Diary

Select Diary from the Outlook bar on the left hand side.

Select Show Diary from the expanded selection.

The Appointment Diary screen will be displayed.

Select the Diary required

Set the Date required

All bookings for that diary page for that date will be displayed

Double click on the time of the booking you wish to open

The booking record will open

Select Diary from the Outlook bar on the left hand side.

Select Show Diary from the expanded selection.

The Appointment Diary screen will be displayed.

Select the Diary required

Set the Date required

Any existing bookings for that diary page for that date will be displayed

Double click on the time of the booking you wish to create.

The Appointment Type window will open

Select the appointment type using the drop-down arrow

Select the location for the booking using the drop-down arrow

Click on OK

A Provisional Booking Record will open on the Initial Info tab

NOTE: The other tabs in the picture below may vary from what you can see on your screen depending on whether you are creating a cremation, burial or scattering – don’t worry about this.

1. Select a Status from the drop down list (optional – this will be displayed from the diary)
2. Select a Type of Service from the drop-down list
3. Select a Funeral Director from the drop-drown list.

NOTE: If the Funeral Director isn’t frequently used and doesn’t appear on the drop down list it is possible to search for the funeral director within the booking or set up the Funeral Director within the booking.

1. Select the deceased Title from the drop-down list
2. Enter the Forename and Surname of the deceased
3. Enter Maiden name and Other name if appropriate
4. Enter the Address of the deceased

NOTE: if the last address for the deceased was a local institution such as a nursing home it may be quicker to click on the Address button and select the address from the Frequently used addresses list. If the institution does not appear on the Frequently used addresses list, then enter it manually and then click on +Add to add it to the list for use with future bookings.

1. Enter a Postcode for the deceased
2. Enter any Comments that you wish to be displayed from the diary page.
3. Click on the Save button

You are now ready to enter the registration details for the deceased:

Click on the Deceased Details tab

Click on the Edit Pencil

1. If the deceased lived in the parish/borough then tick the Resident flag.
2. Enter the Date of Death.
3. Enter the number of years/months/weeks/days/hours/minutes that the deceased lived in the Age field Leave this empty if the deceased was stillborn or a foetus
4. Select years/months/weeks/days/hours/minutes/Stillborn/Non-viable Foetus from the drop-down list.
5. Select the Gender of the deceased
6. Select the Marital Status of the deceased
7. Select the Occupation of the deceased
8. Select the Death Location of the deceased from the drop list. If the death location isn’t on the drop down list, it can be entered and if required added to the drop-down list for future bookings by clicking on +Death Location. Click on At Home if the deceased died at home.
9. Select the District where the death was registered. If the District isn’t on the drop down list, it can be entered and if required added to the drop-down list for future bookings by clicking on +District.
10. Select the Sub District where the death was registered. If the Sub District isn’t on the drop down list, it can be entered and if required added to the drop-down list for future bookings by clicking on + Sub District.
11. Enter the Date the death was registered
12. Enter the registration number in the Reference field
13. Enter any Comments concerning the registration
14. Click on Save

Select Diary from the Outlook bar on the left hand side.

Select Show Diary from the expanded selection.

The Appointment Diary screen will be displayed.

Select the Diary required

Set the Date required

All bookings for that diary page for that date will be displayed

Double click on the time of the booking you wish to open

The booking record will open

The booking will open on the Initial Info tab

NOTE: The names and position of the other tabs in the picture below may vary from what you can see on your screen depending on whether you are amending a cremation, burial or scattering – don’t worry about this.

Click on the Service Details Tab

Click on the Edit pencil

Select the service Denomination from the drop-down list

Select an Officiant from the drop-down list.

NOTE: If the Officiant isn’t frequently used and can’t be found on the drop down list, you can search for the officiant within the booking or the officiant can be created from within the booking

Enter any Special Instructions for the service

Click on Save

NOTE: These notes are applicable to a Cremation, Burial or Scattering booking.

1.     Select Diary from the Outlook bar on the left hand side.

2.     Select Show Diary from the expanded selection.

1.     The Appointment Diary screen will be displayed.

2.     Select the correct Diary for the booking

3.     Select the Date of the booking

4.     All bookings for that diary page for that date will be displayed

5.     Double click on the time of the booking in question

1.     The booking will open on the Initial Info tab

2.     NOTE: The names and position of the other tabs in the picture below may vary from what you can see on your screen depending on whether you are amending a cremation, burial or scattering – don’t worry about this.              

