By clicking the Options button near the upper right corner of the screen, you can access several functions that you can use to make changes to the event.
Click Event Options | Delete Event to delete the entire event.
The Warning dialog will inform you that deleting the event will delete all related information. If you are sure you want to continue with the deletion, click OK.
|
To shift the entire event to a new start date, select Event Options | Move Event.
In the Move Event dialog, select the new start date from the drop-down calendar and click OK. In the Confirm dialog, click Yes to confirm that you want to shift the event to the selected start date.
|
After you have set up an event with certain details, you may want to save the event as a template for similar events in the future. That way, you will not have to spend as much time setting up those future events. When you create an event using a template, certain details will automatically be added to the event. See Chapter 16: Event Category Templates for more information.
If you want to save this event as a template, click Event Options | Save as Template. In the Event Category [New] dialog, enter the name of the Event Category this event represents and click Save. The Information dialog informs you want the template has been saved successfully. Click OK.
If you now go to the Event Category Templates area of EventPro Planner, you will see the new event category template added to the selection grid.
|
Earlier in the setup process, you would have created the default Tax settings for EventPro Planner, based on the location from which you do business. Review Chapter 2: Setting Up EventPro Planner, Step 6: Taxes.
However, for some events, you may need to create a different set of taxes. For example, even though your business is based in one state, you may be planning an event that takes place in another state or even another country with a different tax system. The default taxes set up in EventPro Planner may not be valid for that event, so you need to set the event taxes for the specific event.
For more information about event taxes and default taxes, see Event Taxes and Default Taxes below.
|
To ensure that the net event charges are properly calculated from the quantities and prices of items you have entered, select Event Options | Recalculate Event.
In the Event Recalculate dialog, choose whether you want to Include Attendees/Exhibitors in or Exclude Attendees/Exhibitors from the recalculate and click OK.
|
To change the event’s status, select Event Options | Set Event Status. In the Set Event Status dialog, select the status to which you want to change the event and click OK. The status flag in the upper right corner of the Event Maintenance screen will change to reflect the new status.
You created these event statuses earlier in Chapter 2: Setting Up EventPro Planner, Step 2: Status Codes.
Note that only certain users may have the rights to change the event status.
|
You would have set the event manager for the event when booking the event. To change the event manager, select Event Options | Set Event Manager. In the Set Event Manager dialog, select the new event manager from the User List and click OK.
“Event Managers” are those EventPro Planner users for whom the Show on Booking Calendar option has been selected. Review Chapter 2: Setting Up EventPro Planner, Step 4: Users, Create User.
Remember that only certain users may have the rights to alter event information.
|
| 1. | To change the lock level of the event, select Event Options | Set Lock Level. |
| 2. | In the Set Event Lock Level dialog, select the lock level to which you want to change the event and click OK. |
| a. | Open means the event has just been booked and details have not been confirmed. The event is still “open” to be worked on. |
| b. | Locked can be used to close an event to all staff members except those with the user rights to unlock it. The Locked level is used as a short-term way to prevent other users from modifying an event. |
| c. | A Finalized event has been approved by the client. All details have been confirmed and all contracts and deposits have been received. |
| d. | A Completed event is one that has taken place, and for which staff begin to finalize the charges. |
| e. | A Closed event has been invoiced and paid for, and is closed financially. If you want the event to be locked and archived for long-term, you set the lock level to Closed. |
| 3. | To review how you set up user right access to lock levels work, see Chapter 2: Setting Up EventPro Planner, Step 3: User Right Groups, Create User Right Groups. |
|
Exporting an event is like “checking out” the event from the program so that you can work on the event at home or another location, without needing the entire EventPro Planner database. While the event is exported, or “checked out”, it is locked in EventPro Planner and cannot be edited.
To export the event, select Event Options | Export. In the Browse for Folder window, select the folder to which you want to export the information and click OK. In the Confirm dialog, click Yes if you are sure you want to export the event. Three databases, representing the event, will be exported to the selected folder.
In EventPro Planner, the event will be flagged as Exported. If you attempt to change anything in the event in the program, the Information dialog will inform you that the event has been exported by a certain user on the relevant date.
|
After you have exported, or “checked out”, an event, you will eventually need to import the event back into EventPro Planner (i.e. check it back into the program).
To do so, find the event in the Event Maintenance screen and select Event Options | Import. You can only import events that have been flagged as "exported".
|
|
