Contents
Overview
Introduction
Followup/Checklist Functions
Followup/Checklist Main Menu
Open Event Inquiries
Critical Checklist Items
Food Scheduling Report
Checklist Items
Checklist Items by Move-In Date
Outstanding Items List
Double Book Potential Conflicts Report
Setup
Overview
Installation
Introduction
Purpose
Purpose
The Followup/Checklist Items application uses information from the Scheduling portion of the system and
provides you with reports on those items you wish to be reminded to do by a particular date. Most
checklist items are generated at the time an event is booked based on the criteria you used to setup the
Master Checklist Items. The date an item should be completed is automatically calculated by the
computer based again on the Master Checklist Items and the parameters of the event. This application
provides reports on both completed and incomplete checklist items.
Followup/Checklist Main Menu
Icon Menu Screen
Modules Menu
Functions Available
Security Levels Required
Icon Menu Screen
The first window that appears after starting Followup/Checklist Items is the main menu icon screen. This
screen will appear as follows:
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Start any of the reports by double-clicking the icon, or highlighting the icon and press ENTER.
Modules Menu
The Modules Menu, when accessed from the menu bar, will appear as follows:
Start any of the functions by clicking on the appropriate function, or press the down arrow until highlighting
the appropriate function, then press ENTER. You may also use the accelerator keys. Press and hold
down the ALT key, press the letter M and the letter underlined above. For example if you want the Open
Event Inquiries report then you would press and hold ALT, press M, press O, release the ALT key. Once
you pull down the menu, you may use the up and down arrow keys to highlight a function and then press
ENTER.
Functions Available
The functions available in Followup/Checklist Items are: Open Event Inquiries, Critical Checklist Items,
Food Scheduling Report, Checklist Items, Checklist Items by Move-in Date, Outstanding Items List, and
Double Bookings/Potential Conflicts Report. There is a description of each function within this document.
You can select the functions using the icons, module menu, or the appropriate accelerator keys.
A feature has been incorporated into the Checklist / Followup module which enables you to create a data
file containing Name and Address information for clients assigned as the Main Contact to events on any
report.
To use this feature you would produce the Checklist /Followup Item report as usual. When you choose
the print option a Name and Address Print Format dialog box will be displayed. If you select the "Print to
File" radio button you will produce a data file of the names and addresses of the clients (Main Contact) for
the events on your report. Since this file is in ASCII format you should be able to import this file into
almost any third party package you wish. For example, you could set up a merge letter in word processing
to send to clients with inquiry events you want to confirm. You could then merge the basic letter with a
merge file created from the Open Inquiry report.
Security Levels Required
View any function with a Read Only or higher security access. The security required to perform
maintenance for each function in this module is System level Security to add, Normal security to change,
and Manager security to delete.
Open Event Inquiries
Overview for Open Event Inquiries
Open Event Inquiries Report
Open Event Inquiries Report Fields
Overview for Open Event Inquiries
The purpose of the Open Event Inquiries report is to provide a list of those events with a booking status
with no commitment level. A suggested use for this report is to view all the events for a month, six
months out with a no commitment booking status level, so you can call and either confirm the event is
going to happen or remove it from the system if it won't happen. When this report is selected the following
dialog box will be displayed:
You must enter a beginning and ending date in the dialog box. The system will find all events with any
booked date between the dates you enter. The report will list all events in the date range entered with a
booking status code with a commitment level of "No Commitment".
Open Event Inquiries Report
This report will list the selected events in move-in date order. The information on this report includes the
event id, initial contact date, first move-in date of the event, sales manager, and the long event name.
Open Event Inquiries Report Fields
Event Id
Contact
Move-In
Sales Mgr
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Event Name
Event Id
This field is a number automatically assigned by the system when an event is booked. All information
about this event is referenced by this number.
Contact
In this column is the initial contact date for each event. When an event is booked, the date it is entered
into the computer is recorded as the initial contact date.
Move-In
The Move-In date listed will be the first move-in date for the event from the event master portion of the
booking.
Sales Mgr
The Sales Manager assigned to the event will be listed in this column.
Event Name
The long event name will be listed for each event in this column. The long name is also from the event
master section of the booking.
Critical Checklist Items
Overview for Critical Checklist Items Report
Critical Checklist Items Report
Critical Checklist Items Report Fields
Overview for Critical Checklist Items Report
The purpose of this report is to view the incomplete checklist items you consider critical for the events
selected. A suggested use for this report is to view all critical checklists for events within the next 30 days.
