Maintenance releases have now been issued for Book-It 4.0 membership management and event booking software. The major items included in the most recent releases are listed below. Note - only public releases are listed. Maintenance releases are issued FREE OF CHARGE to support agreement holders but a small administration charge may be made for other customers.

D4 Enhancements (19th June 2008)

Book-It Office

• added validation so that if you try to send an email with a file attachment and the attachment can no longer be found at the specified path location then the system simply reports an error rather than crashing
• added the postcode field to the Event Details report
• amended Membership Details report which was previously only printing membership subscription amounts if a subscription was frozen and was omitting to print the subscription amount if the amount was the standard amount payable for the selected membership type. Also renamed the actual subscription amount field to yactsubs and repositioned it in the export file to reduce confusion with the ysubs field which only ever shows a frozen subs amount not the standard subs amount for the membership type
• added the ‘recommended by’ field to the member / contact screen filter
• fixed the html flag feature so that it also appears against enquiry and supplier email addresses to enable switching between plain text and html emails on a record by record basis (was previously defaulting to HTML ticked for all records and not allowing plain text option except on the contact / member screen)
• added the ability to amend the order date on merchandise orders in the same way that the booked date can be amended on event and resource bookings

Book-It On-Line

• amended the joining screens and update my details screens so that they now accept single quotes in name and address fields
• Removed Book-It On-Line problem which was emailing an error report about BOF or EOF being true each time a lapsed member tried to access member only parts of the system using lapsed login credentials that had been retained by the ‘remember me’ feature

D1 Enhancements (16th May 2008)

Book-It Office

• fixed ‘lactiveform not an object bug’ which happened when pressing ‘setup’ on the produce letter screen immediately following add a new member by removing setup button in this instance
• added a list of mailmerge fields available in resource booking to the F1 help mail-merge fields page
• amended setup, general, user defined fields so that UDF fields can be cleared now in order to reuse them for something new by right clicking on them. Helpful hover help messages also added as you hover the mouse over the fields to indicate field types and sizes
• reverted highlight bar back to bold rather than coloured in grids following recent changes in order to make it easier to identify items already colour red for cancel, orange for outstanding etc
• amended the member screen mailmerge feature so that all user defined fields can now also be included in the merge
• took ‘smoker’ column out of events booking report if Book-It is configured not to capture smoker preference information
• events max slots validation tightened so that ‘0’ is no longer accepted
• problem fixed in payment deletion area. If a payment against a booking is deleted, the booking page on the member and events screens still showed the payment even though the payment screen and related payment reports did not. This will no longer happen and the reindex function has been enhanced to detect any previous bookings that may still be in this state. It is, however, still better practice to reverse payments than delete them to ensure more traceability
• wrote a new program to provide the date selection tool which can be used when entering any dates in Book-It as the Microsoft tool supplied for this with earlier versions of Book-It 4 did not seem to work on all customers PCs, the new tool will
• added right click functionality to the bookings grid on the event screen so that individual members in the grid can be tagged or untagged as well as all members in the bookings grid
• tightened validation on event deposit and balance dates to prevent accidental entry of years such as 0007 rather than 2007 which would stop on-line event booking pages working properly
• increased the number of characters allowed in an event description from 40 to 60 characters
• expanded the ‘Event Booking Payments Detail’ report so that the ‘Alternate Filter’ can be used to filter on payment date as well as event date and can also be filtered for TOMs and non-TOMs events. A report total payments figure has also been added in addition to the existing event totals. These additions now make it possible for customers to extract payment information for all payments made prior to their year end against events that take place after their year end broken down by event across TOMs and non-TOMs events which is information often asked for by accountants when doing year end accounts. Previously this information was only available if the report was run on a backup copy taken at the year end
• added a new tick box to setup, general, web details, on-line settings called ‘Allow Unknown Trans’. If this box is ticked then members booking on-line using the Book-It On-Line module will be allowed to leave the transport field set to the default setting of ‘Unknown’ making booking easier. If it is not ticked, however, they will be forced to choose a transport option when making their booking

