brasenose college scr meal booking user guide€¦ · scr meal booking guide ict department for...

SCR Meal Booking Guide

ICT Department

FOR SUPPORT USING THIS SYSTEM: ring 01865 287149 OR email [email protected] P a g e | 1

Brasenose College SCR Meal Booking User Guide

Welcome to the new Brasenose College SCR Meal Booking System Guide. In September 2015 the college

deployed a new booking system. This guide is designed to help members navigate and use the various

functions of this system.

Index

Accessing the System Page 2

Booking My Meals Page 4

Booking a Guest Page 6

Change, Cancel or View a Booking Page 8

Setting Auto-Book and Default Dietary Requirements 0

Transaction History and Billing Page 12

In order to use this system it is necessary to have either a University Single Sign (SSO, e.g. bras****) or a

username and password created by the College.

If non-SSO login credentials for this site are required for yourself or another member then please send an

email to [email protected] with [email protected] in the ‘cc:’ field. If requesting on behalf of

someone else, please ‘cc:’ their email address into the request too.

Meal Information

Unless otherwise stated:

Meal Times

Breakfast From 8.15-9.00am (There is no need to book Breakfast)

Lunch (Mon-Fri) From 12.45-1.45pm

Dinner (Mon-Fri) 7.15pm

Dinner (Sun) 7.30pm

Meal Booking Cut-Off Times

Lunch (Mon-Fri) 10am the day of the lunch

Dinner (Mon-Fri) 10am the day of the dinner

Dinner (Sun) 10am Friday before the dinner

Meals will be available to book 9 weeks in advance.

Help & Support

Support for this site is available by contacting the Brasenose College ICT Office on:

Email: [email protected]

Telephone: 01865 277513 (Mon-Fri 9.00-12.00 & 13.00-1700)


ICT Department


Accessing the System

The BNC SCR Meal Booking system is an online service. To access the BNC SCRMBS open a web-browser (e.g

Firefox, Safari, Edge etc.) and go the address below (it is recommended to bookmark this page):

https://scrmeals.bnc.ox.ac.uk

The homepage looks similar to below.

There are two ways to access the system:

1. ‘Login with my SSO’ – University members that have an SSO (University Single Sign On. E.g. bras****)

should login in here. It is the same username and password as for accessing your University email

account.

2. ‘I do not have an SSO’ – If you do not have an active University email address (thus no SSO) it is still

possible to use the system by clicking here and entering the username and password the college

provided you. To request a username and password for yourself or on behalf of another member,

please send an email to [email protected] with [email protected] in the ‘cc:’ field. If

requesting on the behalf of someone else, please ‘cc:’ them into the request too.


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Those logging in with SSO credentials will see this screen. Simply enter credentials and ‘Login’.

Those without an SSO who have clicked ‘I do not have an SSO’ will see the following sequence of screens.


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Booking My Meals

Once logged in, a home page similar to that below should be visible.

The meals available to currently book have a grey button called ‘Book’ next to them. If a button marked ‘Info’

is present them there is extra information about that meal.

Your name will appear here

Click here to select

Meal type. If

meals are missing

from the list it is

likely ‘All Meals’

is not selected.

Click here to book

Non-SSO login only

View

Upcoming

Menus

Click here to view

special information

about that meal. This

information may

influence your wish

to book.


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Clicking the ‘Book’ button will display the following page.

Once the meal has been booked you will be returned to the home booking page where the booked meal now

has the option to book a ‘Guest’, ‘Cancel’, ‘Change’ or ‘View’ the booking.

Guests must be booked one at time. The ‘Guest’ option will disappear when the maximum number of guests is

reached.

On evenings when SCR Dessert is

available an option will be present in this

box. Tick to include Dessert with your

meal booking.

Select any special

dietary

requirements. Please

note: If you would

like these

requirements to be

automatic to all your

bookings this can be

set in ‘Change My

Normal Meals’ on

the home page top

menu.

Enter any additional special

dietary information here

Enter any additional

non-dietary booking

information here

Book the meal by clicking

here.

Options for differing member

accounts on which to book are here.

To check the price of the meal

(should it be charged to Batels)

click here.

To view who is currently

booked on to dine, click here.

If this option is not available,

then no-one has booked yet.


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Booking a Guest

The option to book a guest only appears after you have booked yourself on. Each guest must be booked one at

a time and have a name assigned.

The following screenshot explains the options for booking a guest.

Book a guest meal by clicking

here.


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Select any special

dietary requirements or

enter any additional

information

A ‘Guest Name’

must be entered.

Select how the guest meal is to be charge here.

If you have a hospitality allowance it will appear

here. The option ‘Other’ may also appear. If

your hospitality allowance is not showing,

please contact [email protected]

The two buttons below show who else is booked on this meal and costs of the

meal if it is being charged to your batels.


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Change, Cancel or View a Booking

Once a booking has been made the options on the home page change for that meal. The options for changing,

cancelling or viewing your booking become available as grey buttons next to the relevant meal.

Changing a booking or cancel/change an individual guest booking – Select ‘Change’


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To cancel an entire booking (including any guests) – Select ‘Cancel’

Your account will automatically be refunded all charges. There is no need to do anything else.

To view or check a booking – Select ‘View’


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Setting Auto-Book and Default Dietary Requirements

It is possible to bulk book meals you take regularly and set your default dietary requirements. When on the

home page select ‘Change My Normal Meals’.

The following screen is presented. Please note that bulk booking of meals is a two stage process and this is the

first.

Select the meal and days you wish to auto book. This is where you can also set your default dietary

requirements.

Once finished, click ‘Submit’


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If block booking meals please proceed to the last stage of this process below.

If you have selected block-booking options for any meal the main home page menu options will have changed.

‘Block Book My Meals’ is now visible.

Clicking this will result in any meals fulfilling your previously selected option being booked. In the example

shown above the result is that any available lunches for Monday, Wednesday and Thursday have been

booked.

Any guests can be added to an auto-booked meal at any time up to the booking cut-off for a particular meal.


ICT Department


Transaction History and Billing

It is possible to see a history of your meal booking and any associated charges. To see a transaction history,

first start by clicking on the EPOS button on the main home page menu.

This will produce this screen below:

Simply select the ‘From’ and ‘To’ dates for which information is need and select ‘Get Transactions’.

The results will look similar to those below.

‘Discount’ refers to any meals that are part

of your common table allowance or a

hospitality allowance.

If any meals are to be charged to your batels

then the total being charged would appear

here. All Prices are EXCLUDING VAT


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Batels invoices are raised monthly by the Finance Bursary and are sent out by email. VAT will be added to all

meals and wine being charged to you privately on your batels invoice.

For queries re invoicing, please contact [email protected] , in the Finance Bursary.

For other queries concerning this new system, or if any of the guest charging options do not appear correct for

your circumstances, please contact the ICT Manager on [email protected] .

brasenose college scr meal booking user guide€¦ · scr meal booking guide ict department for...

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