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Frequently Asked Questions |
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Click on an item in the table of contents to find the question you are looking for and then click the question to get the answer.
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Table of Contents: |
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A: Be sure to complete the information on the request form. Fill in your name, company name, phone number, email address and company address. You will be emailed within 1 business day from the receipt of your request. If the information is incomplete, we cannot contact you or send you an evaluation software download link. Contact our Sales Department at Sales.au@EventPro.net or 02 9772 7777 (press 1 for Sales) if you have any more problems.
A: To purchase EventPro Planner, contact our Sales Department at Sales.au@EventPro.net or 02 9772 7777 (press 1 for Sales). Please do not hesitate to ask for a free evaluation and live demo with our Sales Department.
A: We accept checks, money orders, wire transfers, Visa and MasterCard.
A: If you forget your username and password, first try to login with EventPro Planner’s default username, Supervisor, and password, Superv. If you still cannot enter the system, please contact Support at Support.au@EventPro.net or 02 9772 7777 (press 2 for Support).
A: Log in to EventPro Planner by double clicking on the desktop icon. Enter "supervisor" for the Username and "superv" for the Password.
If you are logging into the Standard Edition, choose the Database you want to use:
- Sampdata.mdb contains sample data illustrating the many capabilities of EventPro Planner. If you login to EventPro Planner using this database, you can see an example of how EventPro Planner can be set up. However, do not enter your own data in the SampData.mdb file.
- Data.mdb is a blank database that, once set up, will contain only information applicable to your own business. When you are ready to set up EventPro Planner for your company, use this database.
If you cannot find the database by clicking the drop-down list arrow, click the Find button and navigate to the correct database.
If you are logging into the Enterprise Edition, choose whether you will be using Windows Authentication or SQL Server Authentication, and fill in the fields below, which will vary depending on the option you chose. From here, the EventPro Planner Manual will help you get started. Log into Support and click the Manual tab.
A: You should probably back up your data once a day, minimum. This may seem like a lot, but think about how many days’ worth of data entry you are willing to lose. Remember that while it took one day to put all of that data in, it will take you much longer than that to figure out what was lost and re-enter it all.
Backing up data does not have to be a complicated, time-consuming process. To learn how to set up a backup schedule, choose backup media and select key files to back up, click HERE.
A: If you purchased a current Upgrade Protection Plan, you can download the most recent upgrade by logging into Support.
Click on the Downloads tab and click on the most recent Update link.
If you do not have a current Upgrade Protection Plan, contact EventPro Planner Sales at Sales.au@EventPro.net or 02 9772 7777 (press 1 for Sales) for information about purchasing an Upgrade Protection Plan.
A: When a new version of EventPro Planner is released, it contains new features, enhancements and fixes for any bugs in the previous version.
Your system will run more smoothly when you update. A current Upgrade Protection Plan is required to update.
A: The annual Upgrade Protection Plan provides you with the following benefits:
- New and enhanced features developed in response to your input, delivered through two scheduled Upgrades per year. Participation of our UPP customers is our main source of new ideas.
- Unlimited hot fixes and updates, delivered through periodic updates as required.
- Unlimited Technical Support via telephone, email and fax. Live software support can be contacted Monday to Friday 9 a.m. – 5 p.m. EST (available in English only).
- Comprehensive user manual, available online or as a CHM or PDF document, regularly updated by our in-house Technical Writer.
- The EventPro Planner Connection, our quarterly newsletter, which provides company news, software feature demonstrations, helpful hints and promotions.
- The EventPro Planner Bulletin, which provides information about updates and upgrades for assisting technical staff with network maintenance.
- The EventPro Planner Support Website, which includes 24-hour access to the newest Downloads, frequently asked questions (FAQs), "What's New" (a list of latest enhancements), Bug Report forms, File Uploading and more.
If your Upgrade Protection Plan has lapsed, please contact our Sales Department at Sales.au@EventPro.net or 02 9772 7777 (press 1 for Sales).
A: You can install the EventPro Planner on as many machines as you want and create as many user profiles as you want, but only as many users as you have purchased can be logged into the program at the same time.
A: If you are in the program, go to Help | What’s New. This page will display a list of program versions, with the latest at the top. If the version you are running is older, you can download the update. To check the version you are on, select Help | About. If you want to view updates on the web, log into our Support website and look under the What’s New tab.
A: Click HERE, or if you are in the program, select Help | Use Online Help and then select Help | Contents.
A: In the program, select Help | Download and Update Local Help. Note that you will need rights to write to the folder to which the Help file is saved. If you do not see the "Download and Update Local Help" option in your Help menu, you should update to a more recent version of the program.
A: Yes, click HERE to go to the Manual page of our website and download the PDF manual. However, unless you want to print the manual, it is recommended that you try the Online or CHM version of the manual, as it has additional benefits such as clearer screenshots, a Search function and detailed Index.
