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Introduction to ezbook

1.What is ezbook.com? #

ezbookook is an asset and resource reservation service. It replaces “pen & paper” reservations and scheduling   with   a   cloud­‐based   system,   which   can be accessed   from   anywhere.   You   make   your reservations over the Internet.

ezbook can be structured to provide various levels of access:

  • view only
  • reservation by everyone who is given rights to do so
  • supervisor controlled reservation

Any organization that has shared assets and resources such as meeting rooms, which are available for use by staff and/or clients will benefit from using ezbook to reserve these resources. This simplifies reservation and avoids duplication reservation. Professionals, such as doctors, lawyers and therapists can also profitably use ezbook to schedule their specialized resources.

2.ezbook Features #

ezbook  displays  week-­‐at-­‐a-­‐time  or  day-­‐at-­‐a-­‐time  views  for  scheduling  each  resource.  This  allows you to scan for openings in schedules and to check existing reservations.

The QUICKBOOK function offers simple reserving with one click of the mouse. ADVANCED BOOKING MODE provides for recurring reservations and more complex selections.

ezbook can be configured to your organization’s exact requirements. You can :

  • create an unlimited number of user accounts
  • allow users to register themselves (this avoids unnecessary human dependencies and phone-­‐tag)
  • provide for any type of resource
  • limit operating hours for any resource
  • limit viewing or scheduling rights to individual users or user groups
  • allocate system management responsibilities

ezbook’s search functionality allows you to:

  • find available times for high-­‐demand resources
  • find available times common to a group of resources
  • locate existing reservations
  • easily find resources that meet your requirements

ezbook’s on-­‐line instructions, Help and Support functions provide all the assistance needed to set up and operate this excellent service. The best way to evaluate ezbook is to subscribe to the free trial.

Some of the key features and functionalities have been listed below.

 

2.1.Access & Security #

  • ezbook is accessible from anywhere with a PC using a browser
  • There is nothing to download and no application installation is required
  • Privacy & Security – the three-tier security with encrypted passwords ensures authorized access
  • The ‘Hide’ functionality allows Administrators to tightly control the permissions of General Users
  • The versatile configuration options include user registration by Administrator/s and the option for self-registration by users

2.2.Updates and System Maintenance #

  • The introduction of new features and updates are implemented on our servers and do therefore not affect our users
  • Backups of data is undertaken by ezbook on our system servers

2.3.Administration & Setup #

  • Your appointed Administrator in your own organization controls security and sets booking and viewing rights
  • Your appointed Administrator in your own organization can reset user passwords if required
  • The Administrator can allocate system management responsibilities to other users
  • Access to each resource can be custom set for different users on the basis of ‘location’, ‘resource group’ and ‘resource’
  • The Administrator can limit operating hours for any resource
  • The Administrator can limit viewing or scheduling rights to individual users or to ‘user groups’
  • Each resource can be set with Multiple User Rights levels – General User, Resource Administrator, Global Administrator
    • the permissions are set to control administration, reservation and viewing rights
  • Viewing and Booking limitations can be imposed on each resource so that only selected Users may view and/or book it. Booking limitations can also eliminate the opportunity for users to abuse their booking rights.
  • For a quick-start configuration, sample templates are given for A/V equipment, vehicles, meeting rooms, staff etc.
  • The ‘Custom booking information’ feature allows any special booking requirements to be entered at the time of reservation
  • The ‘Custom booking information’ feature can be used to control billing information
  • Attributes of each resource can be presented in tabulation of resources (the data can include plans, photos or even a video)
  • User-defined Internet links can provide additional views and information on resources
  • There is multiple location support for geographic or campus-wide distinctions
  • The Administrator can define time slots in: 5, 6, 10, 15, 20, 30 minute or 1, 2, 3, 4, 6, 8, 12, 24 hour increments

