Contents



Pro Schedule is an easy to use single or multi-user appointment scheduling system. Pro Schedule is ideal for doctors, dentists, nurses, lawyers veterinarians or any other professionals who are often scheduling appointments. Pro Schedule can be used in clinics, hospitals, beauty salons, office buildings or anywhere else requiring personnel appointment scheduling.


Installing Pro Schedule
Getting Started
Using Pro Schedule
Configuring Pro Schedule
Pro Schedule Data
Modifying Reports and Building your own

Security Overview
Adding Users and Changing Passwords
Color Coding Appointments
Multi-Language Support

Differences between the local, client/server, enterprise and web editions
Frequently Asked Questions
Feedback and Technical Support

Purchase Information
License Information

Other CyberMatrix Software


For up to date news on Pro Schedule visit the CyberMatrix home page:

http://www.cybermatrix.com

2000 - 2009 CyberMatrix Corporation, Inc. All rights reserved.


Getting Started


Entering your data

When Pro Schedule is first started and 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 overview. After that the Tips dialog will appear and after that the main screen.

Entering your data

The first step in using Pro Schedule is to setup your personnel data. Data is entered via the Data Manager. See the Data Manager section for details on how to use it.

If you are using Pro Schedule 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 Appointment
Deleting an Existing Appointment
Editing an Existing Appointment

See the Using Pro Schedule section for the full details on using Pro Schedule.


Using Pro Schedule


Getting to know the main screen
Adding a new appointment
Deleting an existing appointment
Editing an existing appointment
Copying an appointment
Viewing a person's details
Changing the schedule view
Appointment reports
Schedule report
Security
Searching for available people at given time
Searching for appointments
Searching for the next available time slot
Searching for an available time period
Resolving appointment conflicts
Pro Schedule data



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 appointments that are scheduled for those times. The toolbar has two parts. The top part consists of several buttons. These buttons perform essential functions of the Pro Schedule program. These essential functions can also be found on the menu. 

The bottom part of the toolbar contains three filter fields: Person, Date and Category. Click the down arrow to the right to show a list of available people. Upon selecting a different person, the schedule will update to show all appointments for that person on the listed day. Selecting the Find Available option in the Person pull-down will allow your to search for all people available at the time you choose.  See also: Searching for available people at given time

The Date filter changes the appointment 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 appointments on the selected date for the listed person. The Category filter changes the current person category. When a category is selected only appointments of people belonging to the selected category will be shown.

The menu

The Pro Schedule main menu has five sections: File, Appointments, Search, View, Tools and Help.

The File Menu
The File menu contains these functions:

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.

Change Database - Brings up a prompt to allow you to type in the name of a different database to change to. Only available in the Enterprise edition.

Login - Allows you to login as Administrator or another user. If security is not enabled the Login and Logout menu items are grayed out. If the Force Login setting has been set this menu item will always be grayed out. Users must log out before they can log in as another user. See also: Security overview

Logout - Logs the current user out. If the Force Login setting has been set users must log out before they can log in as another user.

Change Password - Brings up the change password dialog that allows you to change your log in password.

Exit - Closes the program.

The Appointments Menu
The Appointments menu contains these functions:

Add Appointment - Brings up the Add Appointment screen where a start and end time for the new appointment must be entered. See also: Adding a new appointment

Delete Appointment - Deletes the selected (colored light yellow) appointment. If security has been enabled, only an Administrator or the person who first entered the appointment can delete appointments. See also: Deleting an existing appointment, Security overview

Edit Appointment - Allows selected appointment to be edited. See also: Editing an existing appointment

View Appointment - Brings up the View Appointment Screen, allowing all appointment details to be seen.

Copy Appointment - Brings up the Add Appointment Screen with a copy of the selected appointment. See also: Copying an appointment

Book for Whole Day - Attempts to book the current resource for the whole day.

Refresh Schedule - Refreshes the meeting scheduler grid with the most recent data in the database.

Set Other Filters - Allows schedule view to be filtered by Topic, Notes, Client, Status or who the appointment was Booked by.

The Search Menu
The Search menu contains these functions:

Find Existing Appointment - Brings up the Find Appointment screen allowing you to search for appointments by resource, date, topic or notes. See also: Searching for appointments

Find Next Appointment - Finds the next appointment matching the current search criteria.

Find Time Slot - Finds the next available time slot for the current person 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. See also: Searching for the next available time slot

Find Next Time Slot - Find the next available time slot.

Find Available Time - Find the next available sequence of days for the current person 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. See also: Searching for an available time period

Find Next Available Time - Finds the next available time slot.

The View Menu
The View menu contains these functions:

Data Manager - Brings up the Data Manager screen that is used to administer the raw data used in Pro Schedule. See also: Data Manager

Configuration - Brings up the Configuration screen that allows global configuration settings to be changed.

Week at a Glance - Changes the schedule view to show all the week's appointments for the selected person.

Weekdays at a Glance - Changes the schedule view to show all the week's weekday appointments for the selected person.

People at a Glance - Changes the schedule view to show the appointments of all people on the selected day.

People this Week - Changes the schedule view to show the appointments of all people for the current week.

Rooms at a Glance - Changes the schedule view to show the appointments in all rooms of the selected person on the selected day. Set the person filter to blank to see room appointments for all people.

Clients at a Glance - Changes the schedule view to show the appointments with all clients of the selected person on the selected day. Set the person filter to blank to see client appointments for all people.

Month at a Glance - Changes the schedule view to show all appointments of the selected person in the selected month.

People this Month - Changes the schedule view to show all appointments of all people in the selected month.

Today - Changes the schedule view to show today's appointments for the selected person.

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.

Appointment Reports - Brings up the Appointment Reports screen that allows the printing of reports. See Also: Appointment reports

Print Schedule Report - Sends the current schedule to the chosen printer. This feature cannot be used for monthly views.

Schedule HTML Report - Shows the current schedule in HTML format. This feature cannot be used for monthly views.

Person Details - Shows details about the currently selected Person. Details include person's name, address and phone numbers. See Also: Viewing person details

To Do List - Shows a To Do list of items for the current person. Double click an item to edit it. See Also: To Do list screen

Waiting List - Shows a list of all appointments in the waiting list. Appointments can be dragged anywhere onto the schedule. See Also: Waiting list screen

The Tools Menu

The Tools menu contains these functions:

Manage Categories - Brings up the Manage Categories screen, where categories can be added or edited. See also: Managing Categories.

Manage Clients - Brings up the Manage Clients screen, where clients can be added or edited. See also: Managing Clients.

Manage Holidays - Brings up the Manage Holidays screen, where holidays can be added or edited. See also: Managing Holidays.

Manage Items - Brings up the Manage Items screen, where expense items can be added or edited. See also: Managing Items.

Manage Locations - Brings up the Manage Locations screen, where locations can be added or edited. See also: Managing Locations.

Manage PAAG - Brings up the Manage People At A Glance screen, where people for the People At A Glance view can be added or edited. See also: Managing People At A Glance, Schedule Options.

Manage People - Brings up the Manage People screen, where people can be added or edited. See also: Managing People.

Managing People Categories - Brings up the Manage People Categories screen, where people can be assigned to different categories. See also: Managing People Categories.

Manage People Unavailable - Brings up the Manage People Unavailable screen, where person availability records can be added or edited. See also: Managing People Unavailable.

Manage Rooms - Brings up the Manage Rooms, where rooms can be added or edited. See also: Managing Rooms.

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.

Add ToDo Item - Brings up the ToDo entry screen which allows you to add ToDo items. See Also: To Do entry screen

Import Clients from Outlook - Imports any new client contacts from Microsoft Outlook. See also: Import Client Contacts from Outlook

Synchronize with Outlook - Synchronizes the Pro Schedule calendar with the Microsoft Outlook calendar. See also: Synchronizing with Outlook


Adding a new appointment

See also: Getting to know the Add Appointment screen



Before adding a new appointment, select the date and person or group.

There are two ways to add a new appointment.

The simplest way to add a new appointment is through mouse dragging. Click the cell in the scheduler corresponding to the appointment start time. Without releasing the mouse button, drag the mouse pointer to the cell corresponding to the appointment end time. When the mouse button is released the Add Appointment screen will pop up. 

Using this method, the appointment start and end time are added automatically.

The second way to add a new appointment is to click on the Add Appointment button.

This will cause the Add Appointment screen to pop up where the appointment start and end time will have to be entered manually.



Getting to know the Add Appointment screen


When adding a new appointment the following screen will appear. 



Depending on how you add a new appointment, the appointment start and end time may not have been automatically filled in for you. If this is the case, you will have to populate these fields before adding the appointment.

The Person, Date, From and To fields must be filled in to add an appointment. All other fields are optional.

The Person pull-down list changes the current person. Click the down arrow to the left to show a list of available people.  If you would like to book more than one person you can click the ellipsis (...) button to the right of the Person pull-down list. The pop-up screen will list all people listed in the People table. 

The Date field indicates on what date the appointment will start.

The From field indicates the time that the appointment will begin. Press the + and - buttons to the right of the From field to make the appointment start earlier or later.

The To field indicates the time that the appointment will end. Press the + and - buttons to the right of the To field to make the appointment end earlier or later.

The Topic field describes the appointment purpose.

The Notes field is for entering any additional notes about the appointment.

The Client field indicates to which client the appointment pertains. Click the information icon to see details about the selected person. See also Client Detail Screen

The Room field indicates in which room the appointment will take place. Note that no two appointments can take place in the same room at the same time.

The Status field indicates the current status of the appointment. The status has no bearing on program functionality. It merely labels the appointment.

The Color field indicates what color the appointment will have when viewed in the scheduler. Note that the color Black is not used. So keep the color as Black if you don't want the appointment to have a color.

The CC field is for entering a list of e-mail contacts separated by commas that will be sent appointment change notices.

The Items field shows any items needed for the appointment. Click the information icon on the right to bring up an Item selector window. Select an item by clicking on it. To select multiple items hold down the Ctrl key when clicking an item. To deselect all items right click anywhere on the white area and choose Unselect all from the pop-up menu.

The Invoice field is only used for billing purposes. This field is only seen  when using the advanced payment option.

The Referred By field is only seen  when using the simple payment option.

The Cost field indicates the cost of the appointment. This field is only seen when using the simple payment option.

The Paid field indicates whether this appointment has been paid for yet. This field is only seen when using the simple payment option.

The Booked by field indicates the login ID of the person who booked the resource. When security is enabled only Administrators can change this field.

If the Add to waiting list field is checked the appointment will be saved to the waiting list. Note that not all fields are saved to the waiting list. Those fields that are not saved will be grayed out. See Also: Waiting list screen

Tool Buttons

On the right side of the Add Appointment 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 appointment will take place in you can search for available rooms. See also: Searching for available people at given time

E-Mail
Brings up an e-mail window with a default message addressed to the contact for the current meeting. See also: E-mail window

To Do
Brings up a To Do item screen for the current meeting. This button is only seen when editing an existing appointment. See also: To Do entry screen

Invoice
Shows an invoice report for the current appointment. This button is only seen when editing an existing appointment and when using the advanced payment option. 

Payment
Shows the Invoice Payments screen that allows you to indicate whether the invoice has been paid and when. When the invoice payment status is toggled, any client deposit will be deducted the amount of the invoice. This button is only seen when editing an existing appointment and when using the advanced payment option.  

Save
Saves the appointment and exits back to the resource scheduler window. 

Cancel
Cancels the appointment and exits back to the resource scheduler window.



Appointment Frequency

When adding a new appointment it is possible to book the resource at a certain recurring frequency.

