Setting up the Conference Service^M / Logistics mobile^M WebApp

Once the Bp Event Conference Service/Logistics WebApp has been installed by your Bp Event account manager, you will need to make a few internal settings.

• Define item status options

  Each  Status that can be assigned to a Booked item in the Conference Service/Logistics mobile WebApp is defined individually in order to map the operational processes as best possible.

  1. Go to the   Administration tab and click on  Booked item status >  New.
  2. Give the new status a self-explanatory Name.
  3. The Sort number determines the order:
     1. the existing statuses in the list under   Administration >  Booked item status
     2. of items with assigned status in the webapp
  4. Highlight iItems with this status by
     1. a font style from HTML or css
     2. a background colour by clicking on the colour palette
  5. Activate Change status for all items in the segment to confirm a status change in the WebApp not only per item, but also for the entire segment by clicking  OK .
  6. A field for an electronic Signature can be enabled.
  7. Specify whether items with the current status should already be listed for Returns .
     Example: Items with status "picked" are not listed for returns
  8. Specify whether a  Job should be executed as soon as the status is assigned.
     Example: Send a notification to the conference office as soon as an item is marked as "consumed"
  9. Specify whether items with this status should be included in the Invoice :
     1. Never copy to invoice: no item with this status will be invoiced
        Example: Items with the status "picked" are never transferred to the invoice
     2. Only item group package: Only items from the selected item group package are excluded from the invoice with this status. Enter the name of the item group package manually. (Creating an item group package)
        Example: Hot meals with the status "delivered" are included in the invoice, but drinks are not. Drinks are only invoiced when they have the status "consumed".
  10. Only authorise one   User group to assign the status. Users who do not belong to this user group cannot then assign this status.
      Example: Only the kitchen may assign the status "picked", only the logistics staff may assign the status "delivered".
• Specify status sequence

  Both the item statuses and the possible transitions are company-specific. Specify which other statuses should be permitted as predecessors to the current status. Only existing statuses can be assigned, so it is recommended that you create the statuses in the logical order in which they are assigned. By default, only "Without status" is specified as the first, unmarked status. Any number of initial statuses with different conditions can be created.

  1. In the table at the bottom of the input window, click on   Add to assign a different, existing Status as possible initial status.
  2. Left-click in the cell to select an Item group package from the picklist to allow the transition between the two statuses for the items in this package only.
     Example: the transition from status "under repair" to status "prepared" is only permitted for items from the "Bp_Technik" package.
  3. Right-click in the cell to filter for one specific  User group that is allowed to switch items from this status to the other status. Alternatively, filter by an   Added field.
     Example: All staff may set the status "delivered" if the initial status was "picked", but only the logistics staff may change the status from "without status" to "delivered".
• Authorise staff to start the Conference Service WebApp

  To be able to register for the Conference Service WebApp, users need access to  Bp Event mobil.

  1. Go to the  Administration tab and select   Users to and open the record of a staff member.
  2. Activate the Access >   Mobile (above the Roles).
  3. Assign either Full access or Conference and Logistics client .
  4. Let users know the URL for Bp Event mobile.
• Set views for the WebApp

  Define which data is made available to staff in the webapp and how this data is shown per company. If there are several companies, some of the settings are company-specific; these can be found under  Administration >  Settings >   Company settings.

  1. Go to the  Administration tab and click on  Settings >   Events >  Conference/Logistics.
  2. Go to Show and select:
     1. Rooms: for in-house events in which the items are distributed across several rooms
     2. Packing list: for logisticians who prepare all the items ordered for one or more events
     3. Button for cross-segment signature: to acknowledge receipt of all delivered items
        1. Select which status the items must have in order to be listed for this action, and
        2. to which status they should be set next (define the possible statuses for items)
  3. Enter the names of previously defined Info Centre views manually in the Views field (Using the calendar > Save your settings):
     1. Info Centre: appears in the webapp under the Info Centre menu item. Select a view with all data sources that should be shown in the webapp Info Centre.
        P.ex: Data sources events, tasks, appointments including more or less details
     2. Event list: appears in the webapp under the Events menu item. Select a view which shows all events with important details and any additional data sources.
        Example: Data source events with more details
     3. Event details: appears in the webapp when only one event is selected. Select a view which shows all the important details of an event.
        Example: Data source orders with details
• Set default settings for order variants and new orders in full client

  As soon as an order is processed in the WebApp, two variants of the order folder are automatically created: a copy of the original with the original quantities and articles, and a new operational variant that incorporates the changes and new entries from the WebApp. The variants are only visible in the full client; only the operational variant is shown in the WebApp.

  1. Name of the operational order variant: appears in the full client as the active variant as soon as booked items are processed in the webapp
     Example: Orders incl. Conference Servcie client
  2. Name of the original order variant: appears in the full client as an inactive variant as soon as booked items are processed in the webapp
     Example: Original order
  3. Name for new order: appears in the full client and in the webapp as the name of all orders that are created in the webapp
     Example: New order from the Conference Servcie client
• Select templates

  Specify the data sheet templates to call up in the WebApp as a PDF or HTML data sheet. Select an existing text template or create a new one. (Creating a text template)

  1. Event data sheet: appears in the webapp when an event is selected
     Example: contains details of the organiser, venue and all ordered items

  2. Segment data sheet: appears in the webapp when an order is selected
     Example: contains information on a segment

• Set up automatic jobs

  As soon as a new order is created or a return is posted, notifications can be triggered by jobs. Select an existing job or create a new job.

  1. Job for new order: is executed as soon as a new order is created in the webapp
     Example: Send a notification to the conference office and the kitchen to cover the new demand

  2. Job for returns: is executed as soon as a new return is created
     Example: Send a notification to the conference office that equipment is available again

• Define the item selection

  Not all items should be available for the Conference Servcie and Logistics client, and not all available items should show at all times.

  1. Activate Preset returns only for items with status if you want to prevent items from being listed for returns without first being assigned a suitable status. The preset appears in every new event, but can be changed manually.
     Example: A tent was ordered but cancelled verbally. In the database, it was neither marked as cancelled nor as picked or delivered, so it does not appear in the list of open returns.

  2. Select the items for the Standard range based on a formula.