Creating an Account

• Open an account

  A name, an account category and either a city or an email address are the only required fields for creating a new account, all further details are optional. Mandatory fields are underlined by default.

  1. Go to the   Home tab on the function bar.
  2. Click on the dropdown triangle next to Accounts and select New.
  3. A new account will open on the   General tab. All the basic details for this account can be entered on this tab. Further information can be found on additional tabs in the side navigation.
• Enter a name for a private account

  Private accounts are the accounts of private customers, staff members or other individuals. They differ from business accounts in that they use name fields differently, are assigned to other categories, and do not have any added contact persons.

  1. Enter the last name in the Name field.
  2. Enter a Salutation, a Title (if applicable) and the First name to complete the letter salutation and address window. Select "None" in the salutation field to use only the first and last names for letters/emails. The auto-generated letter salutation will then be an ungendered "Hello First Name Last Name".
  3. The additional fields Name 2 and Name 3 can be used for longer names. Alternatively, click on the   dropdown triangle to use them as additional lines for Address 1and 2 .
     Example:
     Name: Mr and Mrs Miller
     Adress 1: Old Paper Mill
     Adress 2: Staircase 3
• Enter a name for a business account

  Business accounts differ from private accounts in that they use name fields differently, are assigned to other categories and can have several contact persons. Contact with customers is maintained through designated contact persons who are assigned in the company's account.

  1. Enter the company name in the Name field.
  2. Use the Name 2 and Name 3 fields to complete long company names, for name additions or departments.
     Note: For company accounts, never use the fields Salutation, Title or First name, which are placed before the name in the letter salutation and postal addresses.
     Example:
     Name: National Institute of Health Research
     Name 2: Great Ormond Street Hospital
     Name 3: Clinical Research Facility
  3. Set an operational standard for company names to facilitate searches and evaluations.
     Example: Decide whether "Hotel" should be set as part of the name or not. Alternatively, the field First name can be used for this purpose; it is placed in front of the name in the address window.
     
• Check for existing accounts

  When entering a new account, aim to avoid creating duplicate records.

  1. Click on  Check for duplicates next to the name field to get a list of all similar existing account names.
  2. If the name already exists, select that account with a double click on  Apply and confirm the message by clicking Close.
  3. If the name is not on the list, close the results window by clicking on   in the top right-hand corner of the window and go on to create a new account.
• Select one or more categories

  Use account categories to filter search queries and evaluations. The categories are created on the  Administration tab under  Settings >  Accounts > Account category labels.

  1. Tick at least one box to assign a category to the account in the middle of the input window.
  2. It is possible to select more than one category.
     Example: An account is both a "Business account" and a "Supplier".
  3. The categories assigned to an account can be changed at any time.
• Enter contact details

  The mandatory fields cover only the minimum requirements for customer contacts. Additional input fields facilitate your customer communication.

  1. Either a City or an Email address are required fields for creating a new account.
  2. Fill in further address fields and communication data - if you have and need them.
     Note: Set an operating standard for the spelling of addresses and telephone numbers.
  3. Bp Event will auto-suggest a suitable letter Salutation based on the existing data. Check whether the automatically generated suggestion makes sense and is correct, or add your own salutation to the expandable picklist.
  4.  Save your input by clicking on the icon in the top left-hand corner of the input window. (Ctrl+S).
• Assign keywords

  Assign additional tags to an account by using Keywords. These can be defined at will and include the date they were assigned.

  1. Enter individual keywords for tagging account. Keyword searches are to be found in the  Advanced search options.
  2. Click on  Add keyword and then either select a value from the expandable picklist or enter your own text. Using the picklist values makes for easier sorting and better comparability of entries.
  3. The assignment date defaults to the current date but can be changed manually.
  4. The number of keywords is unlimited. They can be both  deactivated and  reactivated.
  5. Keywords are also useful for automatically marking accounts that have received bulk mail or emails (Writing bulk mail).
  6.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Create multiple new accounts

  Create a number of accounts manually one after the other by using the  Multiple new menu option.

