Creating an Event Schedule^M

• Open the event schedule

  A schedule with any number of external or in-house schedule items can be created for each event.

  1. Go to the  Schedule tab in the side navigation.
  2. Click on  Add to add a new schedule item either manually, from a template or from your clipboard.
     You can also Copy event schedules.
  3. The date field is preset to the event date for one-day events and to "daily" for multi-day events^M. Change the date by selecting a day from the picklist or entering a date manually.
  4. All new schedule items are automatically marked with a tick in the first column as "external" and will appear on customer printouts (e.g. quotes, contract). To mark the schedule item as "in-house", untick the line. The item will then appear only on in-house printouts (e.g. work instructions).
• Enter details in the event schedule

  Individual steps of an event can be planned in detail such as numbers of number of guests, booked rooms and remarks, responsibilities and linked event segments.^M.

  1. Enter the From and To times.
  2. Enter a Description of the schedule item from the expandable picklist or manually.
  3. Enter the Number of guest if this differs from the main event.
  4. Assign Rooms from the list of booked rooms to individual schedule items.
  5. Add further Comments if needed.
  6. Set a Responsible member of staff.
  7.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Copy schedule templates

  Entire schedule or individual steps can be copied from event templates.

  1. Open the  Schedule in the side navigation.
  2. Click on the dropdown triangle next to  Add and select  From template. A selection of the existing  Event templates that have event schedules will appear.
  3. Left-click to select one individual Schedule item from the  Event template.
     Note: Multi-selection is not possible here.
  4. To copy either several schedule items or the entire schedule, click on a suitable  Event template and  Select multiple. Select one item by left-clicking (hold down the Ctrl key for multi-select) and click on  Confirm to copy the items you want.
  5. Individual schedule items can be subsequently marked and  Removed .
  6. Alternatively, search for schedules from other events by clicking on Add >  From template >  Search events, then copy an existing schedule.
  7.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Copy and move schedule items

  Individual or multiple schedule items can be copied within the event schedule and inserted into any event.

  1. Left-click any item to select (hold down the Ctrl key for multi-select).
  2. Right-click and select  Clipboard >  Copy or  Cut.
  3. Right-click and select  Clipboard >  Paste to insert the item below a selected line.
  4. Individual schedule items can be marked  Removed at a later stage.
  5. Drag-and-drop items to a different position in nthe sequence.
  6.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Change the values (time, number of guests, etc.) of the schedule items

  Multiple schedule items can be changed in one go by selecting and right-clicking in the cells you want. For example, the entire schedule can be moved by a certain period of time or all guest numbers can be reduced together.

  1. Select one  Schedule item by left-clicking (hold down the Ctrl key for multi-select).
  2. Right-click any column and select Adjust "Field name" to open a small input window in which you can replace the value. If you have previously selected several items, the number of selected rows will also be shown.
     Example: Adjust "Date" in 2 rows > New value for "Date"
  3. Given times (From and To) can also be moved by a set number of minutes.
     Example: Shift "From" in 2 rows > Move by minutes
  4.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Link a schedule item to an existing event segment^M

  Existing segments such as quotes and orders^M can be linked to a schedule item.

  1. Double-click on  Link to link an existing  Quote or  Order to a specific schedule item. The icon will change to or respectively.
     Note: Once an order has been created, quotes are no longer available for linking.
  2. If a custom number of guests or custom times have been entered in the event segment, these will be copied to the schedule item. Any changes effected in the schedule will also be reflected in the segment settings.
  3. Left-click the  "Quote" (or Order) to open a text field containing basic details of the linked segment.
  4. Right-click the  "Quote" (or Order) and select  Open event segment for editing.
     
     Please note: Schedule items can be deted/times outside of the regular event times. Event segments, however, must always take place within the time frame of the event itself. Schedule items outside of event times cannot thus be linked to event segments.
• Create a new event segment in the schedule^M

  Create individual event segments (quotes or orders) straight from schedule items.

  1. Right-click on  Link >  Quote or  Sales Order.
     Note: Once an order has been created, new quotes are no longer available for linking.
  2. Enter the Name of the new event segment in the dialogue window. The name defaults to the description of the linked schedule item.
  3. Click OK to confirm and to open the new segment.
     If a custom number of guests or custom times have been entered in the event schedule, these will be copied to the event segment. Any changes effected in the schedule will also be reflected in the segment settings and vice versa.
  4.  Save your input by clicking on the icon in the top left-hand corner of the input window.
  5. The icon will change to or respectively.
     
     Please note: Schedule items can be deted/times outside of the regular event times. Event segments, however, must always take place within the time frame of the event itself. Schedule items outside of event times cannot thus be linked to event segments.
• Change data in linked segments^M

  Changed segment data is automatically transferred to the event schedule.

  1. Change data such as the date, times or rooms in the  Segment.
  2.  Save your input by clicking on the icon in the top left-hand corner of the input window.
  3. The schedule is updated automatically.

  Please note: Schedule items can be deted/times outside of the regular event times. Event segments, however, must always take place within the time frame of the event itself. Schedule items outside of event times cannot thus be linked to event segments.

• Reject a linked segment^M

  If you reject a segment^M linked to a schedule item^M, you can also delete that schedule item.

  1. Go to the  Quotes folder in the side navigation.
  2. At the top of the input window, select Rejected as the segment status. Confirm the prompt by clicking on Reject.
     a) If you want to delete the schedule item as well, confirm the prompt with Delete schedule item.
     b) If you prefer to just remove the link and retain the schedule item, close the promt with Remove link.
  3.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Remove links^M

  Links between schedule items ^M and segments^M can be deleted at any time.

  1. In the schedule, right-click on  Quote and select  Break link to remove the link between the item and the segment.
  2. Both the schedule item and the event segment remain unchanged.
     Note: Once the link is removed, changes in the schedule item or the segment are no longer synchronised..
  3.  Save your input by clicking on the icon in the top left-hand corner of the input window.