You can configure the software to create an automatic note on an event when a:
- New booking is added. The automatic note is created with the name of the booked space, the information for the space booking (date, time and status) and the user who added it.
- Booking is deleted. The automatic note is added with the name of the deleted space, the dates and times the space was booked and the user who deleted it.
- Booking changes. The automatic note is added with the information that changed on the booking (status, date, etc.), what the change was (the original status and the new status, the original date and the new date, etc.) and the user who made the change.
To configure the automatic notes, you need to create the note class and set the note class for the automatic note.
Create the Note Class
- Click the Note Classes link from the Main Menu. The Note Classes screen opens.
- Click the Add button. The Add Note Class screen opens.
- Enter the following information:
- Description - Description for the note class. Defaults into the Title field when adding a new note.
- Code - Unique alphanumeric code.
- Automatic Use Only - If checked, the note class is used for system generated notes and not available for selection in the Note Class drop-down.
- Reminder - Not applicable to automatic notes.
- Prompt - Not applicable to automatic notes.
- Retire - If checked, the note class is not available in the Note Class drop-down.
- Default Font Size - Not applicable to automatic notes.
- Default Font Family - Not applicable to automatic notes.
- Recipient List - Not applicable to automatic notes.
- Sensitivity - Default sensitivity for notes with the note class.
- Category - Category for notes with the note class.
- Select the Advanced tab.
- Check the Use for Events check box.
- Click OK.
Create a note class for each automatic note you want to create (Booking Created, Booking Changed and Booking Deleted).
Set the Note Class for the Automatic Note
- Click the Booking Configuration link from the Main Menu. The Booking Configuration screen opens.
- Select the Other tab.
- Expand the Booking Notifications section.
- Select the note class for each applicable automatic note.
- Click OK.
To disable automatic notes, remove the note class from the drop-down for the applicable automatic note.
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