A: First ensure that you are searching by the correct search term and that any relevant checkboxes are selected in the Find window.
If that still does not work, you may not be searching under the correct column header in the selection grid.
Look for the small RED ARROW that appears in one of the column headers.
EventPro Planner will search for records containing your search term in the column marked by the small red arrow.
For example, if you wanted to search for an attendee by Last Name in the Find Attendee window, first click on the Last Name column header and then enter your search term in the Search For field.
Matching records – attendees with last names that contain your search term – will appear. If you wanted to search by First Name, click on that column header.
A: A selection grid is a table of columns and rows listing a variety of related records.
Most of the selection grids throughout EventPro Planner can be customised to suit your personal preferences.
 Alter the horizontal order of the columns by clicking and holding down the left mouse button on a column header, dragging the header horizontally to the right or left and releasing the mouse button to drop the column in the new position. You may find it convenient to move important columns to the left so that you do not have to scroll to the right as often.
To return to EventPro Planner’s default column header order and sizes, click the small empty cell to the left of the title row and select Reset Grid Customisation.
Note the RED ARROW in one of the column headers. Click on the column header by which you want to sort records (e.g. Last Name, Company Name, Event Name). The red arrow in the column header indicates the sort direction. Click on the header a second time to reverse the order of the records.
To sort by more than one column header, click on the header you want to sort by first. Then, hold down the Ctrl key while selecting the additional headings in the order by which you want the records sorted.
A: In the Booking Calendar, double-click the cell corresponding to the date and Event Manager or Event Status you want to assign to the event. This will begin a single-day booking. To create a multi-day booking, select multiple cells while holding down the Ctrl key and click Event | New in the Button Bar. The New Event Wizard appears. This wizard will lead you through the booking process step by step.
A: Find the relevant event in the Event Maintenance screen and click on the Event Setup tab (V1.7) or button (V2.0). In the Event Setup area, you will add a variety of details, including Venues/Hotels/Suppliers, Attendee Types, Functions, Registrations, Detail Items, Booths, Reservations and Letter Templates. Remember that before you begin setting up an individual event, you should first adjust your System Settings and define items in your Lookup Tables, which are both accessed from the Setup menu.
In the EventPro Planner Manual current to Version 1.7.20.350, refer to Chapter 4: Set Up an Event.
In the EventPro Planner Manual current to Version 2.0, refer to Chapter 5: Set Up an Event.
A: Yes. If you often plan similar events, you can create Event Category Templates that will save time and data entry when booking and adding details.
An event category template can be created in two ways. You can enter details for each event category in the Setup Event Categories screen or you can save a previous event as a template. The instructions in Chapter 14: Event Category Templates (V1.7) or Chapter 16: Event Category Templates (V2.0) in the User Manual describe how to create a new event category template in the Setup Event Categories screen. To learn how to save a previously booked event as a template, see Chapter 5: Set Up an Event, Event Maintenance Screen Overview: Options button, Save as Template.
A: In the EventPro Planner Manual current to Version 1.7.20.350, refer to Chapter 12: Letter and Label Templates.
In the EventPro Planner Manual current to Version 2.0, refer to Chapter 14: Letter and Label Templates.
A: You need to add merge fields to your letter and label templates. To learn how, go to the EventPro Planner User Manual current to Version 1.7.20.350, refer to Chapter 12: Letter and Label Templates, Word Processor and in the EventPro Planner Manual current to Version 2.0, refer to Chapter 14: Letter and Label Templates, Word Processor.
A: Linked Graphics are usually recommended. When a linked object is inserted into a document, it is still stored externally from the document. The printed or viewed document will find the graphic in the specified folder and include it in the output. An embedded object, however, actually becomes part of the document, which increases its size. Consequently, if you embed graphics into many documents, they will use up a lot of space in your database.
EventPro Planner Version 1.0+: In your System Settings, under the General tab, enter the default Folder for Attachment & Images. Make sure that you move required graphics into that folder so that you can access them when selecting Insert | Graphic – Linked from the Word Processor's main menu. IMPORTANT! Do not move the graphics from the folder if you are using them in documents. If moved from the folder, the graphics will disappear from the documents.
EventPro Planner Version 2.0: In the EventPro Planner Manual current to Version 2.0, refer to Chapter 14: Letter and Label Templates, Insert Graphics.
A: Good news – it’s a tax cut! Or, maybe not-so-good news – there’s a tax increase. Either way, you need to adjust your EventPro Planner Taxes. You may be tempted to go into Taxes Setup and simply edit the existing rates, but don’t do this!
You must create a new Effective Tax Date.
