Reserve Seats/Tables or Assign Attendees to Seats and Tables
Feedback on: EventPro User Manual - Reserve Seats/Tables or Assign Attendees to Seats and TablesCH5_Reserve_or_Assign_Attendees_to_Seats_and_TablesChapter 5: Attendees > Reserve Seats/Tables or Assign Attendees to Seats and Tables /Dear EventPro Documentation Department,
Reserve Seats/Tables or Assign Attendees to Seats and Tables
After you have added tables to functions, you can reserve tables and seats. If you already registered attendees for functions, you can assign attendees to seats and tables in the Attendance & Seating tab.
When you reserve a table or seat, you are putting it on hold without assigning it to an actual person. This allows you to put aside or reserve certain tables/seats before attendees are registered or if you do not yet know the specific attendee who will take them. Note that when you want to reserve a table or seat in the Event Function Seating window, you must hold down the Alt key on the keyboard while clicking on the relevant checkboxes.
Once attendees are registered for the function and you know who will be sitting at what table and/or seat, you can assign attendees to tables and seats. This will associate a specific attendee name with each seat and/or table number. When you want to assign an attendee to a table or seat in the Event Function Seating window, you must hold down the Ctrl key on the keyboard while dragging and dropping the attendee to the relevant table or seat with your mouse.
1.
Find the event in the Event Maintenancescreen.
2.
Click the Attendees tab and the Attendance & Seating tab.
3.
In the top selection grid, click to highlight the function for which you want to organize seating.
4.
Click the Seating button to the right of the top selection grid to open the Event Function Seating window.
5.
When you are done with the Event Function Seating window, click the Close button in the bottom right corner. You can return later to make adjustments or assign newly registered attendees.
The tables for this function are listed in the Tables grid, in the upper left portion of the window. If no tables appear in the selection grid, ensure that you have added tables to the function and that you have selected the correct function.
2.
The numbers under Availability display how many Seats are at the table, how many are Assigned and how many are still Available. Note that the Avail. column in the Tables grid will initially be green, indicating that there are still available seats at the table. Once all of the seats at a table are assigned, the Avail. number will change to 0 (zero) and will be highlighted in red.
3.
Click on a table, and the seats for that table are displayed in the Seats grid to the right.
The attendees registered for this function will appear in the bottom Registered Attendees selection grid. Scroll to the right to ensure that you can see all of the information.
2.
To the left, the columns under Table will indicate the Quantity of tables purchased by this attendee, the number of tables Assigned and the tables Remaining to be assigned to this attendee.
3.
The columns under Reg/Seat indicate the Quantity of seats purchased, the number of seats Assigned and the seats Remaining to be assigned to this attendee.
4.
If the attendee has not been assigned to all the Tables and/or Seats that he/she has purchased, the Rem column will be highlighted in red. Once the attendee has been assigned to all purchased Tables and/or Seats, the attendee row will be highlighted in green.
5.
Note that the number of seats/tables assigned to an attendee here does not determine how many seats/tables the attendee actually purchased. The number of seats/tables purchased was determined by the attendee’s registration (review Register Attendees above). If an Attendee registered for two seats, but is only assigned one, the attendee will still be charged for the two seats.
6.
To Edit or View details about an individual attendee, select the attendee and click the Edit or View buttons below.
To Reserve a Table, hold down the Alt key on your keyboard and click on the Rsv checkbox.
2.
The Avail. column will change to red, indicating there are no seats available at the table. You cannot reserve a table if a seat at that table is already reserved or assigned.
3.
To remove the reservation, hold down the Alt key and click the Rsv checkbox again.
To ReserveindividualSeats at a table, hold down the Alt key and click on the Rsv checkboxes in the Seats grid.
2.
The availability numbers in the Tables grid will adjust accordingly.
3.
To remove the reservation, hold down the Alt key and click the Rsv checkbox again. You cannot remove a seat reservation if the entire table is reserved.
To assign an Attendee to a Table, hold down the Ctrl key and drag and drop the Attendee from the bottom selection grid onto the table in the upper left Tables grid. The Attendee’s name will appear under Assigned To: Attend.
2.
You cannot assign an attendee to a table if the table or seats at the table are already assigned or reserved. A Warning dialog will appear, informing you that you cannot assign the attendee to the table. Click OK. If you want to assign the attendee to the table you must remove existing reservations and assignments.
3.
If you attempt to assign the attendee to more tables than he/she purchased, the Confirm dialog box will warn you that the Attendee has no more tables remaining. If you want to assign the table to the attendee anyway, click Yes.
4.
Remember that when you assign seats/tables to attendees, EventPro will prompt you, but will not prevent you from assigning too many or too few seats/tables to the attendees, regardless of what they actually purchased.
5.
To Remove an Attendee from a table or seat, hold down the Ctrl key and drag and drop the Attendee from the Tables or Seats grid back down to the Registered Attendees grid.
To assign an Attendee to a Seat, click to highlight the relevant table in the Tables grid. Hold down the Ctrl key and drag and drop the Attendee from the bottom selection grid onto the seat in the upper right Seats grid. The Attendee’s name will appear under Assigned To: Attendee Name.
2.
If the seat is marked as Reserved, the Confirm dialog box will warn you that the seat is reserved. To assign the seat to the attendee anyway, click Yes.
3.
If you attempt to assign the attendee to more seats than he/she purchased, the Confirm dialog box will warn you that the Attendee has no more seats remaining. If you want to assign the seat to the attendee anyway, click Yes. Remember that when you assign seats/tables to attendees, EventPro will prompt you, but will not prevent you from assigning too many or too few seats/tables to the attendees, regardless of what they actually purchased.
4.
To Remove an Attendee from a table or seat, hold down the Ctrl key and drag and drop the Attendee from the Tables or Seats grid back down to the Registered Attendees grid.
