Click on the yellow-highlighted area of a column representing the booked location to which you want to add a function. Click on the Functions button in the left column and select the function. Drag and drop it onto the yellow-highlighted area of the column representing the applicable scheduled venue location.
OR
•
Click on the Function you want to use in the left column. Beginning on the yellow cell representing the start time you want to use in the location column, hold down the mouse button and drag the pointer to highlight the amount of time you want for the function. Release the mouse button.
OR
•
Right-click anywhere in the calendar and select New Function from the speed menu. If you want the function name already entered, click on the Function you want to use in the left column before right-clicking. If you want the start time and/or location already entered, click on the cell representing the start time and/or location you want to use before right-clicking.
OR
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Click the Calendar Tasks button from the left column and select New Function.
Click to highlight the appropriate booked location in the Venue Locations selection grid. Click the New button to the right of the Functions pane in the lower left corner.
Click the New button to the right of the Function selection grid.
4.
Regardless of which tab you begin in, the Event Function [New] window appears.
5.
Fill in the fields in the Item group box, and under the three tabs: Required, Notes and UserFields. There are two other tabs in this window - Attendee Assignments and Function Attendees - but you can only view information under Attendee Assignments and send a mail merge from Function Attendees.
Confirm that the Date, Venue Name, Location Name and Function Name are correct. If they are not correct, choose a different Date or Venue from the drop-down lists, or a different Location or Function by clicking the ellipsis to the right of the field.
Click the ellipsis next to the Function field to open the Select Function window.
2.
In the Select Function window, click the New button.
3.
The Event Function [New] window appears. You can fill in the appropriate information following the instructions in Chapter 5: Set Up an Event, Organization Setup: Functions, Create Functions.
4.
When you are done adding information for the new function, click Save.
5.
The Confirm dialog will ask if you want to add the new function to a Registration Group.
6.
If you click Yes, the Find Registration Group window appears. Select the registration group to which you want to add the new function and click OK.
7.
Back in the Select Function window, your new function will be selected. Click OK.
8.
The function will be added to the first Event Function [New] window. Note that even if you cancel out at this point, the new function will still exist and will be added to the registration group you selected.
3.
The Booked From/To field displays the booked times of the Location.
4.
If applicable, choose a Supplier from the drop-down list.
5.
If not already set, or if you want a different color, choose a Display Color for the function from the drop-down. To access advanced colors, double click in the Display Color field.
If necessary, edit the From and To times of the function. The times you enter must be within the booked time of the location, which is displayed above in the Booked From/To field.
You can include all or selected attendees in a mail merge if you like.
a.
Multi-Select: Hold down the Ctrl key and click on the attendees you want to add to the mail merge. A red dot will appear in the far left column of each selected record, and a dot and arrow will appear next to the last-selected record. You will now be able to include only these selected attendees in the mail merge.
b.
All: If you want to include all of the attendees in the mail merge, you do not have to select any.
2.
Click the Mail Merge button. The Attendee Mail Merge Wizard appears.
If you created user fields for Event Organization Function, they will appear under the User Fields tab. Enter any required information.
To learn more about user fields, see Chapter 17: User Fields, User Fields Overview.
6.
When you have entered all of the relevant information about this function that you need for now, click Save.
7.
Continue adding as many functions as you require for this event. NOTE: If you have created an Itinerary for a Function in Setup, it is recommended that you do not use that function more than once in the event.
8.
In the Calendar View, the function will be added to the calendar as a section highlighted with the display color you selected, within the yellow-highlighted booked location. To review how to view functions in the calendar, see Calendar View: Functions above.
a.
To alter the function, select the appropriate function on the calendar, click on the Calendar Tasks button in the left column and select Edit.
b.
To move the entire function to a different start time, click on the title bar of the color-coded function section and drag and drop the function to a different time and/or date. In the Confirm dialog, click Yes if you want to adjust the start times of all resource items for the function.
c.
To change function duration, click to select the function. Click on the border at the top or bottom of the function and drag and drop the splitter bar to extend or shorten the function. If you changed the start times, the Confirm dialog asks if you want to adjust the start times of all resource items for this function. Click Yes if you want the resource items to be adjusted. If you click No, the items will remain at the last-adjusted times.
9.
In the Detail View, the function will be added to the Functions grid in the lower left corner for the venue location selected in the top grid. You can alter the functions by selecting the appropriate function and clicking the Edit button to the right of the selection grid.
10.
In the Function View, the new function will be added to the list in the selection grid. You can alter the functions by selecting the appropriate function and clicking the Edit button to the right of the selection grid.
