The Calendar is the same one as in Sales and therefore has the same functions, as have already been described in Sales. In the following the structure of the calendar and other functions, important for the Disposition are described.
The field below the calendar sheet is subdivided into up to three tabs. This is where created group courses and sold or reserved private courses without allocated ski instructors are stored.
The right margin of the calendar is composed as follows:
The monthly view is in the top right corner. The day with a yellow background is the current day selected and is shown as a calendar sheet. The day framed in red is today's date.
Below the monthly view there is the 2-weekly view for the selected ski instructors. This always shows two weeks from Sunday to Saturday and relates to the currently displayed day. The position of the course in the view also shows whether the course entered takes place in the morning, at midday or in the evening. If the course has been entered for the morning, it is shown right at the top in the column for the day in the 2-weekly view. Midday courses are positioned in the middle of the column, etc.
In addition every week day has a coloured background, if a status is shown for a ski instructor other than Available.
There is a drop down menu below the 2-weekly view, which is used to select the group type shown in the calendar. Extras – Settings in the calendar menu can be set to the option of whether the "fast selection or a selection dialogue, which can be opened with a click of the mouse, should be shown. In the selection dialogue various criteria, such as meeting place, (ski) region, branch, etc. can be set. The fast selection and the selection dialogue therefore serve as filters for the calendar.
Below them is the information window. Clicking on a ski instructor, a course or a reservation displays the data saved in the information window, including the duration of the course, the number of participants and ticket numbers, as well as participants' names. In addition, it shows whether the course participants have already paid for the course and whether a course is a whole day's course or a half-day's course. If the ski instructor's name is highlighted in the calendar, all the information on the ski instructor and his approximate allocation is displayed.
The weekly calendar can be found in the Sales navigation. It uses the same functions as the calendar (daily view), apart from the fact that the number of days displayed can be extended at will to a number of days (standard 7 days). (See also Weekly calendar).
New reservation (F2)
Opens an input window, which facilitates the sale or reservation of private courses.If a time-slot is highlighted for a ski instructor, right clicking into this marking opens the same window with the pre-selected time and the designated ski instructor.
New group course
Opens an input window for creating a group course.If a time-slot is highlighted for a ski instructor, press Ctrl and right click into the marking to open the same window with the pre-selected time and the designated ski instructor.
Opens an input window for creating an activity, such as snow-shovelling.If a time-slot is highlighted for a ski instructor, press the shift key and right click into the marking to open the same window with the pre-selected time and the designated ski instructor.
|Changes the highlighted calendar entry. Double clicking on the calendar icon also opens the interface for editing the course or the activity.|
|Deletes the highlighted calendar entry. The course is deleted.|
|Updates the calendar and changes not yet carried over are thus displayed.|
|Opens the approximate allocation, which facilitates the allocation of work areas according to type of group per ski instructor.|
Show ski instructors
|Activates or deactivates the visibility of ski instructors, who are not available, available on call, on holiday, ill or not registered.|
Filter start of course
|When this is activated only those entries, which start on the date shown (blue hopper) and which are still open (yellow hopper), are listed in the 3 tabs, Group Course, Private Sales and Reservations, below the main window.|
|Prints an overview of the data shown with all the reservations, private sales, group courses and ski instructors without allocation in an A4 format.|
|Prints the displayed calendar sheet, the day, in portrait or landscape format.|
|Facilitates despatch of e-mails with individual text to the highlighted ski instructors.|
|Sends the course allocation for the date shown to all ski instructors or to the ski instructors shown, for whom a mobile number has been registered.|
|Makes it possible to browse backwards and forwards through the calendar in weeks or days.|
A further calendar function is the Approximate Allocation. This can be specified using the icon or under Data – Approximate Allocation. Right clicking in the relevant column in the window makes the selection required for this and then the appropriate period of time can be set for the approximate allocation. If the approximate allocation matches the actual courses, it can be entered in the calendar by using Convert Approximate Allocation into course as an actual course (visible marking) (Data – Approximate Allocation -> courses).
Insert group course by approximate allocation
In the preliminary stages the approximate allocation can be specified via the calendar or for the entire season in Administration. This allows early allocation of ski instructors to types of groups. In order finally to enter the approximate allocation into the calendar as a course the function Convert Approximate Allocation into course is used.
The courses are entered in the calendar for only the first stored course date (start date) – the associated report finally continues to enter the course for the subsequent data.
If the approximate allocation is changed to a course only for selected ski instructors, the required ski instructor must be highlighted and the right mouse button must be clicked. The Group type –> course function changes the approximate allocation for this ski instructor into a course.
Events – group courses for the online shop
Unlike online shop items, events are only entered via the calendar. Events are worthwhile, if the number of participants is limited, but not if it is a private lesson. They can also be entered for particular days or time slots.
Insert an event
Use New group course (Ctrl + F2) to insert a new group course into the calendar. The ski instructor or guide can be deleted. Then click on Internet booking ... and select or put a tick against the item to be inserted and select OK.
The fields for the group course are now filled in automatically. The individual fields can now be adjusted for each event and saved using the diskette.
