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Creating an Event

  • Open a new event

    When you receive an enquiry from an existing customer, you need to create a new event quickly. All relevant information is bundled there, from the initial enquiry to the quote, work instructions, invoice and receipt of payment. Create individual quotes from scratch as follows:

    1. Go to the Basis Home tab on the function bar.
    2. Click on the dropdown triangle next to Veranstaltungexpand Events, then select neu New and, if applicable, a company.M.
    3. The new event will open on the General tab.

     

    Events can also be created from within an existing customer account. In this case, the account data are transferred to the event.

    1. Open a customer account.
    2. In the horizontal toolbar, click on neuexpand New > VA Event and select a contact person from the account.
    3. The new event will open on the General tab with the Organiser field prefiller with the data from the selected account.
  • Set the start of the event

    Each event must have a date so that meaningful statements can be made about the availability of rooms, staff and equipment. The date can be changed later. (Change the date of the event).

    1. At the top of the input window, enter a date for the (first) day of the event either manually or by using the kalender Date picker.
    2. For a Multi-day eventM click the dropdown triangle next to the date picker and select Kalender Hinzufuegen Tag Add one or more days.
    3. Enter a uhr Start time of the event, the End time is optional.
  • Create an undated event draft

    Initial enquiries for events often come well in advance, without the actual date having been finalised. However, a proper event must be created even at this early stage as a bsis for a first quote. If you save this as a "draft" without a fixed date, it will not appear in evaluations or in the room allocation at this early planning stage so as not to distort or hinder further planning. The date specified in the draft is only used as a reference to determine prices or segments.

    1. .
    2. Click on the dropdown triangle next to the kalenderexpandDate picker and select VA Ohne Datum 32 Undated [Reference only].
    3. The date is highlighted in yellow and the event is saved as an undated draft.
    4. Drafts are not included in room reservations, considered in analyses or found in standard searches. Search for undated events by clicking on the dropdown triangle next to VA Events, then select suche Search > VA Ohne Datum 32 Undated events.
    5. Once the date for the event has been fixed, remove the "Undated" status by left-clicking the dropdown triangle next to the kalender Date picker and selecting VA Ohne Datum 32 Undated event [Reference only] again, then enter the actual date.
  • Set the status of the event

    The status of an event will determine whether or not other overlapping requests or bookings can be accepted.

    1. Select the event status from the picklist in the top right-hand corner of the input window.
      - Tentative: A non-binding offer has been sent on the basis of a customer enquiry.
      - On hold: A binding offer has been made on the basis of a customer enquiry.
      - Confirmed: A verbal commitment has been received from the customer on the basis of the binding offer.
      - Contract: A contract binding for both parties has been entered on.
      - Cancellation: The event has been cancelled by the customer.
      - Waiting list: A customer has sent an enquiry, but the booking cannot yet be confirmed due to a lack of capacity.
        If capacities become available, an offer will be made.
      - Completed: The event has been closed and settlements have been made.
    2. Some status settings are linked to a Status date. Depending on the status, the event appears in the IC Calendar or in the IC Follow-ups as of the specified date.
  • Enter the organiser's account

    Each event must be linked to a responsible organiser.

    1. To select an existing account, enter the name or the first letters of the organiser's name in the input field and press the Enter key. A list of all existing accounts beginning with these letters will open.
      Example: The search for "Cro" will return Crowne, Cromley, Crozier
      Note: To search for a fragment of a word or similar words, insert an asterisk * in front of your entry as a wildcard character.
      Example: "*roy" finds Conroy and Milroy
    2. Double-click to confirm the selection from the list.
    3. If your search does not return any results, click on Create new in the dialogue and create a new account in the database. ().
    4. Select a contact person from the drop-down menu under the company name if applicable.
    5. Specify the person who will actually be responsible during the event in the On-site contact field.
      Example: The preparations for the event are coordinated by Mrs Myers, the responsible on site is her colleague Ms Brown.

    Note: When you create an event starting from the customer account, the organiser data are already prefilled.

    Tip: Open the organiser's account by clicking on the Adresse Account icon in front of the organiser's name. A small inspector window will open with the contact details. Click on editOpen in the top left-hand corner to jump directly to the account.

  • Select an occasion for the event

    The Occasion is the name under which the event will be found in lists and search queries.

