EventPro User Manual

Accommodations Calendar

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Accommodations Calendar

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Accommodations Calendar

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The calendar view is only available in the Accommodations screen.

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hmtoggle_arrow1Change View, Dates, Location and Group

You can change the view according to what you would like to see.

1.In the upper right corner, select Year, Month or Week from the View drop-down list.
2.In the upper left corner, choose the appropriate Year, Month, Date and/or Room (depending on the view you are in).
3.From the Room Group drop-down list, choose the group of rooms you want to view in the calendar or select <ALL> to view all room groups in the calendar.
4.From the Location drop-down list, choose the room Location you want to view in the calendar.  You may only have one Location for your Accommodation Rooms.

You can also toggle between viewing all rooms and just one.  In the far left column, hover the mouse pointer over the cells containing the room codes. The + magnifying glass will appear, indicating that you can zoom into one room.  Click to zoom in, and the - magnifying glass appears.  Click again to zoom back out.
hmtoggle_arrow1Accommodation Information Pop-Ups

If you place your mouse pointer over the room code cells in the far left column of the calendar, an information pop-up describes the Group and Room.  If no pop-ups appear as you move your mouse across the screen, you will need to activate them when setting your Calendar Preferences (see below).

If you place your mouse pointer over a cell representing a reservation, an information pop-up describes the Reservation #, number of Nights, Adults and Children, Comments, Occupants and Company.

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hmtoggle_arrow1Color Coding

The Accommodations Calendar is color coded so that you can easily identify the availability of rooms and the status of reservations.

You choose the colors you want to use in System Settings.  See Chapter 1: Setting Up EventPro, Step 1: System Settings, Accommodations.

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For example, this sample screenshot displays the following color-coded scheme:

1.Green headers indicate that all the rooms are open. The number in the cell indicates how many rooms are available.
2.Yellow headers indicate that some rooms are open.  The number in the cell indicates the number of rooms still available.
3.Red headers indicate that all the rooms in the room group are reserved.
4.Cells containing reservations in the calendar will be blue if Assigned and Awaiting Arrival.
5.Cells containing reservations in the calendar will be green if Checked In.
6.Cells containing reservations in the calendar will be orange if Checked Out.
hmtoggle_arrow1Selection Grid

Just above the calendar grid, there is a selection grid with several columns: Reservation #, Check In, Check Out, Company Name, etc.  If you click on a cell containing a reservation, information about the reservation will appear in the Selection Grid above the calendar.

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To sort the entries in the selection grid, click on the column header by which you want to sort them.  For more ways of sorting selection grids, see Introduction to EventPro: Common Functions, Sorting Lists.

hmtoggle_arrow1Calendar Preferences
1.To set your calendar preferences, click the Preferences button above the calendar.

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2.Check Show Accommodation Information Pop-ups if you want to see the informational pop-ups.
3.If you want to Hide Rooms and view only the Room Group headers, select this checkbox.  
4.Check the box if you want to Disable “Best Fit Rows” when Viewing All Room Groups.
5.Choose the Default Room Group, Default Grid View and Default Year View Room from the drop-down lists.
6.Enter the Room Column Width.
7.To Best Fit Rows and Best Fit Columns, check the appropriate boxes.  If you want to set the row height and column width, uncheck the boxes and enter the height or width in pixels.
hmtoggle_arrow1Edit Setup Room Comments
1.To edit Setup Room Comments directly from the calendar, right-click on the Room Code cell in the far left column, and select Edit Comments.
2.The Word Processor will open and you can edit the room comments as required.
3.Save your changes and close the Word Processor.
4.The edited comments for that room will also be saved back in Accommodations Setup (see Creating Rooms above).
hmtoggle_arrow1Go to Reservation

If you double click on a reservation in the Accommodations Calendar, you will go to the reservation in the Single Reservation or Reservation List tab of the Accommodations screen, depending on what you chose in System Settings (see Chapter 1: Setting Up EventPro, Step 1: System Settings, General: Default Tabs).