Table of Contents
Date Picker
Room Information
Booking Information
Catering Bookings
Tabs on Screen
Criteria Tab
Options Tab
View
Layout
Title
Catering
Rooms
Miscellaneous
Legend Tab
Add Bookings/Selecting Rooms and Dates
Make Unavailable
Add Servicing
Add to New Event
Add to Existing Event
Book Meeting/Ad Hoc Meeting
Search for Ad Hoc Meetings
Add to Cart
Control Click
Editing Bookings
Drag and Drop
Adjust Times Click and Drag
Additional Features
Quick Drag
Daily Notes

Date Picker

There is a date picker at the top of the Conference Room Plan.

• If you pick another date you can always revert back to the current date by picking the Today button.
• The double arrow moves the plan by a week.
• The single arrow will move the plan by a day.
• There is a View For option that allows you to decide if you want to view the plan per day, 5 days, week, two weeks, month, or 3 months.
• The Refresh button is on the far right hand side.

Room Information

Details about any of the rooms can be accessed by directly clicking on the next to the room

Information about the conference room now appears with many different tabs to view.

Booking Information

To view the details of a meeting room booking, either hover over the booking to see a summary or double click the booking to view additional details. After double clicking, a new window will appear with the details of the event.

Catering Bookings

Catering Bookings will display with a C next to the booking

To view more information, hover for a summary or double click to view additional details in the Catering tab of the booking information. Clicking the paper clip icon will display the catering notes for the related booking.

Tabs on Screen

There are four tabs on the screen to view and hide different filters. To open any of these, hover over the tab.

Once open, you will see three buttons across the top which are all saved per user.

• The arrow will reset your filters.
• The disk will save your search criteria.
• The pin will display and keep the information open so you no longer need to hover.

Criteria Tab

The criteria tab on the left hand side is used to define search parameters. Once these are defined, only the rooms that match these will appear on the conference room plan.

Options Tab

On the right hand side is the Options tab. This controls your display settings for the conference room plan. If any of these items are changed, you must click the Apply button to view these on the Conference Room Plan.
Note: Some items are controlled by feature access and are turned off for each user by default. Different Users can have different settings.

View

This section will change the view of your conference room plan in terms of which conference rooms and time slots are displaying.

• Occupancy

All shows every room
Booked shows only the rooms that are booked during the time frame you are currently viewing
Unavailable shows only the rooms that are set to the Unavailable status during the time frame you are currently viewing
Available shows only the rooms that are available during the time frame you are currently viewing
Clashes shows only the rooms that have multiple booking at the same time during the time frame you are currently viewing

• Show Booking Reference

This option will display the booking reference numbers, if unchecked then only titles will appear

• Time Range (Hours)

Changing this option will only show the hours selected for each day.

Layout

This section will change the display of the plan in terms of how narrow or expanded each date/conference room is.

• Show Small Day Mode

To view the Small Day Mode you must be viewing by day. To do this, click the magnifying glass for one of the days. This makes the Date/Time sections smaller so you can view a larger time span without scrolling.

• Show Small Week Mode

To view the Small Week Mode you must be viewing at least a week on the plan. This view makes the dates narrower so you can view a larger date range without scrolling

• Show Half Height

This view will narrow the conference rooms on the left hand side to be able to view more of your conference rooms without needing to scroll.

• Show Area as Tabs

This is defaulted on and populates the areas that conference rooms are associated with along the bottom of the plan to easily filter through.

• Show Groups as Tabs

This is defaulted on and populates the groups that conference rooms are associated with along the top of the plan to easily filter through.

• Show Clashes as Overlap

This will narrow the clashes so they overlap with one another.

Title

This section will change the title of each of the bookings that display on the plan.

• Show Event Title as Title

This is the system default. Each of the bookings will display with the name of the event as the title.

• Show Event Type as Title

This will change the booking title to the event type that is set from the Details tab of the event.

• Show Layout as Title

This will change the booking title to the layout that is assigned to the conference room.

• Show Company Name as Title

This will change the title to the name of the company the event is associated with.

Catering

This section changes the way catering bookings display on the plan.

