Devizes School Online Booking System.
Current Version 3.5.3
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 Online booking system setup and help file.
Version 3.5.3

 Requirements
1:
Server Requirements
2:
Client Requirements

Installation Overview.
1:
Copy files to web server
2:
Copy database to server drive
3:
Edit DatabasePath.asp
4:
Edit ModuleSettings.asp (If part of a windows domain)
5:
Internet Information Services Manager
4:
Test online
5:
Login to admin Pages


  User Overview.
Home Page.
1.
Room Booking.

2.
Resource Booking


Setup Pages
Initial Setup pages
a:
Database admin
b:
School Setup
c:
Subject Setup
d:
Setup Periods
e:
Setup Printing Options
f:
Setup Internet Access
g:
Setup Support Options
h:
Setup Accessory List
i:
School Logo Setup
j:
Background Setup
k:
Setup Default Options


Setup Pages.
a:
Room Setup
b:
Resource Setup
c:
Holiday Setup
d:
Block Booking Weeks Template
e:
Block Booking Template
f:
Delete Old Bookings
g:
Setup Users
h:
Setup when users can book.

Admin Pages.
a:
Daily Summary Sheet
b:
Print Bookings for a Single Room
c:
Reports

 

Requirements.
1:Server Requirements
The booking system uses Microsoft ASP and Microsoft Access ODBC driver.
You will require a working Microsoft web server IIS-5 or above.
 (Server 2000 or 2003. You can also use XP Pro, but as these have restricted concurrent users they are not recommended for LIVE systems, only for evaluation.)
You will also require Microsoft Access ODBC driver to be installed (on by default on most insulations).

2:Client Requirements.
A computer capable of displaying WebPages from the web server.
Java script plug in 1.2 or above.

Installation Overview.

1:Copy the "Active" folder from the zip file to the root of your web server.

2:Copy the database "Data Bases" folder to a directory on your web server. DONT put it in the web server directory (Users could download it ?).
Set the security permissions for Everyone as below. (this enables users to save bookings to the database)


If you use "D:\Data Bases" it will save you having to edit DatabasePath.asp (in Setup 3).

3: Using notepad, open the file DatabasePath.asp (Found in the folder you copied to your web server in step 1).
At the top of the file edit the path to your database from step 2:.
 For example:-

 objConn.ConnectionString="DRIVER={Microsoft Access Driver (*.mdb)};" & _
"DBQ=D:\Data Bases\"
Note: This must be the LOCAL path ON YOUR WEB SERVER.

4: Using notepad, Edit ModuleSettings.asp (If part of a windows domain)
You can set windows groups to have different levels of access to the system.
 

5:Open Internet Information Services Manager (admin tools in the control panel on the server)
Right click on the Active folder and select Properties.

Click on the Create button

Click on Configuration and select the options tab.
Inshore the "Enable parent paths box is ticked as below".

If the server is part of a windows domain select Directory security and setup as below.
This will allow all user names and passwords to be picked up automatically from your domain.
Fill the default domain with your local domain name.

 

4:You can now test the system online.

From Internet Explorer go to the default page of the booking system.
For example " http://intranet/Active/bookingsystem/index.htm ".
(If your web server is not called "Intranet" then the above link needs editing to reflect the name of your server.)
                   
You should see a page like this.- (If  NOT part of a domain)
Log in as "admin"-"password"

 You should see a page like this.- (If  part of a domain)

Don't worry about the school name you can change that later.
If you get an error, check the stages above or the problems section.
Try booking a room.

5:Now you have seen some of the booking system staff pages you will want to configure it to suit your needs.
There are a host of setup options that can be accessed via the admin button at the top of the page.

On the admin home page there are everyday tools that will be explained in more detail later. The last selection is setup. This will take you to the annual setup options.
At the bottom of that page is the Initial Setup selection. this has all the global selections that should be setup first. Start at the top of the page and work down to configure the look and content required. For more detail on each section see the Setup selection of this document.

 
Home page.
The home page is customizable for your school and gives a quick list of your current bookings .
Rooms.
Opens displaying current day with all room block (heavy border) and current room bookings. If the booking is yellow the user is the owner of that booking. Admins or owners can edit or delete existing bookings .
a: Booking page.
This form contains details and all the allowed options for
rooms. 

Resources.
Opens displaying current day with all Resource block (heavy border) and current room bookings. If the booking is yellow the user is the owner of that booking. Admins or owners can edit or delete existing bookings .
a: Booking page.
This form contains details and all the allowed options for
Resources 



Setup Pages.
Please Note:- 
There are a lot of options in this section that will loose live bookings if not used carefully.