3.     Click on the Music Tab

4.     Click on the Edit pencil

1.     The Music for the booking will be displayed.   The screen shows that some music has already been added for this booking and the following instructions explain how to add a new piece of music:

2.     If an organist is required for this event then select the organist from the drop down list – in this example an organist is not required as Wesley is used.

3.     Select the Event from the Event selection list (Events can be added in any order and the music list will always display in the correct order of service).

4.     Select the type of media from the Type drop down selection list.

5.     Enter any comments required in the Comments field.

6.      

7.     If you wish to select Music from the Music Library:

1.     Select the Category of music from the Category drop down selection list.

2.     Select the Artist from the Composer selection list.

3.     Select the song from the Song selection list for that Category and Artist

4.     (If you can’t find the Music title you wish the follow the instructions:

5.     Add A Music Title From A Booking)

1.     If you do not wish to use the Music Library, ignore the Category and Composer field and type the Song title and Composer name into the field shown

2.     Click on Add Music

1.     The Event will be added to the music list displayed in the bottom half of the screen

2.      If you wish to add another event repeat the instructions from step 8.

3.     Click on the Save button  

4.     Click on the Exit button to leave the booking and return to the diary page

NOTE: These notes are applicable to a Cremation, Burial or Scattering booking.

1.     Select Diary from the Outlook bar on the left hand side.

2.     Select Show Diary from the expanded selection.

1.     The Appointment Diary screen will be displayed.

2.     Select the correct Diary for the booking

3.     Select the Date of the booking

4.     All bookings for that diary page for that date will be displayed

5.     Double click on the time of the booking in question

1.     The booking will open on the Initial Info tab

2.     NOTE: The names and position of the other tabs in the picture below may vary from what you can see on your screen depending on whether you are amending a cremation, burial or scattering – don’t worry about this.              

3.     Click on the Music Tab

4.     Click on the Edit pencil

1.     The Music for the booking will be displayed.  

2.     Click on the Music event that you wish to delete.

3.     Click on the Delete Music button

1.     The Event will be removed from the music list displayed in the bottom half of the screen.

2.     Click on the Save button  

3.     Click on the Exit button to leave the booking and return to the diary page

NOTE: These notes are applicable to a Cremation or Burial

1.     Select Diary from the Outlook bar on the left hand side.

2.     Select Show Diary from the expanded selection.

1.     The Appointment Diary screen will be displayed.

2.     Select the correct Diary for the booking

3.     Select the Date of the booking

4.     All bookings for that diary page for that date will be displayed

5.     Double click on the time of the booking in question

1.     The booking will open on the Initial Info tab

2.     NOTE: The names and position of the other tabs in the picture below may vary from what you can see on your screen depending on whether you are amending a cremation, burial or scattering – don’t worry about this.              

3.     Click on the Music Tab

4.     Click on the Edit pencil

1.     Select Obitus as the Music supplier in the Music System dropdown.

2.     Hit the Save button (this will automatically register the appointment in the Obitus system)

Now hit the 'Edit Music' button

This will open the Obitus 'Music Service Details' website in your default web browser (it may be open behind other windows) at the Bacas appointment, Bacas will stay open in the background at the Music page.

Note:

The Obitus website has a number of links across the top, one of which is 'Help Guide' which has helpful videos on using the site.

You can now select music in Obitus to be added to the appointment in Obitus.

Click the Popular button to see a list of popular music.

1.     Highlight tracks individually in the left hand list, which will load it into the 'Your Playlist' on the right.

2.     Tracks in the 'Your Playlist' column can then be :

1.     dragged up or down in the list with the left mouse button

2.     the order of service selected in the dropdown on each track

3.     or the track deleted with the 'dustbin' icon.

3.     The total playable music time is displayed at the top right, each individual track time is displayed on the Track.

Once all music is selected and modified, scroll to the bottom of the page where you can hit the Save and Submit button - if this is not done the music selections will be lost when the Obitus window is closed.