  1. Click on the small arrow next to Accounts, and select Multiple new to open a new account.
  2. Enter the account data as described above, then Save and close (Ctrl+Shift+S). A new empty input window for the next account will open automatically.
  3. End the series by clicking on "Close window" in the upper right-hand corner of the input window without previously entering any data.
• Add suggested items to an account

  Make a note of sales items or packages that returning customers order frequently.
  Example: Mr Miller regularly orders Veuve Clicquot for his aperitif.

  1. Go to the  Suggested items tab in the side navigation to make a note of your customer's frequent orders.
  2. In the horizontal toolbar, click on  Add and enter the name of the item you want in the Search terms field.
  3. Click on  Search to start the lookup process.
  4. Select one item by left-clicking (hold down the Ctrl key for multi-select) and click on  Apply to copy the items you want.
  5. Tick the box in the first column to add a suggested item to new event segments by default.
  6. Alternatively, click on the dropdown triangle next to  Add and select  Clipboard >  Paste to copy one or more items that you have previously saved to the clipboard.
  7.  Save your input by clicking on the icon in the top left-hand corner of the input window.

Creating a Contact Person

• Open a new contact person

  For business accounts, there are typically one or more contact persons with whom you are in touch for various reasons. Enter multiple contact persons responsible for orders, deliveries or invoices to make sure you address correspondence selectively.

  1. Stay on the  General tab in the side navigation.
  2. Go to the list of  Contacts at the bottom of the input window and select  Add New.
  3. Alternatively, go to the   Contacts tab in the side navigation and click on Add.
  4. Enter the title, name, telephone extensions or personal email addresses and the position of the contact person in the list to direct inquiries to the right person.
     Enter "Diverse" in the "Title" field to use only first and last names in the address of a letter/email. The automatically generated, gender-neutral letter salutation is then rendered as "Hello first name last name".
  5. If you use the list of contact at the bottom of the page, you also have the option to  Add >  New from template. This will take you to the Search contacts dialogue, where you can select existing Contacts from other Accounts.
  6. Tick the box in the second column to select a contact person as your Primary contact for that account. You can only define one primary contact.
  7.  Save your input by clicking on the icon in the top left-hand corner of the input window (Ctrl+S). The new contact person is now available in the picklist when you create records for this account.
• Enter further details for that contact person^M

  As soon as the name of a new contact person has been saved, further input options become available in the side navigation^M.

  1. Go to the   Contacts tab in the side navigation and click on the name you want.
  2. Enter contact details, different Invoice and Delivery addresses or individual  Keywords.
  3.  Tick the box if you want to put this contact person on your mailing list for bulk mails or mark them as your Primary contact. More than one contact persons can be on the mailing list, but only one can be selected as primary contact.
  4. Click on the expand arrow next to the contact person's name to open more tabs.
  5. On the  Use of personal data tab, provide information on the source of the contact data, use purpose and permission to use data for advertising purposes.
  6. The  Info Center shows all mails, records, appointments, etc. for the selected contact person.
     1. Left-click the  Info Center >  Data Sources to select which ones you want to display.
     2. Select either the tile view (records per data source) or the list view (records chronological).
     3. The selection of data sources will also affect the options for creating new records.
  7. File incoming  emails directly to a person by right-clicking and selecting  File under > Contact.
• Save images for that contact person^M

  Three pictures can be saved for each individual contact person.^M

  1. Stay on the  <Name> tab in the side navigation.
  2. Move your mouse to the image frame in the middle of the input window.
  3. Click on  Insert image in the bottom right-hand corner of the frame.
  4. Select  Load from hard disk to insert an image stored externally.
  5. If you have previously copied an image to your clipboard, select  Load from clipboard.
  6.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Optimise the size and resolution of the images^M

  The size of the image in relation to the resolution is decisive for the image quality and the required storage capacity. The higher the resolution (e.g. 300 dpi) the better the image quality and the higher the required storage capacity. The Info field shows you the current size of the image in points and the size of the file in kB.