You can quickly view all the important tickler items which are still not complete.
When you select this report the following dialog box will be displayed:
You must enter a starting and ending date to report on. All the events with any date in the date range
entered will be selected for this report. Only those events with outstanding critical checklist items will be
listed on the report.
Critical Checklist Items Report
This report will show the incomplete checklist items considered critical for selected events. The
information on this report includes the events first move-in date and day of the week for that move-in date,
the event id and long event name, and each outstanding critical checklist item with the date it should be
completed.
Critical Checklist Items Report Fields
There are not actually report field headings on this report so an explanation of the information will be
referenced by the location of the information on the report.
For each date with an event with at least one outstanding critical checklist item, the full date will be listed
followed by the day of the week that day happens to be. Beneath each date, each event with the first
move-in date on that day will have its event id and long event name listed.
Below each event name will be listed all the outstanding critical checklist items for the event along with the
date the checklist item should be completed.
Food Scheduling Report
Overview for the Food Scheduling Report
Food Scheduling Report
Food Scheduling Report Fields
Overview for the Food Scheduling Report
The purpose of this report is to provide your catering departmentwith a report of upcoming requested food
services. The food services listed on this report are normally entered in the Scheduling Application
usually by sales people who have knowledge of the clients' food service requirements.
When you select this report the following dialog box will be displayed:
You must enter a starting and ending date to report on. All the events with any date in the date range
entered will be selected for this report. Only those events with a booked food service will be listed on the
report.
Food Scheduling Report
This report will show the selected events in food service date. then time order. The information on this
report includes the food service date and time, event id, start event time, long event name, estimated
event attendance, company or contact name of main contact, start food service time, food service name
and estimated attendance for a food service.
Food Scheduling Report Fields
Date
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Time
Event, Client, and Service
Est Attend
Date
Each date in the date range you selected will be listed in this column if there is a food service on that day.
The month name will display first then each date with a food service will be listed below the month name.
Time
There will be at least two lines of information in this column for each listed event. The first time is the
starting event time for the event the food service is assigned to. Each time listed in front of a food service
is the start time of the food service.
Event, Client, and Service
In this column for each event, the event id and long name will display on the first line. On the second line
the company name will be displayed unless there is not a company name in the main contact for the event.
In that case the contact name will be displayed on the second line. Under these two lines of overall event
information will be listed the name of each food service on that day.
Est Attend
In this column on the first line of event information the estimated attendance for the event will be listed.
On each subsequent food service line the estimated attendance for the food service will be listed.
Checklist Items
Overview for Checklist Items
Checklist Report
Checklist Items Report Fields
Overview for Checklist Items
The purpose of this report is to provide you with a variety of ways to view outstanding checklist items. A
suggested use of this report is to view all incomplete checklist items assigned to a particular user. Each
user responsible for completing checklist items should print out those items assigned to them at least once
a week.
When you select this report the following dialog box will be displayed:
You must enter a starting and ending date to report on. All incomplete checklist items with a followup date
in the date range you choose, which meet the other criteria you designate, will be selected for this report.
The Modified Start and End dates are optional. If anyone changes the description or the comments on the
check list item then the system automatically sets a modified date for that item. If you enter a modified
start and end date for this report, then in addition to the check list items that would normally come out on
this report, any item that was changed within the modify dates you enter, will appear on the report.
The radio button selections within the box in the middle of the dialog box will affect the columns which
appear on the report as well as whether items show at all.
If you choose the "with Event Coordinator assigned" radio button, only those incomplete checklist items for
events with an event coordinatior assigned will be displayed. All other radio button selections will display
all incomplete checklist items with a followup date between the dates you requested with the appropriate
field as the last column of the report. "With Person Assigned" will show the person the checklist item is
assigned to, "With Sales Person" will show the sales person for the event the checklist item is for and the
"With Event Coordinator" will show the event coordinator for the event the checklist item is for.
When this dialog box is initially displayed the "Person Name" field is set for all people and the "Person
Based on Event" button is dimmed. If you don't select an individual person all incomplete checklist items
with a followup date between the dates you entered will be displayed. If you wish to base the report on an
individual person then depress the "Change Person" button and the name and address search window will
be displayed. For more information on how to use the Name and Address Search see the documentation
for Scheduling Basics or the Name and Address Module.
