Changing Configuration Options
Meeting
Manager may be customized to a certain extent by modifying the many
configuration options. The configuration options are changed in the
configuration screen. To change Meeting Manager Web configuration
options click the Configuration link at the top of the page. The
following screen will appear:
The
Meeting Manager Options Screen consists of ten 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
Resource Blocks tab and the Bulletin tab.
Program Options
Force Contact
If
this option is checked, the user must enter the contact name when
adding a booking.
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
Session timeout
Indicates the number of minutes to wait before the software automatically logs out.
Security
Options
This is what the Security options tab looks like.
Restrict
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.
Superuser
data access
Check this option if you want to
allow superusers to access the Data Manager.
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.
Schedule
Options
This is what the Schedule Options tab looks like.
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 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.
Sidebar Position
Determines
where the sidebar containing the schedule times will be positioned 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.
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.
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.
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
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 End Date.
Schedule
Scripts
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 resource contacts.
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 around 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 Scripts
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.
Resource Blocks options
The Resource Blocks section enables the creation and editing of groups of resources.
Groups are simply listings of resources. When resources have been added to a
group, that group can be booked just like any other resource.
When
booking a resource, booking conflicts will be checked within the
group itself, with any resources within the group and with any other
groups that contain any of the same resources.
This is what the Resource Block tab looks like.
Enable Groups
If this box is checked, bookings can be made using groups.
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
Blocks
The Blocks list on the left is a tree list showing all entered blocks.
Resources
Lists all available resources. To add the selected resource to the selected group press the Add New Resource button
Working with Resource Blocks
Creating New Blocks
To
create a new group enter the new group name in the Block Name
text box. The click the New Block button. The new block will
appear in the block list to the left.
Adding Resources to Blocks
To
add the selected resources to the selected group press the arrow
button to the left of the block list. When added,
the resources will show as sub items of
the block.
Deleting Blocks
To delete the selected block, click the Delete button.
Bulletin Options
The Bulletin section allows configuration of the pop up bulletin seen whenever a user starts the Meeting Manager program.
Show Startup Bulletin
If this is checked, a bulletin will pop up whenever anyone starts the Meeting Manager program.
Bulletin Entry Box
This is where the text making up the bulletin can be entered. The text will be displayed exactly as entered, WYSIWYG.
When
you have finished changing the options to suit your needs press the OK button to save your changes.