People can be booked with the following frequencies:

One Time

The person will be booked only on the entered date.

Daily



Selecting the first option, the person will be booked every weekday. 

Selecting the second option, the person will be booked every day of the week.

Weekly



Selecting this option, the person will be booked every x weeks. For example, to have your appointment recur every 2 weeks on the same day you would enter a 2 in the edit box.

Monthly



Selecting the first option will cause your appointment to recur every x months. Therefore, to book a person 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. People 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 appointments will take place for the recurring event. If this date is left blank, the default end date of 2100/01/01 will be used.


Adding the New Appointment

When all the appointment information has been added, press the OK button to save the appointment and exit back to the scheduler.

Pressing the Cancel button will exit back to the appointment scheduler without saving the appointment.


E-mail Capabilities

If the Notify on Person Change option has been enabled, whenever an appointment is added, deleted or modified, the person the appointment is for will be notified by e-mail. E-mail may also be sent by pressing the E-Mail button. In either case the e-mail window will appear.

Note that for this e-mail notification feature to work correctly you must populate the e-mail fields in the People table. Otherwise when the e-mail window appears the e-mail address in the To field will have to be manually entered.


Invoicing features



Pro Schedule has several options for invoicing clients. If you want to invoice for several appointments at once you just go to the report screen choose Client Appointment Invoice, set the client filter and the date range. This will create an invoice report. To invoice each appointment individually just edit the appointment and press the Invoice button to print an invoice. When they pay you can enter the payment information by pressing the Payment button.


Viewing person details



To view details about the currently selected person choose View, Person Details from the main menu. 

The following screen will then pop up:



The Person pull-down list allows you to view details for another person.

The Title field shows the person's title or description.

The Phone field shows the person's phone number.

The Cell field shows the person's cell phone number.

The Pager field shows the person's pager number.



To Do list


The To Do list show a list of all To Do items broken up into four categories: Overdue, Current, Future and Completed. To view the To Do list choose View | To Do List from the main menu. The following screen will appear:



Overdue ToDo items are items with a Due Date in the past.

Current ToDo items are active items with a Start Date is the past or present and a Due Date of today or in the future.

Future ToDo items are items with a Start Date and a Due Date in the future.


To edit an To Do item simply double click on it. This will bring up the item details in the To Do Entry Screen.

To search for a To Do item by description choose Edit | Find from the menu or press Ctrl + F. Enter the text to search for and press the Find Next button.

To filter the ToDo list to only show ToDo items for a specific person, just choose that person from the Person pull-down list. To see ToDo items for all people select 'All'.


To Do entry screen



The To Do entry screen allows you to edit or view a to do item. To view a To Do item click the To Do button in the Add Appointment screen or choose View | To Do List from the main menu and then double click a To Do item. 

The following screen will then pop up:




Waiting list screen


The Waiting List screen allows you to drag appointments in the Waiting List anywhere onto the schedule. To view the Waiting List choose View | Waiting List from the main menu. 

The following screen will then pop up:



Appointments can be added to the waiting list in two ways: by the Data Manager or from the Add Appointment screen.

See Also: Getting to know the Data Manager, Getting to know the Add Appointment screen


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 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 appointments of people 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. The Color field indicates which color appointments with people in this category will have.

Security

Note that when security is enabled only administrators can access this screen.


Managing Clients


To manage clients choose Tools | Manage Clients from the main screen menu. The following screen will appear:



This screen will allow you to view information on each client. You can also use this form to add or edit client information. To view information on a client, select the client from the client pull-down list. To edit information on the currently listed client 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 client, 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 client click the Delete button.

The names listed here will show up in the Client pull-down list in the Add Appointment screen.  

Fields Explained

The Client field is a unique identifier for the client. Every different client must have it's own unique ID. The Color field indicates which color appointments with this client will have. The optional person field indicates the person assigned to the client.

Security

Note that when security is enabled only administrators can access this screen.


Managing Holidays


To manage holidays choose Tools | Manage Holidays from the main screen menu. The following screen will appear:



This screen will allow you to view information on each holiday. You can also use this form to add or edit holiday information. To view information on a holiday, select the holiday from the holiday pull-down list. To edit information on the currently listed holiday 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 holiday, 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 holiday click the Delete button.

Security

Note that when security is enabled only administrators can access this screen.


Managing Items


To manage items choose Tools | Manage Items from the main screen menu. The following screen will appear:



This screen will allow you to view information on each item. You can also use this form to add or edit item information. To view information on an item, select the item from the Item pull-down list. To edit information on the currently listed item 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 item, 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 item. To delete the current item click the Delete button.

The items listed here will show up in the Item selector list in the Add Appointment screen.  

Fields Explained

The Item field is a unique identifier for the item. Every different item must have it's own unique ID. The duration field indicates how long using this item in an appointment will take. 

Security

Note that when security is enabled only administrators can access this screen.


Managing Locations


To manage locations choose Tools | Manage Locations from the main screen menu. The following screen will appear:



This screen will allow you to view information on each location. You can also use this form to add or edit location information. To view information on a location, select the location from the Location pull-down list. To edit information on the currently listed location 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 location, 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 location. To delete the current location click the Delete button.

Fields Explained

The Location field is a unique identifier for the location. Every different location must have it's own unique ID. The Color field indicates which color appointments with people in this location will have.

Security

Note that when security is enabled only administrators can access this screen.


Managing People At A Glance


To manage the people seen when in the people at a glance view choose Tools | Manage PAAG from the main screen menu. The following screen will appear:



This screen will allow you to view the people seen when in the people at a glance. You can also use this form to add or remove people from the people at a glance view. To add a person to the people at a glance view select the person in the Available box on the left. Then click the move right button, the button with the right pointing arrow. To make all people show in the people at a glance view click the move all right button, the button with the two right pointing arrows. To remove a person from the people at a glance view select the person in the PAAG box on the right and press the move left button.

Security

Note that when security is enabled only administrators can access this screen.


Managing People Categories



In Pro Schedule, people can be assigned multiple categories. 

To assign categories to people select Tools | Manage People Categories from the main menu. The following screen will appear:



All people will be listed in a treeview on the left. All categories will be listed on the right. To assign categories to a person, simply select the desired categories and drag them over to the person. Multiple categories can be selected by using the Ctrl and Shift keys. When categories have been dropped onto a person they will show as sub items underneath that person.

Note that changes are made in real time. You cannot cancel person category assignments you have made.

Security

Note that when security is enabled only administrators can access this screen.


Managing People Unavailable


To manage person availability choose Tools | Manage People Unavailable from the main screen menu. The following screen will appear:



This screen will allow you to view days, times and day ranges people are unavailable. You can also use this form to add or edit person availability information. To view the availability records for a person, select the person from the Person pull-down list. All the availability records for the person 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 person, 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 person is not available. Sunday is 1, Monday is 2, ... and Saturday is 7. To make a person unavailable all day long just enter a value for the Day field and leave the From and To fields blank. To make a person unavailable for a time period every day, leave the Day field blank and enter values for the TimeFrom and TimeTo fields. To make a person 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

Note that when security is enabled only administrators can access this screen.


Managing People


To manage people choose Tools | Manage People from the main screen menu. The following screen will appear:



This screen will allow you to view information on each person. You can also use this form to add or edit person information. To view information on a person, select the person from the Person pull-down list. To edit information on the currently listed person 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 person, 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 person. To delete the current person click the Delete button.

The people listed here will show up in the Person pull-down list on the main scheduler screen.  When a person from this table is chosen from this pull-down list, only the appointments of these people will be shown.

Fields Explained

The Person field must be a unique ID for the person. The Title field is a description of the person. The Rate field indicates how much it costs per hour to have an appointment with this person. The Location field indicates at which location or office the person can be found at. The Login ID field is used to assign a security login to the person. The Duration field indicates how long in minutes appointments with this person normally take. When a number is entered in the Duration field, on adding an appointment the end time will automatically be calculated based on the start time and the duration. The Priority field indicates the position the person will appear on all person lists and on the People At A Glance schedule view.

Security

Note that when security is enabled only administrators can access this screen.


Managing Rooms


To manage rooms choose Tools | Manage Rooms from the main screen menu. The following screen will appear:



This screen will allow you to view information on each room. You can also use this form to add or edit room information. To view information on a room, select the room from the room pull-down list. To edit information on the currently listed room 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 room, 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 room. To delete the current room click the Delete button.

The rooms listed here will show up in the Room pull-down list on the Add Appointment screen.

Fields Explained

The Room field must be a unique ID for the room. The Description field is a descriptive name for the room. The Capacity field indicates how many people the particular room can accommodate. The Equipment field contains a list of equipment normally found in this room. Separate each piece of equipment with a comma. The cost field indicates how much it costs to use the room. The Location field indicates at which location or office the room can be found at. The Color field indicates which color appointments with people in this room will have. The optional person field indicates the person the room has been assigned to.

Security

Note that when security is enabled only administrators can access this screen.


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 Overview

Security

Note that when security is enabled only administrators can access this screen.


Managing Status


To manage appointment 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 appointment status record. You can also use this form to add or edit status record information. To view information on an appointment status record, select the status from the status pull-down list. To edit information on the currently listed appointment 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 Appointment 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. The Color field indicates which color appointments with this status will have. The Rate field indicates how much it costs per hour to have an appointment with this status. 

Security

Note that when security is enabled only administrators can access this screen.


Managing Topics


To manage appointment 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 appointment topic. You can also use this form to add or edit topic information. To view information on an appointment topic, select the topic from the topic pull-down list. To edit information on the currently listed appointment 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 Appointment screen.  

Fields Explained

The Topic field must be a unique ID for the appointment topic. The Color field indicates which color appointments with this topic will have. The Duration field indicates how long in minutes appointments with this topic normally take. When a number is entered in the Duration field, on adding an appointment the end time will automatically be calculated based on the start time and the duration. 

Security

Note that when security is enabled only administrators can access this screen.



Import Client Contacts from Outlook



Contacts from Microsoft Outlook can be imported into the Pro Schedule Clients table. To import Outlook contacts choose Tools | Import Clients from Outlook from the main menu. This import will only retrieve new client contacts, that is contacts whose name is not already in the Clients table. If you want these contacts updated from Outlook you will have to delete the clients you want to update from the Clients table. Note that the business contact information will take precedence. If there is no business contact information, the home information will be used.

Note that this function will not work with Outlook 97 or earlier.


Synchronizing with Outlook



The Pro Schedule calendar can be synchronized with the Microsoft Outlook calendar. To synchronize Pro Schedule with Outlook choose Tools | Synchronize with Outlook from the main menu. Only the appointments for the person shown in the pull-down list will be synced. To sync appointments for all people make the Person blank.

Note that appointments created in Outlook will appear in Pro Schedule with the person identified as the Outlook appointment's organizer. When an appointment is created in Outlook, Outlook uses the name of the owner of the current profile as the organizer. If the Organizer is blank the person will be called "Unknown". To see these appointments in Pro Schedule you will have to create a Person with this name.

Note that this function will not work with Outlook 97 or earlier.

Warning

If you plan to use this function you cannot also synchronize with either the Palm OS calendar or the PocketPC calendar. If you do your appointments may not appear in Outlook.


E-Mail Window



When e-mailing the booker of an appointment or the appointment e-mail contacts, the following screen will appear:



A record of each email sent is stored in a file called CMMail.log in the data folder.

The E-mail screen has several different fields. Below is a description of each field.

E-Mail Address
This is the e-mail address to which the message is directed.

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 commas.

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 commas.

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.

Cancel
Closes this screen.



