Booking Service Administrator Guide
Note that some of the functions listed below may not necessarily be available to all administrator users. This will be dependant on the administrator levels assigned to the user.
To access administrator tasks, select 'Administrator Tasks' from the left side of the Booking Service page.
Organisation Tasks
Organisation Management
This option allows Regional Administrators or System Administrators to create a new Organisation entry or for them and Organisation Administrator to modify an existing one. If users don't have the right to modify an organisation they will not see a list of organisations.
To enter this option please click on the hyperlink 'Organisation management'. This brings up a new page containing a list of organisations. To modify the details of an organisation select the relevant organisation from the list and left click on the button entitled 'Modify Organisation Details'. This brings up a new page containing the details of the selected organisation. Once changes have been made, left click on the button entitled 'Save Changes' otherwise 'Cancel' the procedure. Fields marked with a red star* are mandatory fields.
To add a new organisation click on the hyperlink near the bottom of the page entitled 'Add Organisation'. Enter the relevant details, *Name, *Description and *Primary Contact. The Primary Contact is the person who is responsible for authorising all users and venues, as well as network connections of CODECs at that organisation. Please select this user from the list of users. To implement changes click on the button entitled 'Save Changes'. This starts the process of adding an organisation to the Booking Service.
Organisation Administrators
This option allows Regional Administrators, System Administrators or current Organisation Administrators to assign a user the right to be an Organisation Administrator which allows a user to modify that specific organisation. Users must first be valid users in the Booking Service.
To enter this option please click on the hyperlink 'Organisation Administrators'. This brings up a new page containing a list of organisations for which you have the authority to assign administrators. To add a new user, please see the section 'Add New User [hyperlink]'. To assign a user, select the relevant organisation from the list by highlighting the organisation name by left clicking on it. Then left click on the button entitled 'Modify Organisation Administrators'. A new page will appear with a list of current administrators for that organisation. Should there currently be no administrators the page will show 'Administrators list: 0 entries'. To add an administrator left click on the button entitled 'Add Administrator'. A user must be selected from this page, from the list of current users by highlighting the user name and then left clicking on the button entitled 'Add administrator'. The list of current administrators for that organisation will now show that the selected user is now an administrator of that organisation.
Venue Tasks
Venue Management
This option allows System managers, Region and Organisation administrators to create a new venue or to modify and existing venue, subject to them having administrative permissions for that venue.
Modify Venue Details
A list of venues will appear for which the logged in user has administrative permissions. To modify the details of a venue highlight the venue name by left clicking on it. Then left click on the button entitled 'Modify Venue Details'.
A new page will appear containing all of the details pertaining to that venue. Any modifications should then be made. Fields marked with a red star are mandatory fields. Unless the venue is managed by the Welsh Video Network Support Centre, the field entitled 'Group' can be ignored. If the venue is managed by the Welsh Video Network Support Centre, the field entitled 'Group' should be changed to the option 'Welsh Video Network'. Venue Resources at the venue may be shown as available for use by ticking the box to the left of each resource. Once all changes have been made left click on the button entitled 'Save Changes'.
Add New Venue
To add a new venue left click on the hyper link entitled 'Add New Venue' near the bottom of the page.
A new page will appear with a series of blank fields which will require to be completed. The venue must 'belong' to a valid organisation. Only organisations for which the logged in user has administrative rights will appear in the drop-down list. Select an organisation from this drop-down list.
In the field entitled 'Domain' enter the valid domain name of the organisation or school, e.g. organisation.ac.uk or school.authority.gov.uk.
In the field entitled 'Studio name' enter a relevant name for studio or venue e.g. studio-1 or classroom-1. Note that spaces are not allowed in the name.
Once the 'Add New Venue' procedure has been completed, the full venue name will appear as studio-1@organisation.ac.uk or classroom-1@school.authority.gov.uk
In the 'Description' field enter the full description of the venue.
In the 'Phone' field enter telephone number for the venue or a telephone number of the person responsible for that venue.
A CODEC must be selected for the venue. The CODEC is the equipment which translates audio and video from your venue in to signals which can be transmitted over the network (and vice-versa). It may be IP or ISDN only or may be capable of both IP and ISDN. If it is intended to be used with the venue is currently entered in to the booking service left click on the button to the left of the text 'An existing CODEC'. If the CODEC which is intended to be used with the venue is not currently entered in to the booking service please select one of the three other options.
Once all the fields have been completed left click on the button entitled 'Assign CODEC'. This will bring up a new page for which details of the CODEC should be entered. The default name of the CODEC is that of the studio.
In the 'Description' field enter the full description of the CODEC e.g. Make/Model.
The 'Interfaces' of the CODEC are the network connection types. These may be ISDN or IP or both.
