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Control Panel

Moira Moroney
Updated

 

Overview

The Control Panel is a highly visual, calendar-based management view available to Booking Rooster Administrators. It is designed to provide a fast and efficient way to create, view, and manage courses and bookings. To activate the Control Panel fully for your organisation, your business owner or manager should contact support@bookingrooster.co.nz.

Introduced to Booking Rooster in 2024, the Control Panel is recommended for all clients and can be enabled at no cost for existing customers. Optional enhancements and workflow customisations are available at custom programming rates. Administrators can also preview a basic version of the Control Panel at any time by logging in and adding /CP to the end of the Booking Rooster URL. 

This article covers:

Control Panel layout & use

The Control Panel consists of:

  • A top menu bar
  • Filters and checkboxes
  • Action buttons (to the right of the filters)
  • A calendar view of upcoming courses, with one tile per trainer per day

Top menu bar

The top menu bar appears at the top of the screen in a solid block of your organisation’s brand colour. It is used to navigate between the Control Panel and other areas of the system.

Left-hand menu options

  • Control Panel
    Returns you to the Control Panel at any time.
  • Dashboard
    Opens your summary and reporting view.*
  • Archives
    Visible on Middle and Heavy plans where historical student records exist.
  • Menus
    Opens the administrator interface with the tabs:
    Organisation, Contacts, Courses, Marketing, Bookings, Reports, Kiosk, Help

* Availability depends on your service plan and permissions.

Right-hand menu options

From left to right:

  • Search for a course using the Course ID
  • Search for a booking using a BRN number, TCK number, Student name, or Booker name
  • Open the Help Centre
  • Manage your account using the person icon
    (edit your profile or sign out)

Filters and checkboxes

Filters control what appears in the calendar view below and are useful for quickly narrowing your view.

Important:
After setting your desired filters, click Search to apply them.

Standard filter options

  • Trainer
  • Course type
  • Free-text search

Checkboxes

  • All trainers
  • Include inactive courses (unchecked by default)
  • Show public courses
  • Show private courses

Optional custom filters

With custom setup, additional filters may include:

  • Region
  • Area
  • Branch
  • Ticket type
  • Any compulsory custom course field

Action buttons (right of filters)

The buttons to the right of the filters control navigation and display:

  • List
    Shows all upcoming courses that meet the selected filter criteria.
    • Click the person icon next to a course to add a booking.
    • Includes an option to Expand All / Collapse All course blocks.
  • Prev
    Moves the view back by a week, fortnight, or month (depending on your default view).
  • Date
    Jump directly to a selected date.
  • Next
    Moves the view forward by a week, fortnight, or month.

Calendar view

The calendar is arranged with:

  • One column per trainer
  • One row per day

This layout allows you to scan across a date to see all scheduled courses, or scan down a column to see all upcoming courses for a particular trainer.

Each trainer/day combination creates one tile, which contains:

  • A tile header bar
  • One or more expandable course blocks

Tile header bar

The tile header bar appears at the top of each tile (and to the right in some layouts). It includes, from left to right:

  • Trainer initials
  • Day and date
  • Add course icon

Clicking the Add course icon opens the Quick Create screen, prefilled with the selected trainer and course start date.

Course blocks

When a course is created, a block appears in the tile for the relevant trainer(s) on the appropriate day(s). Course blocks can be expanded individually, or expanded and collapsed in bulk using Expand All / Collapse All.

Collapsed course block view

The collapsed view displays:

  • Course start and end times
    • For multi-day courses:
      • A – symbol instead of an end time indicates the course continues the next day
      • A – symbol instead of a start time indicates the course continues from the previous day
    • Dates may appear to the left or right of the course name, depending on your settings
  • Course name
    • Always includes the course title
    • One-to-one lessons also display the student name once booked
  • An * at the far left indicates at least one active booking
  • [Sold Out] appears if the course has reached capacity

Expanded course block view

When expanded, the block displays:

  • Confirmed bookings (X of Y, where a maximum is set)
  • Course venue
  • Action buttons:
    • Person icon – add a booking (disabled if the course is sold out)
    • Cog icon – view and manage course and booking details
    • Edit icon – open Quick Edit

Common actions from course block

Add a booking from a course block

  1. Locate the course
  2. Expand the course block (if not already expanded)
  3. Click the person icon
  4. Complete the booking process
  5. You will be returned to the Control Panel

Edit a course (Quick Edit) from a course block

  1. Locate and expand the course block
  2. Click the Edit icon
  3. Update the relevant fields
  4. Click Update, or Edit All Details for full editing

Manage courses and bookings (Cog icon)

Selecting the Cog icon opens a management panel with:

  • Booking-related actions on the left
  • Course-related actions on the right

Booking-related actions

For each booking, use the three-dot menu to:

  • Edit attendee
  • Replace attendee
  • Cancel attendee
  • Show booking
  • Cancel booking
  • Send booker confirmation
  • Send attendee confirmation*
  • Add PO
  • Send attendee certificate**
  • Send booker certificate**
  • Print NZTA certificate**

* Only available where configured for the course
** Only available if certificates are set up and awarded

Course-related actions

Available options include:

  • Quick Edit Course
  • Edit Course Details
  • Change Course Date
  • Cancel Course
  • Delete Course*
  • Edit People (bulk Quick Edit)
  • Print Class List
  • Assess
  • Access Kiosk
  • Booking Details

* Availability depends on plan and permissions.

Settings and display options

The following Control Panel settings can be adjusted by contacting support@bookingrooster.co.nz at no charge:

  • Default view length: 7 days, 14 days, or 1 month (1 month recommended)
  • Position of course times (left or right of the course title)

Trainer colour settings

You can set display colours for individual trainers:

  1. Click Menus
  2. Select Contacts
  3. Open Trainers
  4. Click the trainer’s name
  5. Select a colour
  6. Click Update

Repeat for any additional trainers.

Adding custom filters

If additional filters would improve efficiency, contact
support@bookingrooster.co.nz.

Custom filters can be added (at custom programming rates) for most compulsory course fields.

Need more help?
If you have further questions about this topic or would like help with setup or changes, please contact support@bookingrooster.co.nz.

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