Deleting an existing appointment



To delete an appointment, first click on the appointment you wish to delete. The appointment should turn light yellow. Next right click the mouse and choose Delete from the pop up menu. 

If the appointment is a recurring event, the following screen will pop up:



If you choose the first option, only the appointment on the currently selected day will be deleted. All other appointments within the recurring event will remain.

If the second option is selected the entire recurring event will be deleted.



Editing an existing appointment



To edit an appointment, first click on the appointment you wish to edit. The appointment should turn light yellow. Next right click the mouse and choose Edit from the pop up menu. You may also quickly edit appointments by double-clicking the appointment on the schedule grid.

The Edit Appointment screen will then pop up. This screen is very similar to the Add Appointment screen:



Any of the appointment fields may be changed. Click on OK to save the edited appointment or Cancel to discard changes.

Payment Features

The only real difference between the Add Appointment screen and the Edit Appointment screen is the presence of payment related controls. If you are using the default advance payment features, you will notice two new buttons on the Edit Appointment screen: Invoice and Payment. When you press the Invoice button, a new invoice number will be generated if you have not already entered one and an invoice report will be shown. The invoice can be printed or saved to a file from this preview screen. When the customer pays you can press the Payment button and set the Paid checkbox and the Pay Date. Note that the Pay Date will default to 0, which the computer shows as 1899-12-30.



If you have selected the simple payment features option, the edit appointment screen will look like this instead:



With the simple payment feature, all you need to do is enter the cost for the appointment and check the Paid box when your customer has paid.


Appointments can also be edited to a certain extent directly from the schedule. Appointment times can be changed and the entire appointment can moved to other times, days or people. To adjust an appointment's time first click on it to select it. Notice the cursor changes to a four-point cross. Move the mouse cursor to the appointment edge and drag to a new start or end time. To move an appointment just drag the entire appointment to another location on the schedule.


Copying an appointment



The copy appointment feature is ideal if you have several similar appointments that must be entered. You can enter the first appointment and then copy it to different people or different days.

To copy an appointment first click on the appointment you wish to copy. The appointment should turn red. Next right click the mouse and choose Copy from the pop up menu. Now right click on the schedule where you would like to paste the appointment. Choose Paste from the pop up menu. Provided there is no conflict, the appointment will now also show at this location. 


Changing the schedule view


The appointment schedule can be viewed in several different ways

Week at a Glance
People at a Glance
People this week
Rooms at a Glance
Clients at a Glance
Month at a Glance


Week at a glance



It is possible to view all the week's appointments for the selected person. 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.





People at a glance



It is possible to view the appointments for all people on the selected day.

To see the appointments of all people at a glance choose View | People at a Glance from the menu. The following screen should appear.





People this week



It is possible to view the appointments for all people in the current week. This view is a combination of the people-at-a-glance and the week-at-a-glance views.

To see the appointments of all people for the current week choose View | People this Week from the menu. The following screen should appear.




Rooms at a Glance



It is possible to view the appointments in all rooms on the selected day.

To see the appointments of all rooms at a glance choose View | Rooms at a Glance from the menu. The following screen should appear.






Clients at a Glance



It is possible to view the appointments of all clients on the selected day.

To see the appointments of all clients at a glance choose View | Clients at a Glance from the menu. The following screen should appear.





Month at a glance



It is possible to view all appointments for the current resource in the current month.

To see a resource's appointments for the month at a glance choose View | Month at a Glance from the menu. The following screen should appear.




Schedule report


To print the current state of the schedule select View | Schedule Report from the main menu.


Searching for available people at given time



If you need to book an appointment on a particular date and time but do no care which person is booked, you can search for available people. To conduct a search, on the main screen in the people pull-down list choose the last option: Find available. Now choose the date and select the start and end time by dragging on the schedule grid. The following screen should appear:



Only people that are available at the selected time and that belong to the selected category will appear in this list.

Click on any of the people in the list box to the left and then click the OK button. This will bring you to the Add Appointment Screen where you can continue filling in the appointment details. You should notice that the person you selected appears in the people pull-down list of the Add Appointment Screen.


Searching for appointments


To find a particular appointment choose Appointments | Find Appointments from the main menu. The following screen will pop up:



Select the person you want to search for from the Person pull-down list. Then select the date range from the From and To date fields. Optionally you can enter a from and to time, a client, topic or note. The From time is the search start time. All appointments between this time and the search end time will be found. The Topic field can contain a appointment topic or part of a topic. All appointments matching with this topic will be found. The Notes field can contain a appointment note or phrase in the notes field. All appointments matching with this phrase will be found.

After clicking the Find button the main scheduler window will appear and move to the first appointment found that matches the search criteria. Choose Appointments | Find Next or F3 to find to the next appointment matching the search criteria.

Searching with wildcards

You can use wildcards when conducting a search. For example, to find records containing "Sean" and "Shaun", enter S%n as the search criteria.


Searching for an available time period


To find the next available time available for the current resource starting on the current day, choose Appointments | Find Available Time Period from the main menu. In the dialog box enter the time to search for. For example, to find the next available period starting at 1:30 PM enter 01:30 PM.

To find the next available time period choose Appointments | Find Next Available Time Period from the main menu.


Searching for the next available time slot


To find the next available time slot for the current person starting on the current day, choose Appointments | Find Available 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 Appointments | Find Next Available Time Slot from the main menu.


Resolving appointment conflicts


Inevitably appointment conflicts will arise. This is especially the case when using recurring events.

A message will be shown when a conflict arises. At the end of the message, information about the conflicting appointment will be displayed. In this example:



the date of the appointment the new appointment conflicts with is shown along with what type of recurring event the appointment is. Here the appointment recurs every weekday.


About Pro Schedule



CyberMatrix Pro Schedule is copyright (C) 2000-2009, by CyberMatrix Corporation, Inc. All rights reserved.

Anything not explicitly allowed below is prohibited.

Please note that Pro Schedule is not free software. You may freely evaluate the trial version for the period of 30 days. After that period, the program must be purchased 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 Pro Schedule, 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.



Installing Pro Schedule


Installing Pro Schedule Standard
Installing Pro Schedule Client/Server
Installing Pro Schedule Enterprise
Installing Pro Schedule Web



Installing Pro Schedule Standard



There are three ways Pro Schedule 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 Pro Schedule on a single user's machine

    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 shared documents\CyberMatrix\ProSchedule folder. E.g. C:\Users\Public\Documents\CyberMatrix\ProSchedule on Windows Vista/7/8 or C:\Documents and C:\Documents and Settings\All Users\Application Data\CyberMatrix\ProSchedule on XP. 

    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 configuration screen. The DataPath setting is stored in a text file called ProS.ini. This file can be found in the shared documents\CyberMatrix folder. E.g. C:\ Users\Public\Documents\CyberMatrix\ProS.Ini.

    Installing Pro Schedule on one or more machines with network-shared data

    There are two ways Pro Schedule 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 ProS.ini file containing the DataPath setting to each client's C:\Users\Public\Documents\CyberMatrix\ folder or
    3) Install the shared data folder in a folder called "Data" off the shared program folder. That is, if you installed Pro Schedule into a folder called I:\Shared\ProSched, just install the data to I:\Shared\ProSched\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 Pro Schedule 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 Pro Schedule 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.
  • After installing the data, run the setup program again to install Pro Schedule 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 location where you installed the data previously.

    Setting up the User's Workstations

    In a fully shared multi-user setup, the Pro Schedule program files and data will reside in a common directory on the network. You will need to manually setup icons for your users.


    Installing Pro Schedule Client/Server



    There are two steps involved in installing Pro Schedule Client/Server: Installing the server and installing the client

    Installing the server

    Run the setup program from your distribution. The distribution will either be a Pro Schedule Client/Server CD that has been sent to you or a folder you created yourself after downloading and running the Pro Schedule Client/Server 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 cmd and press OK. It is very important to enter the correct IP address. You need to enter the IP address the server software will be listening on. If you are testing on one machine only (very unlikely) it is OK to use 127.0.0.1 or localhost. If you are using this software on your network only, you can enter the network IP address of the server machine. If however you want to connect over the Internet, you must enter the Internet IP address.

    The client gets the IP Address from the ProS.Ini file. If the client can't read a valid IP Address, it will not run. The ProS.Ini file will be stored in the common Application Data\CyberMatrix folder. E.g. C:\Users\Public\Documents\CyberMatrix\ProS.Ini. 

    Note that the server should not be installed in the Program Files folder. This is because by default, ordinary users do not have permission to write in this folder. It's best to install the server software in a network folder or a folder off the root drive e.g. C:\Pro Schedule Server.

    The edbsrvr.exe database 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 or firewall, you may need to know the Port number this software uses. The default Port number is 12010.

    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. 


    Running the Server as a Service

    It is possible to run the database server as an NT service. There are several advantages of running the server as a service: you can ensure it restarts if the machine reboots unexpectedly for any reason; you can take actions if the service crashes; and you can run the service as a specified user fairly easily. To install the edbsrvr.exe database server as a service enter the following command at a command line prompt or from the Run Menu:
    edbsrvr.exe /install
    To install the database server so that it does not interact with the desktop at all, which is required in instances where the current user will be logged out of the system, then you should use the /nointeract flag along with the /install command-line switch:
    edbsrvr.exe /install /nointeract
    This will install the service as a non-interactive service and the database server will not display a user interface when it is started.
    To start the edbsrvr.exe database server as a service enter the following command at a command line prompt or from the Run Menu:
    net start edbsrvr.exe
    Note that if you start the server as a service, you can't also open the server as a regular Windows application. If you do you will see the error: "Only one usage of each socket address (protocol/network address/port) is normally permitted".

    To start the edbsrvr.exe database server as a service enter the following command at a command line prompt or from the Run Menu:
    net start edbsrvr.exe



    Installing Pro Schedule Enterprise



    There are two steps involved in installing Pro Schedule 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. Pro Schedule 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 Pro Schedule Enterprise. The easiest way to do this is by running a single script. Pro Schedule 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 Pro Schedule Program Files Folder. E.g. C:\Program Files\CyberMatrix Pro Schedule\. If you create a script for another database and have trouble getting Pro Schedule 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 Pro Schedule CD that has been sent to you or a folder you created yourself, after downloading and running the Pro Schedule 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 (default is cmps) 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 that you instead copy the installation files to a shared network folder so the above database settings do not have to be re-entered each time.

    The client gets the database connection settings from the ProS.ini file. If the client can't read these settings, it will not run properly. The ProS.ini file can be found in the shared documents\CyberMatrix folder. E.g. C:\ Users\Public\Documents\CyberMatrix\ProS.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).  Note that MS SQL Server 2005 and up do not have this dll. You should connect using ADO instead.  

    Libraries for MySQL and PostgreSQL are available on our web site at:
    http://www.cybermatrix.com/psdownloads.html



    MySQL Notes

    This software will run on MySQL v5. However, it connects as a v4 client. This means you will have to convert the connection password to the older style. You can do this with a query like the following:

    SET PASSWORD FOR 'root'@'localhost' = OLD_PASSWORD('magic');

    See also: http://dev.mysql.com/doc/refman/5.0/en/old-client.html


    Installing Pro Schedule Web



    Setting up Pro Schedule Web

    Run the setup program on the machine that will act as the web server. Make sure you install to a path with write access for the user the server will run under. Note that in XP and especially in Vista/7/8, installing into the Program Files folder is not a good idea as this folder by default does not have write access for ordinary users. This software can be run in standalone mode or as a service. If you want to run this software as an ISAPI dll under Windows IIS or other web server contact us.

