Using the Conference Service mobile WebApp^M

• Start the Conference Service mobile WebApp

  The conference service mobile WebApp runs as a web application on any browser. An IT administrator will assign the authorisation and provide you with the necessary URL, user name and password.

  1. Open a web browser.
  2. Enter the URL for Conference Service mobile webappor call it up from a bookmark.
  3. Enter your User name and Password, then and tap on Log in.
  4. Select the  Conference/Logistics Client if you have a choice of user roles. If you don't, the correct client will open automatically.
• View all the important information for the day in the Info Centre

  All of the day's important information listed in the  Info Centre. Depending on your company settings, the Info Centre will display Events, Appointments or other data. Tap on a line to open a record (event or similar).

  1. Tap on the top button  Info Centre.
  2. The Info Centre will open for the current day. Tap on the arrows  Forward or Back buttons to change the date, or open the Date picker by tapping in the date field.
  3. Restrict the Times you want to see if necessary.
     Example: only the data between 3pm and 12pm
  4. Filter the events by Room groups or Rooms if needed.
     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.
     Example: only your own data or also that of your team or a colleague
  6. Tap on a line to open the selected entry.
  7. Tap on  Home at the top left to return to the start page.
• See a list of all rooms with orders in the "Rooms" view

  In the  Rooms view, you will find all rooms that are booked for this day, as well as a list of the individual Orders in chronological order. The room view will help you to service individual rooms punctually and accurately. Tap on one line to open the segment directly and edit existing orders or add new ones.

  1. Tap on  Rooms.
  2. The list will open for the current day. Tap on the  Forward or Back arrows to change the date, or open the Date picker by tapping in the date field.
  3. Filter the orders by Room groups or Rooms.
     Example: only the data for the meeting rooms or only meeting room 1
  4. Filter according to the Status of the ordered items.
     Example: only those orders that have already been fully picked
  5. Depending on your authorisation, you can only see your own events or those of others. If necessary, filter by User.
     Example: only your own data or also that of your team or a colleague
  6. Tap on a line to open the selected Order.
  7. Tap on  Home at the top left to return to the start page.
• View all items in one order per room

  Multiple segments per room can take place on the same day, or even at the same time. Tap on a line in the room view to open the segment you want and a list of ordered items.

  1. Tap on a line in the list of segments to open the Order you want.
  2. The list of ordered items is sorted first according to the current item status, then alphabetically: at the top are the items with an "earlier" status, below those with a "later" status.
     Example: first the items with status "Assembled", then the items with status "Picked", finally those with status "Delivered".
  3. Click on "Show only editable" 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" and all items with a different status are hidden.
     You have selected the status "Consumed" and all items are now hidden because items with this status can no longer be changed.
  4. Click on Hide quantity 0 to hide all items for which no count has been entered.
• Change the status of the ordered items

  The status of the item shows which processing phase it is currently in. Depending on which Status an item has, you can assign a different (next) status. A configurator specifies which status can be changed to which new status in the administrative settings.
  Example: Item status 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, this is already preset.
  2. Select the status you want to assign to the items. The logical order of the statuses is predefined so that often only one status can be selected.
  3. Only items with the selected status can be edited. Depending on the settings, it is possible to change all items with this status together by clicking on  OK next to the selected status. Otherwise, tick off the items individually.
• Change the count or enter a comment

  The ordered quantity/count of items sometimes needs to be changed spontaneously - either reduced (e.g. in the event of breakage) or increased (e.g. in the event of an unplanned delivery).

  1. The ordered items count is shown in the second column and is also preset in the third column.
  2. The preset third column is editable, enter a new count here if needed.
  3. Tap on  Remakrs and explain the changed count if necessary.
     Example: 5 cups of coffee were ordered, one fell off the serving trolley.
     Two crates of water were ordered, but the customers spontaneously asked for another crate.
• Add further items to the order

  Sometimes additional items need to be added to an order spontaneously. You can do this directly in the order.
  Example: Apple juice had not been pre-ordered but still served on request.

