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iQ-Schedule Entering an Event

An event in iQ-Schedule is the reservation that is being made, whether it is to reserve a meeting room, hold space for a family to go on a tour, or make an appointment for a massage. An event would be created for each of these and appear on the calendar. Events can be entered by clicking on Tools > iQ-Schedule or through a guest reservation or folio by selecting the iQ-Schedule tab > Go to iQ-Schedule. Navigate to the calendar the event is for and then double click on the start time of the event to open a New Event Record.

General

Enter the basic information for the event on the General tab.

Event Details​

Description - Enter the description of the event. Use the drop down box to select default events. If the Exact Selection Required option is selected, you must use the drop down box to select an event.

Status - Select a status for the event. Only statuses for the calendar the event is being entered on are available.

First time event - This option allows you to indicate this is the first time the guest is using/attending this event. For example, use this for a guest who has never been to your spa before so any required paperwork can be ready for the guest to complete.

Calendar Details​

Resources - Select the resource for the event. If the calendar uses Dual Resources, like a spa, then a calendar and a people resource should be selected.

Private - Select this option to restrict access to an event. The user that entered the event or a user with Manager access can edit the event, but only the user who entered the event can select or deselect the Private option. When checked, Private and the initials of the user who entered the event will appear along with a padlock icon on the calendar.

Start/End Time - Enter a start date and time and an end date and time. The default start date and time are what was selected from the calendar. The end time is defaulted to the default time frame of the calendar or duration of the selected description. Use the Quick Select option to choose the duration of the event if the default is incorrect.

All Day Event - When selected, the event displays at the top of the calendar. Use this to indicate holidays or special days. It will not prevent other events from being scheduled for the same resource.

Notes​

Enter any notes for the event. This could include setup instructions for meeting room, or clothing recommendations for a tour or activity. It might also include special instructions from the guest for a spa appointment.

Multi Person Event (Tour/Activity)​

Select this option for events that can include reservations from different guests, like a tour. There is only one event, the tour, but multiple people can take the tour at the same time. When selected, the Multi Person tab appears and the Guest Profile section grays out. On the calendar, the Multi Person icon appears on the event.

Use the drop down box to select how guests should be grouped for the tour/activity.

  • Simple - Select this option to divide the guest count between Adults and Children on the Multi Person tab.
  • Track Male/Female - Select this option to divide the guest count between Men and Women within the Adults and Children on the Multi Person tab.
  • Track Senior/Teen - Select this option to divide the guest count between Seniors and Teens within the Adults and Children on the Multi Person tab.

Capacity - Enter the maximum number of Adults, Children and People allowed for the event. People is the total amount or guests allowed for the event. For example, if the maximum number of people is set to 10 for a tour, the maximum adults could be set to 10 and children set to 9, assuming you would always want one adult on the tour. Notice the total of Adults and Children (10+9) does not equal the amount entered for People (10). People is the maximum number allowed.

Note: Multi Person events cannot be created from a guest reservation or folio. The Multi Person option is grayed out. They can only be entered through Tools > iQ-Schedule or from the Calendar icon on the Second tool bar. A guest profile can be added to a Multi Person event that has already been entered on the Multi Person tab from a guest reservation or folio.

Guest Profile​

Assign Guest Profile - Press this bar to display the Guest Profiles in roomMaster then select a guest profile to attach to the event.

Events attach to Guest Profiles

An event in iQ-Schedule is not attached to a guest reservation, but to a guest profile, allowing an event to be scheduled for a non-guest. An event attached to a guest profile will appear on the iQ-Schedule tab of any reservations or folios attached to the same guest profile. This allows you to track the events the guest is scheduled for during their stay.

Change Profile Information - Clicking the pencil icon displays the Name, Personal and Notes tab of the attached guest profile. Changes made here are saved in the guest profile.

  • (Calendar Name) Notes - This notes tab is specific to the calendar of the current event. This allows information for a specific calendar to be kept separate from notes for reservations, folios, or guest profiles. Information entered here is printed in the Guest Notes section of the staff reports and receipts for any events attached to the specific guest profile on this calendar. For example, for a spa calendar, notes may be entered that the guest is allergic to certain products. This note will appear on ALL the events associated with this guest profile that appear on the spa calendar. If the guest books a tour, the spa notes will not be printed on the staff reports or receipts printed for the tour event attached to the guests profile.