• Show Catering

This is on by default. It will display the rooms that are associated as the Main Room for any of the catering bookings from the Catering event tab.

• Embed Catering

This setting is used when a meeting room booking and a catering booking are in the same room at the same time. Instead of showing the Catering booking underneath the conference room booking, the plan merges them together so they overlap.

Rooms

This section changes what displays on each conference room tab.

• Show Room Notes in Hint

This setting shows any default notes set against a specific conference room in Configuration. To see these notes, hover over the conference room.

• Show Room Colors

Color groups can be created and assigned to each conference room through Configuration. If they are configured and this setting is used they will display as a triangle of color on the corner of the conference room.

• Use Short Room Names

This setting will display short room names that are set up for each conference room in Configuration.

Miscellaneous

This sections holds miscellaneous settings.

• Use Event Type Colors

This setting changes the color of the bookings to relate to the event type colors that are set up in Configuration.

• Show Time Lines

This setting displays dotted lines corresponding to the following times: 6am, 9am, 12pm, 3pm, and 6pm.

• Continuous Dates for Selection

This is defaulted on. If this box is checked, a user can only book rooms continuously for a date range. If the box is checked, the rooms/dates appear blue when selected.

If unchecked, a user can book meetings for separate times each individual day and is not continuous. If the box is unchecked, the rooms/dates will appear green when selected.

• Show AM/PM Highlighting

This setting is defaulted on and will show different colors for different hours of the day. The first color is before business hours, second is during business hours, and third is after business hours. If this is unselected the colors will no longer appear.
Note: Business Hours can be edited in the KxConfiguration Application.

• Show Quick Drag

This setting allows bookings to be added quickly to the Conference Room Plan. For more information on this feature please see the Quick Drag Section under Additional Details at the end of this guide.

Legend Tab

The legend displays each color that can on the Conference Room Plan and what they are associated with.
Note: All colors can be edited from the KxConfiguration Application.

Add Bookings/Selecting Rooms and Dates

Select the conference rooms and dates by clicking on them, once they are selected they will be highlighted blue.
Note: To mass select rooms or dates a user can click the first room/date, hold the shift key, scroll to the last room/date and click again.

Right click anywhere on the grid and options will appear.
Note: Some items are controlled by feature access and are turned off for each user by default. Different Users can have different settings.

Make Unavailable

Select rooms and dates, right click on the screen, and choose Make Unavailable. A new window will appear to select what times to make the room unavailable.

After clicking Ok, a preview will appear of the rooms being put unavailable with the times associated. In the Title box put why the room is being put out of service.




Save and Close, and the rooms will now appear unavailable with the reason appearing as the title of the booking.

Add Servicing

Select rooms and dates, right click on the screen, and choose Add Servicing. A new window will appear to select what times to make the room out of service.

After clicking Ok, a preview will appear of the rooms being put out of service with the times associated. In the Title box put why the room is being put out of service.

Save and Close, and the rooms will now appear with Out of Service as the title of the booking.

Add to New Event

Select rooms and dates, right click on the screen, and choose Add to New Event. A new window will appear to select Contact, Title of Event, People, Arrival/Start/End Dates, Event Type, Site, and Status.

After clicking create you must confirm that Kx should clear the selection. Click Yes.

A new event has been created.

Please Note: If you create an event through the conference room plan an Inquiry is not created for the event. If you wish to track inquiry details you should not add new events through the conference room plan. This can be turned off via Feature access for each user.

Add to Existing Event

Select rooms and dates, right click on the screen and choose Add to Existing Event. A new window will appear to search for the event to add the meeting room to.

Type in the event you want to add the meeting room to and the information for that event will populate.

After clicking Save you must confirm the Kx should clear the selection. Click Yes.


The conference room has now been added to that event.

Note: The date you are selecting to book the room for must lie within the event date range. If not the following will appear:

Book Meeting/Ad Hoc Meeting

Select rooms and dates, right click on the screen and choose Book Meeting. A new window will appear to select the Meeting Times.

After clicking Ok, a new window will appear. Enter the dates, times, title, contact information, layout, and amount of people for this meeting.

