This section discusses how to manage program reservations- including making reservations, modifying reservations, and deleting reservations.
This section is divided into 4 parts:
- Getting Started
- Making a Reservation
- Viewing/Modifying a Reservation
- Documenting Reservation Attendance
NOTE: Reservations can be modified from the History tab of the client record.
1. Getting Started
There are 3 ways to generate a reservation:
- Through the Attendance Tab (this will be discussed below).
- When creating a referral.
- When conducting a service transaction.
NOTE: A reservation can be made before or after the client is enrolled in the program, and this reservation can be linked to the program at any time.
To begin using the Reservation Management Tool, go to the main Search screen and select the Attendance tab.
Any program that is equipped with reservation functionality will have a “Reservation” link to the right. Select this link to enter the Reservation Management System for the selected program.
The Reservation Management System has 2 modes:
- Day Mode: This will show all slots available for the selected day.
- Calendar Mode: This will show all reservations for a particular slot for the selected month.
Details on each of these modes will be discussed in depth below.
Once in the Reservation Management System, the screen will automatically be in Day Mode. Select the date for which you want to manage reservations. Notice that you can choose any date (current, past, or future), and all available “slots” for the selected date will be listed.
Note that the “slots” may be named differently for your agency (e.g. Bunk 1-Up, Bunk 1-Down, etc.)
In the screenshot below, all the available slots for the Baltimore Emergency Shelter: [ES] Family Beds on 1/26/2016 are listed, and they are divided by gender.
2. Making a Reservation
To begin the reservation process, select a slot. The Make Reservation box will appear in the right sidebar. Once the reservation is complete, this box will provide 4 pieces of information:
- Check-in Date
- Days to Reserve (this number will default to one designated by your System Administrator)
The next step is to select “Search for Client”. Enter any of the client’s identifying information (full name, partial name, date of birth, or any combination of these). The client’s name will then drop down. Select the client name to view the client picture and other pertinent identifying information.
After verifying that you have selected the correct client, hit the “Select” button.
The client will now be connected to the reservation. If you have placed the wrong client by mistake, you can replace them with the correct client by selecting the “Change” button.
Select the “Preview Reservation” button to view the registration details.
After selecting the “Preview Registration” button, a list of dates will generate in sequential order. The amount of dates will correspond with the amount listed in the “Days to Reserve” field located in the Make Reservation box above.
The system will automatically ensure that the chosen slot is available for each of these dates. If the slot is not available on a particular day in the list, the system will find the next available slot, and this slot will be applied to all the days thereafter.
After verifying that all information is correct, select “Confirm” to place the reservation.
The finalization of the reservation will be reflected in two areas: The slot list and the area below the slot list.
If there are other slots reserved for different clients, you will find the same information displayed in the same manner for these clients, as indicated below.
3. Viewing and Modifying a Particular Reservation Slot
As mentioned above, the Reservation Management System has two modes: a Day Mode and a Calendar Mode. To view and modify a particular reservation slot, you need to be in Calendar Mode. To do this, select the slot, then select the “Calendar View” button in the right sidebar.
In the screenshot below, Slot 3 is selected, the client is Jane Doe, for the date 01/26/2016.
Selecting Calendar View will switch the screen from a date-oriented view to a slot-oriented view that lists all the reservations for the selected slots to appear both in the calendar and in the list below the calendar.
Slot 3 is reserved for Jane Doe for the dates January 26-28, 2016. Notice that the highlighted box is the current date.
Also notice that the dropdown in the center of the screen has changed from dates to slots. This allows you to easily switch between slots without having to exit the screen.
4. Documenting Attendance
To document attendance (check a client in), go to Day Mode. Select the correct date then select the correct slot. In the Reservation box located in the right sidebar, you will see you can select one of two options: Present or No Show. Select the appropriate button.
The screen will automatically update to indicate the changes, with a different color to represent “Present” or “No Show”. If you need to make a modification to a slot, simply select the slot, and make the necessary changes in the right side bar.
Deleting and/or Changing a Reservation
Notice that if a client is a “No Show”, it is easy to place a different client into that slot by selecting Make Reservation. You can also select the trashcan icon to delete the reservation altogether. This will clear the slot.