Release Contents

KxCalendar 2019 requires KxMessages to be installed in order to send emails. Before deployment of the new version of KxCalendar, you must ensure that KxMessages v4.0 or later is installed. Deployment files for both KxCalendar and KxMessages will be provided on request by the Support Team.

KxMessages Deployment

Database (KxMessages) (SQL Server)

Create a blank DB titled ‘KxMessages’ if necessary.
Run the KxMessages.sql file.

Services (IIS Server)

Run the Kx.Messages.Windows.Service.Setup.msi
Navigate to the install folder
Open the Kx.Messages.Windows.Service.exe.config.
Ensure the Kx.Messages.ConnectionString points to the correct DB with the correct permissions (User Id & Password if using SQL Auth, else SSPI)
1. <add name="Kx.Messages.ConnectionString" connectionString="Server=.; Database=Messager; User Id=messager; Password=messager" />
Ensure the host, port & credentials are set up correctly for the network SMTP details
1. <network host="email" port="25" userName="username" password="password" enableSsl="false" />
Once complete, load up the ‘Services’ window under Control Panel > Administrative Tools > Services and check that the KxMessages service is running.

Website (IIS Server)

Create a website in IIS if not already configured.
Copy the files from the Website folder into the newly created KxMessages website
Update the web.config ConnectionString to point to the relevant KxMessages database.

KxCalendar Deployment

Database (KxCalendar) (SQL Server)

Backup KxCalendar database
Run the DeploymentScript.sql against the KxCalendar database. Ensure all references to $(KxLive) are replaced with the Kx database in question (live, training or test).
Run the 2019_KxCalendar_KxLive.sql against the Kx_Live database.

Website (IIS)

Back-up existing KxCalendar website.
Delete both the Admin and Client directories from the existing folder.
Copy and Paste the new folders - Admin and Client into the existing folder.
Navigate to the Admin website and edit the Web.Config file
Update the connection strings for both the KxCalendar and the KxMessages databases.
Ensure the setting 'key="QuestionnaireOutcome"' is set to the required value ("Enquiry" or "EnquiryAndEvent")
Save the Web.Config file
Navigate to the Client website and edit the Web.Config file
Update the connection strings for both the KxCalendar and the KxMessages databases.
Ensure the setting 'key="QuestionnaireOutcome"' is set to the required value ("Enquiry" or "EnquiryAndEvent")
Save the Web.Config file

IMPORTANT NOTE: The value for "QuestionnaireOutcome" must be the same for both Client and Admin websites. Contact Kinetic Support for any questions on this value.

Features

Customer Accounts

KxCalendar 2019 provides you with the ability to allow your customers to log in with a customer account, allowing them to track current and past bookings, update their details and ensure duplicate contacts are not being created in KxConferencing. In order to create an account for a customer, their contact details must already exist in KxConferencing.

This section will walk through the configuration required and the customer journey.

Configuration

KxCalendar > Admin > Customers

A new section can now be found in the Admin portal of KxCalendar called 'Customers'. All configuration relating to your customers and the management of their accounts will be found within this section.

Settings

When you first upgrade to KxCalendar 2019, customer account functionality will be disabled. This is to ensure that the system works after the upgrade as it did beforehand.

Under the 'Settings' section, you can find the following configuration options:

Enable Customer Accounts

This setting will activate the customer account functionality i.e. customers will be provided with a login page to access their account.

Allow Anonymous Access

This setting will allow anyone to access the client pages without the need to log into an account. If this option is disabled, anyone attempting to access the client pages will be redirected to a login page before they can browse the site.

IMPORTANT NOTE: At least one of the above two settings must be enabled. The site will not allow you to disable anonymous access if you are not providing your customers with an account.

Override Calendar Security Groups

This setting will be covered in more detail under the 'Security Groups' functionality

Allow My Detail Edits

This setting will allow your customer to update their address details through their account portal. The address displayed is the company address, so any edits will result in the address being updated for all contacts for that company.

Security Groups

Each customer account will be assigned a security group. The security group will control the spaces and custom enquiry fields that the customer will see on the client pages.

A default security group is created by the system called 'Anonymous' and this is used for anyone connecting to the site without logging into a customer account. This security group cannot be edited.

This functionality will be covered in more detail under the 'Security Group' functionality.

Manage

Your customer accounts are created and managed through the 'Manage' section. Upon entering the screen, you will be presented with a list of all your customers who have been created with accounts and the status of their account.

IMPORTANT NOTE: To assign a customer account to a contact, the contact must already be present in KxConferencing.