Book-It On-Line

• Members can now amend their details on-line behind the 'My Details' button and import the detail into Book-It Office
• amended 'update my details' screen on Book-It On-Line so that it does not collect company name and jobtitle for membership types where these details are not relevant
• amended title field on 'update my details' page on Book-It On-Line so that it does not ask for it if informal addressing is used and a value has not already been entered
• stop medical conditions being asked for for some Book-It On-Line systems joining screens as this is a Book-It 5.0 feature which should only be available to beta testers at this stage
• corrected spacing problems occurring in some Book-It On-Line joining and update my details screens due to the addition of user defined fields in these screens
• amended join form so that the ‘country’ field has a ‘overseas only’ comment beside it to discourage invalid entries
• amended the ‘people who booked this also booked’ section on on-line event write-up pages to stop listing events that have actually been cancelled
• amended event write-up screen availability field so that where there are multiple booking types and places are only left on one booking type, the wording for a booking type such as ‘Male’ has been changed from ‘(Male Only)’ to ‘(Currently Male only places available)’ in order to make the message more friendly
• Amended login and forgotten password screens so that they accept an email address as well as numeric login ID
• moved some buttons around, improved layout and added some mouse hover help
• all email now has the office as the from address and member as the ‘reply to’ address in order to make the emails less likely to be rated as spam by your ISP
• made the ‘home’ button on Book-It On-line optional now. To remove yours (because your other menus have a clear ‘home’ link) simply visit setup, general, web details and remove the contents of the ‘home’ field on the first page. When done do a web upload then call or email to say that you have done this and we will be able to flick a switch for you that will then turn the button off leaving more space for others and making the system easier to use
• added the ability to design 3 types of buttons for use instead of the standard grey Windows buttons to brighten up the system and make it easier to use by clearly distinguishing between button types. Contact us for details of how to change you style.css file to accommodate these
• amended the ‘full whos booked’ feature available from the event availability screen to list all bookings for all events. This screen was regularly failing because it was inefficiently written and placing large demands on server resources causing timeouts. It has been rewritten so that it now delivers the results a page at a time with 12 events per page
• added a new database file check routine to the lock / unlock button screen in Book-It On-Line in order to try to alleviate some upload problems experienced by a handful of customers but also to give all other users more confidence that their uploads have worked before they unlock their system
• fixed problem with Book-It On-Line availability figures where availability for specific booking types were not being correctly displayed when some booking types had limited availability and others did not. This was not a problem when all booking types had limited slots or no individual booking types had limited slots, only when they were mixed
• added a new ‘view recent on-line joins’ feature to Book-It On-Line to list on screen details of all new on-line join attempts so that they can be checked if there is any interruption to the email service which would normally deliver these details to the office
• modified ‘copy to office’ code on on-line password sending system so that the office copy email is sent ‘from the member to the office’ rather than ‘from the office to the office’ as some ISPs now appear to be blocking email where the from and to addresses are the same
• fixed bug which when importing bookings, occasionally the system was marking all imports as ‘Member Not Paid Up’ when the member was actually paid up
• updated Book-It On-Line to use Protx Protocol 2.22 which will enable customers to activate new 3D secure features
• added a window in the member ‘shopping basket’ and ‘my details’ area of Book-It On-Line to display a selection of ‘pushed’ events above which are optimised based on a profile of the type of event that the member has previously booked
• added a home button to all event write-up pages
• got rid of all 000001.asp, 000002.asp etc write-up pages and embedded the write-ups within a single database file. This means that they are no longer uploaded individually and are therefore less likely to lead to missing event write-up pages. This should also speed up the local generation process
• added a new ‘error handler’ to the on-line system. The error handler should now close any pages that fail (for example due to upload corrupts or program bugs) and will present the user with a friendly message and will email an error report to both Instinctive Systems and the customer to alert them of a problem. Over time this will be improved to trap the most common problems and provide advise such as ‘you need to do a fresh pages upload’, ‘you need to do a fresh data upload’, ‘you need to contact Instinctive Systems’ and so on as it has done for some time locally in Book-It
• amended the Book-It On-line system so that when used in a website that uses ‘frames’ when the Protx site is called in order to process the credit card transactions, it now no longer displays the secure Protx page within the framepages but instead displays the Protx page on its own, full screen. As a result there is now only 1 page visible rather than 2 and as it is a secure page and there is no 2nd insecure page to display, Internet Explorer will now successfully display its yellow padlock icon
• added an new member import feature in the batch, web features, import area of Book-It Office to import new members taken on the web using the Book-It On-Line module