  1. Click on Edit image and enter the Resolution you want. The default values for photo print (300dpi), standard print (150dpi) and screen (96dpi) can be overwritten.
  2.  Crop the image to fit,  Rotate or  Mirror as needed.
  3. Select  Retain resolution to keep the original resolution when resizing. Reducing the size improves the image quality.
  4. The option  Retain proportions is enabled by default. Disable it to change the length and width ratio of the original.
  5. Adjust width and height of the image in cm.
  6. Reverse changes step by step by clicking  Undo.
  7. Click on  Apply in the top left-hand corner to save your changes.

Editing Accounts and Contact Persons

• Edit accounts or contact persons

  Existing account data must be constantly maintained and updated. If a large number of accounts needs to be edited, use maintenance lists for greater ease of processing. Contact your Account manager for more details.

  1. For minor changes or additional information, open an existing account and edit the data.
  2. For important changes such as a new company name or address, deactivate the account. In the toolbar, click on the toggle button  active to switch the status to  inactive, then create a new record. If necessary, merge the two accounts to retain access to any related data (Merging accounts or contact persons).
  3.  Save your input by clicking on the icon in the top left-hand corner of the input window (Ctrl+S).
• Create a network^M

  Create a network^M of accounts that are related in any way, such as several sites belonging to one company or service providers working for more than one of your customers.

  1. Go to the   Network tab in the side navigation.
  2. In the toolbar, click on  New to open an input window for a new relation.
  3. The current account is preset as Source account. Search for a Target account by inputting a name and pressing Enter. Select one of the existing accounts turned up by your search and click on   Apply in the upper left-hand corner of the list window.
  4. Select the nature of the Relationship between the two accounts from the expandable picklist and, if necessary, add a remark for further clarification.
  5.  Save your input by clicking on the icon in the top left-hand corner of the input window.
  6. Go to the   Network tab in the side navigation to see all referenced accounts.
• Check changes to records (history)

  As every user logs in with their own login details, every change in records (such as items, accounts, events, appointments) can be tracked precisely.

  1. In the record in question, click on  Show change log in the top right-hand corner of the toolbar.
  2. A list of all changes will open.
  3. Date, Time, User and Action provide information about the time period, the user and the activity (save, copy, move, etc.)
  4. Both the original value and the change are listed in detail in the column Comment .
  5. Click on in the top right-hand corner to close the change log.

  Note: Log files should be tidied up at regular intervals to avoid data overload. Please contact the Bp Event Hotline or your account manager.

• Delete accounts or contact persons

  Accounts as such cannot be deleted in Bp Event. This is to prevent linked records such as orders or invoices from being falsified or losing their reference. Instead, these accounts are simply deactivated and thus removed from the standard search results.

  1. Deactivate an account by clicking on the toggle button  active in the toolbar and switch the status to  inactive. Inactive accounts can still be found in the Advanced search.
  2. Deactivate a contact person by left-clicking that contact in the list to select it. Then click on the toggle button  active in the toolbar above the input list and switch the status to  inactive. You will still find this contact on the   Inactive tab of the list of contacts.
  3. Accounts and contact persons can be  reactivated at any time by switching back the status.
     Example: A contact person returns from parental leave.
  4.  Save your input by clicking on the icon in the top left-hand corner of the input window. (Ctrl+S).
• Specify a standard price group^M

  Assign custom price groups to your customers^M by entering them directly against the account. That price group will be automatically preassigned to any new events. Users with administrative rights can create and edit price groups.

  1. Go to the   Contacts tab in the side navigation.
  2. Select a Price group from the picklist on the right-hand side.
     Whenever you create an event linked to this account, you will automatically be informed of the custom price group and given the option of applying it to the new event.
  3.  Save your input by clicking on the icon in the top left-hand corner of the input window (Ctrl+S).
• Specify custom surcharges or discounts^M

  Enter a custom discount or surcharge on all events and products by saving the markup rate directly against the customer account^M. When booking an event for this account, the surcharge or discount will be automatically applied and the prices recalculated immediately.

