Brasenose College SCR Meal Booking User Guide

Transcription

1 Brasenose College SCR Meal Booking User Guide Welcome to the new Brasenose College SCR Meal Booking System Guide. In September 2015 the college deployed a new booking system. This guide is designed to help members navigate and use the various functions of this system. Index Accessing the System Page 2 Booking My Meals Page 4 Booking a Guest Page 6 Change, Cancel or View a Booking Page 8 Setting Auto-Book and Default Dietary Requirements Page 10 Transaction History and Billing Page 12 In order to use this system it is necessary to have either a University Single Sign (SSO, e.g. bras****) or a username and password created by the College. If non-sso login credentials for this site are required for yourself or another member then please send an to computer.office@bnc.ox.ac.uk with curator@bnc.ox.ac.uk in the cc: field. If requesting on behalf of someone else, please cc: their address into the request too. Meal Information Unless otherwise stated: Meal Times Breakfast Lunch (Mon-Fri) Dinner (Mon-Fri) Dinner (Sun) From am (There is no need to book Breakfast) From pm 7.15pm 7.30pm Meal Booking Cut-Off Times Lunch (Mon-Fri) 10am the day of the lunch Dinner (Mon-Fri) 10am the day of the dinner Dinner (Sun) 10am Friday before the dinner Meals will be available to book 9 weeks in advance. Help & Support Support for this site is available by contacting the Brasenose College ICT Office on: computer.office@bnc.ox.ac.uk Telephone: (Mon-Fri & ) P a g e 1

2 Accessing the System The BNC SCR Meal Booking system is an online service. To access the BNC SCRMBS open a web-browser (e.g Firefox, Safari, Edge etc.) and go the address below (it is recommended to bookmark this page): The homepage looks similar to below. There are two ways to access the system: 1. Login with my SSO University members that have an SSO (University Single Sign On. E.g. bras****) should login in here. It is the same username and password as for accessing your University account. 2. I do not have an SSO If you do not have an active University address (thus no SSO) it is still possible to use the system by clicking here and entering the username and password the college provided you. To request a username and password for yourself or on behalf of another member, please send an to computer.office@bnc.ox.ac.uk with curator@bnc.ox.ac.uk in the cc: field. If requesting on the behalf of someone else, please cc: them into the request too. P a g e 2

3 Those logging in with SSO credentials will see this screen. Simply enter credentials and Login. Those without an SSO who have clicked I do not have an SSO will see the following sequence of screens. P a g e 3

4 Booking My Meals Once logged in, a home page similar to that below should be visible. View Upcoming Menus Non-SSO login only Your name will appear here Click here to select Meal type. If meals are missing from the list it is likely All Meals is not selected. The meals available to currently book have a grey button called Book next to them. If a button marked Info is present them there is extra information about that meal. Click here to view special information about that meal. This information may influence your wish to book. Click here to book P a g e 4

5 Clicking the Book button will display the following page. Options for differing member accounts on which to book are here. On evenings when SCR Dessert is available an option will be present in this box. Tick to include Dessert with your meal booking. Select any special dietary requirements. Please note: If you would like these requirements to be automatic to all your bookings this can be set in Change My Normal Meals on the home page top menu. To view who is currently booked on to dine, click here. If this option is not available, then no-one has booked yet. Enter any additional special dietary information here Enter any additional non-dietary booking information here Book the meal by clicking here. To check the price of the meal (should it be charged to Batels) click here. Once the meal has been booked you will be returned to the home booking page where the booked meal now has the option to book a Guest, Cancel, Change or View the booking. Guests must be booked one at time. The Guest option will disappear when the maximum number of guests is reached. P a g e 5

6 Booking a Guest The option to book a guest only appears after you have booked yourself on. Each guest must be booked one at a time and have a name assigned. The following screenshot explains the options for booking a guest. Book a guest meal by clicking here. P a g e 6

7 Select any special dietary requirements or enter any additional information A Guest Name must be entered. Select how the guest meal is to be charge here. If you have a hospitality allowance it will appear here. The option Other may also appear. If your hospitality allowance is not showing, please contact computer.office@bnc.ox.ac.uk The two buttons below show who else is booked on this meal and costs of the meal if it is being charged to your batels. P a g e 7

8 Change, Cancel or View a Booking Once a booking has been made the options on the home page change for that meal. The options for changing, cancelling or viewing your booking become available as grey buttons next to the relevant meal. Changing a booking or cancel/change an individual guest booking Select Change P a g e 8

9 To cancel an entire booking (including any guests) Select Cancel Your account will automatically be refunded all charges. There is no need to do anything else. To view or check a booking Select View P a g e 9

10 Setting Auto-Book and Default Dietary Requirements It is possible to bulk book meals you take regularly and set your default dietary requirements. When on the home page select Change My Normal Meals. The following screen is presented. Please note that bulk booking of meals is a two stage process and this is the first. Select the meal and days you wish to auto book. This is where you can also set your default dietary requirements. Once finished, click Submit P a g e 10

11 If block booking meals please proceed to the last stage of this process below. If you have selected block-booking options for any meal the main home page menu options will have changed. Block Book My Meals is now visible. Clicking this will result in any meals fulfilling your previously selected option being booked. In the example shown above the result is that any available lunches for Monday, Wednesday and Thursday have been booked. Any guests can be added to an auto-booked meal at any time up to the booking cut-off for a particular meal. P a g e 11

12 Transaction History and Billing It is possible to see a history of your meal booking and any associated charges. To see a transaction history, first start by clicking on the EPOS button on the main home page menu. This will produce this screen below: Simply select the From and To dates for which information is need and select Get Transactions. The results will look similar to those below. Discount refers to any meals that are part of your common table allowance or a hospitality allowance. If any meals are to be charged to your batels then the total being charged would appear here. All Prices are EXCLUDING VAT P a g e 12

13 Batels invoices are raised monthly by the Finance Bursary and are sent out by . VAT will be added to all meals and wine being charged to you privately on your batels invoice. For queries re invoicing, please contact in the Finance Bursary. For other queries concerning this new system, or if any of the guest charging options do not appear correct for your circumstances, please contact the ICT Manager on P a g e 13