The option to book vehicles for demonstrations (and add new demonstrator vehicles) is available from the Enquiry Builder. Select the Diary option from the Demonstrators menu to display the Demonstration Vehicle Diary form or click the 
toolbar icon. The following menu options and toolbar icons are available:
Menu Icon Description File > Return booking Return to the Enquiry Builder and associate the last booking created, or if no bookings have been created the last one viewed, with the current enquiry. File > Exit Return to the Enquiry Builder without associating a booking with the current enquiry. Diary > Previous Move the diary backwards. Diary > Next Move the diary forwards. Diary > Today Return the diary to today's date. Diary > Filter Display the Demo Vehicle Search Filters form. This allows the list of demonstration vehicles to be filtered according to seven factors: Registration Number, Vehicle type, Location, Franchise, Model, Transmission and Fuel type. The options available for each are automatically generated based on the location set for the current user ID. The filter settings are reset upon exit from the Demonstration Vehicle Diary form.
The Booking summary section of the form contains the diary grid, together with further fields for navigating and displaying vehicle bookings over time. Each row of the diary grid displays bookings for one demonstrator vehicle. If the number of vehicles exceeds the number of rows in the grid, a scrollbar is displayed.
Click the ellipsis button ... in the date field to move to any day using a pop-up calendar.
The second field, a drop-down list, can be used to change the default view of time slots in the current day into weekly or monthly views of either the number of bookings per day or the hours booked each day. Bookings can only be created or amended while in Daily mode, in which individual bookings are visible and colour-coded. A key to the colour-codes is displayed on the form.
If a customer has been associated with the current enquiry prior to entering the Demonstration Vehicle Diary form, an additional grid is displayed at the bottom that lists current and previous bookings for the customer. Click on a row in this grid to view or amend the booking details. If no customer has been specified this grid displays sales executive booking.
The tasks which can be carried out using this form are listed below.
To book a demonstrator vehicle for a customer:
Note: Bookings can only be created for a customer by specifying the customer for the current enquiry first. To do so, exit from the Demonstration Vehicle Diary form and select Customer details from the Edit menu of the Enquiry Builder.
Warning: To associate a booking with the current enquiry you must only create one booking, and select Return booking from the File menu, or click the toolbar icon at the end of the following process.
Navigate to the date on which the demonstration is to occur. Bookings cannot be backdated.
Right-click on a time slot in the diary grid, in the row corresponding to the vehicle chosen for the demonstration.
A context menu is displayed.
Select Customer booking.
If a time slot was selected that has already been booked the Booking Selection form is displayed. Click on the Create new booking option.
The Customer Demonstration Vehicle Booking form is displayed.
Edit the following fields, as necessary:
Note: The Customer details and Actual details sections of the form cannot be edited at this stage.
Further details about the driver, such as driving licence and insurance information, can be entered by selecting Driver from the menu bar or clicking the 
toolbar icon.
To create the booking, select Create from the File menu or click the 
toolbar icon.
If the selected start or end times overlap with an existing booking a warning is displayed. To create the booking despite this, click the Continue button. To adjust the current booking, click the Re enter button.
For ordinary users this is the end of the process. The booking is displayed in the diary grid colour-coded turquoise to signify that it is booked but must be authorised by a user with a sufficiently high priority level. Any such user can authorise a booking but an email is also automatically sent to the address specified for the branch to which the booked vehicle is assigned. This is typically the person in charge of authorising.
For users with the priority to authorise, the booking is authorised automatically and colour-coded yellow. The New Contact form or wizard is displayed if a contact code has been specified for confirming demonstrations.
Use the contact form, if displayed, to create a contact and follow-up for the booking. See the instructions in the New Contact Form or New Contact Wizard sections of the CRM 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 your diary in the My Tasks tab in the CRM module, 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 create 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.
To create a sales executive booking:
Warning: Sales executive bookings can be made in addition to bookings for customers. However, if you select Return booking from the File menu, or click the toolbar icon after creating a sales executive booking it will be associated with the current enquiry. If creating a customer booking, do that last.
Navigate to the date on which the demonstration is to occur. Bookings cannot be backdated.
Right-click on a time slot in the diary grid, in the row corresponding to the vehicle chosen for the demonstration.
A context menu is displayed.
Select Sales exec booking.
If a time slot was selected that has already been booked the Booking Selection form is displayed. Click on the Create new booking option.
The Sales Executive Demonstration Vehicle Booking form is displayed.
Edit the following fields, as necessary:
Note: The Actual details sections of the form cannot be edited at this stage.
To create the booking, select Create from the File menu or click the toolbar icon.
If the selected start or end times overlap with an existing booking a warning is displayed. To create the booking despite this, click the Continue button. To adjust the current booking, click the Re enter button.
The booking is displayed in the diary grid. If colour-coded turquoise it is booked but must be authorised by a user with a sufficiently high priority level. Any such user can authorise a booking but an email is also automatically sent to the address specified for the branch to which the booked vehicle is assigned. This is typically the person in charge of authorising.
To start a demonstration immediately:
Note: Immediate start bookings are generally created for customers, not as sales executive bookings. To do so, exit from the Demonstration Vehicle Diary form and select Customer details from the Edit menu of the Enquiry Builder.
Warning: To associate a booking with the current enquiry you must only create one booking, and select Return booking from the File menu, or click the toolbar icon at the end of the following process.
Click on a cell in the pink column of the diary grid (containing the text 'Now') in the row corresponding to the vehicle chosen for demonstrating.
The Customer Demonstration Vehicle Booking form is displayed.
Edit the following fields, as necessary:
Answer the questions in the Customer details section of the form by clicking on each line to toggle the Yes/No field.
Further details about the driver, such as driving licence and insurance information, can be entered by selecting Driver from the menu bar or clicking the toolbar icon.
To create the booking and start the demonstration, select Start from the File menu or click the toolbar icon.
If the customer's driving licence has not been entered a warning is displayed. To create the booking despite this, click the OK button. To enter the licence details click Cancel and follow the instructions in step 5 above.
If the selected start or end times overlap with an existing booking a warning is displayed. To create the booking despite this, click the Continue button. To adjust the current booking, click the Re enter button.
The New Contact form or wizard is displayed if a contact code has been specified for confirming demonstrations.
Use the contact form, if displayed, to create a contact and follow-up for the booking. See the instructions in the New Contact Form or New Contact Wizard sections of the CRM help files. Most fields are filled in automatically by the system.
Tip: 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 your diary in the My Tasks tab in the CRM module, 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 create 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.
The booking is displayed in the diary grid, colour-coded green (started).
When the demonstration is finished you must complete the booking.
Note: Once a booking has been created and associated with the current enquiry by selecting Return booking from the File menu of the Demonstration Vehicle Diary form, the details of the booking can be view or amended directly from the Enquiry Builder, by selecting Booking status from the Demonstrators menu, or by clicking the toolbar icon. If using this method, skip to step 3 below
Note: Except for users with the priority level to be able to authorise, the only type of booking that can be amended is an approved booking created by the same user. These are colour-coded yellow.
Click on a booking.
The Booking Selection form is displayed.
Select the booking to be amended by clicking on the corresponding line.
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 any other details):
Select Re-schedule from the File menu or click the 
toolbar icon.
The re-schedule mode is activated. A tick is displayed next to the option on the File menu and the toolbar icon is toggled on (it will have a shaded or recessed appearance).
Warning: If the re-schedule mode is not activated then the booking will be started when you click on the toolbar icon.
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.
Select Save from the Tools menu or click the toolbar icon.
If the booking overlaps with another booking a warning is displayed. To save the booking despite this, click the Continue button. To adjust the current booking, click the Re enter button.
The Demonstration Vehicle Diary is updated.
Note: If a contact (and follow-up) was created when the booking was originally created, this will not be changed if the booking is re-scheduled, nor deleted if the booking is cancelled.
To resolve a conflict between overlapping bookings:
Click on a red (overlap) time slot.
The Booking Selection form is displayed.
If the a booking has a blank cell in the Actioned column it can be amended. Click on one of these and follow the instructions above for re-scheduling a booking.
To start a previously booked demonstration:
Note: Once a booking has been created and associated with the current enquiry by selecting Return booking from the File menu of the Demonstration Vehicle Diary form, the details of the booking can be started directly from the Enquiry Builder, by selecting Booking status from the Demonstrators menu, or by clicking the toolbar icon. If using this method, skip to step 3 below.
Click on a yellow (approved) booking in the diary grid.
The Booking Selection form is displayed.
Select the booking to be started by clicking on the corresponding line.
The Customer Demonstration Vehicle Booking or Sales Executive Demonstration Vehicle Booking form is displayed.
If the booking being started was created as a customer booking, further details about the driver, such as driving licence and insurance information, can be entered by selecting Driver from the menu bar or clicking the toolbar icon.
Select Start from the File menu or click the toolbar icon.
If the customer's driving licence has not been entered a warning is displayed. To create the booking despite this, click the OK button. To enter the licence details click Cancel and follow the instructions in step 3 above.
If the booking overlaps with another booking a warning is displayed. To start the booking despite this, click the Continue button.
The Demonstration Vehicle Diary is updated with the previously selected booking now displayed in green (started).
When the demonstration is finished you must complete the booking.
Note: Once a booking has been created and associated with the current enquiry by selecting Return booking from the File menu of the Demonstration Vehicle Diary form, the details of the booking can be completed directly from the Enquiry Builder, by selecting Booking status from the Demonstrators menu, or by clicking the toolbar icon. If using this method, skip to step 3 below.
Click on a green (started) booking in the diary grid.
The Booking Selection form is displayed.
Select the booking to be completed by clicking on the corresponding line.
The Customer Demonstration Vehicle Booking or Sales Executive Demonstration Vehicle Booking form is displayed.
Edit the following fields, as necessary:
If the booking being completed was created as a customer booking, further details about the driver, such as driving licence and insurance information, can be entered by selecting Driver from the menu bar or clicking the toolbar icon.
Select Complete from the File menu of click the toolbar icon.
If the booking overlaps with another booking a warning is displayed. Click Continue
If the booking being completed was created as a customer booking, the New Contact form or wizard is displayed if a contact code has been specified for the completion of demonstrations.
Use the contact form, if displayed, to create a contact and follow-up for the booking. See the instructions in the New Contact Form or New Contact Wizard sections of the CRM help files. Most fields are filled in automatically by the system. When the contact is saved another contact form or wizard may be displayed, this time for setting up a Customer Satisfaction follow-up.
Note: You can cancel or exit at this stage to complete the booking without creating associated contact(s). A warning will be displayed but only the information entered in the contact form will be lost, not the booking itself.
The Demonstration Vehicle Diary is updated with the previously selected booking now displayed in blue (completed).
To print the details of a booking:
Click on any existing booking in the diary grid.
The Booking Selection form is displayed.
Select the booking to be completed by clicking on the corresponding line.
The Customer Demonstration Vehicle Booking or Sales Executive Demonstration Vehicle Booking form is displayed.
Select Print from the File menu or click the 
toolbar icon.
A standard DVB will be sent to the currently configured printer.
To add new vehicles to the list of available demonstrators:
Note: Access to demonstration vehicle creation is determined by user priority.
Click on the top-left cell of the diary grid, containing the text 'Description (create new)'.
The Create Demonstration Booking Vehicle form is displayed.
Follow the instructions in the Creating and Amending Demonstrator Vehicles section of the CRM help files.
To amend the details of existing demonstrator vehicles:
Note: Access to demonstration vehicle amending is determined by user priority.
Click on the cell in the leftmost column of the diary grid, corresponding to the vehicle to be amended.
The Save Demonstration Booking Vehicle form is displayed.
Follow the instructions in the Creating and Amending Demonstrator Vehicles section of the CRM help files.
