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iQ-Schedule Calendars

This is where settings for the individual calendars and the resources associated with the calendar are configured. Click Insert to create a calendar.

General​

Calendar Information​

  • Description - Enter the description for the Calendar. This is the overall description of what the calendar is being used to manage. Examples would be Meeting Rooms, Tours and Activities, MyHotel Spa or MyHotel Golf Course.

  • Sort Sequence - Enter the position this calendar should appear in the list of calendars. Calendars used more frequently should have lower numbers. The calendar with the lowest sequence number will be displayed when iQ-Schedule is opened.

Note: When the Always Remember Last Calendar Selected (Workstation Level) is selected, it will override the sort sequence and open the calendar that was open on a particular workstation when iQ-Schedule was last closed.

  • Allow Multi Day Events - Select this option to allow events to span over multiple days. For example, if a meeting room is needed for a group over several days, this allows you to enter one event for the required time frame.

  • Restrict Delete - Once an entry has been made on a calendar, no one can delete the entry - they must select Event Canceled checkbox.;

  • Display Type - Use the drop down box to select what should be displayed for the event on the calendar.

  • Show Description and Notes - The event description and notes entered on the event are displayed.

  • Show Description and Guest Name - The event description and guest profile name attached to the event are displayed.

  • Show Only Description - The event description is displayed.

  • Start/End Time - Enter the regular hours for the calendar. While meeting rooms would be available 24 hours a day, the regular hours for a spa might be 9AM to 7PM, or bicycles are only rented between 10AM and 4PM. The hours entered are guidelines and will not prevent an event from being entered outside of "regular" hours.

  • Print Ticket - Use the drop down box to select what to print:

  • Guest Receipt/Report- This is what the guest signs confirming payment for the service rendered. Both receipts and reports include the guest name, the events and related charges along with a tip line. Signature and room number lines for billing the charges to the guest room are also included. The guest contact information is printed on the guest receipt, but not on the report. Receipts are formatted to print on a receipt printer while Reports are set to print on 8.5 x 11 paper.

  • Staff Receipt/Report - This gives information about the guest, events currently scheduled, a history of past events, and items purchased, if selected. Current notes from the calendar profile of the guest are included and there is space for notes to be entered into roomMaster at a later time. Receipts are formatted to print on a receipt printer while Reports are set to print on 8.5 x 11 paper.

  • The Print Both Receipts and Print Both Reports options will print both the guest and staff receipts or reports, respectively.

  • Ticket Title - This defaults to the Description entered but can be edited. The entry here displays as the title for guest and staff receipts and reports.

Event Status​

iQ-Schedule allows you to enter up to ten different statuses for guest events. Each status can be assigned its own color, which displays as the background color of the event on the calendar. This makes it easy to see the status of all the events on the calendar at a glance. Change the status label by simply typing over the current label. Click the Use Defaults button to return to the event status defaults.

Use the event status to be able to quickly see the status or type of event on the calendar. For example, meeting room statuses could be entered for the kind of setup required in the room: class room, conference or dinner.

tip

Using lighter colors makes it easier to see any text displayed in the guest event.

Calendar Resources​

A Resource is what an event is, what is needed for the event or where the event is going to take place. Examples would be individual meeting rooms, the different rooms in a spa, the different activities in a kids club, tours offered by the property, or individual bicycles. It is the item, space, or location that needs to be reserved for the guest to complete the event. This information is entered in the Calendar Resources tab.

If you do not want to have events conflict with the same Resource at the same time, select the Restrict Calendar Resource Conflicts. By default, you can have two or more events sharing the same resource - unless this is checked.

Click Insert to add a new resource.

  • Resource Name - This is what the resource is. Enter the name of a meeting room or spa room, the name of a tour, or a type of bicycle. This is what will appear on the calendar and the resource tree.

  • Description - This will default to the resource name but can be used to enter a short description of the resource. For a meeting room enter the dimensions or maximum capacity to assist in choosing the correct size room for a meeting.

  • Sequence - Enter the position this resource should appear in the list of resources. Resources are displayed form lower sequence numbers to higher sequence numbers. It is recommended to use lower numbers for more frequently used resources.

  • Default Minutes - Enter the default amount of time for the resource. For example, enter 50 or 55 minutes for a massage room in a spa. This allows some transition time between guests and a buffer time for the massage therapist.

