Introduction

This document outlines the operation of the Guest Feature Capture system within Intouch.
Feature Capture allows the client to capture additional details relating to the guest when booking for an event. It allows the client to specify the format and content of the questions and possible answers. It is typically used to capture details such as emergency contact, dietary, medical, and other miscellaneous details.
This document covers the:

  • Setup of Features (configuring the questions that need to be asked) - in Resources.
  • Linking of Features to Activities (configuring which questions are asked for which events) in ResPoint.
  • Capture of Attendee Details (getting the guest's responses) in ResPoint and SalesPoint.
  • Viewing / Updating the Guest's Attendee Details (reviewing the guest's responses) in ResPoint.


Note: This document assumes that the reader has a solid understanding of the setup of the ResPoint booking system - notably around the setup of Activities, the linking of Products to Activities, and how this impacts the creation of Events.

Attendee Selection (who is attending…)

It should be noted that the Feature Capture system is strongly linked to Attendee Selection. By default, the guests attending an event are not captured. This has to be specifically activated, relative to either the Event Activity (the type of event) or the Event Products (the products used to purchase a reservation for the event).
When Attendee Selection applies - the guests attending the event are specified - the system then captures Attendee (Feature Capture) Details for these guests. This is the standard behaviour of the Feature Capture system, and it is this functionality that is the main focus of this document.
When Attendee Selection does not apply - the guests attending the event are unknown - then feature capture can still occur - but it occurs in non-attendee mode. Guest details (responses) can still be captured, but only when required. This might typically be used in a restaurant style booking system. Typically, it is not necessary to know all four guest attending - but if one of the guests has special dietary requirements - then that guest must be specified, and their dietary needs entered. The capture of non-attendee details is documented section Capture Details in Non-Attendee Mode.
Attendee Selection can be activated in two ways (by event or by product):

Configure Attendee Selection based on the Event

Whether the event being booked requires attendee selection is specified against the Activity (the type of event) - on the Edit Activity List 3 form. To activate, on the Main Details tab, check the Requires Attendee Selection checkbox.

Activities are maintained in:

  • Resources on: the Charts tab - via the Setup | Activities list
  • ResPoint on: the Bookings tab - via the Setup | Activities main menu.

In both cases, expand the activity list and select an activity at the third level.

Configure Attendee Selection based on the Product

Whether the product being purchased requires attendee selection is specified against the pass settings of the product. Or more specifically whether this product must be linked to a guest (when sold).
On the Edit Product form (in Resources) - Supplementary tab - when 'Link to Pass' = 'Required' - then attendee selection applies if the product being purchased requires a reservation to be made (i.e. the product is linked to an event activity).

Setup Features (and Feature Values) - in Resources

The actual questions asked are setup in Resources on the Setup tab under Define | Features.

A two level structure applies:

  • Feature - Here we specify the actual question that needs to be asked. What do we need to know?
  • Feature Value - Here we specify the format of the answers (for a Feature). What responses are acceptable (for a question)?

To create a Feature:

  1. On the Feature List - select the Add Feature menu item.
  2. The Add New Feature form is displayed.
  3. On the Main Details tab page - enter the following details
    1. Description: The title / name of the question. This is shown to the operator - when the details are captured. For example: Dietary Needs.
    2. Display Order: The order the features are shown on the setup tab.
      Note: The order the questions are shown to the operator - during capture - is set when the feature is linked to an activity. This allows the order to be specific to the type of event. This is detailed later in the document.
    3. Mnemonic: Used in reporting. Enter a unique value or leave blank (unless otherwise advised). 
    4. Operation Style: The type of question. Three options are available:
      1. Enter/Select Value: Use when a single text value just be entered or one value from a list must be selected.
      2. Allow Selection of Multiple Values: Use when multiple entries from a list (zero, one, multiple) can be selected.
      3. Allow Entry of Multiple Values: Use when multiple blocks of text can be entered.
    5. Notes: Add any notes relating to this feature (for future reference).
    6. Used by: Make sure the Activity List 2 checkbox is selected (otherwise the feature will not be available for linking to the activity).
  4. On the Feature Values tab page - specify what format the responses must take (what responses can be selected / entered).
  5. Add a feature value for each required / possible response. Select the Add menu item, and the Add Feature Value form is displayed.
  6. For each Feature Value - enter the following details
    1. Description: The title / name of this answer. This is shown to the operator. For example - one of the allowed dietary responses might be vegetarian.
    2. Display Order: The order these responses are shown to the operator / guest.
    3. Mnemonic: Used in reporting. Enter a unique value or leave blank (unless otherwise advised).
    4. Default to this Value: When selection from a list applies, use this option to configure the value that is initially selected when the form is shown to the operator (in SalesPoint / ResPoint).
    5. Allow Freeform Text: Select (check) this option when you require the operator to enter text (for this response). This can be used when capturing single or multiple blocks of text. It can also be used for obtaining additional information when a selection is made from a list (i.e. the operator selects 'other' - and they are then required to enter text explaining what other means).
    6. Freeform Text is Mandatory: Select (check) this option when the operator must enter text for this response. For example: the operator must enter an Emergency Contact (it cannot be left blank).
    7. # Freeform Characters: When freeform text entry applies, specify the number of characters the operator can enter.