Click Save and Close and the Ad-Hoc Meeting will appear on the plan.

Note: Ad-Hoc Bookings are not attached to events and cannot be billed for or have equipment/any other details assigned to them.

Search for Ad Hoc Meetings

Right click on the screen, and choose Search for Ad Hoc Meetings. A new window will appear to search. A user can search via Meeting Ref #, Dates, Site, Area, and Contact.

Clicking View will take the user to details of that meeting.

Add to Cart

The Add to Cart functionality allows the user to select multiple rooms, dates, and times to create a booking all at once.
Select rooms and dates, right click on the screen and choose Add to Cart. A new window will appear to select what times to book the room.

Click Ok, and a new section will appear at the bottom of the Conference Room Plan showing all rooms in your Cart.

The rooms will appear on your conference room plan as Cart Booking.

• On the left hand side there is a Remove button which will only remove one booking.
• On the right hand side there is a Clear Cart button which will remove everything currently in your cart.
• You can edit the details of items in the cart by clicking directly into the cell. The following fields can be changed: Layout, People, From, To.

Once all rooms are edited, click Book.

From here you can choose the option you want to use and continue with the booking.
Note: Create Separate Events will create a separate event for each of the rooms in the cart. If you create the events through the conference room plan an Inquiry is not created. If you wish to track inquiry details you should not add new events through the conference room plan. This can be turned off via Feature access for each user.

Control Click

Another way to create a booking is to use the Control Click feature.
Click and hold your control key and mouse at the same time and draw a red line across the conference room plan.

Once finished, let up on the CTRL key and your mouse, and a drop down menu will appear on your Conference Room plan with various options. Choose the option you would like to use and continue with the booking.

Editing Bookings

Find the booking you want to edit on the Conference Room Plan.

Drag and Drop

To drag and drop a booking to a different day/room make sure you are viewing the entire date range of the booking on your screen, otherwise you will not be able to drag and drop it.
Click, hold down on your mouse, and drag the booking to a new room/date. The meeting room date must fall within the event dates. Dates that are not part of the event will gray out. Once you move the room you can see where to drop it by the Room/Date that is highlighted in Orange. To select the new date/room release the mouse.


Once you release your mouse a confirmation window will appear showing the details of the old booking and what has changed.

To save these changes you must click Yes. Clicking No will revert the booking back to the original dates/rooms.

Adjust Times Click and Drag

To use this feature, you must be in the day view of the date on which you want to change the time. To do this, click the magnifying glass on the day.

You will now be viewing the times associated with the booking. Click the conference room once to select it. Once it is selected there will be a red box around it with a yellow square at either end to adjust times.

Click the yellow box, hold your mouse down, and drag the room to the new start/end time. A box will appear to display exactly what time you are changing the booking to. Release your mouse to select the new time.

After releasing the mouse, a confirmation window will appear. Click yes to confirm the changes. No will revert the booking back to the original time.

The booking time has now changed.

To zoom out click the Magnifying glass on the conference room filter or press the ESC key.

Additional Features

Quick Drag

In the options Tab, check the Show Quick Drag box. Be sure to click Apply.
This will populate boxes at the bottom of the screen to quickly book meetings.
If you are viewing the Conference Room Plan for more than one day, then the options will appear to book a room for a Work Day (typical business hours set in KxConfiguration) or a Full Day (12am-11:59pm)

If you are in the day view you have the option of a meeting spanning different time, ½ hour, 1 hour, 1 ½ hours, or 2 hours.

To book a room for this time, click the option you want, hold your mouse down and drag it to the correct place on the Conference Room Plan. A box will appear showing exactly what time the meeting is going to start.

To select that room/time release your mouse and the room will be added to your cart. Choose the option you would like to use and continue with the booking.

Daily Notes

To add Daily Notes to the Conference Room Plan, click the clipboard on the day the note is associated.

Free type in any of the notes fields.

There is an Urgent box on the bottom left hand side. If this box is checked, the clipboard will appear red. If not, there will be a check mark on the clip board marking there is a note in that category.