Using the Intranet WebApp ^M

Create your own event booking requests including room reservations in the WebApp. When setting up the templates, your company determines whether these bookings are considered as mere enquiries or confirmed bookings. As soon as an event is created in the intranet, the responsible user group will receive a notification to process the event further.

1. Go to Event > Create event to make a new booking. If multiple event templates are available for your company, this selection will appear first. Otherwise, a new event enquiry will open directly.
2. Enter the key details of the event on the Enquiry tab. Date, Time, Occasion and Number of guests are mandatory fields. There is space for comments in the field Initial agreement .
   Go to Search room if needed. Whether or not the room search is activated is a company setting.
3. The Room list shows all rooms that are available at the selected time and are the right size for the specified number of guests. Left-click on a room and Confirm at the top left.
   Select a seating type from the drop-down menu if needed.
   Repeat the search to select a different room.
4. Enter a timeline for the event on the Schedule tab if needed (needs the Event Schedule module).
   Click on  Add to add new schdule items. Only the event date plus/minus one day is offered for selection in the picklist. However, a different date can be entered manually.
5. Enter which drinks, food or other items you require for your event on the Item selection tab. The items offered are based on the template that is set up for online bookings. You cannot book items other than those specified.
   1. Depending on the type of item, different Quantities can be entered. Use the drop-down menu to accept the Guest count or a number up to 9, enter larger numbers directly. Not all entries are possible for all items.
   2. In addition, you may be notified of minimum - or maximum order quantities. If you subsequently change the number of guests attending the event, check whether all items can still be supplied in the correct quantities.
   3. Depending on the WebApp set-up, it may be possible to enter Remarks concerning individual items.
   4. See further  Details on the items (data sheet) by clicking on the icon.
6. At least one Organiser must be specified for each event, optionally a different Orderer and/or Invoice recipient. If the registered user is linked to a real Account, this address is preset as both orderer and organiser, but can be overwritten.
   Go to the Accounts tab and click on the small  Burger menu to the right of the Name/Company field. Select  Search account if you know that the organiser's account already exists in the database (see Search accounts). Select  Create account to enter a new account (see Creating accounts).
7. Go to the Send tab to submit the event enquiry.
   On this page you will find a summary of your orders with all the important details. Double-check the ordered quantities. If everything is correct, click on Send. If the enquiry has been successfully submitted, you will receive a confirmation almost immediately.
   Once it has been submitted, the event can no longer be changed in the WebApp.

Existing events are write-protected and cannot be changed in the WebApp.

Left-click on the Event in the Calendar, in the Rooms overview or in the List of events to call up event details. You can also send Messages, Cancellations or the Retraction of a cancellation to the responsible colleagues. The cancellation status must be confirmed by the responsible department.

1. Show more details
   Click on  More... to open an additional pane with more information about the event without closing the calendar.
2. Open (and print) a Data sheet
   Click on  Detailed information to open a PDF document with further details on the event and print it if necessary. The icon only appears if a data sheet has been defined for this user group (see Setup).
3. Send a message concerning an event
   Send a message to the person responsible for the event to notify them of any changes to an event. Changes cannot be effected in the WebApp itself. The Event details and the Sender of the message (=the registered user) are already preset, but an an entry in the Subject and Message fields is mandatory.
4. Cancel an event
   Send a Cancellation request to the responsible department if an event is called off. The booking will still appear in the calendar as long as that request has not been confirmed. The Event details and Sender of the message (=the registered user) are already preset, but an entry in the Cancellation reason and Remarks fields is mandatory.
5. Retract the cancellation
   The option Retract cancellation is available only after a cancellation request has been sent and as long as that cancellation has not yet been confirmed. If an event that had already been cancelled is to take place after all, the cancellation can be retracted. This saves you having to re-enter the event details. The Event details and the Sender of the message (=the registered user) are already preset, but an entry in the Remarks field is mandatory.
   
   

Existing accounts cannot be changed in the WebApp. However, contact details can be called up and further information viewed in a data sheet.

1. Click on Accounts and Account search by First name, Last name or Company name to search for existing accounts.
2. Use the Full-text search to further filter the list of results.
3. The contact details will be listed in the results.
4. Click on to open a Data sheet with additional information. The icons in the first column distinguish  Accounts (private or company accounts) from  Contact persons (belong to a company account).

Create new accounts with any number of contact persons. Once the accounts have been submitted, they can no longer be edited in the WebApp itself.

1. Click on Accounts > Create account.
2. For private individuals, enter the fields Salutation, First name, Last name and, if applicable, Title.
3. For business accounts, enter the Company name, but add individual representatives separately as contact persons. Name, Street and Postcode are mandatory fields.
4. Add any number of Contact persons by clicking on the button. Contact persons do not have their own postal address, only contact details such as Phone and Email. Additional contact persons can also be added to private accounts.

Existing items be viewed but not changed in the WebApp.

1. Click on Items > Search for items.
2. Enter the Name, Item group or Type of the item you are looking for.
3. Use the Full-text search to further filter the list of results.
4. Click on to open a data sheet with additional information.