EventPro Planner Manual

What's New in Help

How to Use the Online Manual

Chapter 1: Overview

Welcome to EventPro Planner

What Version am I Running and What is My User ID?

Technical Support and Upgrade Protection Plan

Before Contacting Support

View Software Updates

Install EventPro Planner

Download the Software

New Installation of Standard: Single User Installation

New Installation of Standard: Multi-User Installation

Install Enterprise as a New Installation

Update a Previous Version of Standard or Enterprise

Update the EventPro Planner License

Set EventPro Planner Shortcut Parameters

Common Functions

Edit, View and Delete Records

Linked Criteria - Attendees, Exhibitors and Companies/Contacts

Advanced Filter

Logout and Exit Program

Chapter 2: Setting Up EventPro Planner

The EventPro Planner Work Space

Setting Up EventPro Planner

Change Your Password

Step 1: System Settings

Create Action Status Codes

Create Attendee/Exhibitor Status Codes

Create Event Status Codes

Edit, View or Delete a Status Codes

Step 3: User Right Groups

Create User Right Groups

Edit, View or Delete User Right Groups

Step 4: Users

Create User

Edit, View or Delete Users

Step 5: General Lookup Tables

Communication Methods

Communication References

Company Categories 1, 2 and 3

Company Position

Contact Categories 1 and 2

Product Categories 1 and 2

Edit, View or Delete General Lookup Tables

Print General Lookup Tables

Step 6: Taxes

Set Up Taxes

Edit, View or Delete Taxes for an Effective Date

Step 7: Event Category Templates

Step 8: User Fields

Step 9: Companies/Contacts

Step 10: Resources

Add Resource Categories

Add Resource Items

Edit Resources

Chapter 3: Companies/Contacts

Companies/Contacts Screen Overview

Enter a New Company

Enter a New Contact

Filter and Find Companies and Contacts

Edit, View and Delete Companies or Contacts

Merge Companies

Import Companies and Contacts

Export Companies/Contacts

Company/Contact Communications

Company/Contact Actions

Company/Contact Finance

Company Venues and Hotels

Company/Contact Products

Company/Contact Attachments

Companies/Contacts Mail Merge

Companies/Contacts Labels

Print Company or Contact List

Chapter 4: Create an Event

Booking Calendar Overview

Create an Event

Select Dates and Begin New Event Wizard

Initial Configuration

General Event Information

Required Client Information

Contract/Deposit Information

Notes

Finish

Event Setup Wizard

Create a Repetitive Booking

Append Dates to a Booking

Append Repetitive Dates to a Booking

Move, Edit, View and Delete Events on Booking Calendar

Delete an Event or an Event Date

Chapter 5: Set Up an Event

Event Maintenance Overview, Editing, Logo and Other Functions

Event Taxes and Default Taxes

Event Setup (in the Event Maintenance Screen)

Budget Setup

Set Up Budget Sub-Categories and Items

Edit, View or Delete Budget Sub-Category or Item

Copy Template - Budget

Organization Setup

Venues/Hotels/Suppliers

Add Venues/Hotels/Suppliers

Add Locations, Setup Types, Features and Room Types

View Attendees

Edit, View or Delete Venues/Hotels/Suppliers

Functions

What is a Function?

