EventPro Planner Manual

Booking Calendar Overview

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Booking Calendar Overview

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Booking Calendar Overview

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You will use the Booking Calendar to book new events and view a schedule of all events.

Click the Booking Calendar button along the top of the EventPro Planner screen to view the calendar.

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The Booking Calendar will appear below.

Click to expand/collapse textBooking Calendar Grid

The Booking Calendar is a graphical representation of events and dates.

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Whenever you make a new booking or want to view available booking times, you will interact extensively with this grid by selecting the appropriate Cells.
Click to expand/collapse textCells

A Cell is any one of the individual boxes on the booking calendar, which will display a booking or multiple bookings occurring on that day.

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The colored portions of the cells represent events, based on the status color-coding defined during the setup process.

Each cell displays the booking number, event name, company name, event manager and status of the event, and if you float the mouse pointer over the cell, additional information will appear in a pop-up.
Click to expand/collapse textEvent Planner and Event Status View

You may view events in the calendar by Event Status or Event Mgr (Event Planner/Event Manager).

Select an option from the View By drop-down list.

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1.If you choose Event Mgr, the names of Event Planners will be listed along the left column of the Booking Calendar.  The events assigned to each planner will appear in his or her row.
2.If you float the mouse over a planner, his or her Name, Phone, Mobile and Email will appear in a pop-up.
3.At the bottom of the column of event planners, there is the Unassigned row, in which unassigned events will appear.
4.If you only want to view the events for one event manager, select an individual from the Event Mgr drop-down list at the top of the screen.

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1.If you choose Event Status, the Event Statuses will be listed along the left column.
2.The events will appear in the row that corresponds with their status.
3.If you only want to view the events for one status, select a status from the Status drop-down list.
4.As you move your mouse over the column of event managers or statuses, the cursor becomes a magnifying glass.
5.Click the magnifying glass once to enlarge the row height, and once again to revert to the original setting.
Click to expand/collapse textYear, Month or Week View

The calendar may be viewed by Year, Month or Week.  Select one from the View drop-down list in the upper right corner of the calendar.

In the Year view, use the horizontal arrows beside the Year field to move through years.

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In the Month view, use the horizontal arrows to navigate through months and years.

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In the Week view, select a date from the drop-down calendar and the Booking Calendar will show the week containing that date.  The start date of the week is determined by the System Settings you chose during setup (review Chapter 2: Setting Up EventPro Planner, Step 1: System Settings, General: Global Settings).  You can also use the horizontal arrows to navigate through the weeks.

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Click to expand/collapse textSelection Grid

Below the Booking Calendar is the Selection Grid.

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When you select a cell in the Booking Calendar, information about the event appears in the selection grid. Use the horizontal scrollbar at the bottom of the screen to view all of the information available: status, name, client information, dates, classification, contract information, etc.

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You can alter the appearance and organization of the selection grid by following the instructions in Chapter 1: Overview, Common Functions: Selection Grids.  You can also export grid data by clicking the small blank cell in the upper left corner of the selection grid.  See Chapter 1: Overview, Common Functions: Export Grid Data.

Click to expand/collapse textStatus Bar

As you move your mouse across the Booking Calendar, notice how the information in the Status Bar along the lower edge of your screen (just above the Selection Grid) changes to reflect the information at the position of the mouse pointer.

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Click to expand/collapse textButton Bar

Arranged just above the Booking Calendar, these buttons allow quick and easy access to settings and tasks: Event, Refresh, Contact, Preferences, Print and Today.

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You will be able to create new events and manage existing events by using the Event menu.  Click the Event button to create a New booking or Append Dates.  The process for booking an event will be covered in the instructions below.  You can also choose to Edit, View, Delete or Move an event you have selected on the Booking Calendar.

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You can also access the Find, Filter and Export Data tools from this menu.

1.Find: If you select Find, the Find Event window will appear, in which you can quickly and easily search your database of events. To review how to search for a record in a Find window, see Chapter 1: Overview, Common Functions: Find a Record.  After you click OK, the calendar will display the week, month or year containing the event and the bottom selection grid will display the selected event information.
2.Set Filter: The Filter tool allows you to filter out events on the Booking Calendar.  Select Set Filter to open the Filter Criteria window.  Refer to Chapter 1: Overview, Common Functions: Filter Information to review how to set a filter.
3.Clear Filter: To clear a filter that you set, select Clear Filter.

The Refresh button allows you to manually update the Booking Calendar at any time to incorporate changes made by other users while you are working in EventPro Planner.

EventPro Planner also performs a regular, automatic refresh according to the time interval defined in System Settings.

This button launches the Event Communication [New] window, which allows you to quickly create a new communication related to the event selected in the Booking Calendar.

Refer to Chapter 13: Communications for more information about how to create, send and store a communication.

This button takes you to the Booking Grid Preferences window, in which you can define the look and function of the Booking Calendar.

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1.Show Event Information Pop-ups: Check this box if you want information pop-ups to appear as you move your mouse over cells containing events. Many people find the information summaries useful, but others may find them distracting.
2.Default Grid View: From the drop-down list, choose the view that you want appearing when you open the Booking Calendar.  Once you are in the Booking Calendar, you can always choose another view.
3.Default Event Manager: From the drop-down list, choose the default event manager that will appear when you open the Booking Calendar in the Event Mgr view.
4.Event Setup Wizard Option:
a.When you book an event, you have the option to proceed through the Event Setup Wizard.
b.In this wizard, you can set up your event budget, venues/hotels/suppliers, functions, resources, attendee types, attendee registrations, attendee accommodation and travel reservations, exhibitor booths and registrations, and/or letter templates immediately after creating the event. It is not necessary to set up this information when you first create an event because you can later enter all of this information in the Event Maintenance screen.
c.However, if you know what needs to be set up for an event and want to enter the information immediately upon creating the event, the Event Setup Wizard can be very convenient.
d.From the Event Setup Wizard Option drop-down list, choose when you want to access the wizard after creating a booking on the Booking Calendar: Never, Prompt or Always.
5.Always Go To Today: Check this box if you want the Booking Calendar to always open to the current date.  If this box is not checked, and you move from the Event Maintenance screen to the Booking Calendar, the calendar will open to the date of the event instead of the current date.
6.Month View and Week View: This is where you will decide the best way to operate your Booking Calendar when using the Month or Week views.  Ideally, you want to be able to see all of the cells on a single screen without having to scroll down or sideways.
7.Check Best Fit Rows and Best Fit Columns to have EventPro Planner fit all cells into the available space, expanding or compressing as necessary.
8.Uncheck the boxes to manually select a Minimum Row Height and a Minimum Column Width in pixels.  For example, if you are unable to see the text displayed in each cell on the Booking Calendar, you can uncheck Best Fit Columns and increase the width of the columns.  You may need to experiment to find the optimum size.

Click the Print button to print the calendar grid display you are currently viewing.

To learn more about printing this report, see Chapter 18: Reports, Report Descriptions: Reports from EventPro Planner Screens, Booking Calendar below.

This button takes you to the current date.