  1. Go to the   Contacts tab in the side navigation.
  2. Enter a discount as a positive number (e.g. 10%), a surcharge as a negative number (e.g. -10%).
  3. For any new event linked to this account, discounts and surcharges will be applied to all booked items in the event.
  4.  Save your input by clicking on the icon in the top left-hand corner of the input window (Ctrl+S).
• Create a follow-up for an account^M

  Contacting customers on a regular basis is good sense in business. Mark accounts for follow-ups at regular intervals as a reminder to get in touch.

  1. Go to the   Contacts^M tab in the side navigation.
  2. Select a  Follow-up date. The account name will appear in your list of Follow-ups in the lower half of your Info Centre on the selected day. Remember to enable Accounts as   Data source for your follow-ups.
  3. Enter the exact  time of the next contact (optional).
  4. Activate a  Reminder and enter a lead time if you want to be notified of the appointment in good time.
• Open a new contact note^M

  Document every customer contact so that all colleagues can retrieve up-to-date information on agreements, special conditions or feedback discussions at any time.

  1. Go to the  Contacts^M tab in the side navigation.
  2. The input window will open to display a list of all previously entered contact notes.
  3. In the toolbar above the list of contact notes, click on  New to open a new input window.
  4. A new contact note will open. The Account name and name of the primary contact person will be preset. To change the contact person, select a different name from the picklist.
• Edit the contact note^M

  A Contact note^M, in order to be really helpful, must contain all essential information and be easy to retrieve.

  1. Assign a Category from the picklist to facilitate targeted searches.
  2. Enter a Subject manually or select a value from the expandable picklist.
  3. Enter all relevant details in the Description field.
  4. The Handling date and time and the current User are preset but can be changed manually. If needed, the Duration of the interaction can also be entered.
  5. Select a Data use purpose from the picklist in the toolbar to comply with the legal requirements concerning the use of personal data.
  6.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Create a follow-up for the contact^M

  Maybe a customer contact gives rise to further contacts - if so, a follow-up can be created in the contact note^M itself. The account name will appear in your list of Follow-ups in the lower half of your Info Centre on the selected day. Remember to enable Contact notes as a   data source for your follow-ups.

  1. Select a date in the Follow-up field at the top right-hand corner of the input window to create a follow-up for the contact note.
  2. Add a reason of the follow-up.
  3.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Merge accounts or contacts

  Use the duplicate matching function to merge accounts or contact persons and all data sets linked to them (mail, quotes) with other records. This can be useful if accounts were mistakenly created in duplicate or one contact person takes over the portfolio of another. Accounts can only be merged with other accounts. Contact persons can only be merged with contact persons belonging to the same account.

  1. Go to   Accounts >  Search and find the accounts or contact persons you want to merge.
  2. In the toolbar, click on   Bulk operations and select   Find duplicates.
  3. You will receive a list of possible duplicates, i.e. records with the same values in the Name (also phonetic), Postcode, City or Telephone fields.
  4. Hold down the Ctrl key and left-click the records you want to merge.
  5. Right-click and select  Show selected records from the context menu to filter for only those records you want to merge.
  6. From the remaining records, select the one account you want to retain after the merge.
  7. In the toolbar, click on   Bulk operations and select   Merge duplicates. Confirm the prompt with Merge.
  8. All but the selected account will be deleted and all linked records will be saved against the remaining account.
• Authorise the customer account for the Sepa direct debit procedure

  The Sepa direct debit procedure must be set up in advance in the administration. (Set up the Sepa direct debit procedure). Before you use the SEPA procedure, you will need a written mandate (individual or standing mandate) from your customer. We recommend using a standard text template for this.
  Please note: Only permanent mandates are specified in the customer account, individual mandates are entered in the invoice segment of the event.

  1. Open the customer account.
  2. Go to the  Added fields tab in the side navigation.
  3. Enter the customer's complete bank details in the upper area of the input window.
  4. Tick the box for Preset direct debit in invoices if the customer has given you a standing mandate for the direct debit procedure (not just an individual mandate).
  5. The Sepa direct debit payment method is preset in the invoice.
     Note: An individual mandate is not specified in the customer account but created once in the invoice segment.
  6. Enter the date of your customer's consent in the Date of mandate field.
  7. The date of the Initial withdrawal is automatically set to the first Sepa direct debit procedure of this customer.
  8. Save and close the customer account.