Create Functions

Add Itinerary in Setup

Copy Button

Copy Template - Functions

Edit, View or Delete Functions

Resources

Add Resource Categories and Items

Multi-Add Resource Categories and Items

Copy Template - Resources

Edit, View and Delete Resource Categories, Items and Ordering Information

Attendee Setup

Attendee Types

Create Attendee Types

Copy Template - Attendee Types

Edit, View or Delete Attendee Types

Attendee Registrations

Create Attendee Registration Group

Add Group Details to a Registration

Copy Template - Attendee Registrations

Mutually Exclusive Groups

Accommodation Reservations

Add Accommodation Reservation

Add Details to Accommodation Reservation

Edit, View and Delete Accommodation Reservations and Details

Travel Reservations

Add Travel Reservation

Edit, View and Delete Travel Reservations

Copy Template - Booths

Edit, View and Delete Booths

Exhibitor Registrations

Create Exhibitor Registration Group

Copy Template - Exhibitor Registrations

Mutually Exclusive Exhibitor Registration Groups

Letter Template Setup

Assign or Create Letter Templates

Edit, View or Delete Letter Templates

Chapter 6: Finance

Finance Overview

Budget

Event Income and Expense

Add Income/Expense Items

Edit, View or Delete Income/Expense Items

Negotiation

Modify Negotiation Information for Specific Event

Invoices

Invoice Overview

Create an Automatic Invoice

Create a Manual Invoice

Create a Manual - Single Item Invoice as a % of Total Chargeable Items

Create a Manual - Detailed Invoice as a % of Total Chargeable Items

Create a Deposit - Manual Invoice

Create a Deposit - Single Item Invoice as a % of Total Chargeable Items

Create a Deposit - Detailed Invoice as a % of Total Chargeable Items

Create a Credit - Manual Invoice

Create a Credit - Single Item Invoice as a % of Total Chargeable Items

Create a Credit - Detailed Invoice as a % of Total Chargeable Items

Edit an Invoice

Apply and Delete Deposit Invoices

Find or Filter Invoices

View an Invoice

Void an Invoice

Recreate a Voided Invoice

Print or Send an Invoice

Invoices in Accounting | Finance

Find an Invoice in Accounting | Finance

Create Single Invoice in Accounting | Finance

Batch Invoicing

Email Invoice Mail Merge

Export Invoices

Edit Invoices in Accounting | Finance

View Invoices in Accounting | Finance

Void Invoices in Accounting | Finance

Print or Send Invoices in Accounting | Finance

Payments

Payments Overview

Enter a Regular, Deposit or Refundable Payment

Edit/Re-allocate a Payment

Find a Payment

View a Payment

Void a Payment

Print or Send a Payment Receipt

Payments in Accounting | Finance

Find Payment in Accounting | Finance

Enter a Payment in Accounting | Finance

Edit Payments in Accounting | Finance

View Payments in Accounting | Finance

Void Payments in Accounting | Finance

Print or Send Payment Receipts in Accounting | Finance

Invoice and Payment Sample Scenarios

One Invoice - One Payment

Invoiced Deposit Credited to Final Charges

Event Charges as Deposit

All Charges Invoiced, but Must Provide Credit Memo

Chapter 7: Organize an Event

Using the Organization Tab

Add Venue Locations to an Event

Add Functions to Venue Locations

Add Resources to Functions

Resource Conflicts

Assign Attendees to Functions

Add Itinerary to Functions

Copy Day, Copy Details or Move Details

Edit, View or Delete Locations, Functions or Resources

Print Event Organization Calendar

Chapter 8: Manage Attendees

Attendee Overview

Enter a Single Attendee

Import Multiple Attendees

Enter Multiple Attendees

Edit, Multi-Edit, View, Delete and Link Attendees

Find an Attendee

Create a Waiting List for Attendees

Add Registration to Single Attendee

Add Registration to Multiple Attendees

Import Function Registrations

Edit, View and Delete Registration Details for Attendees

Attendance & Seating

Tables

Seating

Attendee Travel and Accommodations

Attendee Requirements

Attendee Assignment

Assign Attendee to Function

Edit, View and Delete Function Assignments

Attendee Communications

Attendee Mail Merge

Attendee Labels

Attendee Actions

Attendee Income/Expense

Create Attendee Income/Expense Items

Edit, View or Delete Attendee Income/Expense Items

Attendee Finance

Attendee Invoices

Create an Attendee Invoice

Review Invoices and Payments for All Attendees in the Event

Create a Batch of Attendee Invoices

Void, Recreate, Edit, View or Print an Attendee Invoice

Attendee Email Invoice Mail Merge

Create an Attendee Payment

Void, Edit, Re-allocate, View or Print a Payment Receipt

View Attendee Charge Summary

Attendee Guests

Add New or Current Attendee as Guest

Edit, View, Remove or Go To Guest

Attendee Attachments

Export Attendees

Attendees Screen

Chapter 9: Attendee Travel

Attendee Travel Overview

Create Travel Arrangements for Attendees

Multi-Add Travel Arrangements to Attendees

Travel/Accommodation Date Discrepancy Warning

Edit, View or Delete Travel Arrangements

Import Travel Arrangements

Find and Filter Travel Arrangements

Edit or View Attendees in Travel Tab

Print Attendee Travel List

Chapter 10: Attendee Accommodations

Accommodations Overview

Add Accommodation Arrangements for Attendees

Multi-Add Accommodation Arrangements to Attendees

Accommodation/Travel Date Discrepancy Warning

Edit, View or Delete Accommodation Arrangements

Add Occupants to Accommodations

Import Accommodation Arrangements

Find and Filter Accommodation Reservations

Edit or View Attendees in Accommodation Tab

Print Attendee Accommodation List

Chapter 11: Booths and Exhibitors

Exhibitors Overview

Add Exhibitors to Events

Create Exhibitors from Attendees

Filter Exhibitors

Edit, View and Delete Exhibitors