The course is shown in the line with a ski instructor or guide and is marked as an event by a globe. If there is no ski instructor or guide shown, the course is shown in the lines below the calendar and bears the globe in the status.
In order to load the event finally to the online shop, the events must be exported to the online shop after they have been generated. To do this, right click in the relevant course and select Export Online – Event or use this function under Data. In the case of export under Data a period of time to be entered for this event can be exported.
Insert event series
Use the Duplicate function to generate a series of events (these are independent of each other, but have the same properties). To do this right click on the event to be duplicated and select Course – Duplicate. The period in which the event will again be held is entered in the new window. By using the week days only certain days of the period selected above can be used. Use Keep ski instructor to keep the selected ski instructor for the series of events. If this function is not used, no ski instructor is allocated.
Add appointments to event
If an event is to take place over several days, which do not follow each other in sequence, this can be remedied by using the Add date function. Right clicking on the event inserted for one day selects the Course – Add date function. This opens the same window as for Duplicate. This is where the period and the weeks days on which an appointment will take place, are specified.
An overview of the associated appointments can be opened in the Courses – Show dates context menu. Right clicking on an item makes it possible to edit the appointment, to open it in the calendar or to display the participants.
Changing, deferring and deleting calendar entries
Data for courses already created can be changed by double clicking on the required course; this opens the course, adjusts the required data and another click on the diskette saves the data.
Drag and drop can also be used to move a course to another ski instructor or another course time. To do this, click on the course required and keeping the left mouse button depressed move it to the position required.
If a course is held on another date, drag and drop cannot be used (except in the Weekly Calendar). For this either double click to open the course and adjust the From/To fields or cut out the course with and Paste on the date required.
To delete a course the course required must be marked. This can subsequently be deleted with X. You can also right click on the course and delete it with Course – Delete.
In order to remove the ski instructor only and leave the course unchanged, the Remove allocation function in the Course context menu can be used. Courses without ski instructors are then shown once more below the calendar.
WARNING: The Delete item function removes only the graphic representation of the course in the calendar, but the course remains in existence! Private courses cannot be deleted! If a private course is not held, it must be cancelled.
Calendar menu functions
In the Data menu there are functions such as Add course or Book course, Update, Approximate Allocation, etc. In the Edit menu there are familiar functions, such as Copy (Ctrl + C), Paste (Ctrl + V) and Cut (Ctrl + X). This is also where allocations can be inserted for courses created.
Other functions in the calendar menu are described in more detail in the following.
Allocation state (edit)
Under Edit – Allocation state or by right clicking on a course icon and Allocation state the allocation status (Provisional , Fixed , Confirmed , Notified ) for the individual course can be selected. The Fixed and Confirmed status can be compiled under Edit for all courses. Allocation is particularly helpful; in conjunction with WS Ski Mobil, it can be used to regulate whether the courses should be visible or not for the respective employee. Once notification has been sent to the employees or ski instructors via the calendar, the status automatically changes to Notified. If the ski instructors confirm the calendar entry in WS Ski Mobil the status in the calendar is shown as Confirmed.
Transfer hours to payroll (Data)
A statement line with the lessons entered in the calendar for the courses is generated for all the listed ski instructors. This updates or overwrites the existing lines.
WARNING: If the ski instructor's statement lines are generated via the Statement, the Calendar statement function should not be used, because it overwrites the lessons reported.
Transfer attendance to payroll (Data)
This function is used only for ski instructors, who have entered the status Attendance with periods saved in the availability calendar. The period in which presence is set to available is thus carried over as working hours with the activity designation of 'Lessons'.
Copy allocation (Data)
This function can be used to copy, for a freely definable period, all the group courses inserted for a given date. If this function is used, a query initially appears as to the date for which this allocation should be copied. Next, a query appears as to the period to which the allocation to be copied should be carried over. In this process there is the option of accepting or omitting the ski instructor originally selected and of copying the event only to determined weekdays.
Randomize and reallocate (Data)
This function can be used to copy group courses on a selectable date to the date shown in the calendar. The allocation can be duplicated only on that date and in the process the ski instructors are changed. This means that the allocation originally selected is copied and rotated/ re-allocated to other ski instructors. Here the only query is as to the date of the allocation to be copied.
Printing options (Print)
The Print menu contains the following reports (the diagram of the list follows the explanation):
Overview list: This gives a general overview of the date shown with all the reservations, private sales, group courses and activities, which are held on this data. In addition, all the ski instructors without an allocation are listed.
Allocation cards: This is printed on the course tickets. A ticket is printed for the ski instructors, showing course dates, participants, profile and the paid status. The cards can be printed for all guests with private courses or only for recently added private guests.
Allocation cards per Size: The cards are printed in A5 and contain the same information as the allocation cards, but in landscape format. A selection between new and old private course guests can also be made.
Private list: Prints a list of all reservations and private sales, sorted by ski instructor, participant, lesson, meeting place or accommodation. A n next to the line means that this is a new entry to the list. Res. indicates that this is a reservation.
The list contains the following information: ski instructor, participant, group (= group type), profile, course period, meeting place, number of persons and paid status.
