrix Point of Sale is a software application for retail sales management. It is designed to run on an ordinary Windows PC with a receipt printer. A keyboard intercept bar code scanner and cash tray are optional.
CyberMatrix Point of Sale can be used by businesses that sell goods, services or a combination of the two. For retail store chains, a server application can be setup to allow data sharing and synchronization between the different stores.
CyberMatrix Point of Sale runs on Windows 95, 98, ME, NT 4.0, 2000, XP, 2003 server and Vista. System requirements: 64 MB RAM and 20 MB hard disk space. The server application requires at least 512 MB RAM.
The CyberMatrix Point of Sale client costs $300 for a single-user license. The optional CyberMatrix Point of Sale server costs $1000 for a single-user license. Affordable multi-license packages are also available.
Phone Lister
Phone Lister is an application used to manage corporate phone lists. Phone Lister can dramatically improve the speed of telephone extension retrieval for companies still using traditional time intensive paper-based solutions or limited in-house applications for phone list management. Phone Lister can be used by a single person or by an entire company sharing phone list data over their network. Phone Lister features an easy-to-use phone list display screen, searching and sorting functions and data import/export. There is even a custom reporting tool allowing the modification of existing reports and the creation of new ones.
An alphabetic toolbar allow for fast searching. The main screen can be split showing the detail of the current phone listing. There is also a capability for using multiple languages.
Phone Lister runs on Windows 95, 98, ME, NT 4.0, 2000, XP, 2003 server and Vista. System requirements: 64 MB RAM and 20 MB hard disk space.
Phone Lister costs $50 (US) for a single license. Affordable multi-license packages are also available.
Clipboard Magic
Clipboard Magic is a free Windows Clipboard extender. If you spend a lot of time cutting and pasting repetitive text Clipboard Magic can greatly improve your productivity.
By default, any text copied to the Windows Clipboard is automatically stored in Clipboard Magic. The text can range from a single line to several pages. At the click of the mouse, any item is automatically copied back to the Windows Clipboard allowing you to paste the text in any Windows compatible document.
The automatic clipboard archiving can be turned off. This feature is useful when manually editing the clipboard list. Another very handy feature of Clipboard Magic is that clipboard lists can be saved to external files for reloading later.
Clipboard Magic is small, fast and unobtrusive. By default, the program runs from the Windows System tray allowing quick and easy access. Clipboard Magic can be configured to automatically start when Windows starts and to start minimized.
Clipboard Magic is free and runs on Windows 95, 98, ME, NT 4.0, 2000, XP, 2003 server and Vista.
Questions for users new to computers and the Internet
Q. What is Try Before You Buy or Trialware software?
A. Trialware is software that you can try out or demo first. If you decide you like the software, you can then purchase it. When you purchase the program you will either be sent a separate fully functional program and/or you will be sent a registration key file or code with instructions on how to apply the key to your program.
Q. I already have program X installed but I downloaded a new version. Should I install to the same location as the older version?
A. The proper way to upgrade to a new version is to backup any important Program X data files first, uninstall Program X and then install the new version of Program X in the same folder. However, many people simply reinstall right over the old version to save time. Make sure Program X is not running when you do this though.
Q. How do I uninstall program X?
A. Click the Start button to bring up the Start Menu. Then choose Settings and then Control Panel. Double click on the Add/Remove Programs icon. Select the program you wish to remove and then click the Add/Remove button. Voilą. According to Windows development guidelines, no data files created by the user are to be automatically deleted during the uninstall. Therefore, there may be a few "crumbs" (files) left in the program directory. Therefore, if you uninstalled Program X, the folder C:\Program Files\Program X may contain a few data files. You will have to delete these manually.
Q. How do I decide between Mirrors Sites 1 and Mirrors Sites 2 to download one of your programs?
A. Try Mirror Sites1 first, otherwise use Mirror Sites2. These will search the net and list download locations from around the world.
Q. I downloaded one of your programs called program.zip how can I run it?
A. Files ending in .Zip are compressed files. To open these files you need an uncompressor program such as Winzip. You can find WinZip here: http://www.winzip.com. Once you have installed an uncompressor program like WinZip, when you double-click on a .zip file, you will see the contents of the zipped file. Then you can unzip the contents of the zipped file to a temporary file location such as C:\Temp.
Q. OK I figured out how to unzip the file, but how do I install the program?
A. To install the program double-click on the installer file usually called SETUP.EXE or INSTALL.EXE. This will start the installation process.