After a few seconds, the page will close to the Service Details page, the music is now saved in Obitus and the browser window can be closed.

Music selected for the appointment is now stored only in the Obitus system and needs to be loaded into Bacas.

R in the 'Your Playlist' columneturn to Bacas at the Music tab, hit the pencil, then hit the Refresh Music button

This will open the Obitus Music update window.

Select the number of days from now to retrieve music from Obitus for, then hit the Music Update button

This can take up to a minute to retrieve during which time the cursor will change to an hourglass - please be patient!

Upon return, all music for the number of days selected will be listed showing Appointment ID, Deceased Name, appointment date and time, and number of tracks, and they are now loaded into the Bacas database against each appointment.

Now hit the close button.

Note: If you hit the Music Update button again by mistake, no damage will be done, the music is simply retrieved again and reloaded.

Finally, reload the Music tab (hit another tab then the Music tab again) and the selected music will be displayed.

Then hit the Save button then the Close button

Note: Obitus music can only be selected/amended by appointment on the Obitus site then reloaded into Bacas

NOTE: These pages are relevant to a Cremation, Burial or Scattering booking.

Select Diary from the Outlook bar on the left hand side.

Select Show Diary from the expanded selection.

The Appointment Diary screen will be displayed

Select the correct Diary for the booking

Select   the Date of the booking

All bookings for that diary page for that date will be displayed

Double click on the time of the booking in question

The booking will open on the Initial Info tab

NOTE: The names and position of the other tabs in the picture below may vary from what you can see on your screen depending on whether you are amending a cremation, burial or scattering – don’t worry about this.

Click on the Service Details Tab

Click on the Edit pencil

Select the service Denomination from the drop-down list

Select an Officiant from the drop-down list.

NOTE: If the Officiant isn’t frequently used and can’t be found on the drop down list, you can search for the officiant within the booking or the officiant can be created from within the booking by clicking on the Select button

Enter any Special Instructions for the service

Click on Save

NOTE: These pages are relevant to a Cremation, Burial or Scattering booking.

Select Diary from the Outlook bar on the left hand side.

Select Show Diary from the expanded selection.

The Appointment Diary screen will be displayed

Select the correct Diary for the booking

Select   the Date of the booking

All bookings for that diary page for that date will be displayed

Double click on the time of the booking in question

The booking will open on the Initial Info tab

NOTE: The names and position of the other tabs in the picture below may vary from what you can see on your screen depending on whether you are amending a cremation, burial or scattering – don’t worry about this.            

Click on the Applicant Tab

Click on the Edit pencil

If the booking is a burial and the applicant is the owner of the grave click on the Grave Owner Button. (If this is not the case skip the next step)

The name and address of the grave owner will be added as the applicant name and address.

Please move to the last step

If the applicant lives at the same address as the deceased, click on Deceased Address (If this is not the case   skip the next step)

The address of the deceased will be added as the applicant address

Enter the applicant’s title, forenames and surname in the title, forenames and surname fields

Enter applicant’s telephone number, mobile and email in the telephone number, mobile and email fields.   Move to the last step

If the applicant already exists in BACAS in some role other than the grave owner click on   Select Applicant button (if this is not the case please skip the next 2 steps)

The Search for Clients screen will open

Select the Role under which the applicant is already known to the system

Enter the Forename of the Applicant in the Forename field

Enter the Surname of the Applicant in the Surname field

Click on the Search button

The relevant information Screen will open:

If the search has returned the applicant click on the Selection Finger

The applicant details from the search will be added to the applicant screen. Now move to the next step

If the applicant is completely new to BACAS then type in the name, address and other contact details for the applicant.

Select the Relationship of the applicant to the deceased.

Enter further relationship details in the Relationship Details field.

Enter the occupation of the applicant in the Occupation field.

Click on the Save button

NOTE: These pages are applicable to a Cremation, Burial or Scattering booking.

The Category section of the miscellaneous tab allows you to record extra information about the booking – for example if there is to be a collection at the service you can record the name of the Charity that the collection is for.

Select Diary from the Outlook bar on the left hand side.

Select Show Diary from the expanded selection.

The Appointment Diary screen will be displayed.

