System Messages are messages that appear on the Reservation Form and Summary page. The table below illustrates the template used to create System Messages. Libraries may use the default templates provided or customize their own messages.
Note: The System Messages supports HTML codes.
Multi-Branch Library System Note: System Messages is a Branch Specific Feature.
Examples of simple html tags: <b>TEXT</b> = Bold <u>TEXT</u> = Underline <br>TEXT</br>= Line Break <a href="http://www.example.com/">Link-text goes here</a> = Allows you to add a link to the text
|System Messages||Definition/Defaults||Picture(Click on Image to enlarge)|
|Library Card Note||Definition - "Information entered here appears on the Contact Entry page, just below the library card number entry." Default - "An adult cardholder (18 years or older) may reserve the meeting room. The card holder making the reservation will be held liable for any damage done to the room (See the Meeting Room Policy)."|
|Non-Credit Card Payment Information||Definition - Information entered here appears in the Send Payment section of room reservation that require payment." Default - You will need to pay the following within 1 week from today or your request will not be approved:
<ul type="square"> ^STARTDEPOSIT^<LI>One check for the Deposit in the amount of ^DEPOSITAMOUNT^^ENDDEPOSIT^ ^STARTFEE^<LI>One check for the Fee in the amount of ^FEEAMOUNT^^ENDFEE^ </ul> ^STARTFEEANDDEPOSIT^NOTE: Please use separate checks for the deposit and fee amounts.^ENDFEEANDDEPOSIT^ You can pay in person at the circulation desk or send your payment to: Sabrina's Fairy Tale Library 123 Neverland Ave Indianapolis, IN 46035
|Credit Card Payment Information||Definition -? Default - Blank|
|Fixed Reservation Message||Definition - Information entered here appears at the bottom of both the Contact Entry and Summary pages for ALL room reservations. Disclaimer information can be entered, such as "It is understood that by completing the reservation you have reviewed and understand the room policy." Default - Empty|
|Reservation Summary Message||Definition - "Information entered here will appear at the bottom of both the Contact Entry and the Summary Request Pages for ALL room reservations. Disclaimer information can be entered such as "It is understood that by completing the reservation you have reviewed and understand the room policy." Default - "Review Info and Submit to Finish"|
System Templates create the confirmation messages displayed when users submit a reservation. The System Templates do not generate e-mail confirmations.
The number of templates that appear depends on the configuration of the system. Room Reserve categorizes rooms as either Mediated or Unmediated. By default, all rooms are Mediated unless the system is configured otherwise.
|Template||Tags||Default Picture (click to enlarge)|
|Room Templates - Patron Request||
|Room Templates - Staff Request Submitted||
Equipment System Templates only appears on the menu when equipment inventory has been enabled. The full path to this field from the Home Page is Settings Menu - System Configuration & Settings - System Settings - General. The "Enable Equipment Inventory" field is in the Request Settings section of the template. Equipment reservations are always Mediated.
|Template||Tags||Default Picture (click to enlarge)|
|Equipment System Templates - Patron Request||
|Equipment System Templates - Staff Request Submitted||
E-mail Templates are the basis for the automatic e-mail messages triggered when a reservation is submitted. Room Reserve categorizes email templates by function - Room Email Templates and Equipment Email Templates. Unless otherwise indicated the templates described below appear in and function the same in both categories.
|Template||Tags||Default Picture (click to enlarge)|
|Patron Request Confirmation||
|Staff Request Confirmation||
Email Templates are the basis for the automatic e-mail messages triggered when a reservation is submitted. Room Reserve categorizes email templates by function - Room Email Templates and Equipment Email Templates. Unless otherwise indicated the templates described below appear in and function the same in both categories.
|Template||Tags||Default Picture (click to enlarge)|
|Equipment Email Templates - Patron Request Confirmation||
|Equipment Email Templates - Staff Request Confirmation||
|Equipment Email Templates - Request Accepted||
|Equipment Email Templates - Request Denied||
|Equipment Email Templates - Status Change||
|Equipment Email Templates - Reservation Reminder||
Library Information refers to the library's contact information (i.e. name, address, phone, etc), residency (or other) terms, and hours (standard and alternate). THIS INFORMATION MUST BE ENTERED BEFORE EVENTS ARE POSTED TO THE CALENDAR
Multi-Branch System Note: In order to setup or access multiple branches, the multiple branches feature must be enabled.
