Chapter 9: To Do Database

Stores information on the “To Do” items you’ve created throughout the system.

You can create “To Do” reminders for yourself and others from several places in the system. There are also some instances when the system will automatically create “To Do’s” for you.

When you sign in to Tour Tools, a list of “To Do” activities assigned to you for that day or within the range specified will appear on the main screen.

Clicking on the radio button to create a new reminder will open a window similar to the one shown. Fill in the description, the date on or by which the task needs to be completed, and the “Fudge Factor”. Use the fudge factor to give you a “heads up” that many days in advance of the actual due date in cases where meeting the deadline is absolutely necessary.

You are holding a block of 50 tickets to a Broadway performance. February 3, 2005, is the date by which you can cut back without penalty. Entering a “Fudge Factor” of 7 days means the reminder will start to appear a week prior to the critical February 3rd deadline.

Once you’ve created the record, open it up to review and possibly add to it. The record will be tagged with your name but can be assigned to someone else by simply clicking in the “Staff Member” field. If the record was created as a payment reminder, enter the amount due in the field labeled so. If any additional notes are required, there is a place to record those as well.

Note that if the task is associated with a Vendor, you will see the Vendor and the Ops record referenced. If it has to do with a tour, the TM or Booking number is referenced, and so on.

To retrieve your “To Do’s”, go to the To Do database from the Main Menu. You will be asked if you want to view your tasks for today and if you want to include or omit completed items. If there are no items assigned for today’s date, you will see all to do entries in a list view format. To look at the record from where the “To Do” originated, click on the “Go” button to the left of the entry. If you otherwise click on the “Continue” button, a report compiles and can be printed. After that, you will be presented with a found set of records that comprise your list.

As you deal with each task, you will mark the “To Do” record as completed and make any notes that are appropriate in the lower left corner. Any records that do not need to be kept once completed can be deleted by clicking on the “Delete” button.

To “manually” compile a list, go to the “Reports” menu (when you first open up the “To Do” database, click on the “Cancel” button when asked if you want to omit or not any completed items) and click on “To Do List”. You can “find” on any of the open fields. By example, if you want to see all tasks for the week of April 4, 2010, your entry in the Date Due field would be “4/4/2010…4/8/2010”. You might otherwise want to find all the activities assigned to one staff member by picking that name from the list.

The remaining reports will give you just today’s tasks, tasks for the current week or tasks for the upcoming week. The “Uncompleted To Do List” will give you everything that has not been marked as completed. Clicking on the “Purge Orphans” icon will delete any To Do records associated with Ops, TM, Client, etc., records that no longer exist.

If you have any questions that are not answered here Contact TourTools Support for assistance.