EventPro User Manual

Adding Users

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Adding Users

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Adding Users

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1.Select Setup | Users from EventPro's main menu.  The Setup Users screen opens.

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2.Click the New button on the right side of the screen.  The User [New] window appears.
3.There are five tabs in the User [New] window: Personal Information, Login Information, User Rights, Groups and Email.
Click to expand/collapse textPersonal Information

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1.Enter a User Code for the new user. The user code is an abbreviation used to notify other staff members when a new booking is made, who made it and who is responsible for customers, actions and other aspects of the event management process. Many facilities choose the user’s initials, for example.
2.In the remaining fields, enter contact information for the new user, including names, address, phone, etc.
3.Close Report Dialogs after Printing: Check this box if you want the Report Dialogs to close after printing.
4.Prompt for “Add Another”: Check this box if you want the “Add Another” prompt to pop up every time you enter a new record.
5.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 so that certain User Codes do not appear in the “Assigned To” drop-down list of the Actions screen.
6.Action/Message/Web Request Check Interval: Enter the frequency with which you want EventPro to notify the user of any actions, messages and web requests.
a.Note that the more frequently you ask EventPro to check for actions and messages, the more you will tie up system resources and distract the user with alerts.  We recommend intervals of between 10 to 60 minutes for Messages, and 2 to 4 hours for Actions.  To deactivate any of these checks, set the value to 0 (zero).
b.If you choose to use your email program for messages (rather than EventPro's internal messaging system), you do not have to set EventPro's message check interval.  For more information about messaging, see Chapter 13: Messaging.
7.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.  Users that have been disabled will be highlighted red in the Setup Users screen.
Click to expand/collapse textLogin Information

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1.Username: Enter a user name that will be used for logging in. This can be, for example, the user’s given name or the first initial and last name together.
2.Password and Verification: Enter a password for the new user and re-enter the password to confirm it.
3.Users may change their passwords later by selecting File | Change Password from EventPro's main menu.
Click to expand/collapse textUser Rights

This tab should be dealt with at the end of setup.  See Step 10: User Rights.
Click to expand/collapse textGroups

Creating Groups allows you to send messages and assign actions to an entire group of users at the same time. Here, you will create user groups necessary to your facility, such as “Setup” or “Catering”, and decide who belongs to which group. Each user may belong to as many groups as necessary. Groups you create now (as you are entering information for the current new user) will be available in the future when entering 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 as you add new users.

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1.To begin creating groups, click the New Group button located between the Assigned Groups and All Groups grids. The User Group [New] window appears.
a.Enter the name or abbreviation of the group you are creating in the User Group field.
b.Enter a description, or the new group’s full name, in the field titled Description.
c.For instance, you might wish to create a group named “Setup,” and describe it as “Setup Staff.”
d.Click Save. EventPro asks if you would like to add another group. Click Yes if you would like to continue adding groups, otherwise click No.
e.You can edit or delete the groups by clicking the Edit Group and Delete Group buttons.
2.Once you have created as many groups as you think you need, you can assign the new user to the correct groups.
a.In the right-hand All Groups grid, select the group to which you want the user to belong.
b.Click the <Assign button to add the user to that group. The list of groups the user belongs to will appear in the Assigned Groups grid on the left.
c.Continue selecting other Groups and clicking the <Assign button until you have assigned the user to all the necessary groups.
d.If you want to assign the user to all groups click the <<Assign All button.
e.To remove the user from all groups, click the >> Unassign All button.
Click to expand/collapse textEmail

This tab should also be dealt with at the end of setup.  See Step 11: User Email Settings.
4.When you have entered all the information you need for this user, click Save.
5.Repeat the process until you have created a record for each staff member who will use EventPro.