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USER MANUAL PHPCalendarXL
Introduction:
CalendarXL is a versatile online flexible reservation
system for campsites, travelorganisations, touroperators, rental of
houses, etc. etc. PHPCalendarXL is easy to implement in existing websites.
Colours and design can be easily adapted to personal preferences by
means of changing some templates without changing or re-writing the
code. Templates can be easily changed by programs like Dreamweaver or
any another HTML editor and Smarty.
CalendarXL calculates the rentalprices of a specified
holiday period, additional the local taxes, discounts, travelinsurances,
cancellation insurances will be automatically calculated by the program.
Advantage is that the customer can see right away what will be his/her
total price for a choosen holidayhome.
CalendarXL can cope with discounts on percentage base
or discounts like 14-10 and 21-14 etc. and even prices can be calculated
depending on how many people stay in the accommodation per night.
Additional options like costs for making a reservation
can be added too in separate fields.
PHPCalendarXL consists of 2 parts: the frontoffice and
backoffice.
The frontoffice consists of the Search and Browse options
to be used by the person (Customers) who wants to buy choose a holiday.
The backoffice consists of two parts i.e. the client section (owner
of the properties) and the administrator section (person responsable
for administrating the PHPCalendarXL program).
The administator can create/add/delete properties and
generate login codes for the clients. The clients login with their personal
logincode and are able to change/enter the rental prices, taxes, discounts
and availability.
The customer can choose between two options:
•Browse properties (shows all possible resorts/destinations/countries).
•Search facility: Searches for all available properties in
certain holiday periods/resorts/countries.
PHPCalendar needs PHP and MYSQL to be installed/active on the (hosted)server.
Table of Contents
The Navigationbar of CalendarXL has three different menu's:
• Introduction
• (End)User section menu
Bookingform
Show
Full Details
• Admin section menu
Privileges
of the Admin
The Admin
Menu
Add
User Menu
Edit
Profile
• Client section menu
Edit
property Description and Facilities
Editing
Facilities
Set
costs for Insurances and Taxes
Defining
vacancy per day in PHPCalendarXL
Set
Prices per Accommodation
Defining
prices for certain holidaysperiods
• Installation PHPCalendarXL
The Customer menu (enduser):
The user can search for an accommodation by using the menu as shown
below. The user can choose between several field like the country of
his/her interest, the area and/or the resort/campsite. PHPCalendarXL
offers also possibilities to search on available dates, prices and sleeps.
All these options can be added of left out in order to offer the best
clear/understandable view to the customers visiting your website.
After entering the desired holiday period etc. PHPCalendarXL
outputs a new screen as shown below.
The output below with the map of France is just an example you can
define the layout and look and feeling yourself.
Now the customers can click on "Full
Details - Make reservation" and following information will be
visible to the customer:
If the customer likes he
now can fill in the requestes fields in order to obtain a pricequotation
for his/her holidays:
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Sample output of a price quotation:
The Admin menu section:
After installation the above depicted navigationbar and login facility
will be delivered standard with PHPCalendarXL
Choose "Admin Section" and login with :
Login: su
Password: password
Next the following screen appears:
The Admin account cannot
be deleted!
Now we can edit/input the data for the administrator of the PHPCalendarXL
program:
Click on the second line on "su" and the next menu
will be displayed:
As shown above we see now the default empty profile of Admin "su"
To change the profile undertake following steps:
Step 1
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Click on "Log in as user"
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Step 2
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Click to edit profile: su
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Next screen appears, here you can enter your personal
information. The Email address field is very important, because this
is also the one were PHPCalenderXL sends you the enquiry requests
from the customers.
On the right hand of each field there is a checkbox, when checked
info concerning the specified field will be displayed to the customers
during making a reservations or enquiries.
For security reasons we
strongly advise you to change the default password a.s.a.p!
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Main tasks of the administrator are:
- Add/Delete/Create Countries
- Add/Delete/Create Areas (region name for instance: Normandy, Oklahoma,
Gelderland)
- Add/Delete/Create Resorts (Names of the Resorts/Holidaypark, name
of Campsite)
- Allocate Resorts to Country and Area in order to subdivide these
in several categories
- Define type of pools example: Heated Pool, Public Pool of Covered
Pool
- Create Titles (Mr. Miss. Mrs. M. Dhr. Mevr. etc.) to be used in
forms for end-users
- Define type of Currencies (Euro, Yen, Dollar, etc.)
- Define your preferred colors to be allocated to the statusfields
of the Consolidated Calendar
- Allocate the generated colors in point 8 (above) to status of availability.
