Publicity Assistant Online

Entering and Modifying Bookings

Once you have created a new Promotional Tour project in Publicity Assistant 2000, you will want to start adding bookings. The first step is to add contacts to your project that represent the organizations with which you wish to arranged bookings. For more information on these procedures, see Creating a New Promotional Tour and Adding Contacts to Promotional Tours. After you have added the desired contacts, you are now ready to enter bookings.

First, open your project and select the Contacts tab. You will now see a list of all the contacts you have added to your project. Open the record of the contact with whom you would like to record a booking. You can do this in one of three ways:

Double click on the record
Click once on the record and press the Edit button in the Toolbar.
Drag the record onto the light-blue background screen of Publicity Assistant 2000.

The contact record will open:

You will notice that the left side of the window contains all of the contact information and the right side is used to enter scheduling information. Each field is optional, except for the Date field at the top. This field is needed to register a booking as part of an itinerary or a report. Below is a detailed view of the scheduling window with a description of each field. Enter information into each field as desired:

Pop-up Windows:

Scheduling Notes: Use scheduling notes to enter information pertinent to the booking. For example, you may use these notes to remind the author to bring copies of a book. Scheduling notes appear in printed itineraries. You can access the scheduling notes by either pressing this button, or using your F3 key while the scheduling window is active. A window will appear allowing you to enter text. To save the text, close the window using the “X” in the top right corner of the window, or type control-end. Notice that the button is red indicating that information is being stored.
Studio Address: Allows you to enter an address for the booking that differs from the contact’s address. When you press this button (or press the F4 key), a window appears prompting you to enter the studio address. Type in the address of the booking, and close the window using the “X” in the top right corner of the window, or type control-end. On itineraries, the contact’s address will appear. If you enter a studio address, this address will appear in lieu of the contact’s address. Notice that the button is red indicating that information is being stored.
Confirmation Notes: Pressing this key allows you to enter notes regarding the confirmation of a booking. These notes will then be accessible to you in the mail merge design mode of Publicity Assistant 2000. You may opt to use these notes to write an individualized message to your contact. Then using mail merge design mode, you would add this field to your confirmation letters and other mail merge letters. Notice that the button is red indicating that information is being stored.
Satellite/Drive Time: This feature is used to assist in managing satellite bookings. When you press this button, the following window appears:

You can use this to keep track of each interview during a satellite booking. To enter information, simply click in the appropriate field. All information is optional. When you have entered your booking information, close the window using the “X” in the top right corner of the window, or type control-end. Your information will be saved. Notice that the button is red indicating that information is being stored.

Quick Confirmation: This feature allows you to print a confirmation letter for each individual booking from the contact record with in a Promotional Tour project list. The information contained in this booking will be filled into the pre-designed form. There is a media confirmation form and a bookstore confirmation form. When you press this button, the following window will appear.

Fill in the publicist name and phone number. Select either the media confirmation letter or the bookstore confirmation letter. You may send the form directly to the printer, you may send the form to word or you may e-mail this contact directly.

To save this booking simply close the box and this booking will be added to your Itinerary. To view your booking at a glance select the Itinerary tab.

For more information, see:

Viewing Your Bookings

Editing your Itineraries

Printing Itineraries

Generating Confirmation Letters