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iiS Fast Track Room Booking Features
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Automatic Email
Reminders with Fast Track Alerts |
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| It is now possible to move
towards optimisation of utilisation rates, by cutting down on No-Shows.
iiS FAST TRACK
ALERTS can automatically remind
bookers, as often as you like, without you or your staff doing anything. |
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Automatically send
Reminder Emails to cut down on No-Shows. |
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"We suffer from TOO MANY NO-SHOWS!" |
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What’s your Issue:
What do you want to do:
When do you want to do it:
Who do you want to tell:
How do you want to do it: |
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Not everyone cancels unwanted
Bookings. Costly!
Email a reminder to everyone with a booking.
The afternoon before their booking.
The sponsor, or Booked For person, of each booking.
Automatically! |
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Fast Track Alerts
Fast Track Alerts from iiS is
an Email Notification Agent. You tell it the circumstances you want to
look out for, and it notifies the people you want to, by email. There
are many alert permutations that will save your organisation time and
money: your database holds key information relating to many business
activities, departments and people. This information also relates to
external service providers and other third parties.
Room Booking Tomorrow
Reminder
This email alert is
concerned with Room
Booking No-Shows, and
how not all unwanted |
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| bookings are cancelled.
The name of the Alert is "Room Booking Tomorrow |
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Fast Track Alerts waits until your specified time
(such as 3 pm), looks up the email of the sponsor (Booked For) of any
bookings for the next day, and automatically sends them a Reminder
Email. JENNY CARLOS has a booking tomorrow. |
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Reminder", and the effect
of the
Alert is to send an email to everyone
with a room booking, the
day before (or a number of days before) the booking takes place.
Business Benefit
The Business Benefit of the
"Room Booking Tomorrow Reminder" is that the number of No-Shows will be
reduced, leading to a greater realised availability, increased room
utilisation rates, and the associated cost savings.
Space Cost Savings
As the Room Utilisation Rate goes up, less space is needed to
accommodate more staff. With fairly conservative costings, rationalising
total space by one medium-sized conference room can save £70,000 a
year.
How it works
You set up Fast Track Alerts, and
then it AUTOMATICALLY does what you would do, if you had the time to do
it:
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You tell Fast Track Alerts the circumstances that trigger the alert.
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You tell it what you want the email to say.
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You tell it who you want the email to be sent to.
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You tell it how often you want the emails to be sent. |
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Multiple Notifications
Fast Track Alerts will send many
emails if there are many bookings the next day. If there is one room booking
the next day, or hundreds, Fast Track Alerts makes sure that all sponsors
are reminded. In virtually all room booking situations, when sponsors are
reminded of their obligation to cancel unwanted bookings, the No-Show rate
reduces. |
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The example shows that
there are four room bookings for the next day, so Fast Track Alerts
sends four emails at the applicable time. In the example, the recipients
are Darius Denton, Christine Bagley, Colin Balfour and Jenny Carlos. |
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The example shows three "sub windows" inside the Fast
Track Alerts application. The upper window has a row for each email
sent, the lower window a row for each time an Alert Event is triggered,
and the floating window shows the Events, whether they are active, and
the countdown remainder bar, which is a visual representation of the
amount of time left before the next check. |
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Event and Email
Logs
Whenever an event is triggered,
because reminders need to be sent, a log is recorded. A log is also kept for
each email that is sent, providing an audit trail inside the software
(additional to the likely logging on the server). The logs can be combined
with room booking cancellation data to determine No-Show improvements, and
to ascertain whether there are users who ignore the cancellation
requirements and reminders.
Deployment Aspects
The software can be deployed in
both Windows Desktop and Service versions. The Windows Desktop version is
used for configuration, and to fine-tune and review the alerts in an
intuitive manner. Configuration of Alert Events includes setting up the
flexible content of the reminder emails. The Service version, as is typical
of services, is invisible. Typically Fast Track Alerts is set up and tested
in Windows Desktop mode, and then switched to Service mode when the alerts
are running applicably (in service mode, the routine mechanisms are
non-visual). |
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