Module requirement for contact notes, follow-ups and custom pricing:
CRM plus

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• Document the origin of account data (data collection)

  Personal data may only be collected for specific purposes and on a specific legal basis. Both need to be documented when creating a new account or a new contact person.

  1. Stay on the  Use of personal data tab in the side navigation.
  2. In the upper part of the input window, click on Data collection > New.
  3. Select a Data use purpose for data collection from the picklist. The list can only be extended by a user with administrative rights under Administration > Data use purposes.
  4. Select the Legal basis for data collection from the picklist. The list may be preset and/or expandable depending on the administrative setting.
  5. Select a Data source from the picklist and, if applicable, click on the button to link a mail. Alternatively, enter further information on the data origin in the field Source reference or insert a scanned document as an image.
  6. Enter a Retention period for personal data related to the account. The retention period may differ in accordance with the legal basis of the data collection (Set retention periods for data processing).
  7.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Create a declaration of consent to the subsequent use of personal data (data processing)

  Personal data may only be used with consent and exclusively for the purposes specified. Document consent when creating a new account or contact person.

  1. Stay on the  Use of personal data tab in the side navigation.
  2. In the lower part of the input window, click on Data use for advertising purposes > New.
  3. Select an entry for Consent given by from the picklist and, if applicable, click on the button to link a mail. Alternatively, insert a scanned document as an image.
  4. Activate the purposes and media for which you have been granted permission by clicking Yes .
  5. Any purposes or media for which you have not been granted permission will automatically be marked No.
  6. If you do not have any information on specific topics or media, do not mark any of the fields.
  7.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Change the declaration of consent to the subsequent use of personal data (data processing)

  Declarations of consent cannot be changed, only superseded by later declarations.

  1. Create a new declaration of consent for Data processing for advertising purposes based on the changed information.
  2. The older declaration is automatically deactivated when a newer one is saved.
  3.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Respond to a data subject access request

  Every customer or other contact has a right to request a summary of the data you have on them. Coordinate with your data protection expert exactly which data must be made available to customers. You can obtain a sample text template providing basic data from your Bp event account manager.

  1. If you are working with the standard version of Bp Event, select an appropriately configured Text template, which lists all the required fields.
  2. If you use the CRM plus module, select an appropriately configured datasheet to inform your customers according to data protection rules.
• Exclude accounts from the search results

  Personal data must be deleted if it is no longer needed, the use purpose is obsolete or the data subject requests deletion. The actual deletion of the data is not required by law, it is sufficient to completely block the data, making the information inaccessible.

  Accounts are never completely deleted in Bp Event, but can be excluded from the list of search results for standard or even advanced searches.

  1. Exclude an account or contact person from the standard search results by changing their status to  inactive. The account can be reactivated at any time.
  2. Exclude an account from the advanced search by clicking on  Robinson list in the account toolbar. The account can then only be accessed and reactivated by the limited group of users who have read and change rights to the Robinson list.
  3. Individual contact persons belonging to the same account can also be marked on the list of contact persons and removed from the list and search results by selecting Robinson list .

Searching for Accounts

Check out our YouTube Tutorial on Searches for more details. (German only)

• Open a simple search

  As soon as a table (accounts, items etc.) contains more than 20 records, a proper search window will open. Smaller amounts of data are displayed as a simple list. There are pre-assigned or user-defined hotkeys for many searches (see Using hotkeys).

  1. Open the search by left-clicking on the icon of the table you want (accounts, events,...) in the toolbar. If you are currently working in another record, open the function bar by left-clicking on the  Menu in the top left-hand corner of the window's title bar.
     Alternatively, click on the  dropdown triangle next to the icon and select  Search.
  2. A search window will open with different search fields depending on the table selected
  3. Different types of search fields are offered in each search: Input fields, drop-down menus, date fields and checkboxes.
     Enter your search query and click on  Search in the bottom right-hand corner of the window.
  4. If your search returns any results, a list of all the found records will appear. Narrow your search further to reduce the number of records found.
  5. If your search does not yield any results, click on Change search and check the search criteria. If necessary, remove some criteria, as only those records are found that meet all of the specified criteria.
• Search by value (matchcode)

  Many database fields allow free input and flexible formats. Internal standards for creating records are invaluable to facilitate later searches.

