The facilities booking module allows the user to hire out conference rooms and/or car parking spaces to customers. The user is also able to plan ahead in the scheduling of these resources by utilizing a unique graphical planning board, which displays the weekly schedule for each facility.

The IMPACTxp system also recognizes that different facilities will require different reservation processes. Different booking templates can therefore be created to suit different types of facilities. Indeed, the user is also able to hire out equipment and handle any catering requirements that are associated with a facility.

As standard throughout the impactxp system, there are a number of reports available in this module, including the facility utilization report and the facility revenue report.

The benefits of utilizing the facilities booking module include:

A reduction of conflicts through effective planning.
The ability to utilize multiple charge rates
An efficient booking dialogue, due to user definable screens
The ability to print confirmation slips
Creating facilities

To create an IMPACTxp facility only minimal information is required - room code, description and classification. However, the facility template is user definable by the user. This means that the details presented on a facility record can be as simple or as comprehensive as required.

The user is also able to define relationships between facilities. This means that individual rooms can then be hired separately or grouped together as a unit. Library jobs can also be attached to a record, to prompt a service task to be carried out on the facility.

user definable facility booking template

The booking template is a user definable screen that can be tailored to meet the specific nature of how a facility needs to be booked. In other words, fields can be placed strategically on the template so that the sequence controls the conversation reservation process. With this maximum flexibility, the user has the ability to record any combinations of relevant information. Indeed, multiple templates can be created to represent different types of facilities.

This template building also ensures that the customer is asked the right questions, in an efficient and professional manner.

equipment file

The functionality of this module is extended even further with the ability to log and hire equipment, for example projectors and chairs. The user has the ability to record equipment by description, cost for hire and the number available.

graphical schedule

One of the most critical aspects of any hire operation is the ability to plan ahead, which leads to an effective use of facilities, for the optimum profit. The facility booking module therefore encompasses a graphical planning chart, which displays the weekly schedule for each facility, thus enabling the user to plan ahead.

charge rates

The user is able to record multiple charge rates for a facility. For example, room 1 may be charged at £200/day in winter, £300/day in summer or according to special rates on certain days. During a booking process, the user then simply calls up the rate file from a drop down list, to select the appropriate charge.

booking a facility

The relevant booking template is initially selected from the template menu. The system then displays the graphical planning chart for every facility that uses that particular template. The user simply clicks onto a date against the facility to book and the system requests the start time and the end date.

The booking form is then filled out. Depending on the field design, the user has the ability to detail the customer, the facility to be booked, the number of persons, any special room layout and/or catering requirements. The user can also reserve equipment from this same screen. The system will automatically inform the user if the equipment selected is unavailable for the particular date required.

The appropriate charge rate is selected from a drop down list and the user has the ability to apply a discount percentage and/or service charges. The booking can then be confirmed or flagged as provisional. To ensure accountability, a printed confirmation can be passed to the requestor.

reports

As standard throughout the IMPACTxp system, there are a number of reports within this module. For example, the facility utilization report allows the user to view the number of hours over a user-specified period that the facility has been booked. A facility revenue report can also be viewed and/or printed.