Creating an event

• Open a new event

  Create a new event to collect all information from the initial customer enquiry to the quote, order, work instructions, invoice and payment processing. If you decide not to use a template, create custom events as follows:

  1. Go to the  Home tab on the function bar.
  2. Click on the dropdown triangle next to  Events, then select  New (and a company if applicable) ^M.
  3. A new event will open.

   

  Events can also be created starting from a customer account. In this case, the account data is directly transferred to the event.

  1. Open the customer account.
  2. Click on New > Event in the horizontal toolbar and assign an account and/ or contact person.
  3. A new event will open with the organiser already preset with the data from the original account.
• Set the start of the event

  Each event must have a date in order to check the availability of rooms, staff and equipment. The date can be modified later. (Change the date of the event).

  1. In the header of the input window, enter a date for the (first) day of the event directly in the input window or by clicking on the Date picker.
  2. For a Multi-day Event^M, click on the dropdown triangle next to the  Date picker and Add one or more days.
  3. Enter a  Start time for the event, the End time is optional.
• Create an undated event

  First enquiries for events often come in well in advance, without the actual date being fixed. If you want to send a quote, however, you need to create an event anyway. Save this as a "draft" without a fixed date so as to exclude it from evaluations or room allocation at this early stage of planning.. The date given in the draft is only used as a reference date for prices or schedules.

  1. Legen Sie eine neue Veranstaltung an.
  2. Click on the dropdown triangle next to the Date picker and select  Undated [date for reference only].
  3. The date is highlighted in yellow and the event is saved as a draft.
  4. Undated events appear neither in the room reservations, nor in evaluations or standard search results. Search for events without dates by specifying  Events >  Search >  Undated events.
  5. When the date of the event is fixed, remove the "undated" status by deselecting  Date picker>  Undated event [date for reference only] and entering the actual date.
• Set the event status

  The event status decides whether or not other conflicting orders or bookings can be accepted.

  1. Select the Status of the event in the header of the input window from the drop-down list.
     - Tentative: A customer request has been received and a non-binding quote has been sent
     - On hold: A customer request has been received and a binding quote has been sent
     - Confirmed: A binding quote has been sent and a verbal commitment has been made by the customer
     - Contract: A binding contract has been entered into by both sides
     - Cancelled: The event has been cancelled by the customer
     - Waiting list: A customer request has been received, but the event cannot yet be confirmed due to lack of capacity
      A quote will be sent if any capacities become available
     - Completed: The event has been held and accounted for.
  2. Some status settings must be linked to a status date. Depending on the status, the event will show in the Calendar or in the Follow-ups of the Info Centre as an action reminder as of the date set here.
• Enter the organiser account

  Each event must be linked to a responsible organiser.

  1. To select an existing address, 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 addresses beginning with these letters will open.
     Ex: Search for "Con" to find Conan, Conahay or Condry.
     Note: To search for a fragment that occurs in the middle of the word, enter an asterisk "*" as a wildcard.
     Ex: The input "*roy" finds Conroy and Milroy
  2. Double-click to accept the account you want as organiser.
  3. Ergibt Ihre Adresssuche keinen Treffer, klicken Sie in der Meldung auf Anlegen, um eine neue Adresse in der Datenbank anzulegen. (Wie lege ich eine neue Adresse an?).
  4. Select a contact person from the drop-down menu located under the company name for business accounts.
  5. Enter the name of the Site contact to indicate the person who will actually be in charge during the event.
     Ex: The preparations for the event are coordinated by Ms Myers, however, her colleague Ms Miller will be on site.

  Hinweis: Legen Sie die Veranstaltung aus der Kundenadresse an, wird der Veranstalter bereits mit den Adressdaten vorbelegt. Siehe Legen Sie eine neue Veranstaltung an.

  Tip: To go directly from the event to the organiser account, click on the Account icon to the left of the name field. An inspector window with the contact details will open. Click on Edit to open the account itself.

• Select the occasion of the event

  The occasion is the event name used for lists and in search queries.