Notes - Enter any notes for this particular resource. For a meeting room enter power or AV capabilities. For a tour, enter cancellation and refund policies.

  • Only available during the following times - iQ-Schedule allows you to display the hours the resource is available. Check the option then enter the Start and End times by day of the week. Where a meeting room could be available 24 hours a day, bicycles might only be rented from 10AM to 6PM daily. The unavailable hours have a gray background on the calendar.

Note: The available hours for a resource are a guideline. An event can still be scheduled for a time when the resource is not available.

Purge/Reorganize Calendar Events - Selecting this option allows you to delete events and Time-Off entries for this calendar.

  • Past Events - You may want to retain the past 30 days events in case any research is required on past events. Select this option and enter a date 30 days prior to to current date. All events and Time-Off Entries prior to that date will be purged.

  • All Events - Select this option to remove all the events and Time-Off entries for a calendar.

Once an event or Time-Off entry is purged, it cannot be recalled.

People Resources​

For some events, more than just a location or item are required to complete the event. For a massage, you need a room and a massage therapist. For most tours, you need to block a time frame and have a tour guide. These are called Dual Resource events where the second resource is a person.

If you do not want to have events conflict with the same People Resource at the same time, select the Restrict People Resource Conflicts. By default, you can have two or more events sharing the same People Resource - unless this is checked.

Click Insert to add a new people resource.

General Enter the information for the person. The gender option is available for spas where clients may have a gender preference for employee performing the different services available.

  • Buffer Between - Enter the number of minutes required between appointments for the person. iQ-Schedule will display a link to any conflicting appointments if the appointments are booked without taking the buffer time into consideration.

  • Email Calendar Events - This will send the person an email advising them of any new, cancelled, or changed events scheduled for them. iQ-Messenger must be running for the notifications to be sent. Click here for information on configuring iQ-Messenger.

Times Just like calendar resources, people resources can be set to only be available at certain times. Check the option then enter the Start and End times by day of the week. Again, the unavailable times will appear in gray on the calendar, but will not prevent a person from being scheduled during an unavailable time.

Time-Off In this tab, a range of dates can be entered when the person will not be available due to vacation or an extended leave. Click Insert to enter the Time-Off information. Enter the Description, Status, Start and End Dates and any Notes about the Time-Off. The entry will display like an all day/multi day event on the calendar with a bar at the top. As before, iQ-Schedule will not prevent a person from being scheduled for an event even though the person has a Time-Off entry for that time frame.

iQ-Schedule Flexibility

iQ-Schedule is intended to have flexibility when booking events for calendar and people resources, allowing you to easily handle exceptions. There are times when a person is not regularly available, but they may be for that one event for that one time. For example, the massage therapist that might not regularly be available before 9AM might come in early for a special guest. iQ-Schedule will identify schedule conflicts and notify the user of them, but will not stop an event from being scheduled.

Point of Sale​

The Point of Sale tab allows you to define specific events/items that can be purchased on that calendar. For a meeting room, options might include space rental fees and banquet food packages. For a spa, massage and facial charges can be created. Packages with multiple items can also be entered. Click Insert to add a Point of Sale record.

  • Description - Enter a description of the event/item. This will be displayed on the calendar when the event is selected.

  • Minutes - Enter the standard amount of minutes for the event. For a 30 minute massage, you may enter 25 to leave a buffer time between appointments. For a package, enter the total number of minutes for the event, so a half day in the spa could be 240 minutes. For a golf course enter the number of minutes between each tee time.

  • Inventory Items - If you have iQ-POS, you can select items to be included in the event. For example, for meeting rooms, add an item from iQ-POS to charge for room rental. For a spa package, you would add all the parts of the package, like a massage, facial and body wrap. The items must be created in iQ-POS before they are available to be added in iQ-Schedule. Use the Add Item button to display the list of items from iQ-POS then click Select to choose the item. Add multiple items to create a package. The total charge for all items will appear on reports and receipts printed from iQ-Schedule.

Exact Selection Required - Check this to only allow created items to be entered as an event on the calendar. If you have iQ-POS, checking this option will also prompt the user if they want the iQ-POS items associated with the event automatically loaded when using the Point of Sale option on the event.

Confirmation​

Information entered here will appear on confirmations printed from a scheduled event. Enter an address, email and website to be included in the confirmation notice. Add other information, such as policies or directions, in the free form field.