Once you have selected a person, you will be returned to the Checklist Items dialog box and the person
based on event checkbox will be displayed. If you leave the box unchecked then all incomplete checklist
items within the date range you chose with the selected person as the person designated to complete the
item will be displayed. If you check the "Based on Event" checkbox, all incomplete checklist items for
events with the selected person as a staff person will be displayed. The selected person can be assigned
as any type of staff for the event for this feature to include the event on the report.
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Checklist Report
This report will show selected incomplete checklist items in follow-up date order. The information on the
report includes the follow-up date, checklist item name, event id, event move-in date, event name, and
with some selections the event coordinator, sales person or person checklist item is assigned to.
Checklist Items Report Fields
Check List Item Name
Event Id - Checklist Items
Move In - Checklist Items
Event Name
Name Designation
Followup Date
Check List Item Name
This field is the description of the checklist item to be completed.
Event Id - Checklist Items
This field is the number automatically assigned by the system at the time of booking. Every detail about
an event is tied to this number.
Move In - Checklist Items
The move-in date of the event master portion of the event booking is listed in this column for each
checklist item.
Event Name
The short event name from the master portion of the booking is listed in this column for each checklist
item listed.
Name Designation
This column may or may not appear on the report you produce and will be based on what radio button you
select to report on. If you choose "Without Person Assignment" this column will not appear on your report.
If you choose "With Person Assigned" the column heading will be "User" and the person responsible for
completing the checklist item will be listed.
If you select "With Sales Person" the column heading will be "Sales Per" and the sales person assigned to
the event the checklist item is for will be listed in this column.
If you select "With Event Coordinator" the column heading will be "Evnt Cor" and the event coordinator
assigned to the event the checklist item is for will be listed in this column.
Followup Date
The checklist items will be sorted and displayed by follow-up date which is the date the item should be
completed by.
Checklist Items by Move-In Date
Overview for Checklist Items by Move-In Date
Checklist Report by Move-In Date
Checklist Items by Move-In Date Report Fields
Overview for Checklist Items by Move-In Date
The purpose of this report is to provide you with a variety of ways to view both completed and incomplete
checklist items for events within a date range. A suggested use of this report is to view all incomplete
checklist items for events within a two week time period.
When you select this report the following dialog box will be displayed:
You must enter a starting and ending date to report on. All checklist items for events with overall master
dates (date block 0) in the date range you choose which meet the other criteria you designate will be
selected for this report.
The checkbox named "Completed Checklists" is initially unchecked which means only incomplete
checklist items will be selected for the report. If you mark this checkbox, only completed checklist items
for the events selected will be on the report.
In the middle of the dialog box are two list boxes used to report on selected checklist items only. If you
don't choose any checklist items then all checklist items which meet the other criteria of the dialog box will
be on the report. If you choose one or more checklist items then only those checklist items will be on the
report.
At the bottom of the dialog box are two sets of radio buttons used to sort the events and checklist items
within an event on the report. In the bottom left hand corner are the radio buttons used to sort events.
The default is by move-in date in ascending order but you may sort the events by move-out date in
ascending order by choosing that radio button option.
In the bottom right hand corner are the radio buttons you may select to sort checklist items within an
event. When the dialog box is initially displayed the completed date radio button is dim and cannot be
selected. This is because initially the "Completed Checklists" checkbox in unchecked. There would not
be a completed date for incomplete checklist items so this sort option is only available when the
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"Completed Checklist" checkbox is checked. If you check the "Completed Checklist" box then the followup date radio button is dimmed and you may sort report checklist items by completed date or
alphabetically only. Of course you may always sort the checklist items alphabetically which is the default
radio button selected when the dialog box is initially displayed.
Checklist Report by Move-In Date
This report will show either complete or incomplete checklist items for events with master dates in
between the designated start and end dates. The information on the report includes the event move-in
date, event id, short event name, either the checklist follow-up or completed date, checklist name, and
either the person designated to follow-up on the item or the person who completed the follow-up item.
Checklist Items by Move-In Date Report Fields
Event Id - Checklist Items by Move-In Date
Event Name - Checklist Items by Move-In Date
Follow-up
Description - Checklist Items by Move-In Date
Complete Person
Move In - Checklist Items by Move-In Date
Event Id - Checklist Items by Move-In Date
This field is the number automatically assigned by the system at the time of booking. Every detail about
an event is tied to this number.