Q. What is the "system tray"?
A. The Windows system tray is the area to the right or the Windows task bar. Certain programs, including Project Clock and Clipboard Magic, will have small icons here.
Questions about CyberMatrix Software
Q. I have Windows Vista on my computer. When I try to access the hlp for your software why does it not work?
A. The Windows Help program (WinHlp32.exe) is no longer included with Windows Vista. To view .hlp files on your Windows Vista computer, you'll need to download the WinHelp viewer from Microsoft at
http://www.microsoft.com/downloads/details.aspx?familyid=6ebcfad9-d3f5-4365-8070-334cd175d4bb&displaylang=en
Your PC will need to pass the "Windows Genuine Advantage" validation. The size of the download is a bit over 600 KB. It works on both 32-bit and 64-bit Vista.
Q. Is it possible to do a silent install of your software?
A. Yes like this:
Setup.exe /SP- /silent /noicons "/dir=c:\Program Files\My Program"
Just change Setup.exe to the name of the setup file you want to install and My Program to the folder you want the software installed to.
Q. Is your software affected by the upcoming daylights savings change?
A. All our software is completely unaffected by daylight saving time since we rely only on the system clock for any times. As long as your system has the correct time our software will show that correct time as well.
Q. We really like your software but desperately need a feature added. Can you add it right now?
A. All customer feature requests are put on a ToDo list but we can't guarantee with certainty when or if the feature will ever be added. If you need a new feature immediately, you can pay to have it added. We charge out at $75 US per hour. Contact us for a quote including as much detail as possible about how you want the software changed.
Q. We really like your software but would like to talk to some of your customers. Can you refer us to some of your customers in our area?
A. Due to privacy concerns we never give out customer information. You can look on the software's testimonial page for actual customer testimonials. We also have fully functional trial editions of our software you can try out to see how you like it before ordering.
Q. I tried to customize one of your reports. Now the report no longer works. How can I restore the original report?
A. You can just delete the bad report and reinstall the software to restore the original.
Q. I have downloaded and installed your trial demo. Now I want to purchase. Will the purchased edition overwrite my data?
A. No. Our business software was designed to leave existing data intact when upgrading the software. However, as a precaution you should always backup your data prior to upgrading.
Q. I purchased Program X version 2.00. I notice now that version 2.10 is out. If I upgrade, will I lose the data I have been working with?
A. No, the setup software leaves your existing data alone. Just install the new version into the same folder as the old version and your old data will remain intact.
Q. I purchased Program X version 1.00 several years ago. I got a new machine and tried to reinstall using the download directions I got when I purchased the software. However the link no longer works. What am I doing wrong?
A. We don't maintain downloads for old versions on the web site. Existing customers can upgrade to the latest version at a 50% discount though.
Q. What is the timeframe for a return email to help get an issue resolved if one arises?
A. It depends on the severity. Urgent issues get a response almost immediately during business hours. Non-urgent issues should get a response within two business days.
Q. I downloaded the trial edition of program X using IE 6.0 under Windows XP but when I tried to run the software I received a message that the setup files were corrupt and to obtain another copy of the software. What am I doing wrong?
A. This is most likely a bug in Internet Explorer. Try downloading the file instead of trying to run it. Save the file to a folder like My Documents not your desktop. You might also consider using a superior web browser like Firefox which does not have this bug. We can always email you the file if need be.
Q. I tried to download program X but it said it was not a valid archive. What am I doing wrong?
A. Nothing. Large Zip archives sometimes become corrupted during the download process. In the meantime, try to download files from one of the mirror site links. If these links turn up empty, it is probably because a new version has been released. If you can't wait, send an e-mail and a demo copy can be e-mailed to you as an attachment.
Q. I tried to download the trial edition of program X using IE 6.0 under Windows XP but the file had CRC errors and would not extract. Why is this?
A. This may be an issue with your firewall or DSL modem. Try going into the Internet Explorer menu item "Tools > Internet Options > Advanced" and switching OFF the option under Browsing which tells IE to "Use Passive FTP (for firewall and DSL modem compatibility"
Q. I tried your X program and like it. Do you have a version that does Z or runs on Y?
A. All CyberMatrix software is listed at the main web site. If you don't see it, we don't carry it. If you have a feature request for a particular program send us an e-mail.
Q. I downloaded Program X and now my anti-virus software says the file is infected with a virus. When are you going to address this?
A. No CyberMatrix software has ever been verified to contain a virus. Most likely, you are seeing a false detection. If this happens send us an e-mail detailing the anti-virus software you use, the program claimed to contain a virus, it's version and where you obtained (downloaded) it.
