Converting From An Existing Booking System

If there are already bookings and possibly projects that you would like Calpendo to take over, then the process of migrating to Calpendo may feel daunting. The following method is the recommended route:

•Pick a date in the future, maybe 6 to 8 weeks away.

•Any bookings for the resources beyond that date should be made through Calpendo. Any existing bookings should be imported into Calpendo. This can be done manually, and by picking a date far enough into the future, it should reduce the number of bookings sufficiently so that a manual import process is acceptable. If there are too many bookings to do this manually, and the existing bookings are stored in an electronic system, then it may be possible to automate their import. Email info@calpendo.com for help with this.

•If there are existing projects, then create them in Calpendo. It is important that the properties on a project get configured to your requirements first, so that when the projects are created, all the information is provided.

•Send an email to everyone who may want to use Calpendo, and invite them to register. If everybody is getting a user type, then it is important to configure the user types before sending this email. This is because when users register, they select their own user type. An administrator can check or change the user type if required.

•Associate all users with their projects. This should be done after you've created the projects, and after most of the users have registered. It needs to be done before users start making their own bookings. This is because users can choose a project they are associated with when making a booking. Some or all resources can be configured to not require a project with their bookings.

There may be some apprehension about the process of switching to using Calpendo, however those that have converted so far have been pleasantly surprised about how painless it was.

Also, the above is only a suggestion and other methods may well work. For example, if there are multiple resources to migrate, it may make sense to migrate them one at a time.