Availability indicators are: available=color green, booked=color red,
almost booked=color orange, not available=color grey, reserved=color
blue, pending=color white)
- Create/Delete/Edit new clients (Clients are the owners of the properties)
- Change profiles
- Alocate properties/resorts to clients
- Change the skin (look and colors of all the menus)
- Change privilege levels for clients, in order they can add themselfes
resorts/properties etc. (We strongly recommend to make 1 administrator
active)
- Define preferred language when starting PHPCalendarXL
- Alter settings of the consolidated calendar i.e. number of months
to be showed when viewing/editing calendars/availability.
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Below the output of "Admin
Menu" when "Options" has been selected.
In the left pane we have selected "locations" and this
outputs all available locations to the administrator. In this menu
resorts can be linked to the area and to the several countries. Administrating
locations is very easy in PHPCalendarXL.
All menu options are selfexplanatory, please walk yourself throug
all steps. Languages can be added as many you want/need. Skins can
be changed to adapt the PHPcalendarXL to the design of your own website.
PHPcalendar accommodates many languages, resorts and locations, which
makes PHPCalendarXL easy to be used for international purposes.
Language sets default language when starting up PHPCalendarXL. Optimise
DB cleans up database structure.
Feel free to try alle menus it is really comprehensible.
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Add User menu
Below the menu to add a single user.
Assume you offer this program to let people rent out their own properties,
you can create for each client an account. An overall overview of
all entered clients can be viewed by choosing "Users List"
Example output of the "Users List":
In this output we had
selected another "Skin", as you can notice the output changes
colors of tables and characters..
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The Client Admin Section
After logging as a Client the following layout shows up:
The client admin navigationmenu consists of 5 administrative
buttons:
1. My properties (this is the list of all properties
which belong to only this specific client)
2. View Consolidated Calendar (produces an overview of availabilities
for all the properties)
3. The Insurances and Taxes (settings for Insurances and Loacal taxes
defined per resort + optional costs like costs for making reservation)
4. Booking Request (Shows a list of all customer's with email addresses
who made reservations)
5. Discount settings (Setting of discounts on percentae base or on
21=14 and 14=10 base, etc.)
In the propertylist the properties can be edited concerning prices,
availability, description and facilities of the accommodations.
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Edit property Description
and Facilities
Let's first have a deeper look at the propertes:
Click on "Mobilhome Camping Les Salisses"
or any other resort. Output as shown below appears:
In the fields you can enter all kinds of data which
are of interest to the customer and apropriate to this specific accommodation/room/appartment.
Data can be entered in as many languages you want. In our example
we have 3 different languages. Most fields are free text fields, except
the pooltype, property type and location, as they are predefined by
the Administrator in the Admin menu. These fields offer a very felxible
way to describe all kinds of accommodations, appartments, rooms and
plots for tents/caravans.
Also a picture of this specific accommodation can be
uploaded or deleted. At the end of the menu we can click on "Preview
Calendar" and "Facilities"
Preview Calendar Shows a comprehensive calendar were
we can see whether or not specific periods are Reserverd/Booked/Available
etc.
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Editing Facilities:
When clicking on facilities output appears as shown
below.
Here we can enter all data which are interesting
to the customer regarding the resort and accommodation. For example
are washrooms available, what kind of leisure offers the campsite/hotel,
is the golfcourse on the holidayresort or outside?
Here again PHPCalendarXL offers many possibilities to make clear to
the customers what kinds of facilities will be found on the Holiday
Resort.
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Defining rental price
of the accommodation/chalet:
In the property list click on "Edit Price"
The prices above prices have been entered for only 1 accommodation.
Prices are the prices defined night!
Prices are in this case independable of the number
of persons staying in the accommodation. In this case only enter the
prices for "0" persons, which means the program always produces
the rental price per night independable of the number of persons staying
in the Mobilhome/Appartment.
Example: Price for the accommodation from 02-06-2007
till 07-07-2007 is Eur. 75,00 per night.
PHPCalendarXL can also handle prices per night based
on the number of persons staying in the Accommodation.
In this case prices must be entered as shown below:
When a family consists of 3 people and they arrive
on July 7th the price per night will be Eur. 70.71 per night (3 people
stay in the Accommodation) For 5 people the price/night will be Eur.
75,00/night.
When rental prices depend on the number of persons, please do not
enter prices in the "0" persons field!
Defining prices for
a certain period
Adding the price for a specific period is easy, just
click on button "Add Period"
Next menu pops up:
 Enter
periods and prices and click on "Add Period"ready you are!
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Defining vacancy per day
in PHPCalendarXL
Now let's have a look at the calendar itself. Click
on "Edit calendar"
You will see the month January and all days are colored green which
means these days are all available.
