Feedback on: EventPro Planner Manual - Assign Attendees to FunctionsAssign_Attendees_to_Functions_Chapter_7Chapter 7: Organize an Event > Assign Attendees to Functions /Dear EventPro Planner Documentation Department,
Assign Attendees to Functions
In some cases, an attendee will not only attend a function, but will also perform a duty or task at the function. For example, a guest speaker will give a speech or an instructor will present a workshop. You may also want to assign staff members to perform certain tasks at a function, such as set up equipment or assist with catering. These special "Can be Assigned to Functions" attendees can be assigned to the functions in which they will perform their duties or tasks.
Note that in order to assign attendees to function, the Can Be Assigned to Functions checkbox in the attendee’s information must be checked. See Chapter 8: Manage Attendees, Enter a Single Attendee.
You can also assign attendees from the Attendees tab in the Event Maintenance screen. See Chapter 8: Manage Attendees, Attendee Function Assignment.
Assigning Attendees to Functions
1.
To begin, use the date drop-down list or horizontal arrows at the top of the Organization tab to select the applicable day (if this is a multiple-day event).
2.
Locate the appropriate venue and function.
3.
There are several different ways you can assign attendees to functions:
Locate the color-coded section on the calendar representing the appropriate function. In the column to the left of the calendar, click the Attendee Assignments button and locate the appropriate attendee. You may need to scroll down and click the + sign to expand the type and find the attendee. Select the attendee from the column on the left and drag him or her onto a scheduled function in the calendar.
OR
•
Select the appropriate function on the calendar. Click the Calendar Tasks button in the left column and select Attendee Assignments. The Function Attendee Assignments window opens. Click the New button to the right of the selection grid.
OR
•
On the calendar, right-click on the function and select Attendee Assignments from the speed menu. The Function Attendee Assignments window opens. Click the New button to the right of the selection grid.
You can select an Attendee Name, if it is not already filled in. Click the ellipsis to the right of the field to bring up the Find Attendee window. Select an attendee and click OK.
2.
The Assigned To Function, Venue Name, Location Name and Date/Time will automatically default into the fields. Confirm that they are correct.
Under Presenting/Working, the Session Title will default to the title you entered for this attendee in the Presenter tab of the Attendee [New] window while adding the attendee to the event (See Chapter 8: Manage Attendees, Enter a Single Attendee: Presenter). If there is no default title, or you want to change it, type in a new session title. You can also leave the Session Title blank, if you want. Remember that attendees assigned to functions do not necessarily have to be presenters. They could also be speakers, hosts, special guests, staff members, workers or any other kind of attendee you want to assign to specific events.
2.
The From and To times will default to the function time period. You can enter different times if the attendee will only be assigned to part of the function, or if the attendee will be available before or after the booked times of the function. You can check the Use Assigned Function Time Period checkbox if the attendee is assigned for the duration of the function.
These notes will default to any notes you entered for this attendee in the Presenter tab of the Attendee [New] window while adding the attendee to the event. Review Chapter 8: Manage Attendees, Enter a Single Attendee: Notes.
You can record any other information about the attendee's involvement in the function in the notes area.
To create a more sophisticated document, click the Word Processor icon. To learn more about EventPro Planner’s word processor, see Chapter 14: Letter and Label Templates, Word Processor.
Here, you will add any resource items that may be required or requested by the attendee for use during the function. This is a separate set of requirements from the general event requirements you may set up for the attendee in Chapter 8: Manage Attendees: Attendee Requirements. These requirements will be specific to the function in which the attendee is presenting.
If you already set up function resource details under the Organization tab, they will appear in the left-hand Function Details grid (review Add Resources to Functions). To edit, view or delete an existing resource item, select the item and click the Edit, View or Delete button to the right of the Function Details grid. To add more resource items to the function, click the New button to the right of the Function Detail grid. The Resource Item Allocation [New] window appears. Follow the instructions above in Add Resources to Functions to continue adding as many function resource items as you need.
1.
To assign some of the function requirements specifically to the attendee, e.g. items that are required by the presenter for his or her presentation, select an item in the Function Details grid and click the > arrow.
2.
The Attendee Function Requirements [New] window opens.
3.
The Category and Item will default in.
4.
Enter the Quantity required.
5.
There are four tabs under which you can fill out other information.
a.
Detail Item: Select the applicable Budget item for this requirement. Budget items are compiled in Chapter 5: Set Up an Event, Budget Setup. If you have multiple budgets, select the applicable budget from the Allocate To drop-down list. Select a Bill To option from the drop-down list. A Charge may default in if the item was set up with a default charge, but you can enter a different charge if required.
b.
Notes: The notes will default to any notes you added when adding the resource to Event Setup (review Chapter 5: Set Up an Event, Organization Setup: Resources, Add Resource Categories and Items). You can type in additional notes as required.
c.
Taxes: Check the boxes next to the Applicable Taxes.
d.
User Fields: If you created any user fields for Attendee Function Requirements, you can fill in the appropriate information here. To learn more about user fields, see Chapter 17: User Fields.
6.
Click Save. The resource item assigned to the attendee will be added to the Attendee Function Requirements grid in the Attendee Function Assignment [New] window.
7.
To edit or view the items assigned specifically to the attendee, select the item in the Attendee Function Requirements grid and click the Edit or View button to the right.
8.
To assign all of the items in the Function Details grid to the attendee, click the >> arrows. All items will appear in the Attendee Function Requirements grid. To edit each individual item assigned to the attendee, use the Edit button to the right of the Attendee Function Requirements grid.
9.
To remove an item from the Attendee Function Requirements selection grid, select the item and click the < arrow. To remove all items, click the << arrows.
10.
Later, if you view the resource item (that has been assigned as a requirement to the attendee) on the Organization Calendar, it will note that "This item is linked to an attendee requirement".
You may have created user fields earlier for Event Organization Attendee Assignment. If so, you can fill out these fields in the User Fields tab.
To learn more about creating user fields, see Chapter 17: User Fields.
6.
When you have entered all the information you need in the Attendee Function Assignment [New] window, click Save.
7.
You can assign an attendee to times outside the booked function times, but if you do, you will see a Confirm dialog asking if you want to allow the Attendee Assignment times to fall outside the booked times of the function. If you want to allow it, click Yes to continue.
8.
If the attendee is already assigned to another function in the time period, a Confirm dialog will appear warning you of the conflict. If you want to accept the conflict and assign the attendee to both functions, click Ignore. If you want to cancel the current assignment, click Cancel.
9.
The function assignment will also be added to the Attendee Assignment tab under the Attendees tab (See Chapter 8: Manage Attendees, Attendee Function Assignment).