Guest Profile Adjustment - The registry book icon allows you to change the name on the scheduled event but leave it attached to the guest profile and any reservations with the same guest profile. For example, a guest reservation might be made using the husbands profile, but the wife schedules an appointment at the spa. The spa event can be in her name, but it is still attached to the husbands guest profile and the room reservation. When a different name is entered for the event without changing the profile, Family Profile and the name entered displays on the button. This lets users know the name entered is not the same as the profile attached to the event. Guest Profile appears on the button when an established guest profile is attached to the event. The guest name entered on the event will appear on the iQ-Schedule tab on the reservation or folio.

  • Detach and Duplicate Profile - This option allows you to copy the current profile attached to the event to create a brand new guest profile. Enter the new information for the new guest profile. On the Personal tab in the guest profile, the anniversary date and reference number will carry forward to the new profile.

  • Search Profiles - This option allows you to search for profiles from this window and attach them to the event.

Note: Using either of these options will remove the event from reservations attached to the previous guest profile.

Other

The Other tab is where guarantee information is entered. It is also where the event is checked in and out.

Status Select whether the event is Guaranteed or Non Guaranteed when entering the event. The guarantee status of the event is displayed as a bar along the left edge of the event when in MultiColumn Mode.

  • Guaranteed - No bar is displayed
  • Non Guaranteed - A purple bar is displayed
  • Checked In - A striped bar is displayed
  • Checked Out - A white bar is displayed

You can also mark the event as Checked In or Checked Out.

Upcoming Reservations and Inhouse Information - Any future reservations or in house folios for the guest profile attached to the event are listed.

Credit Card Information - Enter the credit card information to guarantee the event. This information is for documentation only. Any charges to the card would need to be posted in roomMaster or iQ-POS.

Arrival/Departure - This information is automatically entered when CheckIn Now and CheckOut Now are selected, but can be edited manually if needed.

CheckIn Now - Select this option to check in the guest for the event. The Check In date and time are completed automatically. If there are multiple events on the same calendar for the same guest profile, a prompt will appear to checkin the other events also.

Print Ticket - Select this option to print the reports or receipts for this event for the guest.

  • 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 receipt also includes the guest contact information. 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, their current appointments and a history of past appointments. Current notes on the guest profile 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.

See Print Ticket for the printing options available.

Point of Sale - This option is a shortcut to iQ-POS making it easy to post charges and payments for the event. When the Exact Selection Required option is checked in the Point of Sale tab of the calendar, a prompt will appear asking to load the iQ-POS items for the event. Select yes and the items associated with the event are entered automatically on the new ticket.

For events with a guest profile attached, previous purchases can be viewed in iQ-POS. On the Terminal Screen, select Other Functions > Order Review/Guest History > Guest History tab. The check history for the guest will only appear on the Guest History tab when it is accessed through iQ-Schedule.

Checkout Now - Select this option to check out the guest from the event. The Check Out date and time are completed automatically. If there are multiple events on the same calendar for the same guest profile, a prompt will appear to check out the other events also.

Logging

The Logging tab gives information regarding when the event was created, changed and/or cancelled.

Change Journal - This displays the details of the original entry and a listing of all changes made to the event.

Calendar Event Email Notification - This option gives the notification email status if a People Resource with email notification is assigned to the event. iQ-Schedule looks for and sends new email notifications every five minutes. This allows multiple changes to be made to an event without sending each change to the people resource. In the Extended/Premier Edition of iQ-Schedule, if the Include Guest Email and Phone Number in Notification is selected (Manage > Options > Notifications (Email/Calendar)), the staff member will receive the email address and phone number from the guests profile. This allows the staff member to confirm the guest appointment and the services to be performed directly with the guest.

Note: iQ-Messenger must be running for event notifications to be sent.

Clicking Email Guest Notification of this Event Now sends an email notification of the scheduled event to email address on the guest profile assigned to the event.

Delete This Event - Select this option to completely remove an event from the calendar and erase all information.

Event Cancelled - Checking this option removes the event from the calendar, but all information is retained. The event can still be viewed using the Find feature.

Recurring

The Recurring tab appears after an event has been entered. From here you can create recurrences of the same event in the future, such as a bike tour every Friday from 10AM to 2PM. The event description, resources, and time frame are all included when the recurring event(s) is created. For Multi Person events, the Guest Grouping and Capacity are included in the new events.

Recurrence

  • Recur every certain days - This option will create a new event every x number days selected in the Recur Every option. Use this if you want to create an event that happens everyday, every other day, weekly or monthly.

  • Recur the same day each month - This will create a new event on the same date every month. If there is a special class in the Spa on the 18th of each month, use this option.

Recur Every - Enter the interval in days between each event. If it should be every day, enter one(1). For every week, enter 7. For every month, enter 28.

