BORMS Front Desk User Guide

Introduction

Welcome to the Busoga One Radio Management System (BORMS) Front Desk User Guide. This document is designed to help Front Desk staff efficiently navigate and use the system for client registration, receipt management, and initiating the mention creation process.

As Front Desk staff, you are the first point of contact for clients and play a crucial role in capturing accurate information that flows through the entire system.

Getting Started

Logging In

1. Open your web browser and navigate to the BORMS login page
2. Enter your username and password
3. Click the "Log In" button
4. For first-time login, you will be prompted to change your password

Front Desk Dashboard

After logging in, you'll see your personalized dashboard with:

• Quick action buttons for common tasks
• Recent client registrations
• Pending receipts
• Mentions awaiting information
• System notifications

Client Management

Registering a New Client

1. From your dashboard, click the "Register New Client" button
2. Complete the required fields in the registration form:
   • Business name
   • Contact person
   • Phone number
   • Email (if available)
   • Address information
   • Business description
3. Click "Register Client" to save the information
4. The system will assign a unique client ID automatically

Searching for Existing Clients

1. Click on "Clients" in the main navigation
2. Use the search bar at the top of the client list
3. You can search by:
   • Business name
   • Contact person
   • Phone number
   • Client ID
4. Click on a client's name to view their complete profile

Updating Client Information

1. Search for and open the client profile
2. Click the "Edit" button
3. Update the necessary information
4. Click "Save Changes"
5. The system will log who made the changes and when

Receipt Management

Creating a New Receipt

1. From the client profile, click "New Receipt"
2. Alternatively, from the dashboard, click "Record Payment"
3. Select the client from the dropdown (if not already selected)
4. Enter receipt details:
   • Amount received
   • Payment date
   • Payment method (cash, bank transfer, mobile money)
   • Reference number (for bank/mobile payments)
   • Service description
5. Click "Generate Receipt"
6. The system will create a receipt with a unique receipt number

Uploading Physical Receipts

If a physical receipt or bank slip needs to be attached:

1. After generating the receipt, click "Attach Document"
2. Click "Browse" to select the scanned receipt or photo
3. Select the file from your computer
4. Click "Upload"
5. Verify the attachment appears in the receipt details

Printing Receipts

1. Open the receipt you want to print
2. Click the "Print" button
3. A printer-friendly version will open in a new window
4. Use your browser's print function (Ctrl+P or Cmd+P)
5. Select your printer and click "Print"

DJ Mention Management

Creating a New Mention

1. From the dashboard, click "New Mention"
2. Or from a client profile, click "Create Mention"
3. Complete the mention form:
   • Select the client (if not already selected)
   • Select or create a receipt for the mention
   • Enter the mention title
   • Type the mention script/content in the text editor
   • Set the start and end dates
   • Specify frequency (times per day)
   • Upload audio file (if available)
   • Add any special instructions
4. Click "Submit for Approval"
5. The mention will be sent to Marketing for review

Tracking Mention Status

1. Go to "Mentions" in the main navigation
2. The default view shows all mentions you've created
3. Use filters to see mentions by status:
   • Pending Marketing Review
   • Pending Programming Review
   • Pending Manager Review
   • Approved
   • Rejected
   • Expired
4. Click on any mention to view its complete details and history

Handling Rejected Mentions

If a mention is rejected at any stage:

1. You'll receive a notification on your dashboard
2. Open the rejected mention from your mentions list
3. Review the rejection reason in the "Approval History" section
4. Click "Edit Mention" to make the necessary changes
5. Resubmit for approval

Report Generation

Client Reports

1. Go to "Reports" in the main navigation
2. Select "Client Reports" from the report types
3. Choose the client from the dropdown
4. Select the date range
5. Choose the report format (PDF, Excel, CSV)
6. Click "Generate Report"
7. Download or print the report as needed

Receipt Reports

1. Go to "Reports" in the main navigation
2. Select "Receipt Reports" from the report types
3. Filter by date range, payment method, or client
4. Choose the report format
5. Click "Generate Report"
6. Download or print the report as needed

Best Practices

Client Registration

• Always verify contact information with the client
• Use proper capitalization for names and businesses
• Include as much detail as possible in the description field
• Check for duplicates before creating new clients

Receipt Management

• Verify payment amount carefully before generating receipts
• Always attach scanned copies of physical receipts/bank slips
• Use clear, consistent descriptions for services
• Record the correct payment method and reference details

Mention Creation

• Double-check the script for accuracy and spelling
• Ensure start/end dates match the client's expectations
• Upload high-quality audio files in the correct format
• Provide clear instructions for presenters if needed

Troubleshooting

Common Issues and Solutions

Getting Help

If you encounter any issues not covered in this guide:

1. Click the "Help" icon in the top navigation
2. Check the knowledge base for related articles
3. Contact the system administrator at [support email]
4. For urgent issues, call the IT support line at [support number]

Quick Reference

Keyboard Shortcuts

Shortcut	Action
Alt+N	New client registration
Alt+R	New receipt
Alt+M	New mention
Alt+S	Search clients
Alt+D	Return to dashboard
Alt+H	Open help

Required Fields