Create User

1.	Select Setup \| Users from EventPro Planner's main menu.

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2.	The User selection grid will appear.

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3.	Click the New button on the upper right side of the screen.

4.	The User [New] window appears.

5.	There are five tabs in the User [New] window: Personal Information, Login Information, User Rights, Groups and Email.

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1.	Enter a User Code, First Name and Last Name for the new user. This is required information. The user code is an abbreviation used to notify other staff of the activities this user is performing. Many facilities choose the user’s initials, for example.

2.	In the remaining fields – Address, City, Phone, etc. – enter contact information for the new user.

3.	Show on Booking Calendar: This option must be checked if you want the user to be present in the list of available Event Managers (a.k.a. Event Planners) on the Booking Calendar. This box must be checked if the user is to be assigned as an event manager/event planner.

4.	Close Report Dialogs After Printing: Check this box if you want the Report dialog boxes to close after printing.

5.	Prompt for “Add Another”: Check this box if you want the Add Another prompt to pop up every time you save a new record.

Show on Action Calendar: Check this box if you want the User to show on the Action Calendar. If you have a large number of Users, not all of whom will have Actions assigned to them, you may want to uncheck this box for certain users so that their User Codes do not appear in the “Assigned To” drop-down list of the Actions screen.

Action Check Interval: Enter a number of minutes. This determines how often this user will be reminded about his or her scheduled actions. NOTE: The more frequently you ask EventPro Planner to check for actions and messages, the more you will tie up system resources and distract the user with alerts. We recommend intervals of 2 to 4 hours for Actions. To deactivate the Action check, set the value to 0 (zero).

Disabled: Use this checkbox if you want to disable a user, but still retain that user’s information. For example, if an employee associated with a number of events leaves the company, it is better to check the Disabled box of that user rather than delete the employee from the user list. That way, if you go back to review past events, the former employee’s name will still be retained in the records.

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1.	Enter a Username that will be used for logging in. Use whichever naming convention you prefer, such as the user’s given name, the first initial and last name together, first name and last initial, etc.

2.	Enter a Password for the new user and re-enter it in the Verification field to confirm it. A secure password contains both letters and numbers.

3.	Users may change their passwords later by selecting File \| Change Password from EventPro Planner’s main menu, if they have the user rights to do so.

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If you created User Right Groups earlier in the setup procedure, you can now assign access rights to this user.

1.	From the Group drop-down list, select the appropriate User Right Group for this user. The pre-selected options for this group will appear in the checkboxes below.

2.	You can then customize this user’s access rights by selecting the <CUSTOM> option and checking or unchecking other checkboxes.

3.	You can also select the <CUSTOM> option from the Group drop-down list before selecting any other group to create an entirely new custom set of rights for this user.

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Creating Groups allows you to send messages and assign actions to an entire group of users at the same time. Here, you will create the user groups needed for your facility and decide who belongs to which group. Each user may belong to as many groups as necessary.

The Groups you create now (as you are entering information for the current new user) will be available when you add other users. You do not need to create all groups at once. You may return to the Users menu to add groups at any time, or you may choose to create the necessary groups on the fly as you add new users.

1.	To create a group, click the New Group button located between the Assigned Groups and All Groups grids.

2.	The User Group [New] window appears.

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3.	Enter the User Group name or abbreviation.

4.	Enter a Description or the new group’s full name.

5.	Click Save to close the User Group [New] window and return to the User [New] window.

6.	To edit or delete a group, select the group in the right-hand All Groups column and click the Edit Group or Delete Group button.

7.	Once you have created as many groups as you think you need, you can assign the current user to the correct groups.

8.	In the right-hand All Groups grid, select the group to which you want the user to belong. Click the <Assign button to add the user to that group.

9.	The list of groups that the user belongs to will appear in the Assigned Groups grid on the left.

10.	Continue selecting other Groups and clicking the <Assign button until you have assigned the user to all the necessary groups.

11.	To remove the user from an assigned group, select the group on the left and click the Unassign> button.

12.	If you want to assign the user to all groups click the <<Assign All button.

13.	To remove the user from all groups, click the >> Unassign All button.

There are two ways in which you can access email settings:

1.	A user with the appropriate access rights can set up any other user’s email from the User [New] window; or

2.	Each user can set up his/her own email on his/her computer by clicking File \| Email Settings in EventPro Planner’s main menu. The Email settings for: USER window will appear.

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3.	Either way, the fields will be essentially the same.

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4.	Enter an Email Address. Type in a Reply Address if you want a separate reply email address.

5.	If you want an Email Signature in each email you send, type your signature in the text box and select the checkbox stating Automatically include email signature on all outgoing messages.

6.	Select a radio button to indicate your Email Method. The display fields below will vary depending on the email method selected. If you do not know the appropriate settings for your email, check with your IT Department.

Select SMTP to allow EventPro Planner to send email directly through your email server. Because this format does not interface with your default email program, outgoing messages will not be recorded in that program’s “Sent” folder. However, EventPro Planner records all outgoing messages in the Communication Log.

Note that you will select this method if you want to use your Gmail account.

•	Host: Enter the name of your mail server.

o	For Gmail: smtp.gmail.com

•	Port: Enter the port through which you send emails, typically 25.

o	For Gmail: 587

•	User ID: Enter the name with which you log onto the server.

•	Password: Enter the password for your email account.

•	Authentication: Select a radio button to indicate whether your server requires authentication.

o	For Gmail: Select Login.

•	Default Format: Choose whether you would like HTML, Rich Text or Plain Text as the default format for emails.

The Outlook, Extended and NGW MAPI email methods are computer-specific and ideally should be set up for each user from the computer they will be using, unless the person setting up the email method knows how to override the default settings that EventPro Planner finds on the computer.

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•	Profile Name: Enter the name of the profile.

•	Password: Enter the password.

•	Message Store: Check Use Default Message Store to default to what EventPro Planner finds on the computer. If you want to choose the message store manually, uncheck the box and choose or enter an option in the Message Store field.

•	Default Format: Choose whether you would like HTML, Rich Text or Plain Text as the default format for emails.

Use Simple MAPI if you are using Outlook Express as your email method.

•	Default Format: Choose whether you would like HTML, Rich Text or Plain Text as the default format for emails.

6.	When you have entered all the information you need for this user, click Save.

Help URL: http://www.yourdomain.com/help/index.html?create_user_step_4_chapter_2.htm