Add New Customer

This option allows you to create a single customer account at a time.

You will be presented with a pop-up allowing you to populate the customer's information. The 'Name' field works similarly to the 'Contact' field in KxConferencing as it will attempt to match with contact records that already exist:

On selection of the contact, the 'Company' and 'Email' address fields will be populated:

Before being able to save the account, you will need to assign it a security group.

Once 'Save' is clicked, the customer account will be added to the grid once you return to the 'Manage' screen. Before the account can be used it will need to verified by the customer - an automated email is generated and sent to the user. You can see the current state of an account by looking at the 'Verified' column of the main grid.

You can resend the verification email by clicking on the customers name within the grid and clicking on the 'Send activation email' button.

The same method can be used to make a customer account inactive.

The verification email that is sent to a customer looks as below:

The customer will need to click on the activation link in order to set finalise their account by setting up a password.

Once a password has been added and the account is activated, the customer will be redirected to the login page:

My Account

Once logged into an account a customer will have a 'My Account' link at the top of their homepage:

Clicking on that link will take the customer to their 'My Account' screen which is where they can see future and past bookings and update their details.

Enquiry Form

When a customer is navigating to the 'Enquiry Form' through either the 'Find A Space' or 'I Know My Space' section their details are already populated, making the enquiry process more efficient and error-free.

Security Groups

Security Groups have been introduced into KxCalendar to provide an admin user with the ability to limit the spaces and custom enquiry fields that are displayed to groups of customers. This means that in reality you could display different rooms and gather different pieces of information for different types of business.

Configuration

Within KxCalendar > Admin > Customers, you will find a section called 'Security Groups'.

The overview screena above will provide you with a list of all security groups, whether or not they are active and how many customers are associated with that security group.

A new security group can be added by typing a name and clicking the 'Add' button. Each security group must have a unique name.

You can make a security group inactive by clicking on the name of the security group and selecting 'Inactive' from the pop-up box.

An admin user is unable to make the 'Anonymous' security group inactive as this is a default group used for anyone accessing the website without logging into a customer account.

Spaces

When an admin user navigates to KxCalendar > Admin > Spaces > Space Management, they now have the option to restrict spaces from displaying on the client pages to any customers associated to a security group. These restrictions can occur at Site, Area or Room level.

In the example above, I have restricted the site 'Benzaiten' from being viewed by anyone associated to the security group 'External'. In essence, any security groups that are ticked will have access to that site.

Logging into a customer account associated to this security group, this site is no longer visible when using 'Find A Space' or 'I Know My Space'.

In addition, when I view the 'Calendar', any events associated with the restriction are also no longer visible.

We are aware that some clients use the 'Calendar' as an overview for anyone who accesses the page so there is an additional configuration setting to be aware of.

Navigate to KxCalendar > Admin > Customers > Settings and you will see a setting called 'Override Calendar Security Groups'.

When this setting is activated, the security group restrictions will not be applied to the 'Calendar' view only. They will still be applied to 'Find A Space' and 'I Know My Space'.

Enquiry Fields

Restrictions for security groups can also be applied to enquiry fields to allow you to capture custom information from different types of customer. For example, if you have a group of customers who are students, perhaps you would want to capture their student number as part of the enquiry process but you wouldn't want every customer to see that option.

Navigate to KxCalendar > Admin > Enquiry > Fields and select a field.

All fields now have the option to select which security groups will see the field when they move through to the enquiry form through 'Find A Space' or 'I Know My Space'.

Fixes

The following fixes have also been made in this version:

KXCAL-76 (KXSUP-10046) - Rooms updated in KxConferencing are not displaying correctly in KxCalendar.

KXCAL-85 (KXSUP-13936 / KXSUP-15583) - Enquiries with notes longer than 2000 characters are not transferring correctly to KxConferencing and result in an error message.

KXCAL-428 - Multiple-choice custom enquiry fields are not transferring to KxConferencing correctly.

KXCAL-449 - Custom enquiry fields are being stored in enquiry notes regardless of whether or not the customer has populated the field.

KXCAL-494 - Clicking 'Back' button while navigating through 'I Know My Space' loses original search criteria and generates an error message.

Your Ideas

The following ideas raised on the 'Ideas Forum' have been included in this version:

https://ideas.kinetic-solutions.co.uk/ideas/CAL-I-1

Add setup and takedown times automatically when booking a Conferencing room with KxCalendar

https://ideas.kinetic-solutions.co.uk/ideas/CAL-I-7

Why do the FALSE notes come from the calendar along with the TRUE notes?

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