Feature / Feature Value Setup Examples

This section illustrates some sample feature setups and includes how these questions would then be presented to the operator in ResPoint / SalesPoint.

1. Single Text Entry: Special Requests

This example demonstrates the capture of a single block of text (which could be either optional or mandatory).
In this case we are capturing any special needs the customer may have - via the entry of free form text. They can enter up to 100 characters and (in this case) the entry of details is optional.
On the Main Details tab page of the Edit Feature form:

  • Operation Style = Enter/Select Value.


On the Feature Values tab page - one Feature Value would be added:

This Feature Value would be configured with:

  • Allow Freeform Text = Yes (checked).
  • # Freeform Characters = the number of characters the operator is allowed to enter for this response.


When this question is displayed to the operator - it would display as:

2. Multiple Text Entry: Emergency Contact

This example demonstrates the capture of multiple blocks of text.
In this case we are capturing emergency contact details. Two entry fields are required: one for contact name and one for contact phone number. Entry for both is mandatory (i.e. both a contact name and a contact phone number must be entered).
On the Main Details tab page of the Edit Feature form:

  • Operation Style = Allow Entry of Multiple Values


On the Feature Values tab page - two Feature Value would be added:

Both Feature Values would be configured with:

  • Allow Freeform Text = Yes (checked).
  • Freeform Text is Mandatory = Yes (checked). The operator must enter text for this entry.
  • # Freeform Characters = the number of characters the operator is allowed to enter for this response.


When this question is displayed to the operator - it would display as:

3. Select One from a List: Lunch Selection

This example demonstrates the selection of a single entry from a list of options.
In this case we are capturing which lunch selection the customer would like.
On the Main Details tab page of the Edit Feature form:

  • Operation Style = Enter/Select Value


On the Feature Values tab page - there would be one Feature Value for each available lunch option:

All Feature Values would be configured with:

  • Allow Freeform Text = No (checked).


When this question is displayed to the operator - it would display as:

4. Select Multiple from a List: Medical Details

This example demonstrates the (optional) selection of (multiple) entries from a list of options. The operator selects as many options as apply (they can select none).
In this case we are capturing medical information relating to the guest.
On the Main Details tab page of the Edit Feature form:

  • Operation Style = Allow Selection of Multiple Values


On the Feature Values tab page - there would be one Feature Value for each possible medical selection.

If the option is simply a selection option, then the Feature Values would be configured with:

  • Allow Freeform Text = No (checked).


If the option is a selection option that also requires the entry of additional information relating to that selection, then the Feature Values would be configured with:

  • Allow Freeform Text = Yes (checked).
  • Freeform Text is Mandatory = Yes or No - depending on whether additional text must be entered.
  • # Freeform Characters = the number of characters the operator is allowed to enter for this response.


When this question is displayed to the operator - it would display as:

Link Features to Activities - in Resources / ResPoint

Which questions are asked for which events is configured against the Activity (at activity list 2).
Activities are maintained in:

  • Resources on: the Charts tab - via the Setup | Activities list
  • ResPoint on: the Bookings tab - via the Setup | Activities main menu.

To link a Feature to an Activity:

  1. Display the Activity List, and select to edit the relevant second level node.
  2. When the Edit Activity List 2 form is shown, go to the Linked Features tab page, and select the Add menu item.
  3. When the Select Feature form is displayed, highlight the required feature, and press the OK button.
  4. The Add New Linked Feature form is displayed.
  5. The following information can be specified when linking the feature:
    1. Type: Set as either Booking or Pre-Event. A Feature flagged as 'Pre-Event' is not shown when initially making the reservation (booking). It is only shown later when subsequently reviewing / editing the Attendee Details (i.e. when the guest checks in or attends the actual event).
    2. Display Order: The order in which the features (questions) are presented to the operator / guest.
    3. Mandatory: Flag as Mandatory, if the operator / guest must enter a response for this question.
    4. Internal: Flag as Internal, if the question is not to be shown to the guest on the client web site. An 'internal' question is only displayed in ResPoint / SalesPoint (i.e. it is not visible to the actual guest, it is only seen by staff members).
  6. Press the Save button and the feature is linked to the Activity.

Repeat this process until all required features have been linked to the activity.
 

Capture Attendee Details - in ResPoint

The following sequence applies when booking an event, on the Bookings, Diary or Trans View tab page, in ResPoint, which requires attendee selection and the capture of attendee (feature) details.
Note: The focus of this sequence is on attendee selection and attendee details capture. Consequently, some parts of the sequence are not be covered in depth. It is assumed that the reader has a good basic understanding of the booking process in ResPoint.