|Add Branch||Add Branch allows you to set up a new library branch in the system. Libraries might also use this function to create a private, internal only staff calendar. Note: In order for Add Branch to be active, the Enable Multi-Branch setting in System Settings must be set to "Yes". You can no longer set the total number of branches from System Settings.|
|Edit Branch||Edit Branch allows you to view and edit the configuration of existing branches, adjust the order in which branches appear in drop down list, and delete individual branches.|
|Master Branch||Master Branch is the Library Name and website address only.|
Multi-Branch System Note: Library Information is split between All Branches and individual branch modes as follows:
|All Branches||All Branches mode contains:
|Individual Branch||Individual Branches may edit their own branch only. The fields that appear on the Edit Branch template do not change when accessed from All Branches or Individual Branches.|
|Library Information Maintenance||Library Information defines specific branch information.
|Standard Hours||The Standard Hours define the hours of the library branch and can carry over to each room or when defining each individual room the hours can be defined on a case by case basis.
|Alternate Hours(Optional)||The Alternate Hours allows the library to define possible alternate hours based on a certain time frame. For instance Summer Hours.
|Interactive Map Settings||The Interactive Map Settings allows the library to define the location by displaying on a viewable map.
System Settings determines how information in the system is organized, what options are available, how they work and whether information is optional or required when submitting a reservation. The standard system configuration categorizes System Settings into General and Requests/Reservations. If Unmediated Booking Options is enabled (General System Settings), Requests/Reservations becomes Mediated Reservations and Unmediated Reservations.
|Standard Configuration||Unmediated Booking Enabled|
Multi-Branch Library System Note: In a multi-Branch library system, All Branches mode configures the number of branches in the system only.
|Enable Patron Self-Cancellation||No or Yes Default: NO||Determines whether patrons are allowed to cancel their own reservations. Patron cancellations trigger an automatic status change message from the system if Email Settings: Confirmation/Status Change has been configured and the patron has provided an e-mail address.|
|Enable Request Confirmation Emails||No or Yes Default: NO||Determines whether the system automatically sends a confirmation following a successful reservation.|
|Library Card Number Length||[##] Default: 12||Refers to the number of characters in a library card number and is used to verify the authenticity of library card numbers. Use a comma separator when entering more than one number.|
|Reservation Time Interval||[##] Minutes Default: 30 Minutes||Affects the appearance of time slots on the reservation calendar. Standard intervals are 15 or 30 minutes. A 15-minute interval would appear as 9:00-9:15, 9:15-9:30, etc.|
|Maximum Staff Recurring Occurrences||[##] Default: 12||Determines the maximum number of dates that can be entered in one recurring reservation,|
|Enable Auditing||NO or Yes Default: NO||Requires anyone entering or modifying a reservation to "sign" their work by entering their name or initials.|
|Enable State Entry||NO or Yes Default: NO||Determines how the State field appears on the Reservation Form:
|Enable Patron Side Organization Autofill||NO Yes Default: NO||Determines whether the system suggests responses in contact fields based on the first few characters typed. Patrons may either select one of the suggestions or continue entering information manually.|
|Enable Reservation Limits||No or Yes Default: NO||Enable or disable the reservation limits for the branch's associated rooms. This applies to patron-submitted reservations. When enabled ("Yes"), the system displays additional configuration fields.|
|Default Reservation Limit||Reservation(s) within Days||This setting appears only when "Enable Reservation Limits" is enabled. It limits the number of patron requests to [X] number of requests within [Y] number of days. The system applies this setting to room configuration settings. It is primarily used when all rooms in a library or all multi-branch system have the same reservation limits. It can be modified at any time in a room's configuration template (Edit Mode). Example: Patron cannot request/reserve a room more than 1 time in 30 days.|
|Enable Unmediated Booking Options||NO or Yes Default: NO||Changes In-House Reservations to Mediated Reservations Maintenance menu. Mediated Reservations required secondary approval of library staff; Unmediated Reservations are automatically accepted when submitted. This feature can be enabled or disabled at any time. When disabled, all unmediated rooms automatically became mediated.|
|Enable Advanced Costing||No or Yes Default: NO||Allows libraries to set fees or deposits for use of rooms and equipment.