Event Name - Checklist Items by Move-In Date
The short event name from the master portion of the booking is displayed under this column heading.
Follow-up
Either the follow-up date or the completed date will be listed under this column heading. Which date
displays depends on whether you selected completed or incomplete checklist items.
Description - Checklist Items by Move-In Date
Under this heading the full checklist name will be displayed on the report.
Complete Person
Either the person responsible for completing the checklist item or the person who completed the item will
be listed in this column. Who is listed depends upon whether you selected to report on complete or
incomplete checklist items.
Move In - Checklist Items by Move-In Date
The move-in date from the event master portion of each event listed on the report will be displayed
followed by all events with that date as the first move-in date. For each event, all checklist items which
met the selection criteria of the dialog box will be listed.
Outstanding Items List
Overview for Outstanding Items List
Outstanding Items List
Outstanding Items List Report Fields
Overview for Outstanding Items List
The purpose of this report is to provide you with a way to view incomplete checklist items, locations with
booking commitments of inquiry, tentative, or soft cancel , and locations with multiple bookings in one day.
A suggested use of this report is to view a two week period starting a month in the future. This would give
you ample time to take care of the items on the report.
When you select this report the following dialog box will be displayed:
You must enter a starting and ending date to report on. All incomplete checklist items for events with
overall master dates (date block 0) in the date range you choose will appear on the report. Also, any
locations booked within this date range with a tentative, inquiry or soft cancel booking status commitment
level will be included on the report. The checkbox "Show Double Bookings" will be checked by default. If
you leave this box checked the report will also include any location in the date range selected which is
booked more than once on the same day. Each booking will be listed along with the number of booking it
is. For example, if the room is booked 3 times on one day, the first one listed will say the room is double
booked, the second listing of the room will display 2nd Booking and the third time will show 3rd Booking.
If you uncheck the "Show Double Bookings" box only incomplete checklist items and locations with
booking status commitments listed above will be included on the report.
Outstanding Items List
This report will show incomplete checklist items and locations with commitment levels of soft cancel,
inquiry, and tentative for events with master dates in between the designated start and end dates.
Multiple bookings of a location on any one day will also be displayed if requested. The information on the
report includes the event move-in date or date of location booking for booking status commitment or
multiple booking designation, event id, sales manager's name, either the checklist item description or
booking status commitment or multiple booking description, and short event name.
Outstanding Items List Report Fields
Date - Outstanding Items List
Event Id - Outstanding Items List
Sales Mgr - Outstanding Items List
Outstanding Item
Event Name - Outstanding Items List
Date - Outstanding Items List
What displays under this column heading depends on what type of item is listed. If the item listed is an
incomplete checklist item then the date will be the first move-in date of the overall event. If the item listed
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is a multiple booking for a location or a booking status commitment of soft cancel, inquiry, or tentative, the
date will be the actual booked date of the item listed.
Event Id - Outstanding Items List
This field is the number automatically assigned by the system at the time of booking. Every detail about
an event is tied to this number.
Sales Mgr - Outstanding Items List
The name of the sales manager for the event will be listed in this column.
Outstanding Item
In this column either the checklist item description for incomplete checklist items or the description of the
booking status commitment or multiple booking indication with the location id will be listed.
Event Name - Outstanding Items List
The short event name will be listed under this column.
Double Book Potential Conflicts Report
Overview for Double Book Potential Conflicts Report
Double Book Potential Conflict Report
Double Book Potential Conflicts Report Fields
Overview for Double Book Potential Conflicts Report
The purpose of this report is to provide you with a way to view locations with multiple bookings in one day.
A suggested use of this report is to view a week or less range of dates, for dates a month or more from the
current date, to ensure you have ample turnover time for move-in and move-out and room setup changes.
If you produce this report regularly for a a week or two one month from the current date you should have
enough time to deal with potential problems well before they occur.
When you select this report the following dialog box will be displayed:
You must enter a starting and ending date to report on. It is suggested you report on a date range of
seven days or less at one time depending on the other criteria you choose to produce the report. If you
are reporting on several rooms, (the default for the report is all rooms) the report may become very large
using only a seven day date range.