  1. Enter one or more Search terms. The database fields that are searched vary depending on the function.
     Note: You can find more detailed information in the tooltip that is displayed on mousehover.
  2. More specific custom input fields are labelled with the name of the field to which they refer.
     Example: "Subject" or "External number"
  3. Search terms do not have to be complete, the beginnings of words will be enough. The search results, however, will be more accurate for complete terms.
     E.g.: "War" finds Warwick, Warner, Warburg etc.
  4. Search for a fragment that occurs in the middle of the word by inserting an asterisk "*" as a wildcard.
     Example: "*roy" finds Conroy and Milroy
  5. Search words do not have to be spelt completely correctly. The phonetic search also finds similar-sounding words. (German only)
     Example: The input "Meier" will find Meier, Mair and Meyer
• Filter by date

  For many records, the search can be narrowed down by date. The time period can be specified in different ways.

  1. Enter the from and to dates directly in the search fields.
     Alternatively, open the  Date picker to the left of the input field and left-click the date.
     Or select the current date by left-clicking  Menu >  Today to the right of the input field.
  2. Shift the selected date by clicking the  Menu options to the right of the input field:
     1. by up to six days  Forward or  Back
     2. by up to four weeks or to the  Beginning or  Endof the selected week
     3. by up to three months or to the  Beginningor  End of the selected month
     4. by up to three years or to the  Beginning or  Endof the selected year.
  3. Alternatively, specify a  Time period for the search, which you can shift  Forward or  Back by using the arrows:
     1. one, three or five days from the selected start date
     2. one, two or three weeks from the Monday before the selected start date
     3. one, two or three months from the 1st of the selected month or
     4. one, two or three years from 1 January of the selected year.
  4. Remove all data by left-clicking  Menu >  Delete. Deleting the start date also removes the end date and vice versa.
• Filter by picklist value

  Some fields in the database are entered using picklists. The type of picklist is decisive for the search: for some but not all list, several values can be searched for simultaneously.

  1. Fields that are filled in using non-editable picklists are searched using drop-down lists. Multi-selection of values is possible.
     Example: Event status: On hold, Waiting list, Confirmed
  2. The search fields appear as grey bars. Left-click the bar to open the picklist.
  3. Select one value by left-clicking or several values by holding down the Ctrl key and left-clicking, then  Confirm.
  4. Alternatively, click on  Select all and  Confirm.
  5. Fields that are entered using a combo box (either free input or an expandable picklist) appear as a white input field with a  dropdown triangle.
  6. Enter a value or select a value from the picklist by clicking on the triangle. Multi-selection is not possible.
• Filter by checkbox value

  Use checkboxes to search for records with a given properta. If only records with this property are to be searched for, the state of the box should be  selected, if these records are to be omitted from the search, the state should be  deselected. If the state is  undefined, then both records with and without that property are searched for. Examples use the module Multi-day and Recurring Events^M

  1. By default, checkboxes are usually  undefined. The values of the field are not taken into account for the search.
     Example:  Multi-day event finds both one-day and multi-day events.
  2. If the box is  selected with a single left-click, only records that have that property are searched for.
     Example:  Multi-day event only finds multi-day events.
  3. If the box is  deselected by left-clicking again, then records with the selected property are excluded from the search results.
     Example:  Multi-day event will not find multi-day events.
  4. A third left click restores the status  undefined .
• Customise your searches

  Searches are often complex and customised. To ensure that the search window remains uncluttered, there are many customisations available for the interface. Users with administrative rights can also set a company standard.