    1. Select the Occasion from the expandable picklist or enter a new occasion.
      Example: Wedding, Conference, Anniversary
      Note: Use a value from the expandable picklist for easier retrieval and improved statistical analysis.
    2. Enter any additional information such as a numeral in the input field preceding the Occasion.
      Example: 60th Birthday, 7th Annual Meeting of the Newminster Rotary Club
    3. save Save your input by clicking on the icon in the top left-hand corner of the input window.
      Note: An event can only be saved once all mandatory fields (underlined) have been entered.
  • Select event rooms

    The list of Rooms is located at the bottom of the input window. The are various options for adding rooms to the event. To view a list of all rooms with details concerning size and capacity for different seating styles, select Liste Room list. The room list does NOT provide any information about existing bookings.

    1. Click on neuexpand Add in the toolbar of the room list and select Liste Room list.
      Alternatively, you may find a separate tab for Rooms in the left-hand navigation (administrative setting).
    2. Double-click the room you want to book it for the event date and times.
      Note: If the room is highlighted in green, it has already been booked for this event. If it is formatted in italics, it has already been booked for another event during this period. Depending on your company settings, overbooking and/or overlapping set-up times may be allowed.
    3. Hold down the Ctrl key for multi-select and ok Confirm your selection
    4. For Multi-day Events,M, a "daily" booking is preset in the Date column. Select an individual date if the booking is not for the whole time of the event.
    5. save Save your input by clicking on the icon in the top left-hand corner of the input window.

    Change the view to set a display that suits you.

    1. Click on neuexpand Add and select raeume Room reservations.
    2. Select an appropriate view from the picklist.
      a) cal view cards Tiles
      b) cal view cal Calendar
      c) cal view timeline Timeline with headers
      d) cal view timeline2 Timeline with line labels
      e) cal view days Table
      f) cal view list List
    3. Filter for Raumgruppe Room group if necessary.
    4. Save your individual Save Options Settings (view, number of days, companyM, room group, occupancy, capacity, Raum ueber unter Rooms/Sub-rooms, warteliste Waiting list, Kalender 7 Weekday, Liste Output list) in the room reservations.

    The dates or times of the entire event do not always correspond exactly to those for all booked rooms, so the times for room bookings can be adapted individually.

    1. By default, the values for times and number of guests specified for the event are also applied to the room bookings. To overwrite these values, activate edit Times/Guests in the toolbar of the room list. Times and Guests
      Note: If the maximum number of guests for the event is outside the room capacity, a warning message will appear. The room can still be booked and with the event data.
    2. Set-up times are taken from the room master data by default. To overwrite these values, activate ruestzeit Set-up (hrs) in the toolbar of the room list.
    3. save Save your input by clicking on the icon in the top left-hand corner of the input window.

    Overbooking rooms can be useful, for example to allocate the right rooms to events on the waiting list. Nevertheless, overlaps must be checked and eliminated in good time.

    1. Click on check Verify in the toolbar to check for possible booking conflicts if overbookings are permitted for your company.
    2. Remove or confirm the overbooking.
    3. save Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Reserve seats for an event in a table reservations list

    For events with only a small number of participants, booking a complete room is not an option. Instead, book the event as one complete group into a table reservation list.

    1.  Add a room that has already been booked for table reservations in the list of event rooms at the bottom of the window.
    2. Confirm the prompt with "Book room anyway".
    3. Double-click on the (greyed-out) tischreservierung Inaktiv Table reservation icon in the third column of the room list.
    4. The icon will change colour and manual entries in the columns "Table no.", "Seating style" and "Table plan" will be blocked.
    5. Right-click the row and select Show reservation to allocate individual tables.
    6. Alternatively, allocate the tables later in the tischreservierung Table Reservations overview.
    7. Right-click the row and select Delete reservation to remove the event from the table reservations list.
    8. If tables have already been allocated, they will released and the event will no longer appear in the overview.
  • Create an event from the room reservations

    If your preferred workflow for an event booking is to check room availability first,you can also create an event from the room reservations overview.

    1. Go to the Basis Home tab on the function bar.
    2. Click on the dropdown triangle next to VAexpand Events and select expand Room reservations.
    3. A list of available rooms will open. Select a view that suits you (va raumuebersicht Tiles, cal view list List etc).
    4. Save your preferred view as user default by clicking Save Options  Settings in the top right-hand corner of the input window.
      Save your individual Save Options Settings (view, number of days, companyM, room group, occupancy, capacity, Save Options Rooms/Sub-rooms, Save Options Waiting list, Save Options Weekday, Save Options Output list) in the room reservations.
    5. Double-click the room you want to create a new event either from scratch or from a template.
    6. Follow the same steps as described under "".