In the 'IP' field enter an E.164 number if it is in the Global Dialing Scheme, otherwise leave this blank. If you do not have an E.164 number you will be assigned one by the JVCS Operations Team.
In the ISDN field enter the ISDN number of the CODEC. This is optional and may be left blank.
Ensure that you select a default interface (only applicable for CODECs with both IP and ISDN interfaces) by left clicking on the button beneath the word 'Default' in the table.
Ensure also that you select a 'Default Rate' for each interface. This is the speed at which you wish your CODEC to operate as default. Note that the speed at which your CODEC operates may be dependent on the network connection your organisation provides.
Once all fields are completed left click on the button entitled 'Venue Administrators'.
There are two functions that need to be completed from this page (step 3 from 5). The first option is to add venue administrators. To do this left click on the button entitled 'Add Administrator'.
This brings up a new page containing a list of users who are registered in the booking service. To assign one of these users to be an administrator for the venue highlight the user name by left clicking on it. Then left click on the button entitled 'Add Administrator'. A new page will appear with a list of current administrators for that organisation. The list of current administrators for that venue will now show that the selected user is now an administrator of that venue.
The second function to be completed is the 'Venue notification'. This section enables a list of email recipients to be assigned to the venue in order that all booking information for conferences including that venue can be emailed to these recipients. To add an email address to the 'Venue notification list' left click of the button entitled 'Venue notification' then left click on the button entitled 'Add Email address'. Enter the relevant email address in the text box and click on the button entitled 'Add'. The Notification list will now contain the email address that has just been added.
To complete the addition of a new venue click on the button entitled 'Review details'. If all the details in the summary are correct click on the button entitled 'Complete add venue' otherwise go back to the relevant section and edit any required changes.
The new venue has now been added.
Venue Administrators
This option allows you to assign a user to being a Venue Administrator giving them rights to modify that specific Venue. Only Regional Administrators, System Administrators, Organisation administrators or current Venue Administrators can assign a user to being a Venue Administrator.
To enter this option please click on the hyperlink 'Venue administrators'. This brings up a new page containing a list of venues for which you have the authority to assign administrators. To assign a user to be a venue administrator the user must first be a valid user in the booking service. To add a new user, please see the section 'Add New User [hyperlink]'. To assign a user, select the relevant organisation from the list by highlighting the venue name by left clicking on it. Then left click on the button entitled 'Modify Venue Administrators'. A new page will appear with a list of current administrators for that venue. Should there currently be no administrators the page will show 'Administrators list: 0 entries'. To add an administrator left click on the button entitled 'Add Administrator'. A user must be selected from this page, from the list of current users, by highlighting the user name and then left clicking on the button entitled 'Add administrator'. The list of current administrators for that venue will now show that the selected user is now an administrator of that venue.
Venue Notification List
See paragraph above about venue notification email.
Prior Arrangement Venues
There are some cases where a venue listed in the booking service may only be booked after seeking prior arrangement from the persons responsible for that venue. To change the class of a venue to be bookable only after prior arrangement left click on the hyperlink entitled 'Prior arrangement venues'. This brings up a list of venues for which the logged in user has permission to modify. To modify the 'venue class' highlight the venue name by left clicking on it. Then left click on the button entitled 'Modify Venue Class'.
A new page will require to be completed. For venues to be booked after 'prior arrangement' left click on the button to the left of the text 'Can only be booked by prior arrangement'. Details of the person(s) to be contacted to seek permission to book the venue should be provided in the text boxes. Fields marked with a red star are mandatory fields. Left click on the button entitled 'Update' to complete this function.
Venue CODECs
Click on the hyperlink entitled 'Venue CODECs' to assign a CODEC to a venue. To modify the details of a CODEC-to-venue selection highlight the venue name by left clicking on it. Then left click on the button entitled 'Modify Venue CODECs'. This brings up a new page showing the CODEC(s) assigned to that venue with a green tick next to the CODEC which is the default for that venue. The two options beneath the text 'Actions' are to edit the CODEC entry or to delete the CODEC entry for that venue (Note: this does not delete the CODEC, only the availability of the CODEC at that venue).
CODEC Management
This function allows you to create or modify existing CODECs. To modify the details of a CODEC or to create a new CODEC left click on the hyperlink entitled 'CODEC management'.
To modify an existing CODEC select the CODEC from the list of CODECs for which you have administrator permissions. Then left click on the button entitled 'Modify Codec Details'. This allows you to modify the CODEC details [hyperlink/reference to 'Add New Venue' - CODEC details].
When you have completed all updates left click on the button entitled 'Update Details'.
Group Tasks
Region Administrators
This option allows you to assign a user to being a Region Administrator giving them rights to modify that specific region. Regions are not applicable to all venues or users. Only System Administrators or current region administrators can assign a user to being a Region Administrator.