C5 Enhancements (24th Apr 2007)

• fixed problem in ‘Clear Demo Data’ under the batch menu which may affect evaluation users. The routine was not setting the status of the ‘Unknown’ source of contact record to ‘Active’ which made it impossible to add new members and contacts until this field value was manually set following its recent introduction
• added 3 user defined fields to the mailmerge area for generating event booking related letters
• tightened validation on event deposit and balance dates to prevent accidental entry of years such as 0007 rather than 2007 which would stop on-line event booking pages working properly
• further improvements to ‘Whats This?’ help system following missing entries in upgrading to Vista compatibility

C3 Enhancements (16th Mar 2007)

• added compatibility for Windows Vista and Office 2007
• enhanced help system and user manual

C1 Enhancements (2nd Feb 2007)

• updated Instinctive Systems contact details added to startup screen
• added the ability to save and restore complicated filters
• introduced bracketing into the filter feature
• extended the scope of filtering from approximately 12 to 15 filter lines to 50 lines
• added powerful new record tagging feature providing the ability to tag individual and multiple selections of records therefore bringing much more functionality to filtering for reports, sms, mailing, emailing etc
• added name badge production feature to the event screen
• support for widescreen and high resolution screens improved
• added a new field to supplier screen for ‘Date public liability expires’, allow filtering on this new field and include field in the ‘supplier details report’
• added a new report for public liability insurance. This reports supplier name, insurance expiry date, list of all events following insurance expiry enabling customers to ensure that all their suppliers insurances are up to date before events take place
• new merchandise summary report added
• new mailmerge field TRANSPORT added to the booking acknowledgement letter
• added correspondence notes to enquiry and member / contact detail reports
• added company name to ‘Event Booking’ and ‘Event Booking By Slot Type’ reports
• updated resource availability screen so that full name as well as company name is display in the grid rather than just a surname
• added Pescatarian, Dairy Free, Nut Allergy and Lactose Intolerant values to special diet options on member / contact screen
• added the ability to filter event booking contact details reports based on transport options using the ‘Alternate Filter’ feature
• amended reports list behind ‘produce report’ button so that reports are listed in alphabetical order
• amended the resource availability jump button on the bookings page of the member screen so that when a resource booking in the grid is clicked first then the jump to the availability screen is more accurate
• simplified layout of the ‘setup’ menu
• increased file path size to 120 characters so that membership card printing does not fail if Book-It is installed in a complicated path structure
• fixed bug in new 'save filters' feature introduced since last maintenance release that causes crash when used. A reindex must be performed once installed to stop this if this problem has been experienced
• fixed problem which occurs when you hit the ‘setup’ button on the postpone letter generation screen having pressed the postpone button on the event screen
• fixed the external reindexing routine occasionally used to repair a corrupted index file when the problem prevents you logging into the system in order to perform a reindex
• tightened validation when adding resource bookings from member screen rather than resource availability screen to prevent overlapping resource bookings and added a data integrity check to check for overlapping resource bookings which may have crept in before validation was tightened
• amended the event and resource booking screens so that if a booking is edited and moved from one member to another member you are now asked if you would also like to transfer any associated payments with the booking to the new member
• fixed problem with full screen view on notes fields which was working fine whilst in edit mode but crashing the system if a full screen view was requested when not in edit mode
• bug in events screen, supplier costs page and supplier screen, events page corrected so that head costs are not added in for cancelled bookings. They were being incorrectly calculated here even though they were being correctly calculated in the Event Cost Analysis report
• bug in web bookings and web enquiry import fixed so that it clears the filter in the relevant screens before importing data now that filters are automatically remembered in the system
• fixed problem which was preventing supplier costs details appearing in event screen and supplier screen if no bookings have yet been taken for the event
• fixed problem with reprint booking acknowledgements not printing correctly using the ‘Print’ button from the bookings page of the event screen caused by a recent update
• problem with stuck tip of the day resolved
• new column called acknowledged added to bookings record rather than storing acknowledged date in the notes field
• fixed problem which occurred when using a blue jump button to jump from a grid with no records displayed to another screen such as member bookings grid to the bookings screen the second screen would not always display the correct details (in this example member name and event name). Editing the record or moving away and back always corrected the display. Although some of the displayed data was incorrect immediately following the jump, the underlying data was always intact
• stopped search on merchandise items screen from being case sensitive
• added a new feature to all source of contact items so that they can be set to active or closed. Once closed they can be retained for historic purposes but are not used when adding new records. The source of contact report can now be filtered using the new source status field
   