Select the correct Diary for the booking

Select   the Date of the booking

All bookings for that diary page for that date will be displayed

Double click on the time of the booking in question

The booking will open on the Initial Info tab

NOTE: The names and position of the other tabs in the picture below may vary from what you can see on your screen depending on whether you are amending a cremation, burial or scattering – don’t worry about this.   

Click on the MiscTab

Click on the Edit pencil

The miscellaneous tab for the booking will be displayed.

Click on the Add Entry in the Category section

The Add Items screen will open

Selection Donations (or similar category) from the Category selection list

NOTE: If an appropriate category is not set up follow notes to Set Up A Category before proceeding

Select value required from Frequent Values selection to refresh the bottom field

NOTE: If an appropriate Frequent Value is not available you can simply type the value in the bottom field (follow notes to xxxx if you wish)

Click on the Add button

The details of the information will be recorded. (See green box)

Click on the Save button

NOTE: If you wish this information to be displayed on the Chapel List; Attendant List; Operator Worksheet; Memorialisation Letters or any other reports please contact the CSS Help Desk:   08702 402 217

NOTE: These pages are applicable to a Cremation, Burial or Scattering booking.

Appointment tick boxes are customisable and allow you to note additional circumstances.   For example Curtains are to remain open; the applicant has said no to literature; Metals are to be returned to the family; a donation box is required; a large coffin is required or large attendance is expected.

1.     Select Diary from the Outlook bar on the left hand side.

2.     Select Show Diary from the expanded selection.

1.     The Appointment Diary screen will be displayed.

2.     Select the correct Diary for the booking

3.     Select the Date of the booking

4.     All bookings for that diary page for that date will be displayed

5.     Double click on the time of the booking in question

1.     The booking will open on the Initial Info tab

2.     NOTE: The names and position of the other tabs in the picture below may vary from what you can see on your screen depending on whether you are amending a cremation, burial or scattering – don’t worry about this.

3.     Click on the MiscTab

4.     Click on the Edit pencil

1.     The miscellaneous screen settings for the booking will be displayed.

2.     Check the tick boxes that are relevant to this booking

3.     Click on the Save button

4.     NOTE: If you can’t find the tick box you require on this screen , follow these instructions to set up a new tick box: Set Up An Appointment Tick Box

5.     Click on the Save button  

6.     Click on the Exit button to leave the booking and return to the diary page

NOTE: If you wish checking of the tick boxes to be reported on the Chapel List; Attendant List; Operator Worksheet; Memorialisation Letters or any other reports please contact the CSS Help Desk: 08702 402 217

NOTE: These pages are applicable to a Cremation, Burial or Scattering booking.

Follow these notes if you wish to add an item for invoicing when no charge has been set up for the item in BACAS.

Select Diary from the Outlook bar on the left hand side.

Select Show Diary from the expanded selection.

The Appointment Diary screen will be displayed.

Select the correct Diary for the booking

Select the Date of the booking

All bookings for that diary page for that date will be displayed

Double click on the time of the booking in question

The booking will open on the Initial Info tab

NOTE: The names and position of the other tabs in the picture below may vary from what you can see on your screen depending on whether you are amending a cremation, burial or scattering – don’t worry about this.            

Click on the Finance Tab

Click on the Edit pencil

The Finance tab for the booking will be displayed, showing fees pending for the booking.

NOTE: Only fees that have not been issued as an Invoice – i.e. items that start with Invoice 0 can be removed.

If the fees have been Auto generated and you wish to remove them all, click on the Auto Generated Items under the Delete Invoice heading

A message will appear to ask if you really wish to remove the fee(s).

Click on Yes

Otherwise:

Click on an item to select it.

Click on Delete Item under the Delete Invoice heading to remove it

A message will appear to ask if you really wish to remove the fee(s).

Click on Yes

Repeat the previous steps until all incorrect fees have been removed.

Click on the Save button

If you wish to add new fees follow one of: Generate Fees from a booking; Pick a fee for a booking, Add a fee manually

NOTE: These pages are applicable to a Cremation, Burial or Scattering booking.

Follow these notes to generate fees for a booking on an individual basis. If you wish to generate fees for all bookings in a financial period follow: Generate Fees for a Financial Period

Select Diary from the Outlook bar on the left hand side.