    Tip: If the rooms you have just booked do not appear in the room overview, you might not have saved the event yet. Save and call up the room overview again, if necessary click on refresh Refresh in the top left-hand corner.

  • Copy an event

    Recurring events do not need to be created from scratch every single time. Copy one event to all subsequent dates instead.

    1. Open the event you want and click on the dropdown triangle next to the saveexpand Save icon, then select Kopie Save and copy. The input window for copies will open.
    2. To copy the event to one specific date only, just select a new Date.
    3. For more than one recurrence, click neu Multiple copies.
      a) Time range:
      If you enter a Time range with start and end dates, the event will be copied to every day within that period.
      If you tick certain Weekdays, the event will be copied exclusively to those selected weekdays.
      Example: A special "Advent Brunch" is planned for every Monday in December
      Enter recurring events at regular intervals by selecting "every x Days/Weeks/Months/Years". Additional options will appear for months and years (every 1st Tuesday of the month, on the 3rd Monday in January...)
      Example: The Horticultural Society meets on the last weekday of the month, every other month
      b)Date list:
      neu Add individual dates for recurrences at irregular intervals.
      Example: The Board Meetings have been scheduled for 24 July, 26 August, 21 September.
    4. Verify the dates in the preview and delete Delete individual days if necessary.
    5. Select the Status(Confirmed, On hold etc.) that the event copies are meant to have.
    6. In the lower part of the window, select which of the original event and segment data you want to include.
      Note: Save your data selection settings for future event copies by clicking on Save Options Settings. This is a user setting only and will not affect other users.
    7. Assign the Same group number for all copies for easier retrieval.
      Note: Group events by assigning the same group number for better readability in the quote.
    8. If you chose to copy booked items, it is advisable to tick the Update all prices box and to apply the current item price on the day of the event. ALternatively, opt to "Update base SP only" or "Don't update prices".
    9. Click on Copy to confirm your input.
      Note: In the case of a single copy, the new event will open; in the case of multiple copies, a list of new events will open.
  • Group events

    An event can be related to other events. These relations can be clarified by groupings.

    1. Assign an Occasion type to any event for easier statistical anlysis.
      Note: The occasion type can be marked as a mandatory field by a user with administrative rights.
    2. Assign an Event group to different events that are to be grouped together as a unit (quote, order, invoice).
      a) Click on the Group button to automatically set the event number as the group number.
      b) Enter this group number manually for the other events that are to be booked together.
  • Accept suggested items

    Any booking suggestions that have been entered for Adresse Accounts, artikel Items or raeume Rooms linked to the event will be offered as soon as a new event is created. An inspector window with all available booking suggestions will appear in the top right-hand corner of the input window.

    1. Click on Blaettern Zum Naechsten to switch between the booking suggestions proceeding from different records. All suggested items are listed one in order an per linked record.
    2. Open a new or existing event segment. As long as no segment is selected, the suggestions cannot be accepted.
    3. Tick the items you want and confirm by clicking okexpand Book selected items.
    4. To accept all suggestions for one record, click on SelectAll and confirm by clicking ok Book selected items.
    5. The suggested items are copied to the open segment and removed from the list for this event.
    6. To keep the suggestions in the list for later use even after a booking has been made, select okexpand Book selected items[Retain booking suggestions].
  • Skip suggested items

    The booking of suggested items can be temporarily postponed to a later stage, just as long as the record remains open. However, all proposals are marked as "rejected" when the record is closed.

    1. Speichern Schliessen Close the small pane with the suggested items. The suggestions are still available, but not inserted into a segment.
    2. The new icon to star Show suggested items will appear in the toolbar.
    3. Click on star Show suggested items to access the suggestions at a later stage.
    4. To keep the suggestions in the list for later use even after a booking has been made, select okexpand Book selected items[Keep suggestions].
    5. Suggest items are automatically rejected if they are not booked before the record is closed.
  • Reject suggested items

    Once the suggested items drawn from Adresse Accounts,artikel Items orraeume Rooms are rejected, they will not offered again when new segments are created.

