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shelley academy room booking system user guide

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contents purpose of this guide 2 frequently asked questions 3 getting started 3 opening the system 4 closing the system 5 booking checker 6 checking the bookings by rooms and dates 7 printing the results 9 checking the bookings by a specific teacher 10 making a booking 12 using the view/edit rooms section 16 adding a new room 17 editing an existing room 18 deleting a room 19 using the view/edit teachers section 23 error messages 24 glossary 25 1

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purpose of this guide the main purpose of this guide is to cover every aspect of the room booking system to inform the user on how to use each and every element of the system 2

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frequently asked questions what is the purpose of the software the main purpose of the room booking software is to allow shelley academy teachers to create bookings for the various facilities within the shelley academy campus it is software which has been tailored around the exact needs of the school and should allow the teachers to successfully make bookings and check their existing ones where can the software be used the software can be used on campus on all computers it will be located on the school network under room bookings and accessible via every computer on campus what stops pupils in the school from accessing this software the software is located in the staff area of the network and therefore pupils do not have access to this location getting started locating the software currently the software can be found by the following 1 click start 2 click on the room booking folder 3 click on roombookings.mdb 3

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opening the system locating the software the software can be found by the following 1 click start 2 click on the room booking folder 3 click on db1.96.mdb this will open the following screen this is the main menu of the system all elements of the system can be accessed from this screen 4

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closing the system once the system is open the only way to close the system completely is by using the big close button on the main menu this will close the entire application the smaller close buttons located around the different screens of the system will normally take the user back to the previous screen you saw before you opened the current screen 5

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booking checker to open the booking checker click on the booking checker button on the main menu clicking this button will enable the user to see the following screen the user now has two options there are two ways of checking bookings already made 1 rooms and dates this method requires the user to enter a specific room and a specific date and will return the results of the periods for that date for each booked room and the teacher who has booked the given room 2 specific teacher this method requires the user to enter a specific teachers initial and will return the results of all the bookings made by the given teacher 6

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checking the bookings by rooms and dates clicking the rooms and dates button on the booking checker screen will return the following screen the user now has to enter a specific date and a specific room to see which periods have been booked for that specific date and room and by which teacher the date needs to be manually typed the room can be selected from the drop down menu or by typing in the room reference manually to close this screen and return to the booking checker menu the user should press the close button located at the bottom right of the screen see below for an example of this 7

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as can be seen on the 11th december 2009 periods 2 3 4 and 6 of the day have been booked by various teachers in the itk room therefore bookings cannot be made at these times within itk 8

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printing the results to print the results of the rooms and dates checker the user should press ctrl and then p on the keyboard the following menu should then be shown the user should select the printer they want to print to and press the ok button 9

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checking the bookings by a specific teacher clicking the specific teacher button on the booking checker screen will return the following screen the user now has to enter a specific teachers initial this will then return the bookings made by that given teacher in the white box below the input box the user can either type the initials manually or use the drop down menu and select that way to close this screen and return to the booking checker menu the user should press the close button located at the bottom right of the screen see below for an example of this screen in use 10

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as can be seen the teacher ket has made multiple bookings since 6th december 2009 the bookings are just for example use however to print this information the user should press ctrl and then p on the keyboard this will bring the following screen the user should then select the printer they wish to send this information to and click the ok button 11

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making a booking once the software is open follow the instructions below step one this is the screen which should be presented to the user click on make a booking which is the second button from the top 12

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step two this is the screen which you should now see click on the button at the top right of the screen titled new booking the button should become non-clickable once it has been clicked and boxes around the button will become available to edit 13

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step three this is the screen which you should now see go on to select a date using the calendar at the top left of the screen now select a period for which you wish to make the booking for on that selected date now select the room which you wish to book from the drop down list under select room type in your initials into the box under teacher and press enter on the keyboard finally click on save record 14

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