A = Available, P= Pending, R=reserved, B=Booked, N=
Not available, F=Few Available
By clicking on the radio button marked with A,P,R,B,N
or F you can change availability status for each day. For example
if you click radio button "B" (booked) the corresponding
field turns into RED. At the same time PHPCalendarXL is asking you
the customers name, but this is optional. If you want to leave customers
name blank it is OK..
In cases of P,R,B and N these days are blocked during
performing a query by the customer. This way PHPCalendarXL only provides
vacant days for this specific accommodation.
Default PHPCalendarXL sets availability status for
each day on "A"
When you have finished defining the availability for
each day please push button "Apply Changes"
Screen will refresh and new availability calendar will be shown.
At the bottom all flavours of availability are explained
with their corresponding colours.
PHPCalendarXL gives you the opportunity to select
the way the output will be shown to you, with or without prices/names,
show only certain months of the year I.E. Winter of Summer and the
type of currency to be used. This all makes PHPCalendarXL a very flexible
program.
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Defining tourist
taxe and insurances:
Click on "The insurance and taxes" tab and
menu as shown below appears.
Next select a resort.
Click a resort and next menu appears:
Explanation of Fields above:
Costs for Cancellation Insurances:
Cancellation Insurance 5 % means 5 % taken of total Rentalprice.
Example Rentalprice is € 1000,00 then costs for Cancellation
Insurance will be € 50,00
Policy: Costs for making the policy/administration to be added to
the costs for the Cancellation Insurance
Sum of Cancellation Insurance = € 50,00 + policecosts €
5,00 = € 55,00
Costs for Travel Insurances:
Costs: Price for Travel Insurance (in pre-defined currency) per person
per day
Policy: Costs for administrating and making the police.
Example:
When someone orders a 10 days holiday with 2 persons
and 1 child below 3 years the Travel Insurance will cost:
Number of Persons (Adults) = 2
Children below 3 years = 1
Number of Children > 3 years = 1
Number of holidays = 10 days
Price for the Travel Insurance per Person per Day = € 1.05
Costs for the TravelInsurance are: 3 x 10 x €
1,05 + policecosts € 5,00 = € 15,50
In the above settings there's predefined that children below 3 years
are free for the Travel Insurance.
Additonal costs for unknown and costs for making a reservation can be
specified additional
PHPCalendarXL offers
you the possibilie to define extra customized fields.
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INSTALLATION OF PHPCalendarXL
After purchase you will receive by email all needed
files.
Copy thes file to the (hosted)server or you localserver.
If you want to run the program on your local PC please
install PHP, Apache and MySQL software on your server. You can obtain
this software for free.
For free Apache software visit : http://www.apache.org/
For free PHP software visit : http://www.php.net/
For MySQL software visit: http://www.mysql.com/
Download the software. Create a subdirectory in the
Apache map Calendarxl:
Path of the PHPCalendarXL software could be C:\Program Files\Apache
Group\Apache\htdocs\Calendarxl
Once all files have been copied to C:\Program Files\Apache
Group\Apache\htdocs\Calendarxl
start your browser.
To start the installation start your IE browser and
type in following url:
http://127.0.0.1/Calendarxl/install/index
After pressing on Enter buttom following sequent pages will guide
you through all steps.
At startup the following screen appears:
Press on Next>>
Second screen appears:
Explanation of all the fields:
Database hostname is the name of the host, when you
are using your local pc enter here: 127.0.0.1 or "localhost".
These are standard windows settings. 127.0.0.1 is the same for "localhost".
Database user name: The name of the SQL database is this example we
named it : "database" you or your administrator can decide
or choose for antoher name.
Contact you SQL administrator to create a SQL database.
After you have got the database name together with the username and
password you can continue filling in the form.
When all fields have been filled in prooperly press on knob (Next>>)
Third screen appears which informs you in "green"
if connection to database succeeded, a new SQL table has been created
and settings have been saved.
Press on (next>>) or (verder>>) to continue.
Now the installation is almost completed, final thing
to do is to create a file in wordpad or notepad named: "config.php"Please
find below an example of this file:
<?
define("DB_PREFIX", "calcxl_");
$db_user = "root"; // database user
$db_password = "root"; // database password
$db_database = "test"; // database definition file
$db_server = "127.0.0.1"; // database server - usually localhost
?>
After entering above text in the config.php file save
and close the file. After copy the file in the same directory as where
the other PHPCalendarXL files reside.
Then press on: Goto the mainpage (Ga naar de hoofdpagina)
Program is now ready for use as shown below:
End of installation.
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