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Creating an event template for the Intranet WebApp

Create a template for online bookable events in the full client under Templates > Event templates .

  • Open an event template

    Open a new or existing Event template. Both company-specific templates and multiple templates for one company can be created. If the template is only available online, set the template status to Not active. (Creating an event template)

    As long as only one event template is available for web bookings, clicking on new New event immediately opens the input window for the event in the WebApp. If several templates are available, the selection opens first.

    Important: Using multiple event templates has been possible since Bp Event version 12.1j22. Administrative settings are required to enable this function for earlier installations (Setting up the Intranet WebApp).

    1. Enter the Name of the new template.
    2. Select the template Type "Web Booking".
    3. Select a VA Sample event with the settings you need.
    4. Copy event data: Decide whether to copy Times, Rooms and Schedule of the sample event.
    5. Copy segment data: If "Only of type "Order"" is selected, Order segments are used as the basis of export and import lists, otherwise Quotes.
    6. Specify if Items should be copied and updated to reflect current Prices, and whether an Attendee list should be copied.
    7. Load an Bild Image for the template either import festplatte From hard drive or zwischenablage From clipboard and assign a Type (iocn or photo). That type influences the size of the image.
    8. Assign the betrieb Companies for which the template should be available in the toolbar.
    9. If the template is only available online, set the status to  Aktiv Nicht Not active.
    10. save Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Set up a sample event

    Search and edit the Sample event.

    1. Enter the following key data:
      1. Number of guests: empty
      2. Date: Any time in the future
      3. Segment type matching the setting in the event template
    2. The following fields are copied if they have been entered:
      1. Cost centre of the event when importing to the invoice segment
      2. Event and Event group
      3. Responsible
      4. Status
  • Set up added fields in the sample event
    1. Room bookings: Go to Event > details Added fields > Web Bookings to specify whether room bookings should be permitted:
        1. Option 1:
          Room bookings are not permitted, but rooms are entered in the sample event
          -> the rooms are not shown but imported automatically
        2. Option 2:
          Room bookings are permitted and rooms are entered in the sample event
          -> rooms are offered for selection and the selected rooms are imported
        3. Option 3:
          Room bookings are not permitted and no rooms are entered in the sample event
          -> no rooms are booked
    2. Introductory texts
      Important: These fields are not shown by default, but can be unhidden and customised.
      Go to    Event > details Added fielda > Intranet to enter Introductory texts for the Enquiry or Scheule tabs of the event. The texts will appear in the WebApp when a new event is booked and can be formatted using HTML.
  • Create segments and booked items

    Each Segment will appear as a separate tab under Item selection when a new Event is booked in the WebApp under. Please match the segment type you have selected in the template ( Quote or Order)!

    1. Enter item count : Different entries are offered in the drop-down menu in the WebApp Intranet depending on the template settings. Manual input of different values is still possible.
      If minimum or maximum order quantities are exceeded or not reached, this is automatically indicated. The maximum and minimum order quantities are queried from the item master data. A message is also shown if the number of guests is neede to calculate quantities.
      1. Option 1: Select Number of guests only
        Leave the values for Count 1 and Count 2 empty if the number of guests is to be used exclusively as a basis for calculation.
      2. Option 2: Choose between number of guests or any other number
        Enter Count 1 = 0 and Count 2 = empty to enable either free input in the WebApp or a calculation based on number of guests. Higher numbers can be entered manually.
      3. Option 3: Fixed preset number
        If the number of items is not editable but fixed, enter that number.
    2. Save the sample event and the event template including all customisations.
    3. To make the template available online, delete the cache if necessary and update the WebApp in the browser.