    Standalone Deployment

    For standalone deployment simply run the ProScheduleWeb.exe program. This program contains its own webserver so you don't need another web server like Microsoft's IIS.

    By default the web server communicates on port 8888. However the port can be changed to whatever you like on the server main screen. To change the port, enter the new port number in the Port box and press the Update button. By clicking on the image of the globe, the default browser will be launched with the corresponding URL to test the application.

    The standalone web server can be used to deploy a productive application. You can place the application on a server machine of yours and let it run on the desktop. The obvious disadvantage is that a user needs to logged in to keep the desktop open. This even works via remote desktop, while not being connected. For productive stand-alone applications we recommend using service deployment.

    Service Deployment

    Running the Pro Schedule Web application as a service has its benefits and disadvantages. The disadvantages are that there is no log screen or browser execute button. The main advantage is that there is no requirement for logging on to the machine in order to run the application (like any other Windows service). A few steps have to be taken prior to running the application as a service. In particular, a separate application must be downloaded and it has to be installed as a service. Visit the CyberMatrix web site to download the Pro Schedule Web Service software. To install Pro Schedule Web as a service, using the windows command prompt, change to the directory where the application resides and type:

    ProScheduleWebService -install

    This will install it and the application will appear in the Services Applet. From there, it can be configured to run automatically or manually. Look for the service called Pro Schedule. There is no need to activate the "Interact with Desktop" under the properties of the service, and doing so will have no effect whatsoever.

    In a similar way, if the need arises to uninstall the application, you can do this by typing:

    ProScheduleWebService -uninstall

    Before executing this command, be sure to stop your service.

    Running Pro Schedule Web on your clients 

    To launch Pro Schedule from a client browser, simply enter its URL. For example, "http://127.0.0.1:8888/". Replace the "127.0.0.1" part with the IP address of the machine running the Pro Schedule web server.


    Configuring Pro Schedule



    The Pro Schedule configuration screen consists of 11 sections: the General tab, the Schedule tab, the Date/Time tab, the Security tab, the Scripts tab, the Groups tab, the Data tab, the E-Mail tab, the E-mail scripts tab, the Terms tab and the Reports tab. Choose either section by clicking on the labeled tab corresponding to that section. 

    In the Client/Server and Enterprise editions of Pro Schedule there is an additional tab, the Network tab

    [Note that the Data tab does not show up in either the Client/Server or Enterprise editions of Pro Schedule.] 

    Click on the OK button to save any configuration changes and close the Configuration screen. Press the Cancel button to exit the Configuration screen without saving the changed configuration.


    General options


    This is what the General section looks like.




    Program options

    Show client name not ID
    Check this box if you want to see the client name on the client pull down lists and schedule items instead of the Client ID.

    Reverse client name
    Check this box if you want to see the client name on the client pull down lists and schedule items reversed.

    Prompt to add new clients
    If checked, a prompt is shown when adding new clients in the Add Appointment screen.

    Limit to assigned clients
    If checked only clients that have been assigned to a person can be accessed.

    Topic pull-down
    If checked the Topic field in the Add/View appointment page will use a pull-down list instead of a text field. This option is only seen on the Web version of Pro Schedule.

    Show splash screen
    If this option is checked, the starting splash screen will be shown.

    Show Tips on Start Up
    If this option is checked helpful tips will be seen when the software first runs.

    Lock appointment edits
    If this option is checked an appointment cannot be edited if someone else is editing the appointment.

    Font
    The font used throughout the program. Here you can change the font style color and size.

    Payment features

    Indicates whether you will use the advanced of simple payment features. With the simple payment features option, all you need to do is enter the cost for the appointment and check the Paid box in the Edit Appointment Screen when your customer has paid. With the advanced payment features, you are able to print invoices and set the payment date from the Edit Appointment screen.


    Secondary Help File options

    The secondary help file option allows Pro Schedule to use an additional help file. This file could be in Windows help format or anything else. The custom help file will show up as another option in the Pro Schedule 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 feature to work properly the file extension type must be associated or registered with an appropriate application on each user's machine.

    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 Pro Schedule main help menu.




    Schedule options


    This is what the Schedule section looks like. 



    Scheduler options

    Make user options
    If checked the schedule tab options will be stored on the user's machine instead of on the network. This means each user can set their own schedule settings.

    Show topic highlight
    If checked the appointment topic will appear highlighted for all appointments in the scheduler grid.

    Limit people at a glance
    If this option is checked the People-At-A-Glance view will only show those resources listed in the PAAG table.

    Allow double booking
    If checked there will no longer be conflict checking when adding appointments.

    Allow double booking on holidays
    If checked there will no longer be conflict checking when adding appointments on holidays.

    Allow double booking on canceled appointments
    If checked appointments can be added even if they overlap with canceled appointments. Canceled appointments have the status set to C.

    Auto sync with Outlook
    If this option is checked appointment changes will be automatically synced with the Outlook calendar.

    Sync only active appointments to Outlook
    If this option is checked only active appointments will be synced with the Outlook calendar.

    One way sync to Outlook
    If this option is checked appointment will only be synced to the Outlook calendar but not back.

    Sync client not description to Outlook
    If this option is checked the client name instead of the appointment description will be synced to the Outlook

    Sidebar position
    Indicates where on the schedule grid the time sidebar will be shown: on the left, right, left and right or on the top.

    Booking shape
    Indicates the shape of the appointment boxes as seen on the scheduler grid.

    Background Color
    Determines the background color of the schedule grid. 

    Minimum column width
    This specifies the minimum column width to use in the Week-At-A-Glance and People-At-A-Glance views. When there are a large number of people, this setting enables the appointment grid to scroll instead of compacting the columns.

    Minimum row height
    This specifies the minimum height of the grid line rows in the scheduler grid. Use a higher number to get larger rows.

    Toolbar Background Image path
    Indicates the path to the toolbar background image file. Click the button to the right to bring up a graphic file selector dialog. Toolbar backgrounds may be of the following graphic types: bmp or pcx.



    Date/Time options


    This is what the DateTime section looks like. 



    Time options

    Show current time
    If checked a colored bar will be shown across the schedule grid indicating the current time.

    Show current items
    If checked appointments taking place right now will be colored green.

    Move to current time
    If checked, the schedule will automatically scroll down to the current time.

    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.

    Hint duration
    The time in milliseconds that an appointment hint will stay visible. The default is 2500 milliseconds (2.5 seconds).

    Auto refresh
    If the Auto refresh box is checked the schedule window will automatically refresh in the time interval specified to the right.

    Set Alarm
    If the Set alarm box is checked an alarm will sound when the current time approaches an appointment in the time interval specified to the right.


    Available Time Period options

    Appointment Start and End Times
    The Start time specifies the earliest time an appointment may be booked on any given day.
    The End time specifies the latest time an appointment may be booked on any given day. 

    Appointment Interval
    This number indicates the number of appointment 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

    Days in Week At A Glance
    Indicates the days to show in the Week At A Glance view. Highlight the days you want shown using the mouse and the Ctrl and Shift keys.

    Default end date
    If this box is checked, the appointment end date will be the default date of 2010/01/01.

    Appointment end date
    This is the date that recurring events will stop. To use the default end date of 2010/01/01 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 appointments first. See also: Archiving Inactive Appointments




    Security options



    This is what the Security section looks like.



    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.

    When security is enabled a login dialog will popup on program start. The Administrator can login as well as any users who have been setup in the Security table. To setup the users in the Security table and to change the current passwords use the Detail tab of the Data Manager. See also: Security overview

    Login to book
    If checked the user must login as Administrator or as Superuser before booking appointments. This is a way to prevent ordinary users from adding appointments.

    Force Login
    If checked the user must login before accessing the program.

    Require appointment approval
    If checked, appointments made by those with the User security access level must be approved by an administrator or superuser before they go live.

    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".

    Users see appointment details
    If this option is checked, those with the User security access level can see appointment details on the schedule. Otherwise they only see the time that has been booked out.

    Allow others viewing
    If checked, those with the User security access level are allowed to view the details of appointments others have made.

    Allow superuser edits
    If checked superusers are able to edit the appointments or ToDo items of others.

    Allow user edits
    If checked, those with the User security access level are able to edit the appointments or ToDo items of others.

    Allow user client edits
    If checked, those with the User security access level are able to add new clients and edit existing clients.

    Allow user date change
    If checked, those with the User security access level can change the schedule date.

    Limit booking edits to self
    If checked, those with the User security access level can only add/edit appointments and ToDo items for themselves.

    Limit booking viewings to self
    If checked, those with the User or Superuser security access level can only view appointments and ToDo items for themselves. Administrators will continue to have full access.

    Limit bookings to category
    If checked, those with the User or Superuser security access level can only view appointments of people belonging to the same categories. Administrators will continue to have full access.



    Script options


    The schedule scripts section allows 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 appointment 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 client field with a descriptor in front of it we could place {Client: %Client%} in the script. If the client field is empty for any appointment, the Client: text will not be seen.

    Here is a list of available macros:
    %Topic% - appointment topic
    %Client% - client ID or client name if the Show Client Name Not ID option is set
    %ClientName% - client name
    %ClientHomePhone% - client home phone number
    %ClientWorkPhone% - client work phone number
    %ClientAddress% - client address
    %ClientBirthDate% - client date of birth
    %ClientNotes% - client notes
    %Notes% - appointment notes
    %Status% - appointment status
    %Items% - appointment items
    %Room% - appointment room
    %RoomLocation% - location of appointment room
    %StartTime% - appointment start time
    %EndTime% - appointment end time
    %BookedBy% - who booked the appointment
    %Person% - person appointment is for
    %PersonLocation% - location of the person appointment is for



    Groups options


    The Groups section enables the creation and editing of groups of people. Groups are simply listings of people. When people have been added to a group, that group can be booked just like any other person. 

    When booking a person, appointment conflicts will be checked within the group itself, with any people within the group and with any other groups that contain any of the same people.

    This is what the Groups screen looks like.



    Enable Groups
    If this box is checked, appointment can be made using groups.

    Groups
    The Groups box is a tree list showing all entered groups. Use mouse right click to add or remove groups. New groups will default to having the name "GroupX", where X is a number. To change this to something else simply ensure the group is highlighted and then click on the group once more to enter edit mode. At this point, the text may be changed to whatever you wish.

    People
    Lists all available people. Drag a person onto a group to add it to the group. Make sure you drag people onto the group name not another person.

    Working with Groups

    Creating New Groups
    To create a new group right click on the Groups box.  From the menu, choose New Group.  A new group will be added called GroupX, where X is a number.  Click on the new group once to select it and once more to enter edit mode.  When in edit mode you can change the name of the new group to whatever you wish.

    Adding People to Groups
    To add people to a group , simply highlight the people you want in the People group and then drag these selected people onto the group where you want them.  When added, the person will show as sub items of the group .

    Deleting Groups
    To delete a group, right click on the group and choose Delete from the menu.





    Data options


    The Data section is used to change where the data files for the program reside and to setup the data backup options.

    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 screen looks like. 




    Data options

    Data location
    This is the path where the Pro Schedule data files reside. If you want to change this location, you must make sure that your data files have been moved or copied to this location. 

    Note that if using Pro Schedule on multiple machines the Data Path setting used must be identical on all machines. You cannot mix regular paths and UNC paths. The text must be identical. Also if the software detects a data folder called Data in the same folder that Pro Schedule is running from, it will default to using this folder as the data folder.

    In the Client/Server version, this path is used solely for data synchronization with the Palm conduit. It should be a mapped path to the Pro Schedule server that each client machine can access from your network.

