Creating an event schedule^M

• Open the event schedule

  A schedule with any number of external or internal process points can be created for each event.

  1. Gehen Sie in der seitlichen Veranstaltungsnavigation zum Reiter Ablauf.
  2. Click below the event date on Addto directly insert a new schedule point.
     Alternativ verwenden Sie bereits angelegte Ablaufvorlagen, siehe Beitrag Kopieren Sie Ablaufvorlagen.
  3. Das Datum eines neuen Ablaufpunktes ist bei einer eintägigen Veranstaltung mit dem Veranstaltungsdatum, bei Mehrtagesveranstaltungen^M mit „täglich“ vorbelegt. Wählen Sie nur einen Tag über die Auswahlliste im Datumsfeld  oder geben Sie manuell ein bestimmtes Datum ein.
  4. Every new schedule item is automatically marked as "external information" and will appear on customer printouts (e.g. quotation, contract). To mark the schedule item as "in-house information", remove the tick in the first column. The schedule item will then only appear on in-house prints (e.g. work instructions).
• Enter details of the event schedule

  Im Veranstaltungsablauf können einzelne Schritte einer Veranstaltung mit Personenzahlen, Räumen und Bemerkungen detailliert abgebildet werden, Verantwortlichkeiten zugewiesen und Vorgänge^M direkt verknüpft werden.

  1. Enter the From and To times.
  2. In the column Description  , select a name for the flow point from the expandable selection list or enter a name.
  3. Enter a number of people if this differs from the event.
  4. Rooms booked on the basic page of the event can be assigned to the individual schedule points in the column Room .
  5. Supplement the description of the process point with further Comments.
  6. Use the column Responsible to define internal responsibilities.
  7.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Copy schedule templates

  Entire processes or individual process steps can be taken from event templates.

  1. Öffnen Sie den  Ablauf in der linken Navigation der Veranstaltung.
  2. Click on the dropdown triangle next to  Add and select  From template. A list of all existing Event templates with event schedule will appear.
  3. Select a single  process step from the  event template by left-clicking.
     Note: Multiple selection is not possible here.
  4. To copy several process steps or the entire process, click in the corresponding  event template on  Select process, select the desired steps by holding down the Ctrl key and left-clicking and  Apply the selection.
  5. Einzelne Ablaufschritte können nachträglich markiert und über die horizontale Werkzeugleiste entfernt werden.
  6. Alternatively, you can use Add > From template > Search event to transfer a process from an event that has already been created.
  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 process points can be copied within the event schedule and inserted into any event.

  1. Select a single  sequential point by left-clicking or several sequential points by holding down the Ctrl key and left-clicking.
  2. With right click > clipboard you can copy the lines for reuse or  cut,
  3. Right-click > clipboard  paste to insert the flow point below the marked line.
  4. Individual process points can be subsequently marked and removed via the horizontal toolbar .
  5. Sequence points can be moved to the desired position in the sequence using drag drop.
  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 a schedule item

  Individual or multiple sequence points are changed by right-clicking in the desired cell. For example, the entire schedule can be shifted by a certain period of time or all participant numbers can be reduced together.

  1. Select a single  sequential point by left-clicking or several sequential points by holding down the Ctrl key and left-clicking.
  2. Right-click "Field name" Adjust you open a small input window where you replace the value. If you have previously marked several lines, the number of marked lines is mentioned.
     Example: Adjust "Date" 2 times > Enter new value
  3. For the "From" and "To" times, you also have the option of shifting the time by a certain number of minutes.
     Example: Move "From" 4 times > Shift in minutes
  4.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Link the schedule to an existing segment

  Bereits vorhandene Vorgänge^M können mit einem nachträglich erstellten Ablaufpunkt verknüpft werden.

  1. Right click or double left click on  to link an existing  quote or an existing  order. The symbol  changes to or .
     Note: If there is already a process of the type order, the process can no longer be linked to a process of the type offer.
  2. If there are different times and numbers of persons in the  Basis of the operation, these are automatically adopted in the payoff point. If you update the number of persons and the time in the flow point, the change is also updated in the linked operation.
  3. Left-click  to open a text field for a quick Summary of the linked process.
  4. Open the linked process by right-clicking on  >  Open process.
     
     General note: The time of process points can be outside the regular event time (e.g. for set-up or dismantling, delivery, etc.). However, this does not apply to individual operation times; these must always be within the event time. It is only possible to link a schedule and an operation if the schedule point is within the event time.
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• Create a new event segment from within the schedule

  If you want to create your own quotes or orders for individual event parts, you can create them directly from the schedule.

  1. Right click or double left click on  to open a  New quote or a  New order.
     Note: Once orders have been created, no new quotes can be created in the process.
  2. Enter the name of the new operation . The operation name is pre-populated with the description of the flow point.
  3. Confirm with OKto open the new segment and book items.
     Note: If you change the time and the number of persons in the  base of the operation, this is automatically taken over in the linked flow point and vice versa.
  4.  Save your input by clicking on the icon in the top left-hand corner of the input window.
  5. The symbol in the process changes to or  .
     
     General note: The time of process points can be outside the regular event time (e.g. for set-up or dismantling, delivery, etc.). However, this does not apply to individual operation times; these must always be within the event time. It is only possible to link a schedule and an operation if the schedule point is within the event time.
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• Change data in linked segments

  Changed segment data is automatically transferred to the event schedule.

  1. Change data such as date, time or rooms in the  process at  base.
  2.  Save your input by clicking on the icon in the top left-hand corner of the input window.
  3. Der Ablauf wird automatisch aktualisiert.

  General note: The time of process points can be outside the regular event time (e.g. for set-up or dismantling, delivery, etc.). However, this does not apply to individual operation times; these must always be within the event time. It is only possible to link a schedule and an operation if the schedule point is within the event time.

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• Reject a linked segment

  If you reject an event^M associated with a schedule item^M, you can also delete the flow point.

  1. Go to the   segment tab in the side navigation and click on   General.
  2. Go to the selection list in progress  and select rejected. Confirm the message with Reject.
     a) To delete the sequence point as well, confirm the message with Delete sequence point.
     b) To only remove the link and retain the process point, confirm the message with Remove link.
  3.  Save your input by clicking on the icon in the top left-hand corner of the input window.
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• Break links to segments

  Links between schedule items^M and segments^M are to be solved again without any problems.

  1. In the flow, right-click  >  Unlink to break the link between the flow point and the process.
  2. Sowohl Ablaufpunkt als auch Vorgang bleiben unverändert.
     Note: If the link is broken, changes from the process are no longer transferred to the operation.
  3.  Save your input by clicking on the icon in the top left-hand corner of the input window.
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