8.18 Overnight Accommodation Booking System (M) The overall aims of the accommodation module are to:

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1 8.18 Overnight Accommodation Booking System (M) The overall aims of the accommodation module are to: Provide a professional service to our guests Provide a simple on-line presence for booking lodgings and managing bookings. Simplified Inn administration of booking and payment process Simplified interfacing between Treasury and Finance Generate useful management information regarding bookings to facilitate growth and increase revenue. Rooms are bookable 24/7 Include transfer of financial information to the Inn s Dimensions accounting system. More specifically, in terms of a web browsing experience, users should be presented with a summary view of what rooms are available for a given period on the bookings page (currently a one week view, as revised in ). The emphasis would be on being able to quickly book consecutive days for a suite by specifying a start date followed by the number of days required. This would remedy the current design whereby if the consecutive days are not available the user is informed of this and left to navigate back to the bookings page. Where non-consecutive bookings are needed, the user would add each required period in their stay individually, which would be added to their basket as individual line items. Full details of the bookings made would be ed to the client, as would an invoice upon completion of their stay. Historical bookings would be available to them via a link under My Middle Temple. If any of these bookings are for dates in the future, the user can send a request to MT via the My Bookings page to cancel the booking(s) and request a refund. Notification of such requests will be ed to a Middle Temple administrator and flagged up in the CMS Objectives Allow Middle Temple to sell overnight accommodation Allow consecutive and non-consecutive suite booking

2 Overnight Accommodation Bookings Wireframe - Home This section is an introduction to the rooms available, with links to each room s individual, more detailed page. The latter will also be used as content for the pop-up windows that are available from the i link in the bookings page (i.e. the middle column of the three page layout will be used in a menu-less pop-up window) Functionality 1. Headings are created by the CMS when the administrator creates the page; html defines this is as a H1 heading tag 2. Content managed area WYSIWYG content is added via the CMS to provide information to the page Commented [RC1]: Correction of labelling

3 3. Basket view 4. Suite Thumbnails inviting the user to click to view the details page 5. Payment Gateway verification logos 6. Content managed area WYSIWYG content is added via the CMS to provide information to the page 7. Promotional Banner (Book Now) link Overight Accommodation Bookings Wireframe - Expanded view Commented [RC2]: Functionality removed as replicated elsewhere Functionality 1) Title displaying selected Suite 2) Expanded Suite image 3) Basket View 4) Thumbnail Suite images

4 5) Promotional Banner (Book Now) link 6) Content managed area WYSIWYG content is added via the CMS to provide information to the page

5 Overnight Accommodation Bookings Wireframe - Booking view

6 Functionality 1) Date picker, including date, month and year dropdown. 2) A calendar shortcut button which opens a calendar in a small window/ popup which can be used instead of the above for ease of selecting and fast-travelling to a date. 3) The user clicks < Previous or > Next to proceed to the next, or previous week. Note: These buttons are labelled Previous week and Next week respectively. 4) Basket view 5) Go to today button 6) Suite title (see point 8 below for functionality) 7) Cost and availability. This button is clicked if the user wishes to check in on this particular night in this suite. 8) Suite Details pages are accessed by clicking on the suite title. These open in a separate window so that the user s booking is not disrupted. If the user hovers over the suite name, a tooltip appears giving a brief overview/ explanation of the suite. There is a small i (information) button next to the suite name. 9) Unavailable booking slots are labelled as unavailable and the slot is greyed out. 10) Content managed area WYSIWYG content is added via the CMS to provide information to the page. The user will be able to book a room for the previous night until 3.00am the following day. For example, a user could book to stay in the Frobisher Suite until 3am on Saturday 2 March for the previous evening of Friday 1 March. The user clicks on the corresponding date/ suite box on which they wish to check in. The user will then be able to Quick book consecutive days in that suite, for example if the user required 4 consecutive nights this option would be available via a popup window. The number of consecutive nights the user is able to book will be selected from a drop down menu. This number is determined by future availability for that suite, with a maximum of 28 days. For example, if the suite is only available for three consecutive nights after the selected check-in date, the user will only be able to select up to three nights. Once a booking has been added to the basket, the corresponding box turns green on the calendar with the label Booked for the remainder of the session. Bookings will be held for 30 minutes after the last booking in any particular session has been made. After this period, and if the user has not made payment, their pending bookings will be removed and he/ she will have to start the process again. A message stating that their session has timed

7 out will be displayed.