  1. Select an Occasion from the expandable picklistlist or enter a new occasion.
     Ex: Wedding, Conference, Anniversary
     Note: Using values from the expandable picklist simplifies searches and evaluations.
  2. If necessary, add a numeral in the input field left of the name field.
     Ex: 60th Birthday, 7th Annual Meeting of the Underhill Horticultural Society
  3.  Save your input by clicking on the icon in the top left-hand corner of the input window.
     Note: An event cannot be saved until all mandatory fields (underlined) have been entered.
• Select event rooms

  Add Rooms in the bottom part of the input window. To see all rooms with details of size and capacity for different seating types, select Room list. The room list does not provide information about existing bookings.

  1. In the event, click on New under Rooms at the bottom and select Room list.
     Alternatively, you will find a separate menu item Rooms in the left navigation of the event (administrative setting).
     
  2. Book a room for the event period by double-clicking on a line.
     Note: If the room is highlighted in green, it is already booked in this event. If it is shown in italics, the room is already booked elsewhere in this period. Depending on the operational settings, an overlap of room booking and/or set-up times is possible.
  3. If you want to book several rooms at the same time, select them by holding down the Ctrl key and left-clicking and click on  Apply.
  4. Bei Veranstaltungen über mehrere Tage^M, ist "täglich" in der Spalte Datum vorbelegt. Alternativ wählen Sie einen Buchungstag der Veranstaltung.
  5.  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. In the event, click on New and select  Room allocation.
  2. At the top left of the toolbar in the input window, set the view that makes sense in each case.
     a)  Kacheln
     b)   Kalender
     c)   Zeitstrahl mit Überschriften
     d)   Zeitstrahl mit Zeilenbeschriftungen
     e)  Tagetabelle
     f)   Tageliste
  3. Filter  Room groupsto keep the view clear.
  4. Speichern Sie Ihre individuellen   Einstellungen (Ansicht, Anzahl Tage, Betrieb^M, Raumgruppe, Belegung, Kapazität,  Über-/ Unterräume,  Warteliste,  Wochentag,  Ausgabeliste) in der Raumbelegung.

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

  1. By default, the values for times and numbers of people specified for the event are transferred to the room booking. To overwrite and add to these values, click on  in the Rooms window on the basic page of the event. Time and pers.
     Note: If the maximum number of people for the event is outside the room capacity, you will be warned with a message. The room can still be booked and will take over the data from the event.
     
  2. By default, set-up times are taken from the master data of the rooms. To overwrite and add to these values, click on   Set-up times (in hours).
  3.  Save your input by clicking on the icon in the top left-hand corner of the input window.

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

  1. To find overlaps with other events, click on  Checkin the room booking window of the event if overbookings are allowed at all and/or should be reported for your business.
  2. Remove or confirm the overbooking.
  3.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Reserve seats for an event in the table reservations overview

  For smaller events, sometimes an entire room is not reserved, but only a number of tables as part of the normal table reservation. To do this, transfer the event as a whole to a simultaneous table reservation list.

  1. In the event > base click on  Add at the bottom of the room list and select a room.
  2. If the room is already booked for table reservations, a message appears. Confirm the request with "Book room anyway".
  3. The greyed-out icon  Table reservationappears in the third column of the room list. Transfer the event by double-clicking on the icon.
  4. The icon  changes colour and entries in the columns "Table no.", "Seating" and "Table plan" are no longer possible.
  5. Open the reservation by right-clicking on the line and Show reservationto assign tables.
  6. Alternatively, you can allocate the tables later via the open reservation list. The event appears as a normal reservation in the  table reservation overview.
  7. Detach the link to the table reservation by right-clicking on the line and Detach link.
  8. If tables have already been allocated, they will be removed again and the event will no longer appear in the table reservation Summary.
• Create an event from within the room reservations

  Many staff members first check whether the desired rooms are available for the requested date. You can also create an event from a room reservation.

  1. Go to the   Home tab on the function bar.
  2. Click on the small arrow next to Eventsand select  Room allocation.
  3. A list of available rooms opens. Select a view that suits you at the top left ( Overview,  Day list etc).
  4. Save your preferred display type as the default view via  Setting in the top right-hand corner of the input window toolbar.
     Hinweis: Klicken Sie auf  Einstellung, werden Ihre Eingaben zu Ansicht, Anzahl Tage, Betrieb^M, Raumgruppe, Belegung, Kapazität, Über-/ Unterräume, Warteliste, 1 Wochentag und Ausgabeliste für Ihren Benutzer gespeichert und bei künftigen Aufrufen der Raumbelegung berücksichtigt.
  5. Double-click on the desired room to create either a new event or an event from a template.
  6. Folgen Sie denselben Schritten wie unter "Wie lege ich eine neue Veranstaltung an?" beschrieben.

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

• Copy an event

  Events that take place again and again at regular intervals do not have to be created each time. Instead, an event that has been created once is copied to the other dates.

  1. In the desired event, select > Save and copy. The input window for copies opens.
  2. Für eine Kopie der Veranstaltung auf einen bestimmten Tag, wählen Sie im oberen Teil des Fensters ein neues Datum.
  3. Alternatively, click on  Serial copy for a series of copies.
     a) Zeitraum:
     If you enter a from and to period , the event will be copied to every day of this period.
     Tick certain weekdays to copy the event only to these days in the selected period.
     Example: A breakfast event is held every Monday in Advent.
     Enter a regular repetition of events via all "x days/weeks/months/years" and add the time range via the selection list if necessary.
     Bsp.: Der Kegelverein kommt alle 2 Monate immer am letzten Wochentag im Monat.
     b.) Liste von Tagen:
     Enter a repetition on certain days at irregular intervals in the middle column via  or supplement the period entered above with individual days.
     Bsp.: Der Vereinsvorstand tagt am 24.7., 26.8., 21.9.
  4. Go to the Preview to check if all your dates are listed. You can also  delete individual days here if necessary.
  5. Select the status (Definite, Option etc.) that the event copies should have.
  6. In the lower part of the window, select which of the original event and segment data should also be copied.
     Note: To mark this setting for event copies in the future, activate the field  Setting. The decision will only be saved for your user.
  7. Tick the box for Same group number for all copies if you want to make multiple copies which you might want to call up together through the event search.
     Note: Courses with the same group number can be displayed in a structured way in the offer^M in a structured way.
  8. If you want to copy booked items as well, select your price update choice from the drop-down menu.
  9. Click on Copy to confirm your input.
     Note: For a single copy, the new event opens; for a series copy, the list of new events opens.
• Group events

  An event can be related to other events, which is made clear by the assignment to groups.

  1. Event groups designate the type of event in question. Assign a  event group to the event viain the basis in order to facilitate statistical analyses or the assignment of templates.
     Note: Depending on operational requirements, the event group can be set as a mandatory field in the administration.
  2. Groups summarise different events that are to be offered, ordered or invoiced together.
     a) Click on the button Groupto automatically make the event number the group number.
     b) Enter this group number manually for the other events that are to be booked together.
• Accept recommended items

  The booking suggestions from addresses,  items or  rooms are suggested when new events are created and can be adopted. As soon as you assign an organiser, a room or an item for which booking suggestions are available, an editing window with all booking suggestions appears at the top right of the screen.

  1. Switch between the recommended items from different data records with . All recommended items for a data record appear one below the other.
  2. Öffnen Sie einen neuen oder vorhandenen Vorgang. Solange kein Vorgang ausgewählt ist, können die Vorschläge nicht übernommen werden.
  3. Tick the box for the item you want and confirm by clicking  Book selected items.
  4. To accept all suggestions for a record, click  and confirm with  Marked items buchen.
  5. The booking proposals are transferred to the selected event 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  Marked items buchen (Continue showing recommended items).
• Skip recommended items

  The booking suggestions from addresses,  items or  rooms, which are not directly taken into account when creating a new event or segment, can be temporarily deferred and booked later as long as the data record remains open. However, all suggestions are rejected at the latest by exiting the data record.

  1. Schließen Sie das kleine Fenster mit den Vorschlägen mit Klick auf Schließen oben rechts. Die Vorschläge bleiben erhalten, werden aber nicht direkt in einen Vorgang eingefügt.
  2. A new icon appears in the horizontal toolbar of the event Show recommended items.
  3. Click on Show recommended itemsto access the suggested items at a later date.
  4. To keep the suggestions in the list for later use even after a booking has been made, select  Marked items buchen (Continue showing recommended items).
  5. Booking proposals are automatically rejected if they are not booked before the data record is closed.
• Reject recommended items

  The booking proposals from addresses,  items or  rooms can be rejected so that they are not offered again when new transactions are created.