    1. Select the suggested items in the small pane
    2. Click on Abgelehnt Reject suggested items for "Record name".
    3. Rejected suggestions will no longer be shown in this event.
    4. When all suggestions have been either rejected or accepted, the star Show suggestions icon will disappear from the toolbar.
    5. All suggestions are automatically rejected when you close the event.
  • Enter a different delivery account

    Sometimes the event does not take place on the organiser's own premises or at the company headquarters. Enter a Delivery address if the event venue differs from the organiser's address. The delivery address will then automatically be issued on work instructions or other datasheets.

    1. To enter the organiser's address as identical to the delivery address, click on Deliver to and confirm. Select a contact person from the drop-down menu below the account name if necessary.
    2. To select a different delivery address, enter the name in the name field and press the Enter key to search for a matching entry. Select a contact person from the drop-down menu below the account name if necessary.
      Example: The organiser is a company in Brussels, but the delivery goes to the Exhibition Center.
    3. Double-click to confirm your selection.
    4. save Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Enter a different order account

    Sometimes the person who first orders an event is not the actual organiser. Enter an Order address if this differs from the organiser's address.

    1. To select a different contact person but within the same company, click on Ordered by and confirm the organiser address. Select a different contact person from the drop-down menu below.
      Example: An event organised by a company is commissioned by the secretary but carried out by the Marketing Department.
    2. To select a different order address, enter the name in the name field and press Enter to search for a matching entry.
      Example: An event organised by the Alright Company is commissioned by the Moonbeam Agency.
    3. Double-click a record on the list to confirm your selection.
    4. save Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Enter a different invoice address

    Enter an Invoice address if it differs from the organiser's address. The invoice address will be used automatically instead of the organiser's address when the invoice is issued.

    1. Select a different contact person in the same company by entering the name of the account in the input field Adresse Invoice to and search by pressing Enter. Select a different contact person from the drop-down menu below.
      Example: An event is organised by the Alright Company Marketing Department, but the invoice goes directly to the Finance Department.
    2. To select a different invoicing address, enter the name in the input field and press Enter to search for the entry you want. Select a contact person from the drop-down menu below the name of the account.
      Example: The organiser is a local branch, but the invoice is sent to the company's head office.
    3. Double-click a record on the list to confirm your selection.
    4. save Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Enter a different reminder address

    Enter a different Reminder address if reminders are to be sent to people other than the organiser (account or contact person). The reminder will then automatically be sent to that address.

    Important: The default reminder address is not entered in the VA Event, but in the organiser Adresse Address. If a different Invoice address is specified in an event, the reminder will also be sent to that address.

    1. Open the organiser's details Account and go to details Added fields tab in the side navigation.
    2. Select a different contact person in the same company by entering the name of the account in the input field Adresse Reminder address and search by pressing Enter.
      Example: An event is organised by the Alright Company Marketing Department, but the invoice goes directly to the Finance Department.
    3. Select a completely different reminder address by entering the name in the input field Adresse Reminder address and search by pressing Enter. Select a contact person from the drop-down menu below the name of the account.
      Example: The organiser is a local branch, but the invoice is sent to the company's head office.
    4. Double-click a record on the list to confirm your selection.
    5. save Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Record initial customer requirements

    The earlier customer wishes are expressed and recorded, the easier it is to fulfil them.

    1. Record internal information for staff in the Initial request field.
      Note: If the details Event info field is filled in the organiser's account (under Added fields), that information will appear when the event is created and can be copied to the Initial request field .
      Example: The organiser emphasises the importance of a certain decoration.
    2. Special requests which should be included in front-of-house prints are recorded in the Agreement field.
      Example: A stipulation regarding the end of the event should be included in the agreement.
    3. If the event is being organised for a specific person, a bridal couple or a jubilarian, record the name(s) in the Guest of honour field for later use.
    4. save Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Set internal responsibilities

    Assign the event to a responsible staff member.

    1. Select a Responsible staff mamber from the dropdown list of users. By default, the field is prefilled with the name of the user who creates the event.
    2. If necessary, also assign a Signatory .
  • Set general price information

    Pricing decisions can be made for each booked item, per event segment or for the entire event.

    Pricing per event:

    1. Enter a default VA Price group for all new event segments.
    2. Set a discount in the SUR/DIS field, entered as a percentage that applies to the entire event. Enter surcharges as negative numbers (-3), discounts as positive numbers (3).
      Example: Because he is a regular customer, the organiser receives a 10% discount on all services.
    3. Enter a Cost centre and/or a Cost object.
    4. save Save your input by clicking on the icon in the top left-hand corner of the input window.