Creating and Using Events

Create an event

1. Go to the  Home tab and click on the expand triangle next to  Events to select  New.
2. Select the  New from template option for the kinds of events you use frequently.
3. Enter the Date, Start time and Number of guests. For as yet undated events, enter a reference date, then click on the expand triangle next to the Date picker and select  Undated [date for reference only].
4. Assign a Status and Status date if applicabel (p.ex. hold date). The status and status date influence when, where and how the event is listed in the   Info Centre and in the  Room reservations .
5. Link existing or new accounts as  Organiser and, if applicable, in the Ordered by or Invoice to fields.
6. Enter the name of the event in the Occasion field (p.ex. "Birthday").
7. In the bottom half of the input window, select event Rooms by clicking  Add >  Room list or  Rooms reservations.
8. Alternatively, first check the availability of the rooms by clciking on  Events >   Room reservations and create a new event by double-clicking on the room you want.
9. In the side navigation of the event, go to the  Schedule^M tab to create a detailed timeline.
10. Richt-click on to link existing or create new event segments^M.

View all linked records

1. Go to the  Info Center tab in the side navigation.
2. Select your   Data sources (p.ex. events, appointments^M, mail).
3. Set additional  Filters per data source or switch to other (custom) lists.
4. Filter for your  Own data only as needed.
5. Save the current settings under Views >   Save >  New as   User view,  Group view or  Standard view.
6. Click on  New in the toolbar to create new records linked to this event. Only the type of data that is selected as data source will be available.

Create a quote for an event

1. Right-click on  Quote in the side navigation to create a  New quote and enter a Name for that new event segment.
2.  Add any items you want to include in your quote (food and beverages, staff, rooms, technology, logistics, etc.).
3. To add existing items to the quote, click on  New >  Search item.
4. To create an item on-the-fly, click on  New > Item groups and select a group, then and enter the item name.
5. If you want to create that new item as a master item, confirm the following prompt by selecting New and save the new item. If the new component is meant to be only be available for this one event, select "One-off item".
6. Right-click on the quote to create a  New quote variant, in which the data from the existing quote is adopted but can be changed independently (p.ex. to offer a buffet instead of a seated dinner).
7. Organise your quoted items into multiple Quote segments^M (p.ex. Staff, Food, A/V Support or Reception, Lunch, Coffee break) for the sake of clarity.

Print and/or send a quote

1. In the toolbar, click on  New >  Mail >  New to select a suitable   Quote template, then change the type to  Email if necessary
2. To send the quote as a PDF attachment with a cover letter, click on > Cover letter in the toolbar and select another   Text template or write a customised text. The quote is automatically added as a PDF attachment.
3.  Send the quote.

Work with orders

1. To convert the quote to an order, drag the  Quotes folder onto the   Orders folder with the left mouse button pressed down.
2. Change items, quantities, rooms, etc. as needed. This will not affect the original offer.
3. Create Reservation lists^M to assign individual tables^M or tickets^M.
4. Create  Menu cards^M for food or drinks menus

Search for events

1. Go to the  Home tab and click on  Events.
2. Enter a time range and, if necessary, a search term (p.ex. event or organiser), then click on  Search.
3. Checkboxes used for searches can have one of three possible states:  selected,  deselected or  undefined.
4. If needed, access further detailed search options by opening the  Advanced search.

Modules Event Schedule, Multiple Quotes and Orders, Appointments, Reservation Lists, Ticketing, Tabel Reservations

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