Warning: Once enabled, this feature may only be disabled when all rooms in the branch have cost classifications disabled (Room Configuration - Room Costs) and there are no reservations with associated cost classifications.The system displays the following error message when a user attempts to disable Advanced Costing: "Once enabled, ADVANCED COSTING cannot be disabled until there are not any cost classifications associated with reservations in this branch."
|Enable Extended Hours||Disable / All Rooms Extended Opening [##] Mins or Extended Closing [##] Mins / Per Room / Default: Disabled||Allows room reservations beyond normal library hours.
|Extended Hours Availability||Staff Only / Patron and Staff / Per Room Default: None||Determines who may submit reservations beyond normal library hours.
|Enable Equipment Inventory||No or Yes Default: NO||Determines whether equipment can be reserved independently of rooms.
Multi-Branch Library System Note: In a multi-branch library system, this is an All Branches setting.Warning - Once enabled, this option may not be disabled.
|Reservation Maintenance Setting|
|Late Payment After||[##] Days Default: 7 Days||Defines when a fee or deposit payment is considered late.|
|Approval Password Level||Security Level or Disabled Default: Staff User||Determines the minimum security level required to approval reservations.|
|Auto Archive Option||Disabled - Reservation Older tha [##] Days - On the ## of the Month - Default: Disabled||Determines whether the system automatically archives reservations and, if so, on what basis.
|Reservation Range||[###] Days||[Number of days in the future that the patron can make a request.]|
|Maximum Reservation Length|| Hours||[0 - no set limit beyond room hours and availability] "Maximum length of time for any one reservation, other than room hours and availability. (Example: Patron cannot request a room for more than 4 hours per mediated reservation)."|
|Reservation Buffer Length||[##] Minutes||[0 - No buffer applied to reservation.] "Number of minutes automatically applied between room reservations. This setting must be equal to or greater than the Reservation Time Interval, other than 0."|
|Time Before Request Limit||[##] Hours||[0 - No minimum time] "Setting for a limit on house close to the actual meeting time a room request can be submitted. Example: You cannot submit a reservation any closer than 48 hours before the reservation start time."|
|Maximum Patron Recurring Occurrences||[##]||[0 - Disabled (Patron can only make 1 reservation at a time)] "Set the maximum number of recurring room reservations that a patron can make. When set to 0 (disabled), patrons can only make 1 reservation at a time."|
|Room Policy Path||[Text Field]||"Link to Room Policy Page (.htm, .html, or .pdf). Enter path: http://..."|
|Enable Check Return/Destroy Entry||No or Yes Default: NO||"Requires a Check Return/Destroy selection when a deposit is made."|
|Hide Organization Name||No or Yes Default: NO||"Display "Reserved" instead of actual organization name on public views."|
|Default View||Day - Week - Month - Search||"Set the default starting view"|
|Disable Views||Day - Week - Month - Search||"Set the view(s) to be disabled"|
|Default Search Start Time||[Hour]:[Min] [AM or PM]||[Automatically applies to all branches] "Set the default starting time when searching"|
|Default Search End Time||[Hour]:[Min] [AM or PM]||[Automatically applies to all branches] "Set the default ending time when searching"|
E-mail Settings sets the e-mail addresses used to route confirmations and status change e-mails internally and externally.
Single Branch Systems will find these settings listed under E-mail Settings.
Multi-Branch Library Systems will find these settings split between E-mail Settings and E-mail Server Settings. The table below outlines the branch designation and configuration location for each piece of the E-mail configuration puzzle.
|Branch Assignment||Configuration Assignment|
|Individual Branch||All Branches||Email Settings||Email Server Settings|
|Email Server Settings||X||X|
|Upcoming Event/Reminder Settings||X||X|
The following table describe the e-mail settings.