To enter this option please click on the hyperlink 'Region administrators'. This brings up a new page containing a list of regions for which you have the authority to assign administrators. To assign a user to be a region administrator the user must first be a valid user in the booking service. To add a new user, please see the section 'Add New User [hyperlink]'. To assign a user, select the relevant region from the list by highlighting the region name by left clicking on it. Then left click on the button entitled 'Modify Region Administrators'. A new page will appear with a list of current administrators for that region. Should there currently be no administrators the page will show 'Administrators list: 0 entries'. To add an administrator left click on the button entitled 'Add Administrator'. A user must be selected from this page, from the list of current users by highlighting the user name and then left clicking on the button entitled 'Add administrator'. The list of current administrators for that region will now show that the selected user is an administrator of that region.
Administration Group Administrators
This function applies only for the Welsh Video Network Support Centre.
User Group Management
This enable an organisation administrator to set up a group of users who can modify each others bookings as though they were ther own. This allows users working on a collaborative project to modify each others bookings if required.
To enter this option please click on the hyperlink 'User Group management'. This brings up a new page containing a list of user groups you have administrative rights over. To modify the details of a user group select the relevant group from the list and left click on the button entitled 'Modify Group Details'. This brings up a new page containing the details of the selected group. Once changes have been made left click on the button entitled 'Save Changes' otherwise 'Cancel' the procedure. Fields marked with a red star are mandatory fields.
To add a new user group click on the hyperlink near the bottom of the page entitled 'New User Group'. Enter the name of the new user group and left click 'Save Changes'.
User Group Members
This option allows you to assign a user to being a member of a user group giving them rights to modify bookings for others users in that group.
To enter this option please click on the hyperlink 'User Group members'. This brings up a new page containing a list of user groups for which you have the authority to assign members. To assign a user, select the relevant group from the list by highlighting the group name by left clicking on it. Then left click on the button entitled 'Modify Group Members'. A new page will appear with a list of current members int that groul. Should there currently be no members the page will show 'User list: 0 entries'. To add a user left click on the button entitled 'Add User'. A user must be selected from this page, from the list of current users by highlighting the user name and then left clicking on the button entitled 'Add user'. The list of current users int that group will now show that the selected user is a member of that user group.
User Tasks
Administrator Rights
This function shows all the details for the areas over which you have administrator rights.
User Management
A list of users will appear for which the logged in user has administrative permissions. To modify the details of a user highlight the user name by left clicking on it. Then left click on the button entitled 'Modify User Details'.
A new page will appear containing all of the details pertaining to that user. Any modifications should then be made. Fields marked with a red star are mandatory fields. When changes have been made to a particular section within this page the button which is in the related section should be clicked on to submit the change. There is no single button to submit all changes on the page.
The user may be deregistered from the booking service by clicking on the hyperlink entitled 'Deregister this account' which can be found near the bottom of the page.
User Registration
When a new user completes a user registration form an administrator at their organisation will receive an email requesting that they authorise this user. Left clicking the hyperlink entitled 'User registration' will list all pending registration requests for venues that you have administrative rights over. These registration requests may then be authorised where applicable.
System Tasks
Report Generation
This function allows administrators to generate videoconferencing booking reports for venues for which they have administrator rights.
Reports may be generated for a specific month as detailed in the reports page, up to six months prior to the date the report generation is requested. Reports may also be generated for a time period from six months prior to the date to any date in the future.
Reports will be generated for all conferences for which all of the administrator's venues. Selecting 'Bookings for' Region, Organisation, Venue or Group will generate details ONLY of conferences between the administrator's venues and those selections.
'Options' allows the administrator to select the level of detail in any one report.
| Per network statistics | Include Number of venues in conferences and Conference breakdown by purpose broken down for each network type (IP, ISDN etc). |
| Key Performance Indicator | Include the global JANET Key Performance Indicators. |
| Misc. counters | Include miscellaneous counters. |
| Database information | Include information from various database tables. |
| Database statistics | Include counters for various database tables. |
| Top 10 | Include the top 10 most frequent venues and bookers. |
| No. of venues in conference | Include the global breakdown of Number of venues in conferences. |
| Conference purposes | Include the global breakdown of Conference breakdown by purpose. |
| Registered venues | Include the global statistics Conference breakdown by registered venue. |
| Guest venues | Include the global statistics Conference breakdown by guest venue. |
| Late booking modifications | Include details of Late modifications to bookings. |
| Failed booking requests | Include information about Failed booking requests and Failed booking request details. |
| Booking details | Include full details of each booking. |
'Output' of any report can be displayed in HTML, CSV or saved to disk in CSV format. There is also an option to have the output processed with a custom filter which will convert the report into the required format.
Additional help: