Book-It software is a powerful database system designed to allow you to quickly record and access all your membership and client contact data with the minimum effort. The product has a separate section for each of the main areas of the database. Key sections and functionality are reviewed below.

Book-It is very easy to use, with a menu bar, a standard tool bar and context sensitive help, what's this help and hover help available in every section. With the standard tool bar, in each of the database areas, you can quickly

You can customise Book-It to your own requirements by

Enquiries

The enquiry section of the database is designed to keep your enquirer or prospect information separated from your member's or client's and to only move it into the members area when an enquirer decides to join your organisation.

There are a number of powerful features in the enquiries area designed to make dealing with enquiries as quick and efficient as possible, assisting you to maximise member conversions from enquiries and to devote more time to you members. In the enquiries section you can for example

In addition the enquiries database can hold all the usual information about an enquirer you would expect to collect when they first contact you including

Members

The members database area holds all the information from the enquiries area plus many additional details that are not usually required at the enquiry stage.

Basic information such as name, address and telephone contact information is recorded as well as membership type and term details (if applicable), occupation, date of birth, special diet requirements, medical conditions and a wealth of additional information, some of which you can define using the user defined fields and unlimited notes fields.

Some of the major features available in the members section include

There are also a number of special areas on the members screen which let you quickly

Events

The events database area is used to maintain details of all events or activities scheduled by your club or organisation. Event details are recorded such as event name, dates, location, number of slots or places available etc. For users who wish to monitor financial information there is the option to enter detail concerning costs incurred to run the event as well as fees charged to members to attend and their due dates.

Each event is linked to the supplier of the event to avoid rekeying of the contact details of the person or organisation running the event and again there is an unlimited notes field to record any additional information.

Most facilities in Book-It are designed to reduce administration and the event screen is no exception, with simple buttons provided to deal with the following tasks which can often be very manually intensive

Bookings

The booking screen is used to book members onto events. Key information is recorded such as the number of places booked, payments due, transport arrangements and special booking notes.

Bookings can be easily cancelled and credit notes generated if required. Details of bookings entered on the booking screen are available in several other parts of the system in different formats by member, by event, by supplier and as required.[Top]

Suppliers

The supplier database area is used to record contact information concerning the individuals or organisations who will be running the events scheduled in the events area. Each event must have a supplier. The supplier screen provides easy access to key information such as supplier name, address and telephone numbers and can be used to view details of events relating to the supplier displayed as well as booking summary information and supplier account information. [Top]

Web Features

With the release of Book-It 3.0, we have now laid down a new development platform that will allows us to build on it to meet the new demands of our customers. High on the priority list of many of our customers at the moment is the integration of their Book-It software with their web sites. It is therefore our own goal to meet these demands as quickly and effectively as possible. Following the launch of initial web features in Book-It 3.0 we will be continuing to treat web development as a high priority with many more new developments in this area in the near future. The following features are currently available

All the above features are present in Book-It 3.0 although you will need the Professional Edition in order to import enquiry details from your website and to upload event availability and event write-ups to the web. The web features are considered 'introductory', however, and for customers requiring a more interactive web site where members and contacts can not only look up more information but also book events on-line then you should consider also purchasing our Book-It On-Line software to compliment your Book-It Pro or Enterprise Edition. [Top]

Reports

One of the major features our customers like about Book-It is that there are a wide range of flexible reports available throughout the whole of the system. All the reports are simple to produce and can be viewed on screen or printed. You simply select the data you want to appear in the report using Book-It's powerful filtering facilities and then press the report button to select the report you require. Some of the main reports currently available in the system are listed below

Newsletters

If you regularly produce newsletters for your membership or client base, particularly to inform them about up and coming events, you will be pleased to hear about Book-It's Newsletter feature. To the best of our knowledge this feature, available in the Professional and Enterprise editions for customers using MS Word 2000 or above, is unique to our Book-It software.

The Newsletter feature enables you to store generic Word format write-ups with event records in the system, and then will produce, on demand, a full list of up and coming events in a single Word document newsletter format including not only the generic event write-up but also event record information such as event name, location, cost, time and date, free slots etc. All information is seamlessly integrated with the event write-ups and listed in date order or date within event category order.

Obviously you will wish to include a number of other sections in your newsletter also. Book-It will help you to do this by automatically placing documents in the newsletter, formatting them correctly as you have told it to at configuration, month after month where the contents of those documents have been manually created by you (e.g. editorial, notices page etc) and where the details are automatically generated by Book-It (e.g. index, table of contents, bookings list etc). 

Configuration options are available to allow you to tell Book-It -

A full list of sections that can be created in your newsletter is listed below and remember - the end result that Book-It produces is a single Microsoft Word document. Once generation is over, therefore, your newsletter can then be further edited manually just like any other Word document. 

Click here to download a Word example (420kb) of a Newsletter automatically generated by Book-It.

Download Book-It Software

To try Book-It for yourself, visit our download area to download a full working copy of the system.