Select Show Diary from the expanded selection.

The Appointment Diary screen will be displayed.

Select the correct Diary for the booking

Select the Date of the booking

All bookings for that diary page for that date will be displayed

Double click on the time of the booking in question

The booking will open on the Initial Info tab

NOTE: The names and position of the other tabs in the picture below may vary from what you can see on your screen depending on whether you are amending a cremation, burial or scattering – don’t worry about this.            

Click on the Finance Tab

Click on the Edit pencil

The Finance tab for the booking will be displayed.

Check the Account To setting. Tick the Funeral Director box if you wish to invoice the funeral director. Tick the Applicant box if you wish to invoice the applicant

Click on the Auto Generate Items button.

The correct finance items will auto generate. (If this is not the case please see the NOTE at end of this document). The total invoice amount will be displayed in Total Invoice, and the correct payee displayed underneath Account To.

Click on the Save button

Follow the link Issue an Invoice from a booking if you wish to process and print an invoice to the payee for this booking only.

If you wish to leave the fees to be invoiced at a later time, click on Close Form to be returned to the diary

NOTE:

Fees are auto generated in 2 ways:

1.     From the Service Type selected under Initial information. The fee(s) generated will normally take into account the age of the deceased and whether the deceased was resident. It may also take into account the time of the service, and in the case of a burial the type of grave, its location and the depth of burial.

2.     From the miscellaneous items selected under the Misc tab,

If auto generated fees are incorrect or missing completely then it is worth checking that the correct Service type has been selected. Look at Deceased Details to check that the age of the deceased is correct; the resident flag is correctly set and the body part indicator is correctly set. Also check that the correct miscellaneous items have been selected under the Misc tab.

If you wish to delete fees that have been incorrectly generated follow: Delete Fees From a Booking then follow the steps above to regenerate the fees.

It may be the case that your fees are not set up to automatically generate. If this is the case you might be able to Pick A Fee or you can always add a fee manually

If you feel that your fees should be generating automatically and they are not;   or they are still generating incorrectly after checking the Service Type, Age, Resident Flag and Body Part flag then please call the Help Desk (08702 402 217) for further assistance.

NOTE: These pages are applicable to a Cremation, Burial or Scattering booking.

Follow these notes to add an item for invoicing that is not auto generated.

Select Diary from the Outlook bar on the left hand side.

Select Show Diary from the expanded selection.

The Appointment Diary screen will be displayed.

Select the correct Diary for the booking

Select the Date of the booking

All bookings for that diary page for that date will be displayed

Double click on the time of the booking in question

The booking will open on the Initial Info tab

NOTE: The names and position of the other tabs in the picture below may vary from what you can see on your screen depending on whether you are amending a cremation, burial or scattering – don’t worry about this.            

Click on the Finance Tab

Click on the Edit pencil

The Finance tab for the booking will be displayed.

Check the Account To setting. Tick the Funeral Director box if you wish to invoice the funeral director. Tick the Applicant box if you wish to invoice the applicant

Click on the Add Item button.

The Select Miscellaneous Item screen will open

Select the Group that holds the item that you wish to pick

Highlight the item in the Items list to select it.

Click on the selection Finger

Repeat these steps to pick any other items

Click on the Close Form button

You will be returned to the finance tab of the booking and the picked item will be displayed. The correct payee below Account To and the Total Invoice amount are displayed.

Click on the Save button

NOTE: These pages are applicable to a Cremation, Burial or Scattering booking.

Follow these notes if you wish to add an item for invoicing when no charge has been set up for the item in BACAS.

Select Diary from the Outlook bar on the left hand side.

Select Show Diary from the expanded selection.

The Appointment Diary screen will be displayed.

Select the correct Diary for the booking

Select the Date of the booking

All bookings for that diary page for that date will be displayed

Double click on the time of the booking in question

The booking will open on the Initial Info tab

NOTE: The names and position of the other tabs in the picture below may vary from what you can see on your screen depending on whether you are amending a cremation, burial or scattering – don’t worry about this.            

Click on the Finance Tab

Click on the Edit pencil

The Finance tab for the booking will be displayed.

Check the Account To setting. Tick the Funeral Director box if you wish to invoice the funeral director. Tick the Applicant box if you wish to invoice the applicant

Click on the Add Manual Item button.

