Reservation - To Do Items

To Do Items

To Do Items are reminders for all areas of the business.  They can be assigned to a specific operator or an operator group and can be added to many areas of Rezlynx;

• Enquiry
• Reservation
• People Profile
• Company
• Rate Plan
• Guest Message
• Function Booking
• Group/Room Block
• Company Sales Activity
• Event  

This article focuses Reservation To Do Items.

Creating a Reservation To Do Item

Reservation To Do Items can be added from the sixth tab of a reservation called 'To Do Items'.  You can add as many To Do items to your reservation as required.

1. To add a To Do Item, go to the To Do Item page in your reservation (the 6th Page), and select the 'Add New To Do' button. 
   
   A pop up will open within the screen displaying a Details page.  The top of the screen is split in two columns; one on the left for Assigned Operators, and one on the right for Assigned Groups.  
2. To save your To Do Item, you need to assign it to an Operator or Group.  Select add to add, and use drop down menu to select the correct person or group.  You can add multiple Operators or Groups.  To remove an Operator or Group, select 'Remove' next to the relevant person or group.
3. The To Do Details Section of the page is where you can enter the 'Subject' of your To Do, and add detail in the 'Body' section.  Both of these fields are mandatory and need completing before you can save the To Do Item.
4. The 'Start Date' field is the due date when the To Do should appear to the recipients.  A time can be added in the box next to the Start Date.
5. The 'Response/Completion Due' field is the date by which the task should be completed.  
   
6. A priority can be set for a task (low, medium or high) to indicate importance for the recipient.
7. You then have two options; Abort on the left if you do not wish to save the To Do, or Save on the right to save it.

In the Attachment / Link field prior to saving your To Do, you can double check the type of To Do you are using and see the Booking Reference number it is attaching to.
 

Viewing your Reservation To Do Item

To Do Items can be viewed within the reservation from the To Do Items page, or from the Systems > Systems > To Do Items menu.

When viewing them from within the reservation, they will display on the screen in the order they have been added to the reservation.  The following information is displayed from left to right;

• Start Date 
• Start Time 
• Status - Outstanding or Complete
• Assigned Users - the Operator Code
• Assigned Groups - the Group Code
• Notes - Subject of the To Do Item

Copy / Edit / Delete

Next to the Notes field an 'Options' button will allow you to Copy, Edit or Delete the To Do Item.

Copy will duplicate the To Do Item, and send it to the bottom of the To Do Item list.

Edit will open the To Do Item. 
From here you can change the Assigned Operator, Assigned Group, edit the Subject and Body, change the Start Date, the Response / Completion Date and amend the Priority. 
If any of the task has previously been completed, you can see the Percentage Completed to the right of the Priority drop down. 
You can also copy your To Do Item from within the Edit Screen.

Delete will open a pop-up asking 'Are you sure you want to delete the item?', and give you No or Yes options to select. 
If you select no, the To Do item will remain on the To Do Item page; If you select Yes it removes from the To Do Item page.

To Do Item pop-ups

When your To Do Item is due, a 'To Do Item Response Required' box will open displaying this message;

'The following To Do Items are overdue and require a response; you can set the items as Complete or specify a Completion Percentage if you have not yet completed the task.'

Beneath the message you will see the To Do Items listed in rows displaying the following information from left to right;

• To Do ID
• Title - Subject of the To Do Item
• Response Required date and time 
• Description from the body of the To Do Item
• Mark Partial Completion - A drop down box with increments of 10%, so you can change the amount the task has been completed from 0% to 90%.  A Set button next to the Mark Partial Completion drop down allows you to change the amount the task has been completed.

If the task has been fully completed, to the right of the To Do Item line is a 'Mark as 100% Complete' button.  When selected, you will be prompted by a pop up asking 'Are sure you want to mark completed To Do X?' 
Selecting No closes the question, selecting Yes will remove the To Do Item from the To Do Item Response Required Screen.  Completed To Do Items are visible from the Reservation To Do page.

Towards the bottom of the Pop-up, any outstanding Guest Messages will display.

To Do Items can be snoozed between 5 minutes and 1 day by using the Snooze drop down in the bottom left corner of the To Do Item Response Required box.  

Responding to a To Do Item

The To Do Items are hyperlinked.  By clicking on the blue wording you can open the To Do Item and respond to the Operator who set the To Do Item.  

You can also see;

• To Do ID 
• From
• To Users
• To User Groups
• Title
• Description from the body of the To Do Item
• Priority
• Response Required By Date and time
• Attachment - the Booking Refeernce which hyperlinks to the Reservation

The Response History allows you to add a response and change the Status using the 'Set Status' drop down from Not Set to Outstanding, Suspended or Complete.  

When the Operator checks the To Do Item pop up, they can see the response.  They can also view responses from the To Do Items via the System Menu.