|Field||Options||Notes and Description|
|"Form" Name:||[Text entry field]||The From Name appears on outgoing confirmations and status change emails|
|"From" E-mail Address:||[Text entry field]||The "From" address is associated with the From Name and appears on outgoing confirmations and status change emails|
|Default "To" Internal Name:||[Text entry field]||The name of the internal contact that receives status change messages|
|Default "To" Internal E-mail Address(es):||[Text entry field]||The e-mail address associated with "Default To Internal Name". Separate multiple email addresses by semi-colon(:)|
|Email Server Settings:|
|SMTP Address (URL or IP):||[Text entry field]||An SMTP address is required for Windows servers|
|Authentication Type:||No Authentication - Basic Authentication - NTLM Default: No Authentication||"NTLM" stands for Windows NT LAN Manager|
|User Name:||[Text entry field]||Required if using basic authentication|
|User Password:||[Text entry field]||Required if using basic authentication|
|Upcoming Event/Reminder Settings:|
|Event Notification Offset||[Numerical List] Days Default: 30 Days||This field only appears when Events and Room Reserve work together. Enter 0 to disable notifications.|
|Event Reminder Offset||[Numerical List] Days Default: 2 Days||This field only appears when Events and Room Reserve work together. Enter 0 to disable event reminders|
|Room Reminder Offset:||[Numerical List] Days Default: 2 Days||Enter 0 to disable reservation reminders|
|Web Server URL or IP:||[http://||Web Server URL or IP refers to the web address of the server housing the system. Include http:// when entering the web address|
|Folder Path:||[Text entry field]||Folder Path refers to the system folder path from the Web Server URL or IP entered above. Do not include starting and ending forward slashes|
|"From" Name:||[Text entry field]||The From Name appears on outgoing e-mail messages relating to upcoming event and room reminders|
|"From" Email Address:||[Text entry field]||The "From" address is associated with the From Name and appears on outgoing upcoming event and reservation reminder emails|
|Nightly Status "To" Email Name:||[Text entry field]||The name of the recipient of nightly status change e-mails. The name entered here can be the same name entered in the "From Name" field above.|
|Nightly Status "To" Email Address:||[Text entry field]||The e-mail address associated with the "Nightly Status To Email Name" above. The e-mail address can be the same email address entered into "From Email Address" above.|
|E-mail Sending Option:||Individual E-mails or Condensed E-mails Default: Individual E-mails||E-mail sending options determines how an individual registered for multiple reminders or notifications receives them - all reminders sent as individual emails (4 reminders = 4 emails) or all reminders condensed into one e-mail (4 reminders = 1 email)|
|Enable Logging:||No or Yes Default: YES||When Enable Logging is set to "Yes", the system displays a progress log of email reminder and notification messages. Notify.bat file must be configured for nightly delivery of event notifications and reminders.|
The Branch Specific lists are used to create and manage the lists, categories and classifications that appear throughout the system. Configuring the Branch Specific Lists is an Administrator level function
The following principles apply to ALL Branch Specific Lists.
1. The Branch Specific templates consist of the following sections:
File:Room Reserve General Principles 1.png
2. All lists, except the Internal Classification List, are sorted alphabetically. The Administrator determines the sort order of the Internal Classification List based on an assigned numerical value (its "weight").
The Fixture List contains a list of fixed assets or accessories permanently installed in a room (i.e. a wall-mounted white board or projection screens). The list appears in alphabetical order.
The Location List allows you to enter non-traditional meeting spaces into the system. These non-traditional spaces are not defined "rooms"(i.e. having four walls, a door and a traditional meeting setup). They might include a children or reference section, the lobby, or the area outside the library where you might host a small gathering.
The Location List is the master list of all rooms and locations in the system regardless of how they are added to the system. When Events and Room Reserve work together, Events has access to the Configured Rooms (not Locations) on this list for scheduling events. Users may select, view information about and reserve a Configured Room. Events scheduled in a Configured Room appear on both the Events and Room Reserve calendar. (Locations configured in Events are not accessible to Room Reserve)
The list appears in alphabetical order.
Group Type/Category List contains a list of patron group types and categories (i.e. Arts, and Culture, Corporate, Government, etc). The list appears in alphabetical order. Entries on this list appear on the Room Usage Report.
Internal Classification List contains a list of classifications defined by the library. These classifications appear (along with the Internal Notes and Attendance Count fields) when accessing the reservation Form in View Mode. It is visible to STAFF only. You may use these classifications any way you choose, including evaluating your patrons (i.e. such as a Acceptable, Probation, Unacceptable/Do Not Allow Reservations, etc).
(a) Order Weight appears in increments of 10
(b) When adding in a new item, assign a number based on 5 (i.e. 5,15,25 etc...)
Note - If you assign a new item an order weight that already appears in teh list (new classification = 20), the system assigns the new item the next highest order weight (result = new item = 30).
Article ID: 138
Created On: Wed, Sep 28, 2011 at 2:51 PM
Last Updated On: Wed, Aug 28, 2013 at 3:28 PM
Online URL: https://kb.demcosoftware.com/article.php?id=138