  
1:Initial Setup pages

a: Database admin
Allows you to in port and manage the system database.
b: School Setup
Setup of the text branding in various places in the booking system.
Change to your school requirements and support numbers.
c: Subject Setup
Setup of the subject list presented to the user during booking.
Changing these options will not affect existing bookings.
d: Setup Periods
Setup the available periods and times.
Try to edit existing periods rather than adding new ones. they are presented in the order they are created NOT time order.
Be careful not to delete a period that has been used for a live bookings as ALL bookings for that period will be lost.
e: Setup Printing Options
Edit the printing options presented to the user on the room booking form.
The default option is setup in "Setup Default Options" at the bottom of the Initial Setup page.
f: Setup Internet Access
Edit the Internet Access options presented to the user on the room booking form.
The default option is setup in "Setup Default Options" at the bottom of the Initial Setup page.
g: Setup Support Options
Edit the Support Options options presented to the user on the room booking form.
The default option is setup in "Setup Default Options" at the bottom of the Initial Setup page.
h: Setup Accessory List
Edit the Accessory List presented to the user on the room booking form.
NOTE:-
You can only have 10.
i: School Logo Setup
You can upload your school logo so it is displayed in the booking system.
Use a SMALL gif image as it has to be downloaded every time.
j: Background Setup
Change the background colour of all pages in the booking system.
For example, set it to match the colour of your intranet or to look nice or horrible.
(Lots of fun , or is that just me.) 
Note:-
Don't use 000080 or FF0000 as these are used in the text. If you do the text will be invisible!
k: Setup Default Options
This page allows you to set the default selections on the booking page for users.
It is best to set these options when all previous configuration on the "Initial Setup pages" is complete as the available options may change.

  
2:
a: Room Setup.
This page adds and edits the details of all bookable rooms on the system. The rooms appear in the order the they are created NOT in alphabetical order.
Note:-
If you delete a room ALL the bookings for that room will be lost.
b: Resource Setup
This page adds and edits the details of all bookable Resources on the system. The Resources appear in the order the they are created NOT in alphabetical order. You can add laptops BUT as the user can only book 1 period at a time this is not recommended.
Day and week booking may be added later.
Note:-
If you delete a Resource ALL the bookings for that Resource will be lost.
 
c: Holiday Setup
This page allows you to setup Holiday and TD day names and dates. Allowing booking or not is setup on the "Setup Booking At Weekends or holidays" page in Initial Setup.
These stop the user from booking a normal lesson during these times and displays the holiday name at the top of the page.
A message is displayed on the admin home page when the last holiday has passed.
Note:- 
You must give the holiday a name or it will not save.
e: Block Booking Weeks Template.
This page sets up week templates that are used by block bookings when multiple week time tables are used. This is a rolling calendar, so the dates are only a guide line to the week number of the year. When used with the Start/End date function in the block booking template most required combinations can be achieved. Please note once created these templates cannot be deleted. How ever they can be renamed and edited. If this is done please check all existing block bookings! 
e: Block Booking Template.
This page sets up pre booked rooms.
Note:-
If holiday booking is allowed block bookings do not appear during holidays but they do on weekends.
If a block booking is on a weekend AND during a holiday then it will NOT appear. You can also set :-
1. Start / End dates for your booking
2. Select Weeks template if required.
f: Delete Old Bookings
Use this page at least once a year to clear out all the old bookings or your system will start to slow down.
Note:-
Run all reports like the "No Show Report" BEFORE deleting old bookings.
g Setup Users
This page sets up the users of the system.
You can add and edit existing users.
If you are using Active Directory users these settings will override
the normal users groups.
A generic user will not have there user name or display name pre entered
in on the booking pages. You can use this for a computer in the staff room
that is always logged on for staff to use.
I suggest changing the default password ASAP.

h: Setup when users can book.
This page changes weather booking at weekends or holidays is allowed for staff.
note:-
If holiday booking is allowed block bookings do not appear during holidays but they do on weekends.
If a block booking is on a weekend AND during a holiday then it will NOT appear.

Admin Pages.
 
b: Daily Summary Sheet
This can be printed out daily as paper reminder of all booking and Support Messages.

c: Print Bookings for a Single Room
This can be printed out daily to display bookings for a room to users (We use it out side our book able sixth form suite).

d: Reports.
various reports:-
No show report
If you use the no show box on the booking page, this will print out the offenders.
Print outstanding bookings (You can use the no Approved box on the booking page)