Using the Conference mobile WebApp^M

• Launch the Conference Service mobile app

  The Conference mobile WebApp runs as a web application via any browser. The IT administrator assigns the authorisation and provides you with the necessary URL, user name and password.

  1. Open a web browser.
  2. Enter the URL for conference service mobile or call it up via a bookmark.
  3. Enter your username and password and tap log in.
  4. If you are offered several user roles, select the  conference/logistics client . Otherwise, the correct client will open automatically.
• Find all the important information of the day in the Info Center

  At  Info Center you will find all the important information of the day. Depending on the operating setting, you will see Events, Dates or other data. Tap on a line to open the data record (event or similar) directly.

  1. Tap the top button  Info Center.
  2. Das Info Center öffnet sich zum aktuellen Tag. Um ein anderes Datum zu wählen, tippen Sie auf die Pfeile  vor bzw. zurück, oder öffnen Sie die Kalenderauswahl mit Tipp in das Datumsfeld.
  3. If necessary, limit the times that you want to be displayed.
     Example: only the dates from 15:00 - 24:00
  4. You can also filter the events displayed via Room groups or Rooms.
     Example: only the data for the meeting rooms or only meeting room 1
  5. Depending on your authorisation, you can only see your own events or those of others. If necessary, filter by User.
     E.g.: only your own data or also that of your team or a colleague
  6. Go directly to the selected entry by tapping on a line.
  7. Tap  in the top left-hand corner to return to the homepage.
• Find a list of all rooms with orders under Rooms

  In the view  Rooms you will find all the rooms that are booked for that day, as well as a list of the individual orders in chronological order. The room view helps you to fill individual rooms punctually and accurately. By tapping on a line, you open the process directly and can edit existing orders as well as add new ones. 

  1. Tippen Sie auf die Schaltfläche  Räume.
  2. Die Raumliste öffnet sich zumaktuellen Tag. Um ein anderes Datum zu wählen, tippen Sie auf die Pfeile  vor oder  zurück, oder öffnen Sie die Kalenderauswahl mit Tipp in das Datumsfeld.
  3. Filter the orders displayed via Room groups or Rooms.
     Example: only the data for the meeting rooms or only meeting room 1
  4. Filtern Sie nach dem Status der bestellten Artikel.
     Bsp.: nur die Bestellungen, die schon vollständig kommissioniert sind
  5. Depending on your authorisation, you can only see your own events or those of others. If necessary, filter by User.
     E.g.: only your own data or also that of your team or a colleague
  6. Gehen Sie mit Tipp auf eine Zeile direkt zur gewählten Bestellung.
  7. Tap  in the top left-hand corner to return to the homepage.
• Find all items per order per room

  For each room, there can be several segments in succession or at the same time. By tapping on a line in the room view, you directly open the segment with a list of the ordered items.

  1. Open the desired order by tapping on the line.
  2. The list of ordered items is first sorted according to the current item status, then alphabetically: at the top are the items with an "earlier" status, below those with a "later" status.
     For example: first the items with status "assembled", then the items with status "stocked", finally those with status "delivered".
  3. Use the "Show only changeable" button to hide all items that do not have the currently selected status, which can also still be changed.
     Example: You have selected the status "delivered", all items with a different status are hidden.
     You have selected the status "consumed", all items are hidden because items with this status can no longer be changed.
  4. If necessary, hide all items with , which do not yet have a number, via the button Hide number 0 .
• Change the status of the ordered items

  Der Status des Artikels zeigt an, in welcher Phase der Bearbeitung er sich gerade befindet. Je nachdem, welchen Status ein Artikel hat, können Sie einen anderen (nächsten) Status zuweisen. Von welchem Status ausgehend auf welchen neuen Status umgestellt werden kann, wird in den Administrativen Einstellungen durch einen Konfigurator vorgegeben.
  Example: Items can be changed from status "delivered" to status "consumed", but not from status "consumed" to status "prepared".

  1. Select the status that the items you want to see currently have. If all items have the same status, it is already preset.
  2. Select the status that the items are to be given. The logical order of the statuses is predefined, so that often only one status can be selected.
  3. Only the items that have the selected status can be edited. Depending on the setting, it is possible to change all items with this status together via  OK next to the selected status. Otherwise, tick off the items individually.
• Change the count or enter a comment

  The planned quantity/number of items sometimes has to be changed spontaneously - either reduced (e.g. in the event of breakage) or increased (e.g. in the event of an unagreed excess delivery).

  1. Die geplante Anzahl von Artikeln steht in der zweiten Spalte und ist auch in der dritten Spalte vorbelegt.
  2. Die vorbelegte dritte Spalte ist eingebbar, geben Sie hier bei Bedarf die neue Anzahl ein.
  3. Tap  Commentto explain the changed number, if applicable.
     Example: 5 cups of coffee were planned, one fell off the serving trolley.
     Two crates of water were planned, but the customers spontaneously asked for another crate.
• Add more items to the order

  Sometimes you need to spontaneously add more items to an order. You can do this directly in the order.
  Example: No juice was planned for the process, but it is spontaneously requested and brought.

