Rollover (or Create a New Schedule Based on an Existing One)

Rolling over is a one step process design to create a new schedule based on an existing one. This process is generally performed at the end of a term or a series of services, inviting cutomers back for the next series.

Examples of where this process is used include tennis classes or math tutorial. Here, in general, the business would, at the end of the term, rollover to create new schedules with new dates. The process is illustrated in the next diagram.

rollover2.png

Data Changes

In effect, rollover performs the following when given a date series (*):

  • Creates one or more date series based on recurring dates specified in the affected schedules. Note that the new dates are based on the previous series starting on recurring date.
  • Re-Creates one or more schedules that operated using the date series (*).

Note that recreating the date series means that when you have a 9 day series, a new 9 day series is created. Also if you have left out a particular date because of a public holiday, the corresponding date is also left out in the new series.

All actions occur in the page Schedules > Rollover.

Summary of Actions

There are three resetting features available to managers. Rollover which recreates schedules with bookings, recreate which creates schedules based on old ones and archive which deletes schedules and stores them in archive. The following table summarises the features of each function.

Action Creates New Schedule Rolls-over Bookings Delete & Store in Archive
Rollover YES YES -
Recreate YES - -
Archive - - YES

Rollover

To rollover, you must:

  1. Ensure that the date series that you are about to rollover has a recurring date defined. If no date is defined, you will not be able to rollover.
  2. Go to the page Schedules > Rollover.
  3. Select in the left checkbox the date series which you want to rollover.
  4. Click the Rollover button in the bottom right.

Recreate

To recreate, you must:

  1. Ensure that the date series that you are about to recreate has a recurring date defined. If no date is defined, you will not be able to rollover.
  2. Go to the page Schedules > Rollover.
  3. Select in the left checkbox the date series which you want to recreate.
  4. Click the Recreate button in the bottom right.

Archive

Archiving removes a date series and all corresponding dependent schedules. Ordinarily, this process occurs automatically; however, it can be accelerated using this feature. Once archived, changes can be made to services or prices without affecting any unpaid customers who were booked into the archive schedule.

To archive;

  1. Go to the page Schedules > Rollover.
  2. Select in the left checkbox the date series which you want to archive.
  3. Click the Archive button in the bottom right followed by the Confirm button.

Rollover Warnings

In the rollover page, one or more of the following warnings may appear:

  • Archive only - date series without recurring date may only be archived.
  • Recurring date in past - if the date series is rolled-over, the new one created will have a date series created in the past. This is applicable for services that are charge after they are provided.
  • Some recurring dates are blank - any schedules with blank or unspecified recurring dates will not be rolled over.
  • Recurring dates are different - the date series selected for rollover has schedules with different recurring dates. This means that the date series will be recreated on different days.

Auto Rollover

In certain circumstances, the system will Auto Rollover customers which you book into an old series into new series. This occurs when you have rolled-over but booked a customer into an existing schedule. In such a case, Shopperee assumes that you want to book the customer into the future schedule and thus "Auto Rolls Over".

However, in the circumstance where you create a complete new schedule after rollover. This schedule will not be recreated for the new term.

See the illustration below:
autorollover.png

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