Questions about CyberMatrix Software Licensing
Q. I notice you offer a 10 seat license for your software. What do you mean by a seat?
A1. A seat means one machine that is used to access the software. If you have 10 machines that will access the software (even if everything is installed on the server) you will need a 10 seat license.
A2. For our Web software we basically use what is called concurrent licensing. That means you just have to determine the maximum number of people that will be using the software at one time. That is the number of licenses you need.
Q. We want to buy your software. We will have one person making changes to the data and people that will only be viewing the data. Do I need a single seat license or a 10 seat license?
A. Since 10 people will have access to the software you will need a ten seat license.
Q. What is the difference between your trial editions and the full edition?
A. The only difference between our time-limited software and the full editions is that the time-limited software stops working after a certain number of days.
Q. What is a site license?
A. A site license allows the unlimited use of the software on any number of machines is up to 10 different sites (or buildings/locations) of a company.
Q. I have already purchased version 1.1 of your program Z. If I download version 1.2 do I have to purchase the program again?
A. No. CyberMatrix has a policy of providing all minor version changes free of charge to existing customers.
Q. I purchased version 1.0 of program X four months ago. I notice you now have version 2.0 available. Do I have to pay the full price again.
A. No. CyberMatrix has a policy of providing major version changes free of charge to existing customers if the program has been purchased within the last six months of the year that the new version was released. If you have purchased the program more than six months ago, the program will be available for upgrade, usually at a 50% discount.
Q. We had a hard drive crash. I re-installed the software. Now we are getting a message saying we have exceeded our licensing. How do I correct this?
A. You need to copy in the license key to the program's folder as explained in the registration instructions.
Q. We had a hard drive crash. I re-installed the software. Now we are getting a message saying we have exceeded our licensing. The registration key has been copied to the program's folder as explained in the registration instructions. How do I get rid of this message?
A. Check the Users table for ghost users. If there are any ghost users, delete those records.
Database/Multi-user questions
Q. What does Client/Server mean?
A. Client/server applications have a client and a server component. The client only talks to the server and only the server has direct access to the data. File server applications have no server component and they can directly access the data.
Q. How can we share data amongst several people with the Standard edition?
A. To share data with multiple users over a network you should install the data on a network shared folder then install the software on each computer. To do this run the setup program and select the Data only installation option. The Select Destination Location screen will appear. This will be where the program data will be placed. Complete the setup for the data. Then run the setup file from each of the client machines, choosing the Client only installation for each one. When asked for the data folder enter the folder where you installed the data earlier.
Q. I want to share data amongst several people. Can I use the Standard edition or do I need to purchase the Client/Server edition?
A. The Standard editions of our software (and Project Clock Pro) can share data with multiple users over a network. However, the standard edition will be more likely to require database re-indexing especially in networks with unstable machines or inexperienced users. A general rule of thumb is not to use the standard edition with more than 10 simultaneous users. In this case, the Client/Server edition will perform better.
Q. When I Start Program X why does the following error message comes up:
DBISAM Engine Error #9217 Error reading From Data File C:\Program Files\Cyber App\data\ATable.dat
A. This is a corruption error. Several CyberMatrix programs use a local database to store their data. Corruption can happen in any local database when a system is shut down abnormally. You should never shut down or restart a Windows machine without doing a proper Windows shutdown first (i.e., choosing Shut Down from the Start menu.) To repair the table, select the table in the Data Explorer (or Data Views) screen and then choose File | Repair table.
DBSys
If you are unable to open the application to do a repair, you can get the DBSys utility. DBSys is a utility from Elevate Software, the makers of the database engine used in our database software. Use this program to repair the affected table.
Windows 95:
There exists problems with several versions of the network redirector provided with the Windows 95 Microsoft Client for Microsoft Networks that can cause data corruption in DBISAM data files when they reside on a shared Windows 95 server. One of the problems occurs when the network redirector (vredir.vxd) improperly caches server data locally and can cause various problems such as key violation exceptions with auto-increment primary keys and others that should never occur. If you are experiencing random problems with data corruption when sharing data files in a Windows 95-only environment then please download the updated network redirector and apply the update to all Windows 95 machines on the network. Please note that these problems do not occur when accessing Novell NetWare servers.