    Backup options

    Auto Backup
    If checked, automatic data backups are performed. Enter the automatic backup interval in the text box. For example, if you enter a 60 in the edit box the data will be automatically backed up every hour (60 minutes).

    Backup Every X Minutes
    This number indicates how often an automatic backup is to be performed. For example, to backup every 2 hours enter 120 (2 x 60).

    Keep Backups for X Days
    This number indicates how long backup archives remain in the backup folder. E.g. if the number is 7, any backup files older than a week (7 days) will be deleted when the program starts and when the system date changes.

    Backup Path
    This is the path where data backup files are stored. Set it blank to use the default Backup subfolder within the Data Path.


    E-mail options


    This is what the E-mail configuration section looks like. 




    Mail options

    Notify Person On Change
    If this option is checked, a notice will be e-mailed to the e-mail addresses listed in the CC appointment field, whenever an appointment is changed or deleted.

    Notify client on change
    If checked, the client an appointment is booked for will receive an e-mail notification whenever the appointment is added or changed.

    Auto notify
    If checked, when an appointment is changed an e-mail notification will be sent immediately without the e-mail window popping up.

    Use MAPI
    If checked all e-mail will be sent using your default MAPI compliant mail program, like Outlook.  When the software tries to send the first email it will ask which MAPI source to use. At this point you can select the MAPI source you want to use.


    Reminder options

    Send e-mail reminder
    If checked an e-mail reminder will be sent out a number of days before the appointment is to take place. Reminders are checked and sent out on program start and every 24 hours after that. Note that reminder emails are sent out only for appointments at or beyond the day range value below. So the software should be running at all times on at least one machine to ensure all reminders are sent out.

    Remind person
    The person an appointment is booked for is sent an e-mail reminder.

    Remind client
    The client an appointment is booked for is sent an e-mail reminder.

    Range X days
    The number of days before an appointment occurs that an e-mail reminder is 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). 

    Send Time
    The time of day when reminder e-mails will be sent out. By default e-mails will be sent out at 12:00 AM. When reminders are sent out all appointments between the Send Time and the Send Time + Range X Days will be included.


    SMTP Server options

    Enable Authentication
    Check this box if your mail server requires password notification before sending mail.

    Authentication Login ID
    Enter your SMTP authentication login id here.

    Authentication Password
    Enter your SMTP authentication password here.

    Use SSL/TLS
    If checked e-mails can be sent using SMTP servers like GMail which uses secure SSL/TLS technology.

    SMTP Mail Host
    This is the SMTP mail host used on your network. Usually it is mail, but enter whatever you enter 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.  In the past it was usually 25 but because of port 25 blocking another port is used. When using  SSL/TLS the port is usually 587.

    Domain
    The from field of e-mails sent to others will default to the login id of the person adding or editing the appointment. 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.

    Default From E-Mail Address
    The e-mail address here will show by default in the from field of any e-mails sent to clients or others. 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. Some mail servers may require a valid email address for this setting in order to send emails. 


    GMail

    Note that when using GMail you will need to either use an app password or turn the Access for less secure apps GMail option. See the following links for more information:

    Sign in using App Passwords
    Access for less secure apps


    E-Mail Script Options


    The e-mail scripts section 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 an appointment has been rejected by an administrator.

    Deletion email script
    This script is used for the email sent when an appointment has been deleted.

    Request email script
    This script is used for the email sent when an appointment has been requested to be booked.

    Approval email script
    This script is used for the email sent when an appointment has been approved by an administrator.

    Changed email script
    This script is used for the email sent when an appointment has been changed.

    Added email script
    This script is used for the email sent when an appointment has been added.

    Reminder email script
    This script is used for the reminder emails sent out for upcoming appointments. Note that this script is a bit more complicated than the others because of the variable number of appointments that can be reported on. The appointment list text is enclosed in squiggly brackets {}.

    Scripts consist of text and special macros. The first line of the script is the subject line of the email. The macros are enclosed in percent marks and represent special fields in the database. For example, the %Topic% macro represents the appointment topic. 

    For the reminder script, appointment list text is enclosed in squiggly brackets {}. Regular text and macros can be inside the brackets and will be repeated for each appointment.

    Here is a list of available macros:
    %BookingCost% - the cost to make an appointment with the person
    %Topic% - appointment topic
    %ConflictMessage% - any details relating to conflicts with other appointments
    %ClientID% - client ID
    %ClientName% - client name
    %ClientWorkPhone% - client's work phone number
    %ClientHomePhone% - client's home phone number
    %OldResource% - person's name of previously edited appointment 
    %Resource% - person's name 
    %Room% - room appointment takes place in 
    %Notes% - appointment notes
    %OldStartDate% - appointment start date of previously edited appointment 
    %StartDate% - appointment start date
    %StartTime% - appointment start time
    %EndTime% - appointment end time
    %Invoice% - appointment invoice
    %Items% - appointment items


    Terms options


    The Terms section is used to configure the terms used in the application. For example, if you use Pro Schedule for scheduling patients in a doctor's office you might want to change the Client term to Patient. In this situation, wherever the term "Client" appears, it will be replaced with the term "Patient" everywhere in the software.

    This is what the Term screen looks like.



    Application type

    This specifies what type of people are using the application, doctors/dentists or others. If the Doctor type is selected, the person the appointment is with is referred to as a patient. If the Other type is selected the person is referred to as a client.


    Report options


    This is what the Report configuration section looks like.




    Reports Location
    This value indicates the path where the reports folder is located. To change the path, click on the open folder icon to the right and select a new path. Ordinarily, the Report Location field will be blank. When the Report Location field is blank, the report location will default to the Reports folder off the program folder (usually C:\Program Files\Pro Schedule\Reports\). In a multi-user setting, you may want everyone to use the reports stored in a shared network folder. In this case, you would set the Report Location field to this shared path.

    Print confirmation report
    If checked a confirmation report is printed after every new appointment is booked.

    Last Invoice Number
    This is the last invoice number that has been used when printing out invoices. If you want your invoices to start at a higher number than 0 enter that number here.

    Company logo path
    Indicates the path of your company logo. Click the button to the right to bring up a graphic file selector dialog. Logos may be of the following graphic types: bmp, ico, emf or wmf.

    Company address
    This is your company's address, as it will appear on invoice report headers.


    Network Options


    The Network options section is only seen in the Pro Schedule Client/Server and Pro Schedule Enterprise.

    The Network options tab is used to set the IP address used by the Pro Schedule 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.

    Pro Schedule Enterprise has four other important values on this tab.

    Protocol
    This is the back end SQL server database engine you wish to connect Pro Schedule to. If you select ado to connect to MS SQL Server 2005 or higher, you must click the ADO Setup button to the right to setup your ADO connection parameters.

    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. When using ADO this field will contain your ADO connection parameters.

    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.

    The Client/Server edition has one other option.

    Compression Level
    This is the compression level to apply to data sent to and from the remote database server. Values can range from 0 or none to 9. For very fast connections (over 100MB) this should be set to 0 or no compression. For slower connections this value can be tweaked to increase performance.


    Security overview



    By default, there is no security in place for Pro Schedule. This means that in a multi-user environment, any user will be able to view and edit any other person's appointments. 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' appointments as well as access the security options screen. 

    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 Data Manager section for help in working with tables.

    In the Pro Schedule program, there are three levels of security.

    User

    User security allows you to book resources when the Login To Book option has been set in the program.

    Your Pro Schedule 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 level allows the editing of appointments booked by others provided the Allow Superuser Edits security setting has been enabled. Contact your administrator if you require this feature.

    Administrator

    As well as having Superuser privileges, Administrator security allows you to delete and edit any appointment whether you have booked it or not. Only Administrators can access the Pro Schedule 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 login id or a password. You can enter User, Superuser, Administrator or your own login id assigned to you by your administrator. 

    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.



    Adding users and changing passwords

    See also: Security options


    There are three security levels User, Superuser and Administrator. The Superuser level allows the editing of appointments booked by others provided the Allow Superuser Edits security setting has been enabled. The Administrator level has the same privileges as the Superuser level but with the added capability of being able to edit or delete any person's appointment regardless of which user had entered the original appointment.

    To add new users use the Data Manager to edit the Security table. 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. You should 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.


    Color Coding Appointments


    There are many ways appointments can be color coded. You can assign a color to the appointment itself, to the appointment status, to the appointment topic, to the person the appointment is with, the client the appointment is with, the room the appointments is in or to the category of the person. If you are using the simple payment feature then all unpaid appointments will be red. 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 appointments 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:

    Appointment
    Status
    Topic
    Person
    Client
    Room
    Category


    Pro Schedule data


    The Pro Schedule program uses several data files. To view this data choose View | Data Manager from the main menu. The following screen should appear:

    If you are using Pro Schedule 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.



    Getting to know the Data manager
    Viewing and Editing Table Data
    Changing Appointment Color According to Status and Topic
    Pro Schedule Table Details
    Viewing SQL Queries
    Deleting records
    Inserting Records
    Re-indexing Tables
    Archiving Old Appointments
    Backing up data
    Restoring data
    Importing and Exporting CSV Data
    Avoiding Database Problems


    Getting to know the Data Manager


    The Pro Schedule program uses several data files. The Data Manager screen allows viewing and editing of all Pro Schedule 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 Pro Schedule 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 check mark 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 Pro Schedule 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

    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:

    Cut Record  - Copies the selected record into the Windows clipboard for pasting later and then deletes the record.

    Copy Record  - Copies the selected record into the Windows clipboard for pasting later.

    Paste Record  - Pastes the record contained in the Windows clipboard into a new record.

    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 Appointments - Deletes expired appointments from Pro Schedule 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

    E-Mail Data Backup - Makes a time-stamped backup file of all tables and brings up the e-mail form to allow you to send your data to someone. Useful when asking for support for data-related problems.





    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.




    Changing Appointment Color According to Status and Topic


    Pro Schedule can be configured to show appointment as different colors depending on the appointment status or topic. Both the Status and Topics tables have a field called Color. By entering a color code in this field the appointments associated with this topic or status will be displayed in this color.


    Pro Schedule table details


    Pro Schedule Tables

    Pro Schedule has 20 tables: Archived Bookings, Bookings, Appointment  Status, Appointment Topics, Categories, Clients, Deleted Appointments, Deleted Recurring Events, Holidays, Invoices, Items, Locations, People, People at a Glance, People Unavailable, Rooms, ToDo List, Waiting List, Users and Security.

    Appointment Notes
    This table stores an appointment note for each day. Here are the field sizes and descriptions:

    ScheduleDate - Date
    Note - String - unlimited

    Archived Appointments
    This table lists all the expired appointments that have been purged from the main appointment table. Here are the field sizes and descriptions:

    ID - Integer - unique
    StartDate - Date
    StartTime - TimeStamp
    EndTime - TimeStamp
    Person - String - 30
    Room - String - 15
    Description - String - 250
    Freq - String - 10
    LoginID - String - 30
    Notes - String - unlimited
    EndDate - Date
    ClientID - String - 25
    Status - String - 1
    Modified - Boolean - 25
    CC - String - 250
    Invoice - String - 10
    Color - Integer 
    Items - String - 250

    The Person field links to the Person field in the People table. The Room field links to the Room field in the Rooms table. The ClientID field links to the ClientID field in the Clients table. The Status field links to the Status field in the Status table. The Invoice field links to the Invoice field in the Invoices table.