  1. Left-click  Advanced search in the bottom left-hand corner of the search window to open further search fields. To return to the simple search, click on  Simple search.
  2. Each search field can be personalised. Users with administrative rights can also set a  Company standard .
  3. To the right of each search field a  Menu offers user-specific options.
  4. Select  Start input in this field to specify that the cursor always jumps directly to the selected field when the search is opened.
  5. Select  Save values to enter a fixed value for a field which will be preset for each new search.The preset value can be manually overwritten in a search, but will appear again in the next search. To remove the default, click on .
     Example: only search for records that belong to one department
  6. Select  Calculate value from formula to create a preset that is recalculated for each search. This option is useful for fields such as dates.
     Example: always search from the first to the last of the current month
  7. Select  Show in to decide whether a search field should appear in the Simple (Fewer fields) or the Advanced search (More fields), determining yourself which search fields are important or unimportant for you. To reset a field to the manufacturer's setting, select  Standard.
• Search for records that meet several criteria at the same time ("And")

  Different types of search criteria can be combined to narrow down the search. Only the records that meet each of the specified criteria will be listed in the results list. Each search with several criteria is an "and" search. If the search does not produce any hits, remove one or more search criteria if necessary.
  Example: "Event" AND "May 2018" AND "Large hall" AND "Waiting list status"

  1. Enter various search terms, dates, users, etc.
  2. Click on  Search.
  3. Only records that fulfil ALL the specified criteria are found.
• Search for records that meet at least one of several criteria ("Or")

  Sometimes records need to have only one of several possible characteristics, or criteria are searched for that are even mutually exclusive. To do this, divide the search into two steps.
  Example: "Hotel" OR "Restaurant" in postcode area "69" OR "68"

  1. Enter the first search and click on the dropdown triangle next to  Search, then select  New search.
     Example: Accounts with account category "Hotel" in the postcode area 68-69
     A new search window will open. The number of records found (search results) is displayed in the bottom left-hand corner of the search window.
  2. Remove your original search criteria, enter the new search criteria and click on the dropdown triangle next to  Show, then select  Extend search results.
     The new number of search results is displayed again in the bottom left-hand corner of the search window.
  3. Repeat the process as often as needed until all search criteria have been specified.
  4. Then click on  Show search result.
• Exclude records that meet certain criteria ("But not")

  Narrow down the search results by excluding records based on certain criteria. To do this, split the search into two steps.
  Example: Customers in a specific postcode area BUT NOT those who have already received the newsletter

  1. Enter the first search and click on the dropdown triangle next to  Search, then select  New search.
     The number of records found (search results) is displayed in the bottom left-hand corner of the search window.
  2. Remove your original search criteria, enter the new search criteria and click on the dropdown triangle next to  Show, then select  Narrow down search.
     The new number of search results is displayed again in the bottom left-hand corner of the search window.
  3. Repeat the process as often as needed until all search criteria have been specified.
  4. Then click on  Show.
• Exclude records that do not meet certain criteria ("But only")

  If the search needs to be narrowed down belatedly, records that do not meet certain criteria can be excluded. In this way, additional search criteria ("And"-search) can be introduced retroactively.
  Example: Customers in a specific postcode area BUT NOT those who have already received the newsletter

  1. Enter the first search and click on the expand triangle next to  Search, then select  New search.
     The number of records found (search results) is displayed in the bottom left-hand corner of the search window.
  2. Remove the first search criteria, enter the new search criteria and click on the dropdown triangle next to  Show, then select  Match all criteria.
     The new number of search results is displayed again in the bottom left-hand corner of the search window.
  3. Repeat the process as often as needed until all search criteria have been specified.
  4. Then click on  Show.
• Repeat and save searches locally

  Some searches are regularly performed in the same way. To avoid having to reassemble complex searches each time, these searches can be saved and used repeatedly.
  Example: all current customers who have ordered the newsletter but have not yet received it

  1. Click on  Recent searches in the bottom right-hand corner of the search window to call up the last searches performed. The list of recent searches is sorted chronologically (descending). Details of the search are displayed in an inspector window on mousehover.
     Note: You can specify the number of recent records shown here under  Options >  Settings > Most recent records.
  2. In the drop-down menu, click on  Start search to perform the same search again unchanged.
  3. Click on  New search >  Copy data in the drop-down menu to copy the search criteria but then make changes.
  4. Select  Save as favourite to prevent a search from disappearing from the list as it slips to the bottom. Favourites stay at the top of the history list and are not deleted.
• Save searches externally

  Forward a search to another user by saving the search steps externally as an SEA file.