2.4.Booking Modes #

  • The QuickBook feature offers simple reserving with one click of the mouse
  • Recurring reservations can be set at day, week or month intervals
  • Booking schedules for each resource can be presented in ‘day’ and ‘week’ views
  • The ‘Multi-view’ feature displays the schedules for any user-selected location, type or individual resources, for single or multiple dates. The feature also ‘remembers’ the users’ last selection for easy re-selection.
  • The ‘Year-view’ feature displays the schedules for any user-selected resource type or types over several months at a time
  • The ‘Find’ function allows any group of resources to be reserved at one time: ie. A room, AV equipment etc
  • Each user can personalize their booking view detail
  • User-friendly information features includes mouse-over tips and pop-ups
  • We offer on-line instruction and Help functions

2.5.Email #

  • The optional Email feature provides automatic or manual notifications on changes to bookings
  • Email support forms offer Administrators the opportunity to email support@ezbook.com for technical or administrative support
  • There is some integration with Google Calendar and Outlook

2.6.‘Find’ functionality #

The ‘Find’ function can:

  • determine available times common to group of resources
  • locate available times of any resource
  • locate specific text in an existing reservation record
  • locate existing reservations using any set of criteria, including content of ‘custom fields’

2.7.Reports #

  • Users can extract day-to-day booking reports for resource management (catering, preparation of equipment etc.)
  • Users can pull Print-ready reports on resource utilization provide for usage analysis and billing

 

These are just a few of the functionalities. Contact us to learn more.

3.Privacy and Ssecurity #

ezbook is committed to keeping your information private and secure. We use leading edge technologies to protect the confidentiality of your data. There are three levels of user identification for reservations to ensure this privacy:

  • Organization ID
  • Personal ID
  • Password

All scheduling, changes and other transactions are recorded and archived. Details of payment and passwords are encrypted.

4.Administrator’s Support #

As soon as your ezbook company site has been set up, your own internal help desk details are posted under the “Administrators” heading in the Support section of the Help files.

5.Case Study #

Computer Training College

 Bert, the manager of a computer training college has problems scheduling the use of their training facilities and specialist equipment.

Resources

Two lecture halls and five computer training laboratories are available. There is also a room for meetings and other events. Each room has a variety of equipment and a logbook where the instructors are supposed make their reservations in advance. They often forget!

Chaos

The ‘pen and paper’ reservation system works fine most of the time, but cannot accommodate an instructor phoning in to check the availability of rooms and equipment, or the need to extend or reschedule class times when courses are changed or cancelled. There are usually problems when these situations occur. There have been many occasions when the rooms were reserved, but unused, and times when as many as three groups arrived to use one laboratory. The resources are shared between three training departments for which there are eight instructors.

Solution!

The training manager sees an advertisement for ezbook and investigates the web site. He then follows the simple steps for setting up his own site.

Setup

Setting up the site is easy. Bert first enters the name for his own ezbook site, which will be used as the firm’s web address (their URL).

As “Administrator” he has full access to all the admin functions. He then uses the simple dialog box to enter the names, short logon names and passwords for each of the eight instructors and the three receptionists who all need to make reservations.

Configuration

Bert decides that the default resource types (provided initially in ezbook) don’t apply to this situation and sets up three of his own. He uses the “Resources” screen to enter details of each of the lecture halls, laboratories and the meeting room, giving each a specific name and description. He also enters the times and days when the lecture halls and laboratories will be unavailable (e.g. weekdays -­‐ before 8.00 am and after 5.00 pm; weekends at all times); and the meeting room is to be unavailable between midnight and 10.00 am.

Returning to his User List, he creates User Groups, which he names “Literacy”, “Applications” and “Technical”, allocating instructors and receptionists to these groups. This setup process is accomplished in approximately 30 minutes.

Advise Users

 Using ezbook, Bert then e-­‐mails the web address of the site and their logon names and passwords to the instructors and receptionists.

Happy Conclusion

The instructors take a day to become familiar with the new reservation system. They quickly see the advantages and are soon convinced that the system is excellent.

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