You can find more information at:
support.microsoft.com/support/kb/articles/Q174/3/71.asp
Windows NT:
If you don't have NT Service Pack 3 or higher you may want to check and see if the NT server has opportunistic locking turned off:
HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\Services\LanmanServer\Parameters"EnableOplocks" (DWORD) = 0 (default=1)
NT Service Pack 3 supposedly fixes the problems with opportunistic locking on the NT server platform. Remember to re-apply the service pack after any updates to the system.
Last Resort
If after trying all these solutions you still have problems, you can zip up the data files and e-mail them to CyberMatrix.
Q. When I try to re-index a table I get the error "DBISAM Engine Error #10242 Cannot unlock table or record in the table 'TableX'". How do I fix this?
A. Get everyone off the system (shutdown their machines if necessary) and try re-indexing again.
Q. What is the purpose of the Users table?
A. The Users table merely keeps a running log of which users are believed to be logged into the system.
Q. What is the maximum size of a single table?
A. The maximum size of a table (.DAT), index file (.IDX), or BLOB file (.BLB) is 4 gigabytes.
Q. I have setup Program X on an NT 4.0 station. When only one person access the software, everything is fine. When other machines use Program X everything slows to a crawl. What's going on?
A. This is an NT4 issue, and most likely related to opportunistic locking settings and the SP level. Due to bugs in early versions of NT4 a lot of servers had opportunistic locks turned off, but since this has been fixed they haven't turned them back on. Ensure the OpportunisticLocking functionality is enabled (=1) in the registry.
HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\Services\LanmanServer\Parameters"EnableOplocks" (DWORD) = 1
Both the server and the workstation must agree. Make sure you have SP4 or higher. The other thing that can cause slowdown problems is using NetBeui in conjunction with TCP/IP (especially making NetBEUI the default protocol). You might also try turning off StrictChangeDetection. It is recommended that you get an NT server administrator to look at the server and make sure that it's configured properly.
If you are running 10 Base T on your network, try upgrading to 100 Base T.
You might also consider getting a Quantum "Snap Server".
Q. We are running your software on a Windows 2000 peer-to-peer network setup. We're experiencing performance problems. How can we speed things up?
A1. On Windows 2000 there is a bug relating to UNC paths. http://support.microsoft.com/support/kb/articles/Q249/7/99.ASP You will see significant performance problems with database applications if different people access the same shared files using different paths. To work around the problem, you can map the shared path to a common drive letter.
A2. A rather annoying "feature" included with Windows 2000 can impact the responsiveness in network browsing from Win2K systems to Windows 98 PCs. When you browse the network and double-click on an available workstation, you may experience a delay of up to 30 seconds. This is due to a resource scanning routine that has to do with Scheduled Tasks. In most cases, it's not necessary, so simply deleting the associated registry key will work around the issue. When you upgrade Windows components or versions of Internet Explorer, this may be replaced, so you'll have to delete the key again in order to rid yourself of the reinstated delay. Navigate to the following registry location:
HKEY_LOCAL_MACHINE \ Software \ Microsoft \ Windows \ CurrentVersion \ Explorer \ RemoteComputer \ NameSpace
Then delete the following key:
{D6277990-4C6A-11CF-8D87-00AA0060F5BF}
Q. We're running Program X on a Windows 95/98 peer to peer network. Performance seems very slow. How can we make it faster?
A. Make sure your network cards are set to half duplex. If you are running Norton Antivirus, disable "Auto Protect".
Q. Will Program X run on Novel?
A. CyberMatrix database applications will run fine on a properly configured Novell Network. Novell does have one issue of which you need to be aware. Unlike Windows NT, Novell has a default maximum number of record locks per client of 500. Therefore, you may need to change the Novell default record locks. You can do this by adding 2 lines into your system autoexec files as follows:
SET MAXIMUM RECORD LOCKS PER CONNECTION = 5000
SET MAXIMUM RECORD LOCKS = 40000
You should use TCP/IP and eliminate the IPX/SPX protocol (may need Novell 5) completely from the NT box. On the workstation, make sure the Microsoft Client is bound to TCP/IP only and the Microsoft Novell client is bound to IPX only. Remove any protocols you do not use such as Netbios from your workstations (you need it for NT server). Also, look at the protocol resolution order.
With Novell, it is also important to make sure you are not running full duplex if your network design is 10BaseT or 100BaseT since without an intelligent (expensive) switch this can corrupt Novell packets.
Q. How can I import data from another program into your software?
A. Export the data from the other program into CSV format. Then in the Data Manager screen of our software select View | Data Manager from the main menu. Select the table then choose File | Import CSV File.
