Setting up the Conference Service mobile^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  statusthat can be assigned to a process item in the conference/logistics WebApp is defined individually in order to optimally map the operational processes.

  1. Go to  Administration >  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 at  Administration >  Booked item status
     2. the article with assigned status in the WebApp
  4. Articles with this status highlight you more clearly via
     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 process at the same timeto be able to confirm a status change in the WebApp not only for each item, but also for the entire process with  OK .
  6. A field for an electronic signature is only offered as an option if this option is activated.
  7. Specify whether items with the current status should already be listed for Returns .
     Example: Items with status "directed" are not displayed for returns
  8. Specify whether a  job should be executed as soon as the status is assigned.
     Ex: Send a notification to the conference office as soon as an item is marked as "consumed"
  9. Specify whether items with this status are already included in the invoice :
     1. Never invoice: no item with this status will be invoiced
        Example: Items with the status "directed" are never transferred to the invoice
     2. Only article group package: Only articles from the selected article group package are not included in the invoice with this status. Enter the name of the desired article 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 a  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

  Because the possible article statuses are company-specific, the permitted transitions from one status to another must also be set individually. 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, use  Add to assign a different, existing status as a possible initial status.
  2. Left-click in the cell to select an article group package from the selection list to allow the transition between the two statuses for the articles in this package only.
     Example: the transition from status "under repair" to status "rectified" is only permitted for items from the "Bp_Technik" package.
  3. Right-click in the cell as User filter to select a specific  user group that is allowed to switch items from this status to the other status. Alternatively, filter on a  table detail field.
     Example: All employees 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 the role either Full access or Conference and logistics client .
  4. Let users know the URL for Bp Event mobile.
• Set views for the WebApp

  You set which data is offered to employees in the WebApp and how this data is displayed for the entire company. If there are several companies, some of the settings are company-specific; these can be found at   Administration >  Settings >  Company settings.

  1. Go to  Administration >  Settings >   Events >  Conference/Logistics.
  2. Go to and select:
     1. Rooms: for in-house events in which the articles are distributed across several rooms
     2. Packing list: for logisticians who put together all the items ordered for one or more events
     3. Button for cross-transaction acknowledgement: to acknowledge receipt of all delivered items across the board
        1. Select which item status the items must have in order to be listed for this promotion, and
        2. to which status they should be set afterwards (define the possible statuses for articles)
  3. Enter the names of previously defined Info Centre views manually at Views (How do I use the calendar? > Save your settings):
     1. Info Centre: appears in the app under the Info Centre menu item. Select a view with all data sources that should be visible in the app's Info Centre.
        E.g.: Data sources events, activities, dates with more or less details
     2. Event list: appears in the app under the Events menu item. Select a view in which all events with the important details and any additional data sources are visible.
        Example: Data source events with extensive details
     3. Event details: appears in the app when exactly one event is selected. Select a view in which all important details about an event appear.
        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 displayed in the WebApp.

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

  Specify the data sheet templates that can be called up in the WebApp as a PDF or HTML data sheet. To do this, select an existing text template or create a new one. (How do I create a new text template?)

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

  2. Process data sheet: appears in the WebApp when an order is selected
     Example: contains information on a process

• Set up automatic jobs

  As soon as a new order is created or a return is posted, notifications can be triggered via jobs, for example. 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
     Ex: Send 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 notification to the conference office that equipment is available again

• Define item selection

  Not all articles should be available for the conference and logistics client, and not all available articles should appear everywhere.

  1. Activate Pre-assignment Returns only for items with statusif you want to prevent items from being listed for returns without first being assigned a corresponding status. The preallocation 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 straightened or delivered, so it does not appear in the list of open returns.

  2. Select the articles for the standard range using a formula.