Royal Ontario Museum – School Visits

 Back-end Interface

A user account with the proper role is required to access this website.

a) Activities

To create activities, a special role is required. Once granted, go to Catalog > Activities > Insert.

You will now be able to enter all the information required to create an activity. Because this is a multilanguage web app, you will be required to enter both English and French descriptions. Among many things, you will be able to enter the following:

•  Activity type
•  Activity price
•  Activity taxes
•  Activity limits
•  Activity discounts. An activity can have multiple discounts.
•  Activity promotions. An activity can have multiple promotions.
•  Activity images. An activity can have multiple images.
•  Activity questions. An activity can have multiple questions such as arrival date, total attendees, etc.
•  Activity availability
•  Activity subjects and grades. An activity can have multiple subjects and multiple grades.
•  Attach ROM facilities. An activity can have multiple facilities.
•  Attach ROM Instructors. An activity can have multiple instructors.
•  Attach activity booklets. An activity can have multiple booklets.
•  Attach related activities. An activity can have multiple related activities.

To update an activity, a special role is required. Once granted, go to Catalog > Activities > Select activity > Edit.

To mass update activities, a special role is required. Once granted, go to Catalog > Activities > Select activities > Edit Selections.

To delete activities, a special role is required. Once granted, go to Catalog > Activities > Select activity(ies) > Delete.

b) School Boards

To create school boards, a special role is required. Once granted, go to Catalog > Schools > School Boards > Insert.

You will now be able to enter all the information required to create a school board. All you need here is the Board number and Board name.

To update a school board, a special role is required. Once granted, go to Catalog > Schools > School Boards > Click on the pencil icon.

To delete school boards, a special role is required. Once granted, go to Catalog > Schools > School Boards > Select school board(s) > Delete.

c) Schools

To create schools, a special role is required. Once granted, go to Catalog > Schools > Schools > Insert.

You will now be able to enter all the information required to create a school such as school name, address, school board, etc.

To update a school, a special role is required. Once granted, go to Catalog > Schools > Schools > Click on the pencil icon.

To delete schools, a special role is required. Once granted, go to Catalog > Schools > Schools > Select school(s) > Delete.

d) Booklets

To create booklets, a special role is required. Once granted, go to Catalog > Downloads > Insert.

You will now be able to enter all the information required to create a booklet such as name, download limits per order, and the ability to push the booklet to existing orders. Because this is a multilanguage web app, you will be required to enter both English and French descriptions.

To update a booklet, a special role is required. Once granted, go to Catalog > Downloads > Click on the pencil icon.

To delete booklets, a special role is required. Once granted, go to Catalog > Downloads > Select booklet(s)> Delete.

e) Instructors

To create instructors, a special role is required. Once granted, go to Timesheets > Instructors > Insert.

You will now be able to enter all the information required to create an instructor such as teacher name, email, availability, and attach activities. An instructor can have multiple activities.

To update an instructor, a special role is required. Once granted, go to Timesheets > Instructors > Click on the pencil icon.

To delete instructors, a special role is required. Once granted, go to Timesheets > Instructors > Select instructor(s) > Delete.

f) Coupons

To create coupons, a special role is required. Once granted, go to Marketing > Coupons > Insert.

You will now be able to enter all the information required to create a coupon such as:

•  Coupon name
•  Coupon code. This is what the customer enters during the booking process to redeem the coupon.
•  Coupon type. Percentage based or Amount based.
•  Coupon discount
•  Coupon dates
•  Coupon limits.
  •  Initial amount
  •  Total amount
  •  Limits per person. If applicable.
•  Members only
•  Attach subjects and grades. A coupon can be attached to multiple subjects and multiple grades. This means that the coupon will apply to the entire subject or grade of activities.
•  Attach activities. A coupon can be attached to multiple activities.

To update a coupon, a special role is required. Once granted, go to Marketing > Coupons > Click on the pencil icon.

To delete coupons, a special role is required. Once granted, go to Marketing > Coupons > Select coupon(s) > Delete.

g) Gift Certificates

To create gift certificates, a special role is required. Once granted, go to Sales > Gift Vouchers > Gift Vouchers > Insert.