A new screen will open:

Check that the correct Payee is selected (If this is not the case click on Select Other Payee )

Select the appropriate Account Code for the item

Add details of the item to the end of the Description field (in this case Certified Extract)

Select the correct Location

The Process Date will show today’s date. Change this to reflect the date of the booking

Enter an Amount for the item (with VAT if appropriate)

The Reference is generated by BACAS and is unique to this booking, but can be amended if wished.

Click on the Save button

Click on the Close Form button.

You will be returned to the booking and the added item will be displayed

Repeat the previous 2 steps to add another item manually

NOTE: These notes are for a diary that is intended for administration only (for example a diary at reception, a staff diary or a grounds maintenance diary). You must only use special appointments for this type of diary so that they will not be allocated register numbers.

1.     Select SetUp from the Outlook bar on the left hand side.

2.     Select Resources from the expanded selection.

1.     The Resource Selection screen will be displayed. This will list all existing resource groups.

2.     Use the Resource Group scroll bar to search for the Resource group of type Diary Pages. This is likely to have the name “Diaries” or “Locations”

1.     Click on the Diaries Resource Group to select it

2.     Click on the New Resource Button

The Edit Resource Screen will open

1.     Enter a Description for the new Diary

2.     Select Private as the Remote Publishing Type

3.     Click on Save

1.     Click on the Edit pencil

2.     Click on the Diary Location under Diaries for this location

3.     Click on the arrow to the left

1.     Click on Special appointment type under Appointment Types for this diary

2.     Click on the arrow to the left  

3.     Click on the Save button

4.     Click on the Exit button

You now need to set up this new diary in user settings for each user that wants to use it. Follow notes: Add A New Diary For A User

You will also need to set up diary times for this new diary. Follow Notes: Set Up Diary Times For A New Diary

Select Diary from the Outlook bar on the left hand side.

Select Show Diary from the expanded selection.

The Appointment Diary screen will be displayed.

Select the Diary required

Set the Date required

Any existing bookings for that diary page for that date will be displayed

Double click on the time of the booking you wish to create

The Appointment Type window will open

Select the appointment type using the drop-down arrow

Select the location for the booking using the drop-down arrow

Click on OK

A Provisional Booking Record will open on the Initial Info tab

NOTE: The other tabs in the picture below may vary from what you can see on your screen depending on whether you are creating a cremation, burial or scattering – don’t worry about this.

1.     Select a Status from the drop down list (optional – this will be displayed from the diary)

2.     Select a Type of Service from the drop-down list

3.     Select a Funeral Director from the drop-drown list.

4.     NOTE: If the Funeral Director isn’t frequently used and doesn’t appear on the drop down list it is possible to search for the funeral director within the booking or set up the Funeral Director within the booking by clicking on the Funeral Dir button

5.     Select the deceased Title from the drop-down list

6.     Enter the Forename and Surname of the deceased

7.     Enter Maiden name and Other name if appropriate

8.     Enter the Address of the deceased

9.     NOTE: if the last address for the deceased was a local institution such as a nursing home it may be quicker to click on the Address button and select the address from the Frequently used addresses list. If the institution does not appear on the Frequently used addresses list, then enter it manually and then click on +Add to add it to the list for use with future bookings.

10.  Enter a Postcode for the deceased

11.  Enter any Comments that you wish to be displayed from the diary page.

12.  Click on the Save button

You are now ready to enter the registration details for the deceased:

Click on the Deceased Details tab

Click on the Edit Pencil

1. If the deceased lived in the parish/borough then tick the Resident flag.
2. Enter the Date of Death.
3. Enter the number of years/months/weeks/days/hours/minutes that the deceased lived in the Age field Leave this empty if the deceased was stillborn or a foetus
4. Select years/months/weeks/days/hours/minutes/Stillborn/Non-viable Foetus from the drop-down list.
5. Select the Gender of the deceased
6. Select the Marital Status of the deceased
7. Select the Occupation of the deceased
8. Select the Death Location of the deceased from the drop list. If the death location isn’t on the drop down list, it can be entered and if required added to the drop-down list for future bookings by clicking on +Death Location. Click on At Home if the deceased died at home.
9. Select the District where the death was registered. If the District isn’t on the drop down list, it can be entered and if required added to the drop-down list for future bookings by clicking on +District.
10. Select the Sub District where the death was registered. If the Sub District isn’t on the drop down list, it can be entered and if required added to the drop-down list for future bookings by clicking on + Sub District.
11. Enter the Date the death was registered
12. Enter the registration number in the Reference field
13. Enter any Comments concerning the registration
14. Click on Save