To the right of the date fields are two checkboxes which allow you to control what and how your report is
displayed. If the "Show Location Times" checkbox is checked (the default) the move-in and move-out
times for each location will be displayed on the report. The "Double Book based on times" checkbox is
not checked by default. However, if you wish to only view location bookings with overlapping times on the
report you should check this box.
Below the date fields is a Booking Status Button. If all booking status codes will be considered for this
report then the button will say "All Booking Status Codes", but if there are one or more selected then the
button will say "Selected Booking Status". If you want to select or deselect particular booking status codes
then push this button and a standard code search screen will appear. The booking status codes that
appear in the right hand list box will be used on the report. The ones in the left hand list box will not. If
there are no booking status codes in the right hand list box, then all booking status codes will be selected.
Below the Booking Status button are the Report Display radio buttons. You can select "All Double
Bookings" or Double Bookings by Sales Person or Event Manager if you wish to view only those double
bookings with a particular Sales person or Event Manager. There is also an option "Double Bookings in
Date Range" which will display only those double bookings caused by adding or changing a location on a
date in the date range entered (uses the audit date of the add or change). When you choose to produce a
report based on either of the staff types the button below these radio buttons, "Select Person" is enabled.
You MUST depress the Select Person button and select a person to base the report on prior to depressing
the OK button or you will see an error message and returned to the Select Person button. You may select
any name setup in your system but no events will be selected for the report unless the person you select
has been assigned as a staff person (in this case as a sales person or event manager depending upon the
radio button you selected) to events.
To the right of the Report Display is the Report Sort radio buttons. You may sort the report information in
Date/Event Id order (the default) or Date/Location order.
At the bottom of the dialog box is a choose and select list box. By default all locations in your facility are
used to produce the report. If you don't select any rooms here all rooms with a double booking will be
selected for the report. If you only wish to report on certain locations then you could move those rooms
from the choose box to the selected box by double clicking on each room or clicking once on a room and
depressing the right arrow button. To move locations from the selected box back to the choose box you
could either double click on the room or click once on the room and depress the left arrow button. If there
are any rooms in the selected box, the report will be based on only those rooms. You may also select
locations by location group.
Double Book Potential Conflict Report
This report will show each date between the start and end date you entered which has double bookings
based on the criteria you entered in the dialog box. For each location listed on the report the event id,
room id code, order in which it was booked, short event name, initial contact date, and sales person will be
displayed. If you requested to see location times on the report a second line of information for each room
will be displayed listing the move-in and move-out time for the room.
Double Book Potential Conflicts Report Fields
Date - Double Book Potential Conflicts
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Event Id - Double Book Potential Conflicts
Room - Double Book Potential Conflicts
Double Booked
Event Name/Contact Date/Sales
Date - Double Book Potential Conflicts
The date listed in the report is the date of the double booking for the locations listed.
Event Id - Double Book Potential Conflicts
This field is the number automatically assigned by the system at the time of booking. Every detail about
an event is tied to this number.
Room - Double Book Potential Conflicts
The Room field will contain the location id's of the locations with double bookings
Double Booked
This column will contain a description of the order in which the location was booked. This description is
based on the initial contact date of the event. If several events have the same initial contact date the
description will be based on event id.
Event Name/Contact Date/Sales
The short event name of the event the location is booked with as well as the initial contact date (the date
the event was booked into the system) and the sales person assigned to the event will be listed in this
column.
Overview
Introduction
Prerequisites
Procedure
Introduction
The purpose of Setup is to give you all the information necessary to get the Checklists/Followup
application running for your facility. This is the first thing you do in the system, but it is the last chapter in
this manual. This is due to the fact that usually you only use this section once, where you will be
referencing the rest of the manual many times. We have placed the setup as the last chapter to keep it
out of the way, and when you do need it, you always know where to look for it.
There is NO setup required to use the Checklists/Followup module.
Prerequisites
This chapter assumes that the software for Checklists/Followup is already loaded. If the software is not
available or you do not have an icon for Checklists/Followup, refer to the Setup Chapter in the User's
Guide Manual.
Since the Checklist/Followup module is made up of reports based on the event bookings in your system,
the Scheduling module must be setup and there must be some bookings with checklist items assigned to
produce any of the reports.
Procedure
There are no procedures necessary to use the Checklists/Followup module.
Installation
The Scheduling module must be installed to use the Checklists/Followup module.
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