Starting On - Enter the date of the first recurring event, i.e. the first date you want the current event to happen again.

How many times? - Enter the number of recurrences, how many times the current event should be entered. The maximum number of times an event can be duplicated is 31.

tip

Make sure to enter the correct number of times you want the event to recur. Once the recurring event is created, deleting one event will not delete the other recurring events created. Each incorrect event would need to be deleted individually.

By default, Guest Profiles are not copied to recurring events. Select Retain Include Guest Profile and Credit Card Information to include the Guest Profile and credit card information in each recurring event. Use this for a spa guest who keeps a standing appointment each month.

After completing the information, press Create Recurring Events now! You MUST press this bar to create the recurring items. Pressing OK will only close the window and the recurring event(s) will not be created.

Example of a recurring event

From June 3rd to August 26th, you have a dinner boat cruise every other Friday from 5PM to 10PM. Once you have created the first event on June 3rd, reopen the event and click on the Recurring tab. Recurrence should be set to Recur every certain days and enter 14 for Recur Every. This will enter an event on Friday every 2 weeks. For the starting date, enter June 17. This is 14 days after the event being duplicated, so this is the date you want the first recurrence of the event to be entered. Enter 6 for the number of times to have the event entered to have the last event entered on August 26th. Press Create recurring Events now and the events will appear on the calendar. If guests have already booked for the first cruise, their information will not be carried over to the recurring events created.

Print Confirmation

Print a confirmation letter for the guest event by selecting Print. All events for the calendar for the guest profile attached to the event will be included in the confirmation letter. Add information for the calendar in the Confirmation tab. Contact information can be included along with a free form field to add specific policies for the calendar.

Multi Person

The Multi Person tab only appears if the Multi Person option is selected on the General tab of the event. This is where you can add multiple guests to take a tour or attend an activity. For example, a tour could have a maximum of 15 spaces available. Those 15 spaces could be made up of a family of four, three sets of couples, and five members of a group on property. The family, each couple and the group members would each be entered separately for the tour.

Click Insert to add guests to a tour or activity.

Guest Profile

The guest profile functions the same as on the General tab. See Guest Profile for more information. Click the button to select a guest profile from roomMaster.

Guest Count - The Guest Count will display different options depending on the tracking setting selected. Enter the number of Adults and Children for this party only, then enter the breakdown amounts for the number of Males and Females or Seniors and Teens, if requested.

If guest tracking is selected, the total number of Adults and Children must equal the sum of the breakdown. If they do not, the breakdown amounts are highlighted in red and the booking cannot be completed.

Example: On a tour that tracks by Seniors and Teens, 10 Adults are entered in the far left Adults field, 6 is entered in the center Adults field and three (3) in the Seniors field. When OK is pressed, the screen will not close and Adults and Seniors will be highlighted in red. Either change the total amount of Adults (far left) to 9 or add one Adult or Senior so their total is 10.

Again, this information is for a single party attending the tour. Multiple entries are made to include all parties attending this tour or activity at this specific date and time.

Note: Any time the capacity of a tour is exceeded for either Adults or Children, an red x icon will appear as a warning and the attendance display at the bottom of the Multi Person tab will have red text. iQ-Schedule will not stop the reservation from being made for the tour.

  • Assistance Req - Select this option if any of the party will need special assistance.

  • Infants - Select this option if any of the children in the party are infants.

Notes - Enter any special notes regarding this party. If the Assistance Required or Infants options are checked, enter details for what assistance is needed or how many infants will be attending.

Guarantee Information - Enter the credit card information to guarantee the event for the guests attached to this guest profile.

  • Guaranteed - Select this option if the parties reservation is guaranteed. A red ledger icon will appear next to the event reservation in the Multi person tab.

  • Paid - Select this option if the party has paid for the tour in advance. Paid reservations are designated on the Tours and Activities Report.

  • Wait Listed - Select this option if the tour is currently full, but the guest would like to be notified if there is an opening. A blue ledger icon appears for these event reservations.

Point of Sale - This connects directly to iQ-POS, allowing you to easily post charges for the guest while making the event reservation. When the Exact Selection Required option is checked in the Point of Sale tab of the calendar, a prompt will appear asking to load the iQ-POS items for the event. Select yes and the items associated with the event are entered automatically on the new ticket.

For events with a guest profile attached, previous purchases can be viewed in iQ-POS. On the Terminal Screen, select Other Functions > Order Review/Guest History > Guest History tab. The check history for the guest will only appear on the Guest History tab when it is accessed through iQ-Schedule.