8 Overnight Accommodation Bookings Wireframe - Basket View Functionality The basket page has the banner, primary navigation and complementary navigation items. 1. A content managed introduction can be displayed to provide visitors with guidance on the checkout process. 2. Basket details 3. Suites which have been added to the basket are displayed in date order including suite details, check-in / check-out dates, delete and price. The sub-total of the basket excluding VAT is shown at the end of the product list, Vat is then split before the total. 4. Payment Summary 5. Make another booking - Link back to booking view above Go to checkout button. 6. Clicking on the Go to checkout button will take the visitor through to the WorldPay streamline payment process. 7. Content managed area WYSIWYG content is added via the CMS to provide information to the page.

9 Not shown on the wireframe, but in the designs, there will also be a text box on this page to allow customers to include a note or special instructions to Middle Temple. Full UK VAT will be applied to the order Form Data Suites are added via the CMS by administrators and are made up of the following, mandatory items are shown in bold: Suite name: text Web reference: text Middle Temple stock code: text Summary: text Main description: WYSIWYG content Main image: Image file selector Alt text: text Image 2: Image file selector Alt text: text Image 3: Image file selector Alt text: text Image 4: Image file selector Alt text: text Image 5: Image file selector Alt text: text Categories: attach multiple categories Price Mon to Fri: numeric Price Saturday: numeric Price Sunday: numeric VAT code: dropdown

10 NetXtra will update form data for this section as and when required by Middle Temple. The overnight accommodation bookings module will use the workflow approval system within the CMS. This will allow superuser administrators to manage who is able to publish products Discounts and Room Rates Members who are logged in may be shown automatically discounted prices based on their selection. The Discount module would follow an industry standard approach, allowing CMS Administrators to add codes of a specific value that can either be applied by anyone or a specific user. These codes would have an expiration date, an audit trail within the CMS and be configurable by a subset of Administrators. No discount will be given to interconnecting suites, as was previously the case. Room rates are set in the CMS by a Middle Temple administrator using a form field for each day of the week for each available suite where a 3 digit numeric value can be entered (e.g. 110). This will allow daily prices to be set for each room. There will be an audit trail of changes to these daily rates VAT Codes VAT codes are added via the CMS by administrators and are made up of the following, mandatory items are shown in bold: VAT Code: text % applied: numeric Staff and Maintenance Bookings CMS admin access required for Estates & Porters to assign Suites closed for Maintenance, this unavailability will be reflected on the booking calendar. Back-end booking process to be more similar to the front end booking process with additional facility to make bookings without charge.

11 Bookings without payment will be added via the back end by Middle Temple administrators. The bookings will be allocated to the relevant Middle temple department and trigger an additional to the department head in order to let them know that the rooms have been reserved and therefore allocated to their budget (see Alerts, below). An will also be generated for the Finance department Bookings on behalf of members and users without a login Staff will also book lodgings using the front end of the site on behalf of members and non-members. Where the customer is a member, it will be possible to associate the booking with that Member s account (e.g. The staff member can use a search facility within the booking page to find the members details in order that the order will be added to the Member s booking history). Where the customer does not have a CMS account, fields will exist to allow entry of their details, rather than those of the person who is making the booking on their behalf. Payment will be processed via WorldPay by the member of staff at the time of booking. All alerts (see below) will be sent to the customer/member Alerts 1. A confirmation is sent to the booker confirming details of the booking including: - Dates/ Suites booked - Price - Cancellation Policy - Rules and Regs - Porters contact details - Map The content of this is editable via the CMS. Commented [RC3]: No longer necessary 2. A VAT receipt is automatically ed to the booker the morning of departure as long as payment has been made in full. 3. An will be sent out after departure asking the booker to complete a quick survey on their stay. 4. An will be sent to the department s budget holder when a booking is made by a staff member that has not been paid for in advance. The budget holder s department will have been selected from a list as part of the booking process. An is also sent to the Finance Department