  1. After the event has been selected, the Add / Search for a Person form is displayed - so that the guest making the booking can be entered. Link a guest (either search for an existing guest or add a new guest). Enter the number (quantity) of reservations required. Press the Use Person and Create Sale button.
  2. The Product Selection form is displayed. Select the required products and press the Save button.
  3. The Select Attendees form is displayed (it is displayed once for each selected type of product). Every guest attending this event - under this product type - must be entered.
    By default the booking guest and any associates of the booking guest are automatically displayed. 
  4. The following options are available on this form:
    1. Add New Attendee: Create a new guest and add them as an attendee.
    2. Search for Attendee: Link an existing guest as an attendee.
    3. Set Relationship: Allow the 'associate' relationship between the booking guest and the attendee to be set (i.e. friend, father, mother, etc…).
    4. Use Booking Guest (button): Make the booking guest the attendee for all the products (the total quantity). I.E. If three adult products are being purchased, then make the booking guest the attendee for all three tickets.
      Note: When adding a new or existing guest, as an attendee, you will be asked if you would like to link the two guests (mark booking guest and attendee guest as associates).
  5. Once the required number of attendees have been entered, press the Next button.
    Note: If different products are being purchased (i.e. both adult and child products), then the Select Attendee form is displayed multiple times - once for each product. We need to know which attendees are purchasing which products.
  6. Once all attendees / guests have been specified, it is time to capture their attendee details. This is done on the Attendee Details Capture form, which is displayed next. See The Operation of Attendee Details Capture form section for the operation of this form.
    Note: Once you have reach the Attendee Details Capture form it is no longer possible to cancel the booking.

Capture Attendee Details - in SalesPoint 

The following sequence applies when purchasing a reservation product in SalesPoint, which requires attendee selection and the capture of attendee (feature) details.
Note: The focus of this sequence is on attendee selection and attendee details capture. Consequently, some parts of the sequence are not covered in depth. It is assumed that the reader has a good basic understanding of the booking process in SalesPoint.

  1. Add the required products to the sales screen.
  2. Link the products to the relevant guests (if attendee selection is required), by adding a person entry to the sales screen. This can be done by either:
    1. Swiping or scanning a guest pass / card.
    2. Using the Lookup | By Guest button to add an existing guest.
    3. Using the Add Person button, following by the Modify | Details button to add a new guest or link an existing guest.
      Note: The guest (person) can be added first, if desired.
  3. Select the Schedule or Pay button - the Select Event form is shown.

    Note: If the product or event being booked requires a person to be specified - but a guest has not be added - and the Pay or Schedule button is selected - then the operator is prompted to link a guest to the product.
  4. Once the event is selected, the Attendee Details Capture form is displayed. See The Operation of Attendee Details Capture form section for how the form works.

    Note: The Add Attendee Details form used in ResPoint is also used in SalesPoint. It should be noted that this is a mouse driven form.
  5. Once all the attendee details (guest responses) have been entered, press the OK button, to be returned to the sales screen.

If the attendee details subsequently need to be modified, this can be done by selecting the Modify | Attendee Details menu button.

The following details should be noted:

  • A Manager setting controls whether the Modify | Attendee Details button is shown - by default is it not available.
  • This functionality applies to both new sales and recalled advance sale transactions.


The Operation of Attendee Details Capture form

The same Attendee Details Capture form is used in both ResPoint and SalesPoint.
Each guest (attendee) in the (advance sale) transaction is displayed on their own tab page, with their own set of questions.

Enter the responses for each guest. Use the Next button or tab control to move through the guests.
The following features should be noted:

  • You can use the Prev button or the tab control to move back to a previous guest.
  • When you are on the last guest, the Next button changes into an OK (finish) button.
  • You can use the Copy button to copy details from one guest to another. Two options are available:
    • Copy Responses to All Other Guests: This option copies the responses for the currently displayed guest to all the other guests in the transaction.
    • Copy Responses from Guest…: This option copies the responses from the guest selected in the sub menu to the current guest.

  • In ResPoint, the guest's personal details (name, address, contact details, etc…) can be updated by selecting the combo button next to the guest's details.


In ResPoint, this displays the standard edit Guest (details) form.

  • If the OK button is selected (to close the form) and a mandatory question has not been answered, then this question is automatically selected and displayed in red.


Note: The guest linked to the purchased product cannot be changed on this form. In ResPoint, this must be done on the Edit Transaction form. In SalesPoint, this must be done on the sales screen.

Edit Attendee Details - in ResPoint

In ResPoint, attendee details can updated from either:

  • The Event Manifest:

  • The Edit Transaction form:

  • The Attendee Details tab page on the Guest Record: