Select the Authorise demonstrator option from the Tools menu of My Desktop to display the Authorise Bookings form. This menu option is only displayed if you have the user priority level set in System Parameters for authorising demonstrator bookings.
Note: Users with the priority to authorise bookings do not need to have their own bookings authorised. They will be automatically approved (coloured yellow in the diary). This option is not available to courtesy bookings made within the Point of Sale module.
The Authorise Bookings form displays a grid listing all the current bookings which require authorisation. Each row represents one booking and includes the following information: the date and time at which the demonstration is booked to start and end, the stock number, a description of the vehicle and the user who created the booking.
To authorise a booking:
Click the row corresponding to the booking you wish to authorise.
The Customer Demonstration Vehicle Booking or Sales Executive Demonstration Vehicle Booking form is displayed.
The following changes can be made:
To cancel the booking, select Cancel booking from the File menu or click the 
toolbar icon.
To re-schedule the booking (and/or change and other details), edit the Time out and Return time fields in the Booking details section of the form, and/or change any other fields on the form which are editable.
Warning: When authorising, do not select Re-schedule from the File menu or click the 
toolbar icon. If the re-schedule mode is activated then the booking will only be re-scheduled, not authorised.
Select Authorise from the Tools menu or click the 
toolbar icon.
A email form is displayed to allow a message to be sent to the user who requested the booking. The sort of information that might relevant include warnings that the booking has been re-scheduled, or that the vehicle will be at a different location.
The New Contact form or wizard is displayed if a contact code has been specified for confirming demonstrations in System Parameters.
Use the contact form, if displayed, to create a contact and follow-up for the booking. The contact will be assigned to the user who booked the demonstration and the follow-up added to his/her diary. See the instructions in the New Contact Form or New Contact Wizard sections of these help files. Most fields are filled in automatically by the system.
Tip: If the demonstration is booked to take place soon it may occur before the follow-up date. Depending on your company's working practises you may wish to set the contact code for the follow-up to 'XXX' to prevent it from being added to the user's diary, especially if your system is set up to create further contacts when the demonstration is completed.
Note: You can cancel or exit at this stage to authorise the booking without an associated contact. A warning will be displayed but only the information entered in the contact form will be lost, not the booking itself.
