Logbook Setup

Logbook Setup Instructions - Enable, Disable, and Update Logbooks

Available in: All subscription levels

Logbook administration is a set of features for managing the visibility and configurations of logbooks. These administrative features are available only to users with the Logbook special role and are accessible under Settings > Logbook. 

There are two sets of logbook administration features that will be discussed in this article:

1. Logbook Management
   1. Enabling Logbooks
   2. Disabling Logbooks
2. Template Management
   1. Assigning a Template
   2. Changing the Assigned Template
3. Property & Parent Logbooks

Each set of features is located on a separate tab within the logbook administration area.

 

Logbook Management

Logbook Management is located under Settings.

The Logbook Management table has controls for the management of available logbooks. The table displays a list of the logbooks you have permission to manage. If you have access to all businesses under a parent business or to all businesses within a property, you can manage the parent logbook or property logbook for the corresponding parent or property.

When viewing the Logbook Management table, keep the following in mind:

• The table displays the logbook type (parent, property, or business) and the name of the template currently assigned to the logbook.
• For each logbook in the table, there are embedded controls for enabling and disabling the logbook.
• When hovered, enabled logbooks also have a link for changing the template assigned to the logbook. 

Want us to walk you through it? Try our pop-up walkthrough guide to enabling your logbook. If you are a user with access to Logbook Setup, log into Avero on another tab in your browser and click this link:

Launch Logbook Setup Pop-Up Guide

Need additional information?  Watch the following video for more:

 

Enabling Logbooks

Before logbook pages for a particular logbook are visible to any users, the logbook must be enabled.

To enable a logbook, complete the following steps:

1. Click the toggle under the Active column in the Logbook Management table.
2. To completely enable the logbook, you must assign a template to the logbook.

Please Note: If you have only one location, do not enable a Parent logbook. This is for grouping restaurants together and will not have the localized features of Snapshot and Weather Sidebar. 

Disabling Logbooks

The logbook pages for a logbook can also be subsequently hidden from the view of users by disabling the logbook. To disable the logbook, complete the following steps:

1. Click the toggle under the Active column in the Logbook Management table.
2. Upon disabling, the assigned template is automatically unassigned from the logbook.

Please Note: Disabling a logbook does not delete historical logbook entries, and users can re-enable the logbook to view past entries.

 

Template Management

Template Management is located on the Templates tab.

When thinking about templates, it is important to keep the following in mind:

• If an admin edits a template configuration, all logbooks assigned that template will reflect the template's new configuration. 
• Editing a template, or changing the template assignment for a logbook, does not affect the logbook's historical data. For example, deleting a section or field from a template does not remove logbook entries that used that section or field.
• If logbook entries already exist on a logbook page and a template update occurs, the logbook page merges the existing entries and the updated template.
• If the user views a logbook page from the past or future that does not have entries, the logbook page reflects the most recent version of the assigned template. 

 

Assigning a Template

Assigning a template is a required step when enabling a logbook.  2 or more logbooks can share a single template, but a logbook can have only one assigned template at any given time.

When assigning a template to a logbook, you can either select an existing template from the list of available templates or choose to Create a New Template.

 

Changing the Assigned Template

You can change the template assignment for an enabled logbook by hovering the logbook in the Logbook Management table and clicking the change link.

You can select an existing template from the list of available templates or choose to Create a New Template.

 

Property & Parent Logbooks

If you have multiple businesses not only can you easily toggle between businesses in the Logbook but you can also set up a parent or property Logbook. 

If you have access to all the businesses for the group in Avero, in Logbook Management you will see a Parent Logbook option in addition to Logbooks for the single businesses. Parent Logbooks are grouped businesses by nature and so will not show localized features like weather and snapshots.

If you would like to group multiple businesses together, say you are a hotel with businesses for In Room Dining, Lobby Bar, Banquets, and 2 Restaurants, you would do this by creating an Attribute for those businesses to group them together. See our explanation of Attributes and Tags to complete this. Once businesses are grouped as a Property (must use Property designation, even if that doesn't quite describe your organization) you can assign a Logbook template for that property and manage the fields and Snapshot filters the same as you would for a business Logbook.

Note that users need access to all of the businesses within a Property to access the Property Logbook.