12 confirming the booking My bookings A My Bookings link will be available in the My Middle Temple area showing suite bookings, linking to a page with the details of any suite/s that have been booked. 1. Cancellations At the bottom of the My Bookings page a Cancel Booking link will be available. The cancel booking link will allow the member to add the reason for the cancellation and will include a submit button. On submit an will be sent to the Middle Temple administrator requesting cancellation, and an to the member to inform them that their cancellation request has been submitted. The Middle Temple administrators will process the cancellation through the payment gateway and reassign the suite to an Available status through the CMS. When a booking is cancelled, an is generated which is sent to the Finance Department informing them that the cancellation/ refund has been made, providing relevant details. 2. Historical/ Future Bookings The user will be able to view all of their bookings, including bookings that have already passed. He/ she will also be able to print previously issued VAT receipts. There will be a WYSIWYG box at the top of the My Bookings page which will be editable via the CMS Permissions Suite booking will be limited for launch to General Members Internal bookings may be made without payment

13 Reporting 1. Daily onscreen report with easy access to today and yesterday for the porters/ housekeepers convenience. The following details are shown clearly on screen: The selected date (and day of the week) Suite name Name of person staying Contact details (telephone and ) Arrival date Departure date Special Instructions to Porter/ Cleaning staff Name of individuals departing on the selected date (i.e. name of person who stayed the night before IF he/ she is not staying on the selected date) e.g. MONDAY 5/02/2013 SUITE NAME TEL ARRIVAL DATE DEPARTURE DATE SPECIAL INSTRUCTIONS DEPARTING ON THIS DATE Frobisher 1FN Mr Paul Battle /2/13 7/2/13 Mr John Smith Raleigh 1FS Mr John Williams /2/13 6/2/13 NO CLEANING REQUIRED

14 Sheridan 2FN Miss Paisley Buchan 2FS Miss Green Be.green@gmail.com 5/2/13 8/2/13 Mr Cope 2. A number of statistical reports which would include the following information by a specifiable period: Number of days on which suites were available to book but there were no bookings Occupancy of individual suites by percentage and giving exact figures Stats on how far in advance bookings are being made Occupancy of individual suites at weekends by percentage and giving exact figures Individual guest history/ future bookings Report by member type (barrister, student, bencher, etc.) Commented [RC4]: IG/ AH/ CD any other stat reports? Possibly Phase 2 3. Easy access to an overview of all bookings made/ availability for any given period. This will include all information relevant to the porters/ cleaner, including: - Suite - Date - Name of customer/ member - Telephone number - - Special instructions link (if any). This link is not visible if there are no special instructions. If clicked, a pop-up window shows special instructions.

15 e.g. Frobisher Sheridan Buchan Raleigh Mon 1 Jan 2013 MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE Tue 2 Jan 2013 Wed 3 Jan 2013 Mr Paul Battle p.battle@hotmail.co.uk Special instructions Mr Paul Battle p.battle@hotmail.co.uk Special instructions VACANT VACANT Mr John Dory j.dory@fish.net Sarah Connor dfdsfs@dfgdg.com Thu 4 Jan 2013 VACANT Sarah Connor dfdsfs@dfgdg.com Bob Aich dsfsdf@sdfsd.sdf Bob Aich dsfsdf@sdfsd.sdf Mr John Dory j.dory@fish.net Mr John Dory j.dory@fish.net Fri 5 Jan 2013 VACANT Sarah Connor dfdsfs@dfgdg.com Sat 6 Jan 2013 VACANT Monty Kristoe sdf@sdf.sdf Sun 7 Jan 2013 VACANT Monty Kristoe sdf@sdf.sdf VACANT Sarah Connor dfdsfs@dfgdg.com Sarah Connor dfdsfs@dfgdg.com Mr John Dory j.dory@fish.net Colm O Hearee c.oh@hotmail.com Special instructions Colm O Hearee c.oh@hotmail.com Special instructions

16 4. Easy access to an overview of all booking made by an individual member (including booking made by staff) for any given period. 5. Financial reconciliation: to allow the Finance Department to cross-reference website bookings into various ledgers and systems, they need to know, for all basket line items: a. Date booking made b. Booked by (as this may not be the logged in Member) c. address used for confirmation d. Start and leaving e. Payment date f. WorldPay reference number g. Room Cost h. Associated VAT i. Total Payment amount (for bookings made in that session)