Group courses: This list can be created for all group courses on the date shown or only for certain types of groups. It contains information on ski instructors, course names, course duration, number of participants, course period, meeting place and comments.
Activities: This list is similar to the group course list, but contains only the activities.
Calendar: The calendar displayed can be printed out in portrait or landscape format. There are the options of printing in colour or in black and white and in detail or basic. In the detailed print-out the same symbols and information are printed as are visible on the calendar. The basic print-out contains only the same colour and forms.
Season Scheduling: Season Scheduling generates a list for every ski instructor with date, availability and courses registered per ski instructor hour. The period of the list can be freely defined. "Availability" is marked by an V, NV means "Not available" and A stands for "On call". "Holiday and "absence" do not have abbreviations, the Availability column remains blank.
Course participants: Where required, age, telephone number, accommodation, profile, price, comments and lunch can be shown on the list. All the group courses, which are held on the date shown are on the print-out. The list contains information on every group course (course duration, ski instructor, ability, number of participants, etc.) and the names of the respective course participants, the age, the telephone number, the profile and the information on their course ticket, such as duration, price, etc.
Course participants (current ski instructor): The course participant list is produced only for the selected ski instructor.
Course participants - ticket: This is where one ticket per ski instructor is printed; the ticket contains a list of the participants allocated to the course, together with the ticket number and course duration.
Course statistics: Statistics can be produced for a freely definable period to indicate which type of group, how many ski instructors and courses have been allocated and how many participants there are in the individual group types.
Week overview: Prints the weekly view for the ski instructor selected. This is where all the ski instructor's courses are shown. The week begins and ends on a Sunday.
Bus transfer list: This list is used for transfer, if this function is used in the WS Ski Schule.
Ski instructor funktions
It is possible to call up the following further functions by right clicking on a ski instructor in the calendar:
Weekly calendar: This can also be accessed by double clicking on the ski instructor.
Group type: This is where a group type to be selected is allocated to a ski instructor.
Group type -> Course: The allocated group type for the ski instructor is converted to a course.
Availability: Opens as required either the ski instructor's availability calendar or the availability status for the date shown.
Course attendance: Opens the attendance report window for the selected ski instructor.
Statement: Either existing control cards or statement lines can be added for the date shown. Statement opens the respective ski instructor's statement.
Instructor data: Opens the ski instructor's data or the ski instructor personnel file.
Reporting data: Opens the ski instructor personnel file on the Registration times tab.
Correspondence: Correspondence with selection of ski instructor opens.
SMS: Makes it possible to send SMS messages to the ski instructor with free text input.
Email: Makes it possible to send e-mails to the ski instructor with free text input.
App Notification: If the ski instructor is using the WS Notifier app, this is where a notification with free text input can be sent to the ski instructor.
With the Communication menu, the selected ski instructor can be informed of the courses saved for him in the calendar by SMS, e-mail or app notification (WS Notifier).
Email - week overview instructor sends the respective weekly overview to all the ski instructors displayed. The SMS and e-mail notifications send an automatically generated confirmation text for the respective course to the ski instructor or guest. SMS or App notification to all instructors or SMS or App notification (courses) to all instructors sends a freely definable text of automatically generated notification of the course information to the ski instructor. This program function decides by means of the messages registered in the WS Notifier app whether an app notification can be sent or if no message has been registered, whether a SMS should be sent.
It is possible to browse backwards and forwards through the calendar by days or weeks in the View menu. If Date is ticked, the monthly view is activated in the top right corner of the calendar. Ticking Overview activates the 2-week preview on the right margin of the calendar. A tick on Display detailed window activates the three windows, Date, Overview and the Information window at the right margin of the calendar.
Other special functions of the calendar view are described in the following.
The Overview course attendance selects the ski instructor with an attendance report available for the respective data and indicates the ticket number. ABR indicates, in addition, that a statement line exists for this.
The Overview Statement in the calendar shows for which ski instructor a statement line has already been generated for the respective date and how many lessons this includes.
Registered instructors identifies all the ski instructors, for whom a report has been generated, in light green (= advice notice has been generated) or bright green (= advice notice has been generated and sent).
Daily allocation opens a window, which is subdivided into 3 areas. This is where the participants displayed above can be placed in the Morning or Afternoon fields by drag and drop. First of all ski instructors for the morning and afternoon must have already been selected. The daily allocation works independently of the calendar and has no effect on it.
In the General tab there is the option to indicate the categories of ski instructors; up to 3 sort criteria are taken into account. This is also where the ski instructor display and the settings for calendar entries can be saved.
In the Dialog box field it is possible to select whether the extended search function should initially be opened by a click of the mouse or whether only Quick selection (search by allocated group type) should be activated.
The Item/SMS tab shows which information on courses and participants should be displayed in the calendar and in an automatically generated SMS. The display is activated by placing a tick in the box and the associated information is displayed or printed.
Extras – Customize is used to adjust the calendar view. It is possible to select at what time the calendar should begin and end. This is also where the time units for the daily and weekly calendar are separated from each other.
Set size adjusts the calendar display to the size of the window.
To make changed calendar settings visible, the calendar must first of all be closed and then re-opened.