Navigator

The Navigator is the master page you use to view a reservation and all its details. It launches from many areas of Desktop Client Web.

• Open a reservation in the Navigator.
• Review the Navigator's layout and folder structure.
• Learn the commands available on the Navigator.

Open a reservation in the Navigator

After you create a new reservation with the Reservation Wizard, the reservation opens automatically in the Navigator.

1. On the toolbar, select the Navigator icon.

   The Open Navigator dialog opens.

2. In the Open field, select the item you want to open: reservation, booking, or service order.
3. Do one of the following:
   • In the Reservation No. field, enter the reservation ID, service order number, or booking ID, and then select OK.
   • To see the last reservation, booking, or service order that you made during your current or last Desktop Client Web session, double-click in the field, and then select OK.

If you don't know the reservation number, you can search for the reservation. On the Open Navigator dialog, select Browse to open the Browser, and then find your reservation.

Open a reservation from the Reservation Book

On the toolbar, select the Book icon to open the Reservation Book, and then in the Reservation Book, double-click a reservation. The reservation opens in the Navigator.

Open a reservation through a group

Search for a reservation made for a group or individual user from the Groups icon. The reservation opens in the Navigator.

Open a reservation with a search

Search for a reservation with the Browser, the Web Reservation tool, or the Calendar. Double-click the search result entry to open the reservation in the Navigator. Also, select Browse on the Open Navigator dialog to open the Browser search tool.

Layout and folder structure

The Navigator has three panes:

• Left pane: displays a selected reservation, all the bookings for the reservation, and the details for each booking in a hierarchical folder structure. The top-level folder is the reservation folder. The folders beneath a reservation folder are the booking folders. The folders beneath a booking folder are the booking detail folders.
• Top right pane: displays different tabs and options depending on the folder or item you select in the left pane.
• Bottom right pane: functions like a browser window and shows different information and options depending on the folder or item you select in the left pane.

Reservation folder

A reservation folder contains the who and the what information for the reservation. When you select a reservation folder in the left pane of the Navigator, the reservation number appears in the title bar of the Navigator. You can change the width of the data columns, sort the data columns on a tab in ascending or descending order, and rearrange the column order by dragging a column to a new location with the column heading. When you select a reservation folder, the bookings for the selected reservation appear in the Bookings pane (the lower right pane) of the Navigator. The colored rectangle to the left of a booking indicates the booking's status. If a booking has been canceled, a Canceled icon appears on the booking folder in both the Reservation (left) pane and the Bookings pane. You can right-click in the upper pane and open a context menu with options for emailing the group for which the reservation was made, or the first contact for the group.

When you select a Reservation folder, these tabs appear in the upper right Navigator pane:

• Reservation Summary
• Properties
• Billing Reference/PO Allocation
• Reminders
• Attachments
• Comments
• User Defined Fields
• Transactions
• Emails

Reservation Summary tab

The Reservation Summary displays information about the selected reservation, including the event name, the group for which the reservation was made, the group contact name, the group contact phone number, and the reservation number.

Properties tab

The Properties tab displays the same information as the Reservation Summary tab, plus additional information such as the event type, the second group contact, the date the reservation was added, the date the reservation was changed, and so on.

Billing Reference/PO Allocation tab

By default, the charge for a booking is allocated to a single billing reference number or a single purchase order (PO) number. This tab lets you allocate booking charges or booking detail charges to multiple billing reference numbers or PO numbers. Your EMS administrator must enable the "Use Billing Reference Allocation" and "Use PO Number Allocation" parameters for this tab to appear.

Reminders tab

The Reminders tab displays any reminders that were created for the selected reservation.

Attachments tab

The Attachments tab displays any attachments that were saved with the reservation.

Comments tab

The Comments tab displays any comments that were made for the selected reservation.

History tab

The History tab displays a list of changes made for the selected booking: the date the change was made, the user who made the change, and the information (field) that was changed.

User Defined Fields tab

The User Defined Fields tab displays the additional fields that store custom data for a reservation. Your EMS administrator configures the types of fields that are available and the allowed values for these fields.

Transactions tab

The Transactions tab displays any invoices that were generated for the selected reservation or any payments that were applied to the selected reservation.

Emails tab

The Emails tab summarizes any emails that were sent via SMTP to the group for whom the reservation was made. This doesn't include notifications and other communications done with EMS for Outlook or by other means.

Booking folder

Booking folders contain the where and when information for the reservation. If you can expand a booking folder, details have been added to the booking. The booking details for the selected booking appear in the Booking Details pane (the lower right pane) of the Navigator. A green background for a booking detail folder indicates that one or more booking detail items have been invoiced for the booking.

When you select a booking folder in the left pane of the Navigator, the booking number appears in the title bar of the Navigator. You can change the width of the data columns, sort the data columns on a tab in ascending or descending order, and rearrange the column order by dragging a column to a new location with the column heading.

When you select a Booking folder, the following tabs appear in the upper right pane of the Navigator:

• Booking Summary
• Properties
• Billing Reference/PO Allocation
• Reminders
• Attachments
• Comments
• Drawings
• History

Booking Summary tab

The Booking Summary displays information about the selected booking, including the event date, the reserved time, the event time, and so on. If you use Outlook as your email program, you can use this tab to add the selected booking to your personal calendar (select Outlook > Add to Personal Calendar) or send invitations for the meeting to one or more contacts in your Outlook Address Book (select Outlook > Send Invitation).

