Overview

Schedules

Schedules are the framework of the Reservations system. The Schedule will contain the choices that can be selected by visitors, whether they are times, places, things - or all of the above. Each Schedule should follow a specific theme, or purpose - which will determine what the selectable times, places, or things will be.

For example, Schedules can be created that allow visitors to:

• RSVP for a presentation
• Select a one-on-one meeting time with a teacher
• Reserve a booth at an upcoming arts & crafts festival

When creating a Schedule, you first determine what the available choices will be, then add that data to the Schedule in the form of Time Slots.

Time Slots

Each Schedule will be populated with it's own set of Time Slots. The Time Slots represent the different choices that a visitor can select, whether they are meeting dates and times, locations for a donation drive, or the different clubs offered in an after school program. One Time Slot is created for each available choice, and will contain the following:

• Title
• Date or Date Range
• Time and Duration (ex. 3:00pm - 6:00pm)
• Description of the Time Slot
• Avalable Seats

The "Available Seats" option is used to limit the number of visitors that can select a single Time Slot. For example, a parent/teacher conference would have only one "Available Seat," while a presentation in an auditorium may have  100+. A Time Slot can be selected an unlimited number of times by setting the "Available Seats" to zero (0).

Time Slot Groups

Time Slot Groups can be used to organize a Schedule's Time Slots. While this is an optional feature, if a Schedule contains a large number of Time Slots, organizing them into Groups can be helpful to both Digital Bell users, as well as those visiting the page.

For example, a Schedule may contain more than one Time Slot with the same date, time, and duration. Adding Groups can help other users differentiate the intended purpose of each Time Slot. Time Slot Group titles also appear as subheadings on the finished page, with their added Time Slots listed beneath them. This gives visitors a clean, well differentiated set of options to choose from.

Reservation Form

Each Schedule will have its own form dedicated to it, which will display the available Time Slots to visitors, and allow them to select one or more. In addition to displaying the available Time Slots, the Reservation Form is also used to collect any pertinent information from visitors. Depending on the purpose of the Schedule, the form can be used to collect contact information, student information, comments, and/or online payments by adding customized "Form Fields" and "Form Actions." The general information in the "Creating Forms" tutorial explains how to add the different types of Form Fields and Actions, which can be included in the Reservation Form. 

Schedule's are integrated though the "Reservation Schedule" Form Action. This Form Action includes two options - one for selecting a Schedule, and another for the "Layout." The "Layout" determines how the Time Slots will be presented to visitors, and how many can be selected. For example, the "List" option displays each choice horizontally across the width of the page. Time Slots in this layout are selected by clicking a "Reserve" button, which then displays the Reservation Form's Form Fields in a separate pop-up window. The "Combined Form (Multiple Selection)" option will integrate the form onto the page itself, as opposed to a separate pop-up, and list each choice in a vertical column. With this layout, visitors can select multiple Time Slots.

Reservation Page

The Reservation Page is used to display the Reservation form. It is recommended that all forms, including Reservation Forms, be added only to a new, otherwise blank page.

Requests

A Request is logged each time a visitor selects a Time Slots, and submits a completed form. A separate Request will be sent for each chosen Time Slot, meaning forms that use a multiple selection-type layout, will receive additional Requests for each selected Time Slot. Requests consist of the chosen Time Slot, its title, date, and time/duration, as well as the information entered into the Reservation Form. An overview of all logged Requests can be viewed from the Shedule's central information page, which is explained in detail below.

Reservations Section

This is the section of the Digital Bell that is dedicated to Reservations, and its included features. From this section, Schedules can be created and edited. Time Slots, Time Slot Groups, and Requests across all Schedules can also be accessed from area. The Reservations Section can be found by mousing over the "Calendars" link, then clicking on "Reservations" in the drop-down menu. By clicking the "View" button (magnifying glass icon) to the left of any Schedule's title in this section, their central information page can be viewed.

Central Information Page

Each Schedule can be viewed and edited individually, for their central information page. This page is broken down into it's own separate subsections - Requests, Time Slots, and Time Slot Groups. Each subsection can be viewed by clicking on its respective button, below the title, description, and publication status of the Schedule. Each subsection provides an overview of the selected component, with a list of each Request, Time Slot, or Time Slot Group that is attached to the Schedule.

The data attached to each of these components can also be viewed in full, edited, or deleted from this page. "View" and "Edit" buttons are displayed to the left of the title column, while the "Delete" button is displayed on the far right. In addition to the "Delete" function, Requests can also be rejected by clicking the "Edit" button for an individual Request, then selecting "No" from the "Accepted" drop-down menu. By default, all Requests are accepted at the time of submission.

Time Slots and Time Slot Groups can also be added to the Schedule from this page, by clicking the "+Time Slot" or "+Time Slot Group" buttons, respectively.

A list of the logged Requests can also be printed from this page, by clicking the "Print this Schedule" link, located in the right margin.