You will now be able to enter all the information required to create a gift certificate such as:

•  Gift certificate name
•  Gift certificate code. This is what the customer enters during the booking process to redeem the gift certificate.
•  Sender information. Name and email address.
•  Receiver information. Name and email address.
•  Gift certificate theme. A gift certificate can have only one theme.
•  Gift certificate message
•  Gift certificate amount

To update a gift certificate, a special role is required. Once granted, go to Sales > Gift Vouchers > Gift Vouchers > Click on the pencil icon.

To delete gift certificates, a special role is required. Once granted, go to Sales > Gift Vouchers > Gift Vouchers > Select gift certificate(s) > Delete.

h) Email Templates

To create email templates, a special role is required. Once granted, go to System > Localisation > Order Statuses > Insert.

You will now be able to enter all the information required to create an email template. Because this is a multilanguage web app, you will be required to enter both English and French descriptions. You will be able to enter the following:

•  Email template name.
•  Email template color. For convenience, a color can be assigned to easily identify the status of order.
•  Email template subject. Email templates subject uses tokens for variable substitution.
•  Email template body. Email templates body uses tokens for variable substitution.

To update an email template, a special role is required. Once granted, go to System > Localisation > Order Statuses > Click on the pencil icon.

To delete email templates, a special role is required. Once granted, go to System > Localisation > Order Statuses > Select email template(s) > Delete.

Depending on the status of an order at a particular moment, a School Visits administrator can quickly and conveniently email a customer about the status of the order and any actions required. Then, the email template attached to the order status will be sent to the customer.

i) Orders

ROM School Visits orders/bookings section have multiple functions and multiple actions that are available to administrators.

A booking can be done by the customer on the front-end interface or by the administrator in the back-end interface in which case costumers can make phone calls to place orders/bookings.

To create orders/bookings, a special role is required. Once granted, go to Sales > Orders > Insert.

You will now be able to enter all the information required to create an order/booking. Because this is a multilanguage web app, you will be required to enter both English and French descriptions. Among many things, you will be able to enter the following:

•  Order details
  •  Primary contact. For members, fields can be auto-populated for easy form completion.
•  School details
  •  School board. For members, fields can be auto-populated for easy form completion.
  •  School name. For members, fields can be auto-populated for easy form completion.
•  Activities. An order/booking can have multiple activities.
•  Resources. An order/booking can have multiple resources such as ROM buildings, classrooms, and instructors.
•  Coupons
•  Gift certificates
•  Order receipts
•  Order cheques

To update an order/booking, a special role is required. Once granted, go to Sales > Orders > Click on the pencil icon.

To delete orders/bookings, a special role is required. Once granted, go to Sales > Orders > Select order(s)/booking(s) > Delete.

Order Confirmation

One of the many order functions is its confirmation. This action is usually done after the appropriate resources have been allocated to the booking. The system is smart enough to not allow time conflicts. Once all verification checkpoints pass, then the confirmation is sent to the customer.

To send an order/booking confirmation to the customer:

1.  Go to order History section
2.  Update the Order Status to either Booked or Confirmed
3.  Check Notify Customer
4.  Enter internal comment (Optional)
5.  Enter external comment (Optional)
6.  Click on the Add History button

An example order with a Booked status will look something like this. Notice how the customer is expected to Confirm, Change, or Cancel the order.

An example order with a Confirmed status will look something like this:

Order Modification

An order/booking can be modified at any time by the customer or the administrator before the activity date and time. After the date and time passes orders/bookings are automatically locked to protect the data integrity.

An example order with a Modified status will look something like this:

Order Cancelation

An order/booking can be canceled at any time by the customer or the administrator before the activity date and time. After the date and time passes orders/bookings are automatically locked to protect the data integrity.

There is a cancellation policy. To view this policy go to

An example order with a Canceled status will look something like this:

 Front-end Interface

The following shows the process of making a ROM School Visits order/booking.

ROM School Visits emails are manually or automatically triggered based on the order status. The email template used is chosen based on the order status as well.

Email reminders for unconfirmed orders are automatically triggered based on the School Visit date and they are usually sent to our customers 21 days prior to the School Visit date.

An example administration report about Reminder Summary sent by the system will look something like this:

An example order with a Reminder status will look something like this:

ROM School Visits calculates tax amounts which are then added to the total amount. Additional fees can be added as well upon request.

ROM School Visits also handles discounts such as promotions, coupons, and gift certificates.

Additional functionality and reporting can be added to ROM School Visits. Depending on the requirement analysis and development, the turnaround can be up to a maximum of 7 hours.

Any additional ROM School Visits customization requests are forwarded to ROM ITS.