  1. Carry out a complex search as described above.
     Note: Do NOT choose to Show the search results
  2. Click on the dropdown triangle next to  Search and select  Save search steps to save your search criteria on an external data carrier. Make sure to select a speaking name for easy retrieval.
  3. Perform the saved search by opening the search window and selecting  Search >  Load saved search >   Show search results.

Entering information related to events and invoices

• Create new stationery for PDF creation

  Default invoice addresses are entered in the Account on the Added Fields tab. Whenever an event is created, this invoice address will be suggested for the event.

  1. Open the organiser's  Account.
  2. Go to the  Added fields tab in the side navigation.
  3. Go to the  Invoice to field and enter the name of the invoice address, select the right account from the list of results and  Confirm.
     Alternatively, enter a new account.
  4.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Enter a different reminder address

  Default reminder addresses are entered in the Account on the Added Fields tab.
  Note: If the event has an invoice address that does not correspond to the default, that address will also be used for the reminder run. The default reminder address will not be applied in this case.

  1. Open the organiser's  Account and go to  Added fields tab in the side navigation.
  2. Select a different contact person in the same company by entering the name of the account in the input field  Reminder address and search by pressing Enter.
     Select an different contact person from the drop-down menu below.
  3. Select a completely different reminder address by entering the name in the input field  Reminder address and search by pressing Enter.
     Select an different contact person from the drop-down menu below.
  4. Double-click the account to select.
  5.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Enter a different delivery address

  Default delivery addresses are entered in the Account on the Added Fields tab. Whenever an event is created, this delivery address will be suggested for the event.

  1. Open the organiser's  Account.
  2. Go to the  Added fields tab in the side navigation.
  3. Go to the  Deliver to field and enter the name of the delivery address, select the right account from the list of results and  Confirm.
     Alternatively, enter a new account.
  4.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Add important event information to the account

  To add details to an account that only becomes relevant in the context of a new event, go to the Added Fields tab in the side menu.

  1. Open the organiser's  Account and go to  Added fields tab in the side navigation.
  2. Enter any important information for creating a new events for this customer in the Event info field.
  3.  Save your input by clicking on the icon in the top left-hand corner of the input window.
     Note: Whenever an event is created for this customer, this info will be suggested for the event. Click Apply to copy the text to the field Initial agreement field.
• Add important invoice information to the account

  To add details to an account that only becomes relevant in the context of a new invoice, go to the Added Fields tab in the side menu.

  1. Open the organiser's  Account and go to  Added fields tab in the side navigation.
  2. Enter any important information for creating a new invoice for this customer in the Invoice info field.
  3.  Save your input by clicking on the icon in the top left-hand corner of the input window.
     Note: The text entered here will be sent as a reminder when the invoice is generated. The message serves only as a reminder and is not copied to the segment.

  Important: If there is a different invoice address, the invoice information must be added there.

• Enter data for the e-invoice in the invoice recipient's account
  1. Open the organiser's  Account .
     Note: If the organiser and invoice recipient are not identical, enter the details in the invoice address.
  2. Go to the  Added fields in the side navigation of the account and select  Invoice details/E-invoice.
  3. Select the invoice format.
     a) XRechnung (for public authorities and contractors)
     b) ZUGFeRD profiles Basic, EN16931 (Comfort) or Extended.
     Note: Depending on the invoice format or profile, the mandatory and optional details will vary.
  4. Fill in the other fields, but at minimum the mandatory information required by the selected format (e.g. Route IDfor X invoices)
     Note: If mandatory information is missing, you will be notified when the invoice is created.
  5. Click here for an overview and description of all invoice recipient fields. (German only)
     Note: It is possible to enter one Routing ID per contact person.
  6. If a reason for tax exemption is selected in the VAT category field, this must also be entered in the VAT exemption reason field. Clarify the correct entry with your tax advisor in advance.
  7.  Save your input by clicking on the icon in the top left-hand corner of the input window.