    Bookings
    This table lists all the active appointments. Here are the field sizes and descriptions:

    ID - AutoInc - unique
    StartDate - Date
    StartTime - TimeStamp
    EndTime - TimeStamp
    Person - String - 30
    Room - String - 15
    Description - String - 250
    Freq - String - 10
    LoginID - String - 30
    Notes - String - unlimited
    EndDate - Date
    ClientID - String - 25
    Status - String - 1
    Modified - Boolean
    CC - String - 250
    Invoice - String - 10
    Color - Integer 
    Items - String - 250
    SynchID - String - 48
    ReferredBy - String - 20
    Cost - Currency
    Paid - Boolean
    LastModified - TimeStamp

    The Person field links to the Person field in the People table. The Room field links to the Room field in the Rooms table. The ClientID field links to the ClientID field in the Clients table. The Status field links to the Status field in the Status table. The Invoice field links to the Invoice field in the Invoices table.

    The Freq field can have the following values:
    s - single event.
    d1 - every weekday.
    d - every day.
    wx-y - every x weeks on y. y corresponds to an 8 bit representation of the weekdays (Sunday is 1, Monday is 2, Tuesday is 4, Wednesday is 8, Thursday is 16, Friday is 32, 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).

    Categories
    This table lists all the appointment categories. Here are the field sizes and descriptions:

    Category - String - 15 - unique
    Description - String - 20
    Color - Integer 

    Clients
    This table lists all clients or patients. Here are the field sizes and descriptions:

    ClientID - String - 25 - unique
    FirstName - String - 20
    LastName - String - 20
    HomePhone - String - 20
    WorkPhone - String - 20
    Cell - String - 20
    Fax - String - 20
    Address1 - String - 30
    Address2 - String - 30
    City - String - 20
    Postal - String - 15
    Notes - String - 250
    E-Mail - String - 40
    State - String - 10
    Rate - Currency
    Deposit - Currency
    Person - String - 30
    BirthDate - Date
    Age - Integer
    Gender - Boolean
    Regular - Boolean
    Referral - String - 30
    Color - Integer 
    PastAppointments - Integer
    Category - String - 15
    Active - Boolean

    The Person field links to the Person field in the People table. Gender is 0 for Male and 1 for Female. The Category field links to the Category field in the Categories table. The Active field indicates whether or not the client will show up on pull-down lists etc.

    Deleted Appointments
    This table lists all appointments that have been deleted. Here are the field sizes and descriptions:

    StartDate - Date
    StartTime - TimeStamp
    EndTime - TimeStamp
    Person - String - 30
    Freq - String - 10
    EndDate - Date
    Synched - Boolean
    Description - String - 250
    ClientID - String - 25
    Notes - String - 250

    Deleted Recurring Events
    This table lists all the individually deleted appointments from a recurring event. Here are the field sizes and descriptions:

    ID - AutoInc
    RecurDate - Date

    The ID field links to the ID field of the Bookings table.

    Holidays
    The Holidays table lists all the statutory holidays. Holidays are used to automatically fill in holiday hours on the schedule. Here are the field sizes and descriptions:

    HolidayDate - Date - unique
    Holiday - Text - 30

    Invoices
    This table lists all invoices. Here are the field sizes and descriptions:

    Invoice - String - 10 - unique
    ClientID - String - 25
    Paid - Boolean
    InvoiceDate - Date
    PayDate - Date
    AmountPaid - Currency
    PaymentType - Unsigned Integer 
    PaymentNumber - Unsigned Integer 

    The ClientID field links with the ClientID field in the Clients table. PaymentType is the type of payment. For example, enter 0 for cash, 1 for check etc. PaymentNumber could be used to record a check number for example.

    Items
    This table lists all items that have been consumed during an appointment.  Here are the field sizes and descriptions:

    ItemID - String - 10 - unique
    Description - String - 25
    Cost - Currency
    Duration - Integer 

    The duration field indicates how long using this item in an appointment will take. 

    Locations
    This table lists all the locations or offices. Here are the field sizes and descriptions:

    Location - String - 15
    Description - String - 30

    People
    This table lists all the people that can have assigned to them. Here are the field sizes and descriptions:

    Person - String - 30 - unique
    Title - String - 50
    Phone - String - 20
    Cell - String - 20
    Pager - String - 20
    Address1 - String - 25
    Address1 - String - 25
    Notes - String - 250
    EMail - String - 40
    Fax - String - 20
    Color - Integer 
    Rate - Currency
    Location - String - 15
    LoginID - String - 30
    Duration - Integer 
    Priority - Integer 
    Active - Boolean

    The unavailable field lists all the days the person is not available. It can contain any combination of the two letter day abbreviations: Mo, Tu, We, Th ,Fr, Sa or Su. 

    The Location field links to the Location field in the Locations table. The LoginID field links to the LoginId field in the security table. The duration field indicates how long an appointment with this person will take. When the person is chosen from the People pull-down list in the Add Appointment screen, the end time will automatically adjust according to the duration time. The Priority field indicates the position the person will appear on all person lists and on the People At A Glance schedule view. The Active field indicates whether or not the person will show up on pull-down lists etc.

    People at a Glance 
    This table lists all the people that will appear when the People-At-A-Glance view is chosen.  It contains only one field: 

    Person - String - 30

    People Categories 
    This table lists all the categories each person belongs to. Here are the field sizes and descriptions:

    Person - String - 30
    Category - String - 15

    The Person field links to the Person field in the People table. The Category field links to the Category field in the Categories table. 

    People Unavailable
    This table lists all the days and times people are unavailable. Here are the field sizes and descriptions:

    Person - String - 30
    Day - Integer
    TimeFrom - Time
    TimeTo - Time
    DateFrom - Date
    DateTo - Date

    The Person field links to the Person field in the People table. The Day field indicates the day the person is not available. Sunday is 1, Monday is 2, ... and Saturday is 7. To make a person unavailable all day long just enter a value for the Day field and leave the From and To fields blank. To make a person unavailable for a time period every day, leave the Day field blank and enter values for the TimeFrom and TimeTo fields. To make a person unavailable for a range of days, leave the Day, TimeFrom and TimeTo fields blank and enter date values in the DateFrom and DateTo fields.

    Rooms
    This table lists all the rooms that can be used for appointments.  Here are the field sizes and descriptions:

    Room - String - 15 - unique
    Description - String - 50
    Capacity - Integer
    Equipment - String - 250
    Cost - Currency
    Location - String - 15
    Color - Integer 
    Person - String - 30

    The Capacity field indicates how many people the particular room can accommodate. The Equipment field contains a list of equipment normally found in this room. Separate each piece of equipment with a comma. The cost field indicates how much it costs to use the room. The Location field indicates at which location or office the room can be found at. The Location field links to the Location field in the Locations table. The Color field indicates which color appointments with people in this room will have. The optional person field indicates the person the room has been assigned to.
    The Person field links to the Person field in the People table. 

    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

    Appointment Status
    This table lists appointment status codes that will show up in the appointment status pull-down list in the Add Appointment screen.  Here are the field sizes and descriptions:

    Status - String - 1 - unique
    Description - String - 15
    Color - Integer
    Rate - Currency

    ToDo
    This table lists all the appointment To do lists. Here are the field sizes and descriptions:

    ToDoID - AutoInc - unique
    Description - String - 150
    Appointment - Integer
    Person - String - 30
    Priority - String - 1
    StartDate - Date
    DueDate - Date
    Completed - Boolean
    CompleteDate - Date

    The Priority field is a letter from A to Z, with A being the highest priority. The Appointment field links to the ID field of the Bookings table. The Person field links to the Person field in the People table.

    Appointment Topics
    This table lists all the appointment topics that will show up in the appointment topic pull-down list for the Add Appointment screen. Here are the field sizes and descriptions:

    Topic - String - 250 - unique
    Color - Integer 
    Duration - Integer
    Notes - String - 250

    The duration field indicates how long an appointment with this topic will take. When the topic is chosen from the Topic pull-down list in the Add Appointment screen, the end time will automatically adjust according to the duration time.

    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:

    ID - Integer - unique
    RequestDate - Date
    StartTime - TimeStamp
    EndTime - TimeStamp
    TimeLength - Float
    Description - String - 250
    ClientID - String - 25
    Person - String - 30
    Freq - String - 10
    EndDate - Date

    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 Person field links to the Person field in the People table. The ClientID field links to the ClientID field in the Clients table. 

    Currently the Waiting List feature is quite primitive. You'd have to manually add records to the Waiting List table in the Data Manager. Then when an appointment is deleted it would check the waiting list and then ask if you wanted to add the appointment now.



    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 Pro Schedule 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 Person, StartTime, EndTime
    FROM Bookings
    WHERE Person = 'Dr Remoray' And StartTime Between DATE '2009-03-09' And DATE '2009-04-13' 
    ORDER BY StartTime

    This query shows all appointments, sorted by StartTime for the person "Dr Remoray" between March 09 and April 13.

    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.





    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.



    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 Data Problems to learn more about table corruption. Usually when a table is corrupted, you will see an error message such as:

    ElevateDB Error #601 The table Bookings is corrupt (Invalid index page number specified for retrieval from cache) 

    Re-indexing the table is simple. Just select the affected table and then choose File | Re-index Table from the Data Views menu. It does no harm to re-index a non-corrupt table.

    Elevate DB Manager

    If you are unable to open the application to do a re-index, you can get the DB Manager. The DB Manager is a utility from Elevate Software, the makers of the database engine used in Pro Schedule. Use this program to repair 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 inactive appointments


    After a time, the Pro Schedule program will have accumulated many old appointments that are no longer useful to retain. To archive appointments choose Records | Archive Inactive Appointments from the Data Manager menu. A pop-up dialog will ask for an archive date. All appointments older than the selected date will be archived. Pressing the OK button will delete these old appointments from Pro Schedule and save them in the Archive table. Occasional archiving in this manner will help to keep the Pro Schedule program running at peak efficiency. 




    Backing up data


    To create a backup of your data choose Records | Backup Data from the menu in the Data Views 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


    To restore previously archived data choose Records | Restore Data from the Data Views 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

    Pro Schedule 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 Pro Schedule 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. Text field data must be truncated to fit in the table field. If the text data doesn't fit you will get an error to that effect.

    See the section Pro Schedule table details 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 exactly 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. Any boolean fields must contain True or False. They cannot be Null or empty. 


    Exporting Data

    Data can also be exported in CSV file format from Pro Schedule. 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.



    Appointment reports



    This dialog screen allows printing reports of all appointments of a person in a specified time period.




    The Report screen consists of three parts: filters, sort method and report list. 

    The filters allow only specific appointments to be seen on the reports. The Person filter allows you to see only the appointments for a specific person or all people. The Category filter causes only appointments for those people that belong to the specified category to be seen on the reports. The category filter is only useful when choosing the All People item from the People filter. The From and To dates specify that only appointments that occur between these two dates will show on the reports. The Status filter causes only those appointments that have the specified status to show on the reports. The Client filter causes only those appointments that have the specified client to show on the reports.

    Certain filters will be disabled if a report does not contain the field a filter is based on.

    The sort method determines how the report will be sorted when viewing appointments for All People. If by person, the report will show all appointments grouped by person and then by date. If by Date, the report will show all appointments sorted by date. Sorting is only available for Schedule and Archive reports.

    The report list shows all the reports that exist in the Pro Scheduler 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.



    Invoicing

    For the invoice report to work properly, rates must be assigned to people using the Data Manager.


    Database Server Discrepancies

    Due to certain unusual idiosyncrasies of the different database servers, certain reports will not work correctly with Pro Schedule Enterprise using different database servers. The MSSQL and PostgreSQL sub folders in the Reports folder contains reports with the special SQL that these database servers require.