  1. Wählen Sie die vorgeschlagenen Artikel im Eingabefenster mit Häkchen aus.
  2. Click in the toolbar on  Hide recommended items from "Name of record".
  3. Rejected proposals will then no longer be offered in this event via Display booking proposals .
  4. If there are no more open proposals, the icon disappears from the toolbar.
  5. All suggestions are automatically rejected when you close the event.
• Enter a different delivery address

  Sometimes the event does not take place on the company's own premises or at its registered office. Enter orderer, invoice to and delivery account if these differ from the organiser's account. The deviating accounts will then be used according to the purpose. In this way, the delivery account is automatically output on the work instructions.

  1. To select the company's address as the delivery location, click on Delivery and confirm the organiser address. Select a contact person from the drop-down menu below.
  2. To select a different delivery address, enter the name in the name field and search for the desired entry by pressing Enter. Select a contact person from the drop-down menu below.
     Example: The organiser is a company in Worms, but the delivery goes to the trade fair stand in Frankfurt.
  3. Take over the account from the list with a double click.
  4.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Enter a different orderer account

  Sometimes the orderer is not also the organiser. Enter orderer, invoice to and delivery account if these differ from the organiser account. The deviating accounts are then used according to the purpose.

  1. Um einen anderen Ansprechpartner in derselben Firma auszuwählen, klicken Sie auf Besteller und bestätigen Sie die Veranstalteradresse. Wählen Sie aus dem darunter angeordneten Aufklappmenü eine andere Kontaktperson.
     Example: An event organised by the Haug company is commissioned by the secretary but carried out by the sales department.
  2. To select a different order address, enter the name in the name field and search for the desired entry by pressing Enter.
     Example: An event organised by the Haug company is commissioned by the May agency.
  3. Select the account from the list by double-clicking.
  4.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Enter a different invoice account

  Geben Sie Besteller, Rechnung an und Lieferung Adresse ein, wenn diese von der Veranstalteradresse abweichen. Die abweichenden Adressen werden dann dem Zweck entsprechend verwendet. So wird bei der Rechnungsstellung automatisch die eingebene Rechnungsadresse anstelle des Veranstalters übernommen.

  1. Um einen anderen Ansprechpartner in derselben Firma auszuwählen, geben Sie den Namen des Veranstalters in das Eingabefeld ein und suchen Sie mit Enter den gewünschten Eintrag. Wählen Sie aus dem darunter angeordneten Aufklappmenü eine andere Kontaktperson.
     Example: An event organised by Haug is carried out by the sales department, but the invoice goes directly to the finance department.
  2. Um eine abweichende Rechnungsadresse auszuwählen, geben Sie den Namen in das Eingabefeld ein und suchen Sie mit Enter den gewünschten Eintrag. Wählen Sie aus dem darunter angeordneten Aufklappmenü eine Kontaktperson.
     Example: The organiser is a local branch, but the invoice is sent to the company's head office.
  3. Select the account from the list by double-clicking.
  4.  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. Frequently recurring information about a customer is recorded directly in the  address at  details > info event .

  1. Record internal information for staff on the basis of the event at First consultation .
     Note: If the field  Info event is maintained in the organiser's address at Details in the left-hand navigation, the information will appear when the event is created and can be transferred to the field First arrangement .
     Example: The information that the organiser wants a certain decoration is recorded in the initial agreement.
  2. Special requests for customer printouts are recorded in the field Agreement .
     Example: A stipulation regarding the end of the event should be included in the agreement.
  3. If the event is being hosted for a specific person, bride and groom or celebrant, record the name(s) in the For Whom field for later use on printouts.
  4.  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. At  Base of the event under Responsible select a user from the drop-down list. By default, the field is pre-filled with the user who creates the event, but this setting can be changed.
  2. If necessary, also assign an staff member authorised to sign .
• Set general price information

  Price decisions can be made for each booked item, per event and also the entire event.

  Pricing for the event:

  1. Enter a  price range to be used for all booked items for this event at Basis under  Default pricing .
  2. Geben Sie im Feld Rabatt eine Prozentzahl für Rabatte oder Aufschläge, die für die gesamte Veranstaltung gilt. Aufschläge werden als negative Zahlen (-3), Preisnachlässe als positive Zahlen (3) angegeben.
     Example: As a regular guest, the organiser receives a 10% discount on all services.
  3. Enter a cost centre and/or a cost unit at Accounting .
  4.  Save your input by clicking on the icon in the top left-hand corner of the input window.