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George Michailow of Fast Lane International: "Thank you for being there
for Fast Lane International from day 1. You are the most supportive, helpful and
responsive company when it comes to customer service , tech support and trouble
shooting. I added you to my Company's favorites page and give youabig thumbs up"
Tom Ingegno of OmniPop: “I've been using Book-It since 1992 and I'm very
happy with the results. Changes and updates have always been customized for our
needs.”
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Overview
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How to Navigate and Use Book-It
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Begin reading down the page and you will find helpful information on the listed
topics below as well as links to How to guides on our website and other
informational guides to assist you in getting started with Book-it 2000. |
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Navigation:
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Features & Functions:
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The Book-It System keeps track of names, addresses, telephone numbers,
schedules, Itineraries, commissions due, along with several databases and
general ledger reports to keep you informed with up-to-the-minute information.
Each database relies on each of the other databases. Meaning, that
information put in the Venue database (for example) can default to the Contract
database. Another example would be using information from the Contract
database and from Holds and Blocks to create Itineraries.
Every aspect of the Book-It System works together, to create a more efficient
tool for the user. Listed below are the main modules of the Book-It
System.
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Navigation:
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Using the Toolbar to Navigate:
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Artists - The database designed to house all the information about
groups, artists, performers and actors |
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Venues - theaters, clubs, stadiums and arenas/ Unique to this database is
info on the capacity, performance hours, as well as additional fields the person
who "books" the venue. |
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Organizations - Information on fraternities, business organizations and
of course schools. |
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Promoters/Producers - Assign promoters, producers or other “buyers” of
entertainment to this database |
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Managers & Agencies - Identify other agencies, casting directors, or
sources that you need to pay (split) commissions. |
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Communication Station - Keep track of Things To Do, look at a list of all
the names that are in all the databases (Global Names Table); track telephone
calls; emails and monitor your own "projects". |
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Contracts/Offers - The Contract database is the pivotal point of the
Book-It System. Contracts uses data in all of the other databases in one
form or another. Information about when promo material, monetary entries
(such as deposits due) generate from the information on the contracts. |
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Phone Book - Allows you to keep track of your own contact numbers (such
as doctors, plumbers, delivery services and those ‘special folks’) |
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Artist Avail - Look to see who on your roster is available. Check by
date; budget; category of artists. Also, if you are tied into the ArtAvail.Net
website - see whose other artists are available as well. |
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Itineraries - Produces itineraries for every artist on the database, in
every form imaginable. |
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Venue Schedules - You can keep track of venue schedules and produce the
same information as available for artists. |
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Hot Keys:
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Hot Key |
Function |
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Cntrl + A |
Add New Record |
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Cntrl + C |
Clears Search |
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Cntrl + D |
Brings up all categories, dates, and options |
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Cntrl + F2 |
Artists |
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Cntrl + F3 |
Venues |
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Cntrl + F4 |
Organizations / Schools |
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Cntrl + F5 |
Promoters / Producers |
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Cntrl + F6 |
Managers / Agencies |
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Cntrl + F7 |
Contracts |
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Cntrl + F8 |
Artists' Availability |
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Cntrl + F9 |
Itineraries |
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Cntrl + G |
Global Names |
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Cntrl + I |
Internet |
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Cntrl + S |
Sort (sort in any grid) |
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Cntrl + M |
Take a Phone Message |
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F12 |
Update Record |
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F4 |
Take Note |
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How Do I Start to Add a Record:
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Click on any module (Artist, Venue, Organization, Promoter, Agency, Contract):
In the upper left hand corner, there will be an Add button (similar to the one
illustrated here).  |
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Press the Add (plus button); and you will be ready to add a new record for that
module. |
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Once you have completed all the information for the new record, you can do one
of three things: |
- Click on the List /Grid tab -which will take you back to the listing of the
records.
- Press the F12 key {which is usually found at the top of your keyboard}. Doing
so will save the record -and also remain there.
- Press the Add Button (plus button) to add another record
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To learn more on how to add click
here
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Features and Functions:
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Begin of Day:
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Performs the daily accounting processes and updating of contracts. The "BOD"
is what causes reports to be available, determining what engagements were
completed (or started); what promotional materials needs to be sent out (based
upon what was entered in the engagement.) along with statistical updates.
It also determines if monies are due and posts what contracts are still
outstanding.
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Operational Control Records (OCR):
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The OCR is where you set up the defaults for your company. Name, contact
information, Security Settings, what categories you want to define for each of
the modules, payment methods, Quotes to Offers, Deposits paying off Commissions
– are all set here.
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Export /Import:
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Export all records or selected records, except for contracts, (based upon the
single item search function) into another database. Select the data
fields, and in the order that you want to export them. Using this function
allows for creations of merge files that can be used for emailing, faxing and
mail-merge processing.
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Utilities:
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There are dozens of utilities within the Book-It series software, to help you
manage contacts, expenses and your day-to-day business needs. Some of the
"utilities" you will use daily (like the Begin of Day), other utilities like the
Operational Control Record - are usually only accessed when how you do business
changes -and when you initially start using Book-It.
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Searches:
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 Starts
the search function that allows you to search for specific records based upon
criteria input into various fields. Once records are selected, only the
selected records are displayed in the Multiple Display grid. Additionally,
mailing labels and the Export function can be executed - using only those
records that were selected.
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Reports:
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There are dozens of reports that are available for contracts, as well as reports
available for each module. In addition, customized reports can be developed for
your agency. To access reports, select Print from the main menu,
the select reports. Many reports can be faxed, emailed or exported to other
applications too!
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Purges:
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Need to get rid of all those un-wanted records? Automatically purges those
records that are set to ‘Z’. The purge process is the only automated process
that actually deletes records. All records first have to be set to a status of
'Z'.
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Additional Help:
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