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.
Getting Started
Configuring Meeting Manager
Using Meeting Manager
Frequently Asked Questions
Purchase Information
Feedback
Other CyberMatrix Software
For up to date news on Meeting Manager visit the CyberMatrix home page:
http://www.cyber-matrix.com
© 1998-2006 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 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 configuration 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
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 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 versions.]
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.
Configuration - Brings up the Configuration 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.
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 color field can have the following values:
B - Blue
A - Aqua
D - DkGray
G - Green
L - LtGray
R - Red
F - Fuchsia
M - Maroon
N - Navy
O - Olive
P - Purple
S - Silver
T - Teal
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. The color field can have the following values:
B - Blue
A - Aqua
D - DkGray
G - Green
L - LtGray
R - Red
F - Fuchsia
M - Maroon
N - Navy
O - Olive
P - Purple
S - Silver
T - Teal
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 can have the following values:
B - Blue
A - Aqua
D - DkGray
G - Green
L - LtGray
R - Red
F - Fuchsia
M - Maroon
N - Navy
O - Olive
P - Purple
S - Silver
T - Teal
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.
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
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 same day as the booking day. 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 configuration. 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.
Approving and Rejecting Bookings
When the Require Booking Approval option is set, bookings made by users must be approved by an Administrator or a Superuser. In such a scenario, when a user books a resource, the resource contact is e-mailed regarding the booking request. The booking shows up in the schedule with a status of Q or Request. The Administrator or Superuser must either delete the booking or change the status to A or Approved. The booking contact is then e-mailed as to whether the booking was approved or rejected.
Deleting an Existing 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 an existing 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. 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
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 configuration 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 v2.30 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 configuration section to a closer date, for ex. 2005/01/01
Questions about Meeting Manager Client/Server
Q. I install the Client/Server version 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 configuration 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.
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 version 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 version can't have multiple sites, how is it possible to have two singular sites running on the PC for the web-based version.
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) 1998-2006, 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 version 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 version 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.