  1. In the "Add item" search window at the top left, enter the name of the item you want and tap  Search.
  2. The beginning of a word is sufficient to display a list of possible items for selection. The search can also be carried out via PLU .
  3. In the dialogue window, enter the number and, if necessary, change the status.
  4. Enter an explanation of the reorder in the remarks field and save you.
  5. The newly added items appear in the open order, categorised by status and alphabet.
  6. To create a completely new order, you must first open the linked  event via the button at the very top above the ordered items.
• Find a listing of all events of the day under Events

  In the event list you will find all  events in chronological order. The event view is used to provide an Summary of an entire event on the one hand, and to list the details of each individual  order on the other. By tapping on a line, you open the selected event directly and can edit existing orders as well as add new ones. New events cannot be created here.

  1. If you want to open a specific event whose number you know or for which you have a QR code , enter it directly.
  2. For a daily list, tap the button  Events.
  3. The list opens on the current day. To select a different date , tap on the arrows  before or  back, or open the calendar selection by tapping in the date field.
  4. Filter via the status of the orders.
     Bsp.: nur die Bestellungen, die schon bestückt wurden
  5. Filter by occasion if necessary.
     Example: only the champagne receptions
  6. Depending on your authorisation, you can only see your own events or those of others. If necessary, filter by User.
     Bsp: nur die eigenen Daten oder auch die Ihres Teams oder einer Kollegin
  7. Tap on a line to go directly to the selected  eventto see the existing orders, change them or accept new orders.
  8. Tap  in the top left-hand corner to return to the homepage.
• Find all orders per event

  On each day, several events can be available one after the other or at the same time. Tap on a line in the event list to open the desired event directly with a list of orders.

  1. At the top you can see the existing  orders for this event.
  2. Darunter finden Sie Schaltflächen zum Anlegen von  Neuen Bestellungen,  Retouren oder  Aktivitäten.
  3. Depending on the setting, there is also the option to have the entire event  Acknowledge and open a  Packing list filtered for the selected event.
• Find all items per order

  For each event, there can be several segments in succession or at the same time. By tapping on a line in the list of events, you directly open a list of items for this order.

  1. Open the desired order by tapping on a line in the list of segments.
  2. The list of ordered items is first sorted according to the current item status, then alphabetically: at the top are the items with an "earlier" status, below those with a "later" status.
     For example: first the items with status "assembled", then the items with status "stocked", finally those with status "delivered".
  3. Use the "Show only changeable" button to hide all items that either do not have the currently selected status or whose status can no longer be changed.
     Example: You have selected the status "delivered", all items with a different status are hidden.
     You have selected the status "consumed", all items are hidden because items with this status can no longer be changed.
  4. If necessary, hide all items with , which do not yet have a number, via the button Hide number 0 .
• Create a new order for an event

  To create a new order, open the event either via the button above a list of ordered items or via  Home >  Events. Tap on the desired event to see the existing orders at the top and to create new orders below.
  Example: In the course of a conference, there is a demand for an additional coffee break.

  • Tap  New order.
  • Datum und Uhrzeit sind mit Tag und Zeiten der Veranstaltung vorbelegt, können aber geändert werden.
  • If necessary, select a cost centre and enter a remark
  • Add new items via the item search or the QR code .
  • Enter the name of the customer placing the order.
  • Get a signature for the order:
    1. Activate the signature field by tapping on  Edit.
    2. Have the client sign it.
    3. Apply the signature.
    4.  Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Die neu hinzugefügte Bestellung erscheint zum angegebenen Zeitpunkt chronologisch eingeordnet in der Raumliste sowie in der Liste der Bestellungen dieser Veranstaltung.
• Get a signature for the entire event

  At the end of an event, have a signature confirm receipt for all items delivered. A user with administrative rights determines whether this option is available in your business. It is also determined here for which status the overall signature can be obtained.

  1. In the event, tap  Acknowledge.
  2. A list of all delivered orders and itemsopens.
  3. The number of items issued appears on the right and can no longer be changed here.
  4. Get a signature for the event:
     1. Activate the signature field by tapping on  Edit.
     2. Have the client sign it.
     3. Apply the signature.
     4.  Save your input by clicking on the icon in the top left-hand corner of the input window.
  5. All signed-off items automatically receive the internal status (e.g. "Received").
• Create a new task for an event

  With a new  activity for an event, you indicate to colleagues that a task needs to be completed in connection with the event.
  Example: Additional cleaning of the conference room is necessary.

  1. In the event, tap  New activity.
  2. Das Eingabefenster für eine neue Aktivität öffnet sich.
  3. Der Betreff ist bereits mit dem Namen der Veranstaltung vorbelegt, und die Veranstaltung selbst ist mit der Aktivität verknüpft.
  4. Select who (group or person) should be responsible for the new activity via  Add .
     Example: Housekeeping department
  5. Enter a short description of the activity.
  6.  Save your input by clicking on the icon in the top left-hand corner of the input window.