Diary Times

• Edit a Day Type (set of Diary Times)
• Set up an Exeption Day
• Set up Diary Times for a New Diary
• Set up a New Day Type (Set of Diary Times)
• View Diary Times For A Working Week
• Set up new times for a working week

Edit A Day Type (Set Of Diary Times)

IMPORTANT NOTE: If you edit a Day Type that is currently in use by any diary in BACAS then these new times will be reflected on past diary pages and current diary pages for each diary using this Day Type. (Times of existing bookings will remain unchanged) If in any doubt speak to a member of the Help Desk Team)

1.     Select Diary from the Outlook bar on the left hand side.

2.     Select Diary Times from the expanded selection

1.     The Diary calendar Setup screen will be displayed

2.     Click on the Edit Diary Times button on the right hand side of the screen.

1.     The Edit Diary Times screen will open

2.     Click on the drop-down arrow adjacent to Day Types to view the sets of diary times already set up in BACAS.

1.     Select the Day Type entry from the list to view the   existing times for this day type

2.     Click on the Edit pencil.

1.     To remove a time:

2.     Highlight the time on the left hand side

3.     Click on the remove button

4.     The time will be removed from the set of times.

1.     To add to the set of existing times:

2.     Enter a time on the right hand side

3.     Click on the add button

1.     The time will be added to the set of times.

2.     Click on the Save button

3.     Click on the Close Form button

You are now ready to Set up a Working Week using this day type

Set Up an Exception Day.

NOTE: You can set up an exception day (eg Christmas Day, Bank Holidays) to override the normal diary times for that day.

1.     Select Diary from the Outlook bar on the left hand side.

2.     Select Diary Times from the expanded selection.

1.     The Diary calendar Setup screen will be displayed:

2.     Select the correct diary from the drop-down selection list adjacent for Diary at the top of the screen.

1.     Click on the Edit pencil.

2.     Click on the New button in the bottom right hand corner of the screen.

1.     The Edit Diary Exception Dates screen will open:

2.     Select the correct Day Type (Diary times) for the exception day.

3.     Set the date for the exception day.

4.     Click on the Save button.

5.     Click on the drop down arrows to select a a day type for each day of the week.

6.     Click on the Save button

You will be returned to the Diary Calendar Setup

The new exception day will be displayed at the bottom of the screen

Check the diary pages to see that the new times are displayed.

Set Up Diary Times For A new Diary   

NOTE: Before you start you will need to know which set of diary times you are going to use for the new Diary. Follow this link to look at the sets of diary times available: View Day Types

1.     Select Diary from the Outlook bar on the left hand side.

2.     Select Diary Times from the expanded selection.

The Diary calendar Setup screen will be displayed.

1.     Select the correct diary from the drop-down selection list adjacent for Diary at the top of the screen.

1.     Click on the New button

1.     Click on the drop down arrows to select a Day Type for each day of the week.

2.     Click on the Save button

Diary times for the new diary are now set up:

Check the diary pages to see that the new times are displayed.

Set Up New Day Type

NOTE: These notes will show you how to create a set of diary times for a working day. For example you might want to change from a standard day to a shorter day suitable for winter or a longer day suitable for summer. Once created, they can be put to use by setting up a Working Week.

1.     Select Diary from the Outlook bar on the left hand side.

2.     Select Diary Times from the expanded selection

1.     The Diary calendar Setup screen will be displayed

2.     Click on the Edit Diary Times button on the right hand side of the screen.

1.     The Edit Diary Times screen will open

1.     Click on the New button

1.     Type in a Description for the new Day Type

2.     Enter the first Time for the day in the box on the right hand side of the screen

3.     Select the Publishing Type

4.     Click on the add button

1.     The first time for the Day Type will appear on the left hand side of the screen       

2.     Type in the second time on the Right hand side of the screen

3.     Click on the add button

1.     The second time for the Day Type will appear on the left hand side of the screen

2.     Repeat the previous 2 steps until all the times for the day have been added

3.     Click on Save

Click on the Close Form button

You are now ready to set up a Working Week using this day type. Follow this link for instructions how to do this: Set Up A Working Week

NOTE: The working week defines which set of diary times will be used for each day of the week.  

