Mike Barskey
Joined: 10 Jul 2003
Posts: 124
Location: Seattle Technology Group, Inc. (Palm Springs office)
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 Posted: Tue May 23, 2006 11:26 am Post subject: How to add a building to your room inventory |
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In order to add a new building to your CP room inventory, you must prepare the data for the new building. You probably have this data in another database somewhere, and this can probably be exported into the format we need. If this is a new building and you do not have the data anywhere else, you have to manually enter the data in the format we need.
Your new building's data must be in Excel files, following a specific format. You can download the following Excel files to use as templates (erase our sample data and type in your own, or export your building's data in a format like that in the Excel files):
The rooms and buildings listed in these files are examples only - you should delete them and replace them with your real buildings and rooms.
Sort Field:
The Sort_Field represents the order in which the rooms in each building will list (the room number does not determine the order in which the rooms will display!).
Suites:
Often universities will have bedrooms grouped around bathrooms, thus forming a cluster or a suite. You may use any characters you want to designate clusters (up to 4 charaacters). We recommend using the first room number of the rooms in the cluster as the cluster name. For example, if you want to form a cluster of rooms 101, 102, 103, the cluster field would be 101 for each of those rooms. The important thing to know about clusters is that rooms that list next to each other (remember, the Sort_Field determines the order the rooms will list!) that have the same value in the Cluster column will be in the same cluster. Look at the following example:
| Code: | room_no sort_field cluster
------- ---------- -------
101 1001 101
102 1010 102
103 1002 103
104 1011 102
105 1003 103
106 1012 103 |
These rooms will sort in this order:
| Code: | 101 1001 101
103 1002 103
105 1003 103
102 1010 102
104 1011 102
106 1012 103 |
Room 101 is in a cluster by itself - it has it's own bathroom.
Rooms 103 and 105 are next to each other and have the same value in the cluster field, so they are grouped - they share a bathroom.
Rooms 102 and 104 are next to each other and have the same value in the cluster field, so they are grouped - they share a bathroom.
Room 106 is in a cluster by itself. Notice it has the same value in the cluster field as rooms 103 and 105, but it is not next to them once the list of rooms is sorted by the Sort_Field, so it is in its own group.
Don't be concerned if you don't use all the fields:
Most of our customers don't utilize the Wing field. Some customers have different room styles they want to designate. This may or may not affect the room rate, it is up to you. Examples for room style are "AC," "Non AC," and "Accessible."
The fields we need are:
Building_Code, Room_No, Capacity, Room_Type, and Floor.
Room Type:
We will assign the following Room_Types for rooms with the appropriate capacity:
| Code: | Capacity Room Type
-------- ---------
1 Single
2 Double
3 Triple
4 Quad
5 5 Person
6 6 Person
7 7 Person |
If you ever need to make changes to your buildings and/or rooms, you can do this through Conference Programmer.
- Mike |
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Mike Barskey
Joined: 10 Jul 2003
Posts: 124
Location: Seattle Technology Group, Inc. (Palm Springs office)
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| Posted: Thu Apr 12, 2007 1:10 pm Post subject: Importing new buildings into CP |
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Once you have your new building(s) in the correct format, email or call your STG Support contact and we'll help you import that data into your CP database.
- Mike |
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