Multi-Edit Exhibitors

Multi-Delete Exhibitors

Multi-Add Registration Groups

Exhibitor Requirements

Assign Booths to Exhibitors

Edit, View and Delete Assigned Booths

Exhibitor Products

Exhibitor Attendees

Exhibitor Communications

Invoices for Individual Exhibitors

Payments

Review Invoices and Payments for All Exhibitors in the Event

Batch Invoicing for Multiple Exhibitors

Email Invoice Mail Merge

Void, Recreate, Edit, View or Print an Exhibitor Invoice

Void, Edit, Re-allocate, View or Print an Exhibitor Payment Receipt

Exhibitor Income/Expense

Create Exhibitor Income/Expense Items

Edit, View or Delete Exhibitor Income/Expense Items

Exhibitor Attachments

Export Exhibitors

Chapter 12: Actions

Actions Overview

Action Calendar Preferences

Choose Where to Create Action

Create Action

Copy Action Template

View, Find and Filter Actions

In the Event Maintenance and Actions Screens

In the Attendee Actions Screen

In the Exhibitor Actions Screen

In the Companies/Contacts Screen

Edit, View or Delete Actions

Mark Actions as Completed

Print Actions

Action Reminders

Chapter 13: Communications

Communications Overview

Create a Communication

Print, Email and Save a Communication

Synchronize Email and Communications

Reply to Email

Forward Communication

Letter Template as an Email Attachment or Body of Email

Edit a Communication

View or Delete a Communication

Print Labels and Envelopes

Mail Merge

Filter Communications

Print Communication Log

Chapter 14: Letter and Label Templates

Letter/Label Templates Overview

Create Label Templates

Create Letter Templates

Create Envelope Templates

Edit, View and Delete Letter/Label Templates

Word Processor

Merge Fields

Simple Merge Field

Multiple-Record Merge Field

Advanced Headers and Footers

Insert Graphics

Attendee Online Login Link

Spell Check

Use Letter/Label Templates in Communications

Print Labels and Envelopes

Chapter 15: Attachments

Add Attachment

Edit, View or Delete Attachments

Chapter 16: Event Category Templates

Event Category Template Overview

Create Categories

Create Sub-Categories

Create Budget Templates

Create Attendee Types

Create Functions

Create Function Tables

Create Attendee Registration Packages

Create Exhibitor Registration Packages

Create Resources

Create Auto-Create Actions

Create Booths

Create Letter Templates

Edit, View or Delete Template Details

Chapter 17: User Fields

User Fields Overview

Create User Fields

Edit, View or Delete User Fields

Move Up and Move Down

User Fields and Attendee Online

Chapter 18: Reports

List of Reports

Print Reports

Company Address on Reports

Report Descriptions

Reports from the Reports Menu

Multi-Event Reports

Event Reports

Company/Contact Reports

Reports from the Report Explorer

Other Reports

Reports from EventPro Planner Screens

Communication Logs

Action Lists

Invoices and Receipts

Booking Calendar

Setup Event Category Screen

Event Maintenance Screen

Event Maintenance Screen Tabs

Companies/Contacts Screen

Attendees Screen

Audit Log

Event Maintenance Audit Log

System Audit Log

Record Audit Log

Audit Log Report

Report Explorer Overview

Create and Edit Report Categories in the Report Explorer

Reports in the Report Explorer

Edit a Report

Modify a Report

Run or Print a Report

Delete a Report

Move a Report from One Category Folder to Another

Import Reports

Export Reports

Modify Existing Reports from the Reports Menu

Modify Reports in Report Designer

Report Designer Overview

Add a New Label and Field

Add a System Variable

Report Tree

Change Report Name

Remove a Component

Other Changes to Components

Colors for Label, DB Text or Variable Fields

Colors for Shapes, Lines or Regions

Word Wrap for Label, DB Text or Variable

Stretching and Shifting

Create Custom Reports in Report Explorer

Create a New Report

Example 1: User List

Example 2: User Event Manager List

Example 3: Title Details

Chapter 19: Utilities and Help

Utilities Overview

Data Backup

Recalculate Events

Compact & Repair Database

Re-Create Indexes

Send/Retrieve Data to/from Support

Update Reports

Run SQL

Purge

Remove Letter Images from Communications

Reset Grid Customizations

Spell Check Setup

Help Menu

Contact Support

Chapter 20: Attendee Online

Overview of Attendee Online

Install/Setup Attendee Online (Experts Only)

Network Configuration

Install Attendee Online

Install as a Service

Install as an ISAPI DLL in ISS 5.0

Install as an ISAPI DLL in IIS 6.0

ISAPI Manager

EventPro Planner Online System Settings

URL Format and Parameters

Update Attendee Online

Web Page Templates (Experts Only)

Template Overview

Adding Template Parameters to URL

Template Folders with Event Codes

Template Folder Setup

Which Templates are Used

Default Webpages

Edit Webpages

Setting Up Confirmation Emails

Using Attendee Online

Edit Online Event Information

Chapter 21: New Attendee Online (Version 3)

Introduction

Installing Attendee Online V3

Adjusting Attendee Online Configuration

Adjusting EventPro Planner System Settings

Editing Online Event Information

Publishing/Importing/Uploading Process in Attendee Online

Locking the Online Event

Importing Attendees from Online Event

Publishing the Online Event

Uploading Attendees to Online Event

Unlocking Online Event

Inviting Registrants to Attendee Online

Using Attendee Online as Registrant

New Registration

Review Registration

Accept or Decline Registration

Logging Out

Notification Emails

Administration in Attendee Online

Chapter 22: Task Notification Service

Introduction

Installation and Setup

Start/Stop Service and Adjust Settings

Viewing Debug Log

Task Notification Emails