Select Diary from the Outlook bar on the left hand side.

Select Diary Times from the expanded selection.

The Diary calendar Setup screen will be displayed.

Select the correct diary from the drop-down selection list adjacent for Diary at the top of the screen.

The Diary Times for each day of the week will be displayed. (Inside green box)

NOTE: The working week defines which set of diary times will be used for each day of the week.   If you edit a working week that is currently in use, the new diary times you chose will be displayed for all past, current and future diary pages. For this reason it is advisable to set an end date for the current working week record, and create a new working week record to start the day you wish these to come into effect. Before you start you will need to know which set of diary times you are going to use for the new working week. Follow this link to look at the sets of diary times available: View Day Types

1.     Select Diary from the Outlook bar on the left hand side.

2.     Select Diary Times from the expanded selection.

The Diary calendar Setup screen will be displayed.

1.     Select the correct diary from the drop-down selection list adjacent for Diary at the top of the screen. Click on the Edit pencil

2.     Highlight the current working week for this diary (the record with an end date of 01/01/9999 or 31/12/9999)

3.     Amend the End Date to the day before the date you wish the new working week and new diary times to come into effect

4.     Click on Save

1.     Click on the New button

2.     Enter a Start Date for the day you wish the new working week and diary times to come into effect. (This should be the day after the old working week finishes)

3.     Click on the drop down arrows to select a a day type for each day of the week.

4.     Click on the Save button

The new working week is now set up:

Check the diary pages to see that the new times are displayed.

NOTE: These notes will show you how to view sets of diary times already set up in BACAS. Diary times are put into use by adding them to a Working Week.

1.     Select Diary from the Outlook bar on the left hand side.

2.     Select Diary Times from the expanded selection.

The Diary calendar Setup screen will be displayed.

Click on the Edit Diary Times button on the right hand side of the screen.

The Edit Diary Times screen will open

1.     Click on the drop-down arrow adjacent to Day Types to view the sets of diary times already set up in BACAS.

1.     Select an entry from the list to view the times for this day type

1.     Repeat the previous step until you have viewed all the sets of diary times set up in BACAS

If you identify a set of diary times that you wish to use then these can be put to use by setting up a new Working Week. Follow these instructions: either Setup A New Working Week or Set Up Diary Times For A New Diary

If you cannot see a set of diary times that you wish to use then you will need to set up a new set of Diary times. Follow these instructions: Setup A New Day Type.

2.     Click on the Close Form button

User Settings

• Add a New User
• Add a new Diary for a User

NOTE: The new user must be logged in on the PC in question

Select Diary from the Outlook bar on the left hand side.

Select User Settings from the expanded selection.

The Diary User Settings screen will be displayed.

Check that the user’s name is correct

Click on the New button

Select the main diary from the drop-down selection list at the bottom of the screen

Type in 1 in the Order No field

Click on Save

To add another diary for this user click on the New button

Select the second diary from the drop-down selection list at the bottom of the screen

Type in 2 in the Order No field

Click on Save

Continue in this way to add any other diaries that the user needs access to

Click on the Close Form button

1.     Select Diary from the Outlook bar on the left hand side.

2.     Select User Settings from the expanded selection.

The Diary User Settings screen will be displayed.

1.     Make a note of the highest order number on the list of diaries in the centre part of the screen

2.     Click on the New button

3.     Select the new diary from the drop-down selection list at the bottom of the screen

4.     Add 1 to the highest order number noted in step 3 and type the result in to the Order No field

1.     Click on Save

2.     Click on the Close Form button

Diary Colours

·       View Booking Colour Codes

View Diary colours

1.     Select Diary from the Outlook bar on the left hand side.

2.     Select Diary Colours from the expanded selection.

The Colour Codes panel will be displayed

1.     Click on the Close button to exit