  1. Enter the name of the item in the "Add item" search window at the top left, then tap on  Search.
  2. The beginning of a word is sufficient to display a list of available items for selection. Alternatively, search by PLU .
  3. Enter the count in the dialogue window and change the Status if needed.
  4. Enter an explanation of the repeat order in the Remarks field and Save .
  5. The newly added items appear in the open order, sorted by status and alphabetically.
  6. Open the  Event by clicking on the button above the list of ordered items and add a new order there.
• View a list of all events of the day under Events

  All  Events will be sorted in chronological order in the Events list. The event view provides an overview of one complete event and also lists the details of each individual  Order. Tap on a line to open the selected event and can edit existing orders or add new ones. New events cannot be created here.

  1. Enter the Number or a QR-Code if you have them to open an event directly.
  2. Tap on  Events to open a daily list.
  3. The list will open for the current day. Tap on the  Forward or Back arrows to change the date, or open the Date picker by tapping in the date field.
  4. Filter by order Status.
     Example: only the orders that have already been completed
  5. Filter by Occasion of needed.
     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.
     Example: only your own data or also that of your team or a colleague
  7. Tap on a line to open the selected  Event and view, change or add orders.
  8. Tap on  Home at the top left to return to the start page.
• View all orders for an event

  Several events can take place on the same day, or even at the same time. Tap on a line in the event list to open the event you want and a list of orders.

  1. The existing  Orders for this event are listed at the top.
  2. There are buttons for creating  New orders,  Returns or  Tasks.
  3. Depending on the settings, it is also possible to  Confirm the entire event and to open a  Packing list which has been filtered for the selected event.
• View all items in an order

  Multiple segments per event can take place on the same day, or even at the same time. Tap on a line in the list of segments to open the one you want and a list of ordered items.

  1. Tap on a line in the list of segments to open the Order you want.
  2. The list of ordered items is sorted first according to the current item status, then alphabetically: at the top are the items with an "earlier" status, below those with a "later" status.
     Example: first the items with status "Assembled", then the items with status "Picked", finally those with status "Delivered".
  3. Click on "Show only editable" 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" and all items with a different status are hidden.
     You have selected the status "Consumed" and all items are now hidden because items with this status can no longer be changed.
  4. Click on Hide quantity 0 to hide all items for which no count has been entered.
• Create a new order for an event

  Open the  Event by clicking on the button above the list of ordered items and add a new order there. Alternatively, click on  Home >  Events. Tap on the event you want to view all existing orders and add new ones.
  Example: The need for an additional coffee break arises during a conference.

  • Tap on  New order.
  • The Date and Time are preset with the day and time of the event, but can be changed.
  • Select a Cost centre and enter a Remark if necessary.
  • Add new items by opening the Item search or use the QR-Code.
  • Enter the name of the orderer.
  • Ask your customer to sign off on the order:
    1. Tap on  Edit to activate the signature field.
    2. Ask your customer to sign off.
    3. Confirm the signature.
    4.  Save the new order.
  • The newly added order will appear at the specified time in chronological order in the room list and in the list of orders for this event.
• Obtain a signature for the entire event

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

  1. Tap on  Completed in the event.
  2. A list of all delivered Orders and Items will open.
  3. The Count of items issued appears on the right and can no longer be changed here.
  4. Ask your customer to sign off on the event:
     1. Tap on  Edit to activate the signature field.
     2. Ask your customer to sign off.
     3. Confirm the signature.
     4.  Save the signature.
  5. All signed-off items automatically receive the predefined Status (e.g. "Received").
• Create a new task for an event

  Add a new  Task to an event if action is needed, e.g. on the part of a colleague.
  Example: The conference room needs cleaning out of turn.

  1. Tap on  New task in the event.
  2. The input window for a new Task will open.
  3. The Subject is preset with the name of the event, and the Event itself is linked to the task.
  4.  Add a responsible group or person for the new task.
     Example: Housekeeping
  5. Enter a short description of the task.
  6.  Save your input by clicking on the icon in the top left-hand corner of the input window.