In EventPro Planner’s main menu, select Setup | Taxes. Click the New button to the right of the selection grid to open the Setup Taxes [New] window. Your previous taxes will default into the fields. Make any required changes to the rates and choose the Effective Date from the drop-down calendar at the top.
The Effective Date is the date on which the new tax rate comes into effect. Click Save. The new taxes will be the default taxes for events you book after the new Effective Date, but remember that you can customise the taxes for each event. If you have already set taxes for an event, you will have to change the taxes manually to reflect the new tax system.
A: With the new EventPro Planner Version 2.0, you will have many new options that will meet all of your invoicing needs. You can create Automatic Invoices that automatically calculate the total for all chargeable items, allowing you to quickly and easily invoice for the total amount, certain items only or a percentage of the charges.
If time is of the essence, you will not be restricted to creating one invoice at a time.
With the Batch Invoicing feature, you can create multiple invoices for all events or all attendees/exhibitors in an event with one easy-to-use Invoice Wizard.
If you want more flexibility in creating invoices, you can also create Manual Invoices, which begin blank or can pull in a line item for a percentage of total charges.
Special Deposit Invoices allow you to deduct amounts from future automatic invoices. For example, if you create a manual deposit invoice for an event, and later create an automatic invoice for the event charges, you will have the option to deduct the amount of the deposit invoice from the event charges invoice.
Finally, Credit Invoices allow you to credit a customer for items that were invoiced but for which you will not receive payment, eliminating the need to void and recreate invoices if an item must be removed from the total charges.
Create invoices for any circumstance with the newly reconstructed Finance module in EventPro Planner Version 2.0. Consult the detailed EventPro Planner User Manual, Chapter 6: Finance, for extensive instructions on creating Invoices and Payments of every kind.
A: First, find the payment that you have incorrectly allocated. Click the Edit button to the right of the selection grid to open the Payment window. Go to the selection grid in the bottom section of the Payment window. Click in a field under the This Payment column and type in the correct numbers.
For example, if you want to un-allocate a payment from an invoice, find the row that contains the invoice, click in the field under the This Payment column and type 0 (zero).
If you want to allocate more money to one invoice and less to another, first go to the invoice to which you want to allocate less, and type in the lesser number. Then go to the other invoice, and type in the larger number. This way, you will not over-allocate the payment and receive a warning.
When you are done editing the payment, click Save.
A: If you have these records in a Comma Separated Value (csv) file, Excel spreadsheet or an Access database, it is easy to import them into EventPro Planner.
The EventPro Planner User Manual can walk you through the process.
In the EventPro Planner Manual current to Version 1.7.20.350:
To import companies or contacts, see Chapter 2: Companies/Contacts, Import Companies and Contacts. To import attendees, see Chapter 6: Manage Attendees, Import Multiple Attendees. To import travel reservations, see Chapter 7: Attendee Travel, Import Travel Reservations. Finally, to import accommodation reservations, see Chapter 8: Attendee Accommodations, Import Accommodation Reservations.
In the EventPro Planner Manual current to Version 2.0:
To import companies or contacts, see Chapter 3: Companies/Contacts, Import Companies and Contacts. To import attendees, see Chapter 8: Manage Attendees, Import Multiple Attendees. To import travel reservations, see Chapter 9: Attendee Travel, Import Travel Arrangements. Finally, to import accommodation reservations, see Chapter 10: Attendee Accommodations, Import Accommodation Arrangements.
A: Some reports are available from the Reports menu and others are available on various EventPro Planner screens. To learn how to run and print any of EventPro Planner’s reports, see Chapter 16: Reports in the User Manual in the EventPro Planner Manual current to Version 1.7.20.350. See Chapter 18: Reports in the EventPro Planner Manual current to Version 2.0.
A: If an error pops up in EventPro Planner, you should send the error report to our Support department immediately. Click the Email or Print button on the left of the pop-up. An Error Information dialog opens, in which you can enter a description of what happened. A Support Representative will actually read this explanation and try to re-create the error on his/her computer, so please give as much information as you can. For example “I clicked the Edit button” is not enough of an explanation. Describe the screen, tab and/or window that you are in and explain what you were trying to do, i.e. edit an attendee, change the dates of an event, etc. Sending a screenshot is not necessary. When you are done, click OK to send the email or print the report. Remember, if you print the error report, you need to fax it to the Support Department.
After you send the error report to Support, try to duplicate the error. Shut down the program and re-start it. Return to what you were doing and see if the error occurs again. Also, if other people at your organisation use EventPro Planner on other workstations, see if they get the same error when trying the same procedure. If the error occurs again, you can send the error report to Support a second time, explaining that you were able to duplicate the error after restarting the application. You do not need to send more than two error reports for the same error. A Support Representative will look at your case and contact you via phone or email as soon as possible.
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