    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 in which to export the report. 

    Sending E-Mail to Clients with Upcoming Appointments

    Clients with upcoming appointments can be sent an e-mail using the report screen. To send such an e-mail simply choose File | E-Mail Clients from the reporting screen menu. Any client e-mail addresses for the matching appointments will appear on the BCC field. Type in the subject and message body and click the Mail button to send.


    Modifying reports and building your own


    Pro Schedule comes with a powerful report designer feature. With the report designer you can create your own unique reports or edit existing ones.

    Editing an Existing Report

    The easiest way to create a new report is to edit an existing one. Pro Schedule 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 contain a memory table called bookingtmp that may not exist in your data folder. 

    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 editing a report as explained above. 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 several other variables that you can use to make special reports. If you want to create an invoice report you must create and set the Invoice variable. These variables are created the same way the SQL variable is created. For invoice reports, you must set the Invoice variable to 'true'. 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. Similarly, to print archived schedule reports you must set the Archive variable to 'true'. For available times reports you must set the AvailTimes variable to 'true'. The varLabHeading variable will print a heading for the report. The heading will include the date and resource filters used if any. The varAddress variable will print your address you specified in the company address option. The varDateFrom and varDateTo will print the date ranges used for the report.

    Confirmation Report Variables

    The Confirmation report (rConfNotice.fr3) can use several different variables that are listed below:

    varAddress - this prints out the Company Address option.
    varClientName - the name of the client.
    varClientAddress - the client name and address.
    varPerson - the person the appointment is with.
    varTopic - the appointment topic.
    varApointmentNotes - the appointment notes.
    varDateFrom - the start date of the appointment.
    varTimeFrom - the start time of the appointment.
    varTimeTo - the end time of the appointment.

    Report Functions

    There are several report functions that can be used to format data and output special values.

    WeekDayName() - outputs the day of the week for a date field.
    ExpandFreq() - outputs the frequency field to a more readable format.
    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.
    RemoveBlankLines() - removes blank lines from a string such as an address.

    Here is an example as to how to use these functions in a report memo field:
    [FormatDate(<frxDBDataset1."StartTime">)]


    Enterprise Considerations

    In the Enterprise edition it is possible to create reports that link to tables other than the defaults tables included in this software. However, this software uses some very simple SQL parsing to construct the WHERE clause from the filters. For this reason all fields from the non-standard tables must go at the very end of the SELECT clause.


    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).


    Avoiding data problems



    Pro Schedule 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 Pro Schedule 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 re-index any corrupted Pro Schedule tables if necessary.

    Note that it would be extremely rare for tables to become corrupted when using Pro Schedule C/S, Pro Schedule Enterprise or Pro Schedule Web.


    See Also: Re-indexing Tables


    Frequently Asked Questions



    Questions for users new to computers and the Internet
    Questions about CyberMatrix Software
    Questions about CyberMatrix Software Licensing
    Database/Multi-user questions
    Client/Server questions
    Enterprise questions
    Common Questions about Pro Schedule



    Common questions about Pro Schedule


    Q. Why are all our appointments red?

    A. You turned on the simple payment feature. Put it back to advanced.


    Q. Why are days missing from the Week At A Glance view?

    A. You have not set your schedule days correctly. Highlight all the days you want to view in the Schedule tab of the Configuration screen.


    Q. My appointments are showing the wrong color. How can I correct this?

    A. Usually this means that you have set the "Show current time" or "Show current items options". If so turn them off.


    Q. How can I create a client mailing list from Pro Schedule?

    A. You could write a SQL query in the Data Manager, open it in the Data Manager and then extract the query data to a CSV file. This file could then be imported into a mailing list program like WorldCast.


    Q. How can I see the day name in the People at a glance view?

    A. Change your date format in the Windows Regional Settings control panel. Instead of  using dd use ddd.


    Q. Suddenly we started getting the following message: " Your schedule end date is earlier than today"  What does this mean?

    A. In your configuration screen, in the Schedule tab, what is the Schedule end date? It is probably earlier than today. Set it in the future.


    Q. Pro Schedule used to work just fine but now I don't see any of the appointments nor the people. The only thing that is listed under the Person drop down is "Find Available". What could be wrong?

    A. Possibly you have selected a Category filter on this one client that is not "All" or blank and this category has no people associated with it.


    Q. Why doesn't auto-fill work? Whenever I try to type in a client name when adding an appointment it won't let me as it tries to fill it in with an old client.

    A. The auto-fill is working just as it was intended to. You can press the Delete key to remove the auto-filled text you don't need.


    Q. How many people would Pro Schedule allow you to schedule appointments for?

    A. The number of people and clients are limited only by your file system. NTFS allows data files of only 4 GB. So assuming a peson record is 100 KB you could have about 42,000 person records in Windows XP.


    Q. If a person out in the field uses Pro Schedule to update their appointments how can these changes be applied to the shared data?

    A. If the person out in the field has Internet access you could use the Client/Server edition to remotely access the schedule. If not, you could use Outlook or a Palm or PocketPC PDA to make appointment changes and sync up with Pro Schedule when back at the office.


    Q. What is the best way to "change" a group name without deleting appointments?

    A. Change the group name in the Configuration screen. Then in the Data Manager do a search and replace on the Person field of the Appointments table.


    Q. How can I make Pro Schedule run faster? 
    A. You can try the following:
    1. Install the program on every user's machine and point to only the data on a shared network location instead of merely pointing to a network install.
    2. Archive old bookings frequently.
    3. Set a default end date to a closer date, for example 2010/01/01.
    4. If you use the Auto Refresh feature, set it higher, e.g. 300 (5 minutes).
    5. Turn off anti-virus software, or configure it to NOT scan .DAT, .IDX, .BLB files (or simply your database folder).


    Q. How can I change the name in the Booked By field?

    A. Administrators can change this field right from the Edit Booking screen. Otherwise you can change this field using the Data Manager screen. In Data Manager choose the Appointments 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.


    Q. I want to move our Pro Schedule data to a new machine. How do I do this?

    A. Find the Pro Schedule Data folder. This is the folder containing the .Dat and .Idx files. Copy this folder to the new location. Open Pro Schedule and change the data path setting in the configuration screen to the new path.


    Q. How can I get Pro Scheduler to accept clients with the same last name in the "New Client". When I put the same name as an existing customer in the "Client" field it tries to put in the name already in the list of clients and won't let me save the record to a new first name, same last name as existing client.

    A. That's the text completion feature. Just keep typing and delete any remaining highlighted text.


    Q. When I edit a single appointment of a recurring event and press cancel that appointment is deleted.

    A. This is the way editing single appointments works. What you are actually doing when editing an appointment in a recurring event is deleting that appointment and then adding a new appointment in that same slot. If you cancel you are canceling the Add not the Edit.




    Differences between Pro Schedule versions


    Standard

    The local version of Pro Schedule uses a local database. This version is ideal for small numbers of users in a Windows environment.

    Pros
  • Data can be shared over a network.
  • Easy to install.
  • Inexpensive.
  • Simple intuitive graphical interface.

    Cons
  • More likely to require database re-indexing maintenance in an unstable environment.
  • Poor performance with many simultaneous users.
  • Can only be used on Windows machines.

    Client-server

    The client/server version of Pro Schedule 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.

    Enterprise

    Pro Schedule Enterprise is ideal for large numbers of simultaneous users in a Windows environment who need to access meeting data over the intranet or Internet. Pro Schedule Enterprise has all the feature of Pro Schedule Client/Server except that the raw data can only be accessed and changed in the database server application. The big benefit of Pro Schedule Enterprise over Pro Schedule Client/Server is that Pro Schedule 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 re-indexing maintenance.
  • Good performance with many simultaneous users.
  • Simple intuitive graphical interface. 

    Cons
  • Can only be used on Windows machines. 

    Web

    The web version of Pro Schedule 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.

    Cons
  • Primitive Html interface.
  • Must run a Windows 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 left 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.

    Note: the translations currently do not always work properly with languages containing special character codes (Unicode) like Chinese, or Greek. If you require Unicode support please contact us.


    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.



    Purchase information



    You may freely evaluate the trial version Pro Schedule 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 Pro Schedule program:

    Pro Schedule Standard / Pro Schedule Web

    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).

    Pro Schedule Client/Server / Pro Schedule 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).


    Example:
    If you need Pro Schedule Client/Server access from 37 people's machines, your license fee would be:
    $2000  (25 seat) + $800 (additional 10 seats) + $200 (additional 2 seats) = $3000.


    Shipping Options

    Internet download - Free.
    Ship CD by postal mail - $5 ($15 registered).
    Ship CD by courier - $30 - ($60 outside North America).

    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 Pro Schedule:

    All CyberMatrix software can be purchased directly from CyberMatrix by secure Internet web form, fax, phone, 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 phone orders using a credit card you may phone CyberMatrix directly at (250)503-1009.


    Toll Free

    For phone orders by Visa or American Express 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 registration 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
    Canada

    After Purchasing

    After you have purchased Pro Schedule, if you did not order the software on CD, you will receive instructions on obtaining the commercial version of Pro Schedule 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 Pro Schedule 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 and instructions on obtaining the commercial version. 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 Pro Schedule 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


    Pro Schedule Standard
    Pro Schedule Client/Server
    Pro Schedule Enterprise
    Pro Schedule Web



    Pro Schedule 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.]

    Registration 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 ($15 registered).
    ___________  Send program by courier - $45 ($65 outside North America).
    ___________  Send registration code 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: ___________
      [  ]  Amex - Card #: ______________________ CID #:___________  Expire Date:___________
      [  ]  Discover - Card #: ______________________ 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 Pro Schedule:

    ________________________________________________________________




    Pro Schedule 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.]

    Registration 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 ($15 registered).
    ___________  Send program by courier - $45 ($65 outside North America).
    ___________  Send registration code 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: ___________
      [  ]  Amex - Card #: ______________________ CID #:___________  Expire Date:___________
      [  ]  Discover - Card #: ______________________ 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 Pro Schedule:

    ________________________________________________________________




    Pro Schedule 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.]

    Registration 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 ($15 registered).
    ___________  Send program by courier - $45 ($65 outside North America).
    ___________  Send registration code 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: ___________
      [  ]  Amex - Card #: ______________________ CID #:___________  Expire Date:___________
      [  ]  Discover - Card #: ______________________ 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 Pro Schedule:

    ________________________________________________________________


    Pro Schedule 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.]

    Registration 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 ($15 registered).
    ___________  Send program by courier - $45 ($65 outside North America).
    ___________  Send registration code 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: ___________
      [  ]  Amex - Card #: ______________________ CID #:___________  Expire Date:___________
      [  ]  Discover - Card #: ______________________ 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 Pro Schedule:

    ________________________________________________________________




    Contact information



    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 support@cybermatrix.com


    Technical Support

    Technical support by e-mail is free of charge for all existing and potential CyberMatrix customers* for the most recent version of this software. Technical support by telephone during business hours is free of charge** for all existing and potential CyberMatrix customers for the most recent version of this software. 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.

    Customers with outdated versions of this software must purchase a yearly support contract for $100 or upgrade their software to the current version to continue with free email and non-emergency phone 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. No e-mail support is available for CyberMatrix freeware although bug reports are welcomed and may be responded to.

    ** May be subject to change in the future. No free phone support is available for CyberMatrix freeware.
     


    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
    Project Clock
    Timesheets
    Employee Project Clock
    Class Scheduler
    Employee Scheduler
    In Out Scheduler
    Point Of Sale
    Clipboard Magic
    Reminder


    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 ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 64 MB RAM, 20 MB HD.

    For Pro Schedule Client/Server we recommend a dedicated XP, 2003, Vista, 2008 or Windows 7 server with 500 MB RAM and power backup to host the Pro Schedule server application.

    For Pro Schedule Web a dedicated Windows XP, 2003, Vista, 2008 or Windows 7 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 ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 64 MB RAM, 20 MB HD.

    For Meeting Manager Client/Server we recommend a dedicated XP, 2003, Vista, 2008 or Windows 7 server with 500 MB RAM and power backup to host the Meeting Manager server application.

    For Meeting Manager Web a dedicated Windows XP, 2003, Vista, 2008 or Windows 7 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 ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 512 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 ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 64 MB RAM, 20 MB HD.

    For Project Clock Client/Server and Project Clock Web we recommend a dedicated XP, 2003, Vista, 2008 or Windows 7 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 ME, XP, 2003 Server, Vista, 2008 Server and 7. 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 ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 256 MB RAM 20 MB HD

    For Timesheets Client/Server and Timesheets Web we recommend a dedicated XP, 2003, Vista, 2008 or Windows 7 server with 500 MB RAM and power backup to host the Timesheets 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 ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 512 MB RAM and 30 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 ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 512 MB RAM, 30 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 ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 64 MB RAM 20 MB HD

    In Out Scheduler costs $64 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 ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 512 MB RAM and 20 MB hard disk space. The server application requires at least 1 GB RAM.

    The CyberMatrix Point of Sale client costs $300 for a single-user 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 ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 256 MB RAM and 10 MB hard disk space.



    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. 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. 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 in Windows usually you just have to double-click it and it will open as a folder. If you use an older version of Windows you will need an unzip program such as WinZip. You can find WinZip here: http://www.winzip.com. Once you have installed an unzip 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 downloaded and installed your trial edition. 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. Any report files you have modified will be overwritten though. When you change a report you should save it with a new file name to prevent it being overwritten


    Q. I have downloaded and installed your trial edition. Now I want to purchase. After purchase do I just enter a key to unlock the trial edition? 
    A. No. After purchase you will have to install the full software. But you can install right over the trial edition and it will still use your old data. As a precaution always backup your data before 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 in the same manner as you installed the old version and your old data will remain intact.


    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 time-limited trial editions of our software you can try out to see how you like it before ordering.


    Q. I tried to create a new report but hen I select the frxDBDataset1, no fields appear. How can I access the fields?

    A. You need to add the report's SQL, save, close and then re-open to see the fields. You can choose Help | Getting Started With Custom Reports from the report screen to learn more about creating your own reports.


    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. Why do I see the error "There is no default printer selected" when I try to print?

    A. You probably have not set a default printer in the 'Control panel - Printers' window.


    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 outdated versions on the web site. Existing customers can upgrade to the latest version at a 50% discount though.


    Q. What are your support fees?

    A. Support by email is free. Phone support during business hours is free. 24 hour paid emergency support is available for a $25 fee per incident. For outdated software, a yearly $100 contract option is available.


    Q. What is the time frame 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  Internet Explorer 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. 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. Try emptying your browser cache and try downloading again. If you still can't download, send an e-mail and a trial edition setup file can be e-mailed to you as an attachment. 


    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 feel free to send in an e-mail.


    Q. My program shows the wrong date format. How can I make the software use the system date format we use? 

    A. This is probably due to a bug in Windows. Try these steps:

    1) choose Start/Configuration/Regional settings
    2) on the first tab select a different country, e.g. Germany, and press [APPLY]
    3) set the country back to what it should be and press [OK]
    4) Now the software will behave again as expected. 


    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. Note that in software with multiple install options, the first option will always be chosen with this technique. In this case you can use the /Type parameter like so:

    Setup.exe /SP- /silent /noicons "/dir=c:\Program Files\My Program" "/Type=Client Only" 


    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 the software 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. For concurrent licensing 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. Are your license fees annual fees? 

    A. Our license fees are one-time fess for the current version. When we release a major new version you have the option of upgrading at a 50% discount. 


    Q. We want to buy your software. We will have one person making changes to the data and eight people that will only be viewing the data. Do I need a single seat license or a 9 seat license? 

    A. Since 9 people will have access to the software you will need a 9 seat license. 


    Q. What is the difference between your trial edition 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 in 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 new version 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 import the license key as explained in the download instructions. The download instructions were emailed to you after your purchased or upgraded the software.


    Q. I just updated our software to a new minor version. Why does the software now say it is an evaluation copy? 

    A. You must install the full software not the trial software. The full software download link was emailed to you after you purchased or upgraded the software. 
     

    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 imported as explained in the registration instructions. How do I get rid of this message?

    A. Check the Users table for ghost users. Ghost users are those users who are listed as still using the program even they no longer are. If there are any ghost users, delete those records. 


    Database/Multi-user questions



    Q. I upgraded an old version of your software to a newer version. Why can I no longer see any of my old data?

    A1. If you upgraded from Employee Project Clock v6 or lower, Project Clock v8 or lower, Timesheets v3 or lower, Meeting Manager v7 or lower or Pro Schedule v6 or lower you must upgrade your data to the new format. Step by step instructions to upgrade your data are seen during installation right after the license agreement. After installation you can read these instructions by clicking the "Installation Instructions" shortcut on the program's start menu.

    A2. Possibly you installed the data into a different folder using the Data only install. You'll need to find out where the old data folder was an set the data folder option setting to this path. 
     

    Q. Why am I getting strange errors like this one below?

    ElevateDB Error #600 File manager error (Cannot delete the file C:\DOCUME~1\fullerm\LOCALS~1\Temp\CM1S29083572PC45.EDBTbl (OS Error: The process cannot access the file because it is being used by another process. )). 

    A. This is probably due to your anti-virus software interfering with our software's database files. Try configuring it to not scan the data folder of our software.


    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 installed the Standard edition on only one machine. How can I setup another machine to use the same data? 

    A. You need to either share the current data folder so the other machines can access it or move the data folder to a shared location and then setup each machine to use that data. 


    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 (as well as Class Scheduler, Employee Project Clock, Employee Scheduler, In Out Scheduler and Project Clock Pro) all use a local database. A local database can share data with multiple users over a network. However, shared local databases are 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 local database edition with more than 10 simultaneous users. With 10 or more simultaneous users the Client/Server edition will perform better.


    Q1. When I Start Program X why does the following error message appear: <br><br>
    ElevateDB Error #601 The table Users is corrupt
    Q2. 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.) Newer versions of our software will re-index (repair) tables automatically if all users close the software and a single person restarts it. To re-index the table manually, first close down all instances of the software except one. Then select the problem table in the Detail tab of the Data Manager screen and then choose File | Re-index table (or File | Repair table).
    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 start your software a Data Missing box appears and says that I need to attempt re-installation or enter new data folder location.  What does this mean and what do I need to do?

    A. The software cannot find the data. Possibly the drive it was on is no longer available. You should verify that the machine where the data is stored is functioning properly and that no changes have been made relating to the data folder, e.g. drive mapping changes.


    Q. When I try to re-index a table I get the error "Re-Index failed". 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 (.EDBTbl, .DAT), index file (.EDBIdx, .IDX), or BLOB file (.EDBBlb, .BLB) is 4 gigabytes. 


    Q. Performance seems very slow. How can we make it faster?

    A. Turn off anti-virus software, or configure it to NOT scan *.EDB* files on newer software and .DAT, .IDX, .BLB files on older software (or simply your entire database folder).


    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 Elevate DB and the DBISAM database engine for all our non-Enterprise Windows business applications. Meeting Manager, Pro Schedule, Project Clock, Employee Project Clock, Timesheets and Point of Sale now use the Elevate DB engine.


    Q. Can your database tables be accessed from Crystal Reports or other common database software?
    A1. 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

    A2. For older versions 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, w3schools SQL Tutorial


    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. 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 sophisticated 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:\ProgramX\Data. The software would have to be installed in the C:\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.  


    Client/Server software 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. What is the advantage of Client/Server over File/Server?

    A. Client/server applications will be faster on slow networks like wireless networks because only the data packets required are sent down the network. With File/Server every table in a query will be sent down the network. Client/Server application will be less susceptible to database corruption because there is no direct access to the data. Only the server machine directly writes to the data files. 


    Q. We are using the Client/Server edition of program X. Why will the clients not connect to the server? 

    A. There are only three possibilities for this problem. Either the server is not running, the IP address is entered incorrectly or something like a firewall is blocking access to the server. 

    Sometimes the server software will not be listening to the correct IP address. Click the following link to watch a Flash demo of how to change the server IP. Change server IP.


    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 newer server software runs by default on port 12010. All our older server software runs on port 9000.


    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 it is possible to run the database server as an NT service. There are several advantages of running the server as a service: you can ensure it restarts if the machine reboots unexpectedly for any reason; you can take actions if the service crashes; and you can run the service as a specified user fairly easily. To install the edbsrvr.exe database server as a service enter the following command at a command line prompt or from the Run Menu:

    edbsrvr.exe /install

    To install the database server so that it does not interact with the desktop at all, which is required in instances where the current user will be logged out of the system, then you should use the /nointeract flag along with the /install command-line switch:

    edbsrvr.exe /install /nointeract

    This will install the service as a non-interactive service and the database server will not display a user interface when it is started.
    To start the edbsrvr.exe database server as a service enter the following command at a command line prompt or from the Run Menu:

    net start edbsrvr.exe


    Q. I installed the server as a service and the service is running. When I try to run the server as a regular Windows application why do I see the error: "Only one usage of each socket address (protocol/network address/port) is normally permitted"?
     
    A. Only one application can listen exclusively on a port at one time. You can't therefore run two instances of the server application at one time.


    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 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 install the new server software on the new machine and then copy over the database files. The database files are those with the *.EDB* extensions for newer software and .Blb, .Dat and .Idx extensions for older software.


    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 (or Project Clock Pro) 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\Data. The software would have to be installed in the C:\Program\ 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. 


    Enterprise software questions


    Q. We're using your Enterprise software with Microsoft SQL Server. On some of the client machines when we try to connect why do we get a Ntwdblib.dll not found error?
     
    A. 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. 

    For MS SQL Server 2005 and higher you should connect using ADO instead of MSSQL. The following video shows how to setup ADO to work our software: MS SQL ADO Setup.

    For older versions of Microsoft SQL Server you can just install the MS SQL client software or just copy the Ntwdblib.dll file to the Windows System folder (\winnt\system32 on XP).

     
    Q.  I'm using Microsoft SQL server with your Enterprise edition software. I'm having a problem and want to send you our data so you can try to reproduce it and fix it. How can I send you our data? 

    A. Unlike other large database servers, MS SQL Server does not have a function to backup data to a SQL INSERT script. You will need to use a third party utility to backup the data to a SQL script. Alternatively you could export each table to CSV format. Sending in a MS SQL Server backup file will not work.


    Q. I'm trying to use your Enterprise edition with MySQL version 5. When trying to connect I get the error: "SQL Error: Client does not accept authentication protocol requested by server. Consider upgrading MySQL client". Does your software not work with MySQL v5? 
    A. This software will run on MySQL v5. However, it connects as a v4 client. This means you will have to convert the connection password to the older style. You can do this with a query like the following:

    SET PASSWORD FOR 'root'@'localhost' = OLD_PASSWORD('magic');

    See also: http://dev.mysql.com/doc/refman/5.0/en/old-client.html
     

    Q.  What permissions should be given to the Database Server Account for the clients? 

    A. The user needs SELECT, INSERT, UPDATE and possibly CREATE_TMP_TABLE privileges.