User Guide

Contents:
1. How to start up the system
2. Logging into the system using the assigned username and
password.
3. Add a new member of staff
4. Create a username and password
5. Change username and password
6. Find a member of staff
7. Look up your staff ID number
8. Find out information about a room
9. Make a booking
10. Checking if a booking you just made overlaps with
an existing one
11. Delete a booking
12. Go back to the main screen
13. Exit the system
1. Starting up the system
a. The icon for the system will be on the screen and the file will be named
PE Booking System.accdb
b. Double Click on the file to start the system

2. How to log into the system using the assigned username and password
a. Login details will have been provided to each member of staff at the
training session.
b. Input your username on the field named username
c. Input your password in the field named password
d. Click OK
 e. Click Cancel to exit the system

3. Add a new member of staff

a. On the main Switchboard, which will open as soon as the system loads
click on the button Add a new member of staff
b. Click on the first button on the left which is the Add Record button
c. An empty form has now popped up. Fill out with the persons Title, Last
Name and Department.
d. The ID number will be automatically generated as soon as you start
typing
e. Click on the third button from the left to save the new member of staffs
info
4. Create a username and password:
a. As the save button is clicked another form will popup which will ask for
your name, username and password.
b. Click again on the first button on the left
c. Fill out the form with the information asked of you. At this point, think of
a unique username and password to allow you access to the system
d. After this, click the save button which is the last button on the right and
you have now got a username and password.
5. Chang your unique username and password
a. Click on the button Change password from the switchboard.
b. Use the record navigation buttons to find your page (left pointing arrow
moves one further back and right pointing arrow does the opposite)
c. Click on the password field, delete the current password and type in
your new one
d. Click the save button
e. Your password has now been changed
6. Find a member of staff
a. Click on the Search member of staff button.
b. Type the name of the person you want to find out information about.
7. Look up your staff ID number.
a. Type your own name into the same search box.
8. Find out information about a room
a. Click on the button Room Information
b. Type the name of the room you want to find out information about.
9. Make a booking
a. Click on the button Manage Bookings on the Switchboard
b. Press the new record button (third button on the left)
c. Fill out the form with the information asked. Every field has dropdown
menu except for the date one which has to be input in the format
DD/MM/YYYY
d. Click the save button
10. Checking if the booking you just made clashes with another one
a. Clicking the save button will open a report
b. Look on the column ID (second from the right)
c. Check if any of the numbers there match the ID from the booking you
just made.
d. If they dont, your booking doesnt overlap
e. If they do someone has already made booked that spot

11. Delete a booking

a. Click on Manage Bookings
b. Find the booking you want to delete using the navigation bar
 c. Click on Delete Record which is the 4th button from the left

12. Go back to the main screen

a. Click on the Back button
b. You are now back on the main Switchboard
13. Exit the application
a. Click on the Quit App button
b. The app is now closed