B5 Enhancements (27th July 2006)

• enhanced the filter and sort features throughout the system so that filters and sort orders are now remembered if you set them in a screen, leave the screen to visit another and then come back again rather than being reset back to their default values on return automatically
• fixed problem on joint member / contact screen which would crash Book-It if you clicked the ‘Go’ button to go to a joint member / contact who did not fit the current filter conditions
• address line 2 removed from limited address reports following customer demand
• fixed problem on booking acknowledgement letter which was truncating last 2 characters of year on event dates spanning multiple dates
• validation on date of birth tightened up to reduce risk of keying errors
• when changing the event start date (for example when repeating events) the event end date will now automatically calculate itself based on the new start date
• Booking screen amended so that if no payment is due during an insert or amendment you will no longer be asked if you want to make a payment
• Add an indicator to the member screen to indicate a member’s transport preference so that it can act as a default value whenever a booking is taken in the office or on-line in order to encourage use of transport sharing
• Added SLOTS as a mailmerge field so that it can be used in booking acknowledgement letters and emails
• Mouse can now be hovered over the filter symbol at bottom of most screens to see what filter is currently active
• Clicking the filter symbol at the bottom of the screen now has the same affect as clicking the filter button in the main toolbar
• Fixed bug which seems to have appeared since moving to Book-It 4.0 which does not navigate correctly using the navigation buttons in the toolbar when a filter has been set which includes an ‘OR’ condition although report, label, email, letter etc production was unaffected when using an 'OR' condition
• Added extra ‘categories’ tab to newsletter screen so that categories can easily be reordered when generating a newsletter in event category order
   

B1 Enhancements (8th June 2006)

• fixed a problem in the find button that would not allow finding based on some date fields such as booking date in the new resource booking area
• added batch option to produce merchandise order letters as well as the existing labels and reports
• new ‘duration’ field on the contact page of the member screen which will report the length of membership or duration of a contact relationship
• new ‘average membership length’ field on the Member Analysis report (Pro and Enterprise editions only)
• amended the ‘slots’ field on generated newsletters to show the words FULL or WAIT LIST ONLY rather than the number of slots when an event is full
• fixed problem in event letter mailmerge which was truncating the last 2 digits of the year in the eventdate merge field where the multiple dates were spanned and those dates were the 10th of the month or later
• added a new Tip Of The Day feature
• help file improvements
• fixed problem in payment deletion which was adjusting the bookings amount paid figure for the wrong booking upon deletion of a payment record (did not happen if reverse payments used and was previously resolved by reindexing files)
• added reference number to the title bar on all member, enquiry, supplier and event database screens
• added Member Ref To Event Bookings By Slot Report
• replaced Member Type with Notes In new Event Bookings Payment Detail Report
• now possible to change booked date field booking screens
• fixed problem with navigation buttons that was allowing some records to be viewed even though they were outside of the current filter and some tabs were showing information that was not associated with the currently selected record
• amended layout of Member Event Booking Payment Detail report to include details of all payments not just total per booking
• fixed HTML email problems which were showing blank emails when read by hotmail recipients
• fixed bulk email crash problem (batches of 500 or more emails)
• fixed problem with error handler that was not attaching error files when reporting errors
• Filtering on a number of reports has been fixed so that ‘event no’ now accepts 6 characters instead of 4 characters