EventPro User Manual

Event Maintenance Screen Overview

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Event Maintenance Screen Overview

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Event Maintenance Screen Overview

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Once you are in the Event Maintenance Screen, everything you see on the screen relates to a single event, identified by the booking number in the top left hand corner of the screen. All the details pertaining to that one event – including location information, catering and beverage details and setup information – can be accessed here.  You can return to the Event Maintenance screen at any time to quickly review event information.

Note that you may not be able to view all events in the Event Maintenance screen, depending on your location user rights.  To view an event, you must have viewing rights to at least one location in the event. See Chapter 1: Setting Up EventPro, Step 10: User Rights, Creating User Right Groups: Location Rights.

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Click to Expand/Collapse TextEvent Header

The upper portion of the screen, the event header, displays fields that identify the event, such as the Booking Number, Event Name, Customer, Agent (if applicable), Start Date, End Date and so on.  The Event Start Date is the date of the first non-cancelled booked location and the End Date is the last non-cancelled booked location.  Use the horizontal arrows next to the Book # field to scroll through the events.

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Also, in the upper right corner of the Event Maintenance screen, there are three important buttons - Find Event, Event Options and Print - which will be described in more detail below.

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Click to Expand/Collapse TextEvent Maintenance Tabs

The middle portion of the screen displays the Event Maintenance tabs, which may include Detail, Event, Customer, Enquiry, Communications, Actions, Comments, Attendees, Exhibitors, Accommodations, Documents, and Finance.  Remember that some of these tabs may be shut off in your System Settings.  Review Chapter 1: Setting Up EventPro, Step 1: System Settings, General.  Also, remember that if you do not have the optional modules, such as Enquiries, Attendees, Exhibitors/Booths and Accommodations, you will not see the related tabs in your program. When you first open the Event Maintenance screen, the screen will default to the Event Maintenance Main tab you chose as the default in your system settings.

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Click to Expand/Collapse TextEvent Maintenance Detail Tabs

Arranged in the lower portion of the screen are the Event Maintenance Detail Tabs, which may include Setup, Staffing, Catering, Beverages, Packages, All and Images. Using these tabs, you will review, change or update the details of the event’s booked locations. Again, remember that some of these tabs may not be visible to you if they are turned off in your system settings.  When you first open the Detail tab of the Event Maintenance screen, the detail tab at the bottom of the screen will default to the Event Maintenance Detail tab you chose as the default in Chapter 1: Setting Up EventPro, Step 1: System Settings, General.

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Click to Expand/Collapse TextFind Event

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Clicking the Find Event button takes you to the Find Event window.

To review how to search in a Find window, see Introduction: Common Functions, Finding a Record.
Click to Expand/Collapse TextEvent Options

Clicking the Event Options button brings up a menu with several options: Delete, Message, Assign, Lock Level, Recalculate Event, Merge Event, Filter Events by Client and Refresh.

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1.Event Options | Delete: Click Delete to delete the current booking number and all information related to the event. Delete with caution! EventPro maintains Booking Numbers in sequence to improve record keeping. It is best to maintain a record of all Booking Numbers even if their related events are subsequently canceled. If a Booking Number is deleted, EventPro will automatically create a record of the action in the Audit Log.  If you try to delete an event, EventPro will display a warning message, prompting you to confirm the action.  You will only be able to delete events with a “Cancelled” status.  To change the status of an event, see further instructions below under Modify Event Information.
2.Event Options | Message: EventPro provides a fully functional messaging system that you can use to send messages to contacts, coworkers and other EventPro users.  For more detailed instructions on using EventPro’s messaging feature, see Chapter 13: Messaging.
3.Event Options | Assign: Click Assign to designate or change the person to whom the event is assigned.  See further instructions below under Modify Event Information.
4.Event Options | Lock Level: Lock levels define an event’s state of completion. To change an event’s lock level, see further instructions under Set Lock Levels.
5.Event Options | Recalculate Event: This function recalculates all event charges.  Refer to Chapter 16: Utilities for more information on recalculating events.
6.Event Options | Merge Event: You can use this function to merge one event into another.  See further instructions below under Merge Events.
7.Event Options | Filter Events by Client: Select Filter Events by Client, if you want to use the horizontal arrows to only scroll through events related to the client currently displayed in the Customer field. Uncheck this option if you want to scroll through all events.
8.Event Options | Refresh: Use this function to refresh the Event Maintenance screen to see any changes that other users might have made while working in the same event at the same time.
Click to Expand/Collapse TextPrint

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Use this button to select and print event maintenance reports.

Reports are explained in detail in Chapter 15: Reports.