Q. How can I export table data into Excel?
A. Export the table into CSV format in the Data Manager screen: select View | Data Manager from the main menu. Select the table then choose File | Export to CSV. Load the saved file into Excel.
Q. How can I use your file-server (local, standard) software with two different data folders on the same machine?
A. You could install the software in two different folders on the same machine each having separate data. The trick is that the data files must reside in a folder called Data inside the program's folder.
Q. Which database engine is used in your software?
A. We use the DBISAM database engine for all our Windows business applications.
Q. Can DBISAM tables be accessed from Crystal Reports or other common database software?
A. For newer non-enterprise editions of our software (Class Scheduler v3+, CyberMatrix Office, Employee Project Clock v2.20+, Employee Scheduler, In Out Scheduler, Meeting Manager v4+, Phone Lister, Point Of Sale, Project Clock v5.10+, Pro Schedule v3+, Timesheets) we have an ODBC driver available. See:
http://www.cybermatrix.com/odbc.html
A. For older version of our software there is an ODBC driver available that others have used to access database tables from Crystal Reports. You can get it here:
http://www.cybermatrix.com/download/odbc.zip
We do not offer any support for this older driver.
Q. Where can I learn how to use SQL?
A. Try these links: SQLCourse2.com, SQL Tutorial 1
Q. We are using the Client/Server edition of program X. Why are we getting a windows socket error (10065) on API connect on one of the client stations?
A. This is probably a firewall issue. You need to open a port. All our server software runs on port 9000.
Q. I have a single license for Program X. I logged in as someone else, and then I had a crash. Now when I try to start Program X again it says "The number of users have exceeded your license. Contact CyberMatrix to purchase additional licenses." What do I do to use the software again?
A. Login as the other person, shut down Program X and then login as yourself.
Q. We are very interested in the Client/Server edition of your software. However, we want the server application to run as a service. Is this possible?
A. Yes, you can use the "srvany" tool from the Microsoft Resource kit to run the server application as a service.
Here is a tutorial on setting up our servers as a service.
1) Use the "instsrv" tool to install the service to the registry
Example:
instsrv yourservicename "C:\Program Files\Resource Pro Kit\bin\srvany.exe"
Note that the executable name has to be "srvany.exe"
2) After you are done with step (1), you need to edit the registry either by using the registry editor or by using a batch file.
Create a subkey name "Parameters" under
"HKLM\SYSTEM\CurrentControlSet\Services\yourservicename\"
so that the tree structure looks like
"HKLM\SYSTEM\CurrentControlSet\Services\yourservicename\Parameters"
Then, in the Parameter Subkey, add the values "Application" and make it point to your application executable.
Example, "C:\ProjectClock\PCServer.exe"
3) DONE. You will be able to start/stop the service from both the
"service" manager and the command prompt using "sc stop service name"
Q. We use the Client/Server edition of your software. We want to install the latest version on a new server. What is the best way to upgrade and still use our old data?
A. You have two choices. You can either copy over your entire old server folder over to the new server machine and then install the new server software into this folder. Or you can install the new server software on the new machine and then copy over the database files. The database files are those with the .Dat and .Idx extensions.
Q. I want to move Program X to a new machine but keep all my data. What is the best way to do this?
A. You could over your program and data folder over to the new machine but then there would be no shortcuts in your start menu. The best way is to install the software on the new machine. Then on the old machine do a backup from Program X's Data Manager, copy that backup file to the new machine, and then restore the backup file on the new machine using Program X's Data Manager.
Q. I exported a table to CSV. Why is it when I try to import that same CSV file it says there is an "Invalid data value in import data."?
A. When running the CSV import wizard, your time format must be exactly the same as what is in the CSV file. Most people leave in the .zzz part in the import format string when their CSV data does not have microseconds. The import is not always smart enough to determine what date/time formats you are using. You have to tell it.
Q. We are using version 1 of your software. Is it possible to install the V2 trial of the software on the same machine so that both versions can be run side by side.
A. Yes. For the Client/Server edition the V2 server would have to run on a different server machine but V1 and V2 of the client can be installed into different folders. However you would have to log in as another user for V2. For the Web edition you would just install V2 in another folder. For the Standard edition you would have to do a Data Only and Client only install of V2. The data would have to be installed in a folder called Data just off the program folder i.e.: C:\Program Files\ProgramX\Data. The software would have to be installed in the C:\Program Files\ProgramX folder. Then you should run V1 and make sure it is still using the old data folder. Alternatively you could just run V2 under a different user account i.e. log in as another user for V2.