Properties tab

The Properties tab displays the same information as the Booking Summary tab, plus additional information such as the event type, the setup count, the date the booking was added, the date the booking was changed, and so on.

Billing Reference/PO Allocation tab

By default, the charge for a booking is allocated to a single billing reference number or a single purchase order (PO) number. This tab lets you allocate booking charges or booking detail charges to multiple billing reference numbers or PO numbers. Your EMS administrator must enable the "Use Billing Reference Allocation" and "Use PO Number Allocation" parameters for this tab to appear.

Reminders tab

The Reminders tab displays any reminders that were created for the selected booking.

Attachments tab

The Attachments tab displays any attachments that were saved with the booking.

Comments tab

The Comments tab displays any comments that were made for the selected booking.

Drawings tab

The Drawings tab displays a list of files that were attached to the selected booking.

History tab

The History tab displays a list of changes made for the selected booking: the date the change was made, the user who made the change, and the information (field) that was changed.

Booking detail folder

If you can expand a booking folder, details have been added to the booking. Booking details, also called categories, are the services (catering, A/V equipment, and so on), notes, attendees, activities, and room charges that you can add to a booking.

Navigator commands

The Navigator has two constant commands in the upper left corner: Open Reservation and View Alerts. The Navigator also has three constant commands in the upper right corner: Print, Refresh, and Settings.

Command	Description
Open Reservation	Opens and works with multiple reservations in the same Navigator session.
View Alerts	Opens and views any alerts that have been generated for the selected reservation, booking, or a booking detail that is a service order or catering category.
Print	Print an invoice or a confirmation at the reservation level. Print the Setup Worksheet for Reservation report, the Service Orders report, and the Banquet Event Order report. Print the Transaction report. Print the history of a reservation, all its bookings, and all its booking detail items.
Refresh	Refreshes the Navigator display based on the settings you specified in the Navigator Options dialog.
Settings	Options: opens the Navigator Options dialog where you can specify what appears in the Navigator, mouse actions in the Navigator, and so on. Confirmation Settings: opens the Confirmation Settings dialog, which provides options for manual and automatic generation of a confirmation for a reservation or a booking.

All other Navigator commands are available as buttons in the upper right pane and lower right pane of the Navigator.

Navigator options

The Navigator Options (select in the upper right corner) has three tabs:

• General
• At a Glance
• Highlight Categories

General tab

On the General tab, you select options such as which types of bookings to show in the Navigator (old bookings or canceled bookings), the result of double-clicking a listed folder (opens the item or expands the folder), the booking time that appears (reserved time or event time), and the highlight color for invoiced items.

Field	Description
General
Show Old Bookings	Shows bookings in the Navigator that occurred before the current day's date.
Show Canceled Bookings	Shows bookings in the Navigator with a canceled status.
Show Wizards in Tools menu	Shows all items on the Tools menu in the Bookings pane. If cleared, shows only the Wizards option, which you must select to open a form from which you can select a tool.
Show Deleted Items	Shows all deleted items (bookings, deleted resource items, and so on) for a reservation in the Navigator.
Hide Empty Tabs	Hides the tabs that don't have any data for a selected reservation, booking, or booking detail.
Double-clicking a listed folder
Opens the item	Opens the item for editing.
Expands folder	Opens the next level of folders.
Wizard Results
Always Show	Shows a confirmation of all changes, regardless of whether they were successful, on a Wizard Results page.
Show Unchanged Only	Shows only those changes that weren't successful on a Wizard Results page.
Confirmation
Always prompt	When you select Confirmation, opens a Confirmation filter you can use to change the default filter options for a confirmation before generating it.
Print Preview	When you select Confirmation, opens an onscreen preview of the confirmation.
Email	When you select Confirmation, opens an email of the confirmation.
Print	When you select Confirmation, prints an immediate confirmation.
Booking Display Time
Reserved Time	Shows the total time for which the space is reserved. This time is the event time plus the setup/teardown times.
Event Time	Shows only the event time for which the space is reserved.
Invoiced Items
Highlight Color	The color with which invoiced items are highlighted in the Navigator window.
Service Orders
Show Pricing	Shows pricing on a service order.
Show Item Notes	Shows item notes on a service order.
Show Item Special Instructions	Shows special instructions for items on a service order.
Highlight Changes Made Within (days)	Highlights any changes that have been made to a service order within the specified number of days.
Footer Message	Shows preconfigured blocks of text that appear in the footer of a service order (for example, a cancellation policy).
Booking Edit
Auto Adjust Reserved Time When Event Time is Changed	If the reservation includes setup or teardown times, automatically adjusts the total time for the reservation (the event time plus the setup/teardown time) when the event time is changed.

At a Glance tab

On the At a Glance tab, you specify whether reminders, comments, attachments, and so on appear in the left pane of the Navigator when a reservation folder, booking folder, booking detail folder, or booking detail item is opened.

Highlight Categories tab

On the Highlight Categories tab, you indicate whether a checkmark appears on all booking detail item folders for the selected booking detail. The default is to Highlight All, which means every booking detail item folder for every booking detail is denoted with a checkmark.

Other Navigator commands

All other Navigator commands are available as buttons in the upper right pane and lower right pane of the Navigator. The buttons that are available are dynamically updated based on the folder or item currently selected in the left pane of the Navigator and the tab that's open in the upper right pane of the Navigator.

Many of these same commands are also available on a context menu, which opens when you right-click a folder or item in the Navigator. All the context menus in the Navigator offer a limited set of choices based on the folder or item selected in the Navigator.