EventPro User Manual

Creating User Right Groups

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Creating User Right Groups

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Creating User Right Groups

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1.Select Setup | User Right Groups from EventPro’s main menu.
2.Click the New button in the upper right corner of the screen.  The Setup User Right Group [New] window appears.

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3.Under User Right Group, enter a name for the group.
4.There are two tabs under which you will define the rights for the user group: User Rights and Location Rights.
Click to Expand/Collapse TextUser Rights

Use the checkboxes to determine which rights the users in this group will have.  Remember that here you are creating a general set of rights that will apply to most of the users in this group; you can later customize the rights for an individual user.

1.Report Menu: Choose which types of reports, if any, this user right group will need to access.
2.File Menu: Determine whether you want this user right group to be able to access website requests, the EventPro License Update screen or the Change Password screen.
3.Access Setup: Determine whether you want this user right group to be able to access the setup of user rights, users, status codes, general lookup tables or letter/label templates.  Also, decide whether this user right group will have access to the setup of user defined fields, messages, taxes or system settings. You probably do not want every user to be able to enter and edit crucial information such as user rights and system settings.
4.Location Setup: Choose whether you want this user right group to be able to access the setup of locations, location rates and location restrictions.
5.Resource Setup: Decide whether you want this user right group to able to access the setup of resource items, catering, beverage and package configuration, and floor plan objects.
6.Access Utilities: Determine which utilities – such as event recalculation, purge messages, spell check setup, etc. – this user right group will be able to access.
7.Access Company/Contact: Decide whether this user right group will have access to Companies/Contacts, and if so, whether this group can create, modify or delete companies or contacts.  Note that if you allow the group to create, modify or delete, the Access checkbox is automatically selected (as you obviously need access in order to create, modify and delete).
8.Access Accounting: Determine whether the user right group will have access to invoices and payments, and if so, whether they can create, modify, void, etc. Note that if you allow the group to create, modify, void, etc., the Access checkbox is automatically selected.
9.Access Booking: Choose whether the user right group has access to bookings and whether they can create bookings.  If the group can create bookings, the Access checkbox will be automatically selected.
10.Access Events: Decide whether this user right group will be able to access events, and if so, whether they will be able to delete and/or assign events.  You can also choose whether this user group can "Accept Full Conflicts"; checking this checkbox allows users to accept full conflicts when booking locations.  Typically, you would not want to check this box, as it allows users to book fully conflicting events over top of one another, which can later cause confusion.
11.Modify Events: Check this box if you want the user right group to be able to modify events.  
a.Note that you can only choose one of Modify All Events and Modify Assigned Events Only.
b.From the various other checkboxes, choose what you want the user right group to be able to modify about an event: locations, staffing items, packages, etc.
12.Set Lock Level and Locked Events: Later, when you create events, you will be able to set the lock level for each of them.
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. Catering, setup, staffing and attendance have been confirmed. 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 as Closed.  A Warning dialog will appear if you try to close an event with an outstanding balance.
f.To prevent events from being tampered with, you can determine who has access to certain lock levels and who can change the lock levels of events. For example, you may not want just any user to be able to unlock locked events or re-open closed events.  Therefore, you will want to limit who can set the lock level to Open and who can reopen closed events.
g.You may also want to create a hierarchy based on ability to set lock levels.  For example, a certain user right group may be able to set the event lock level to Finalized, but cannot set it forward to Completed or back to Open.  The next user right group may be able to set the event lock level to Completed, but cannot set it back to Open or Finalized.
h.You will probably also want to limit the number of users who can modify events once they are finalized or completed.  Again, you can use the checkboxes to create a hierarchy of rights.  Perhaps the users who can set the lock level as Finalized cannot modify a finalized event.  The users who can set the lock level to Completed can modify a finalized event, but once they set the event to Completed, they cannot make further modifications.  In this way, you can ensure that events move through the chain of command without being in the care of several different groups of users at the same time.
13.Access Accommodations: Check this box if you want the user right group to be able to access accommodations
14.Access Enquiries: Check this box if you want the user right group to be able to access enquiries.
15.Modify Enquiries: Determine if you want to give the user right group the ability to modify, create and/or delete enquiries.  Note that if the users can create and/or delete enquiries, the Access checkbox will automatically fill in. Note that you can only choose one of Modify All Enquiries and Modify Assigned Enquiries Only.
16.View All Actions: Check this box if you want the user right group to be able to view all actions.
17.Event Status Rights: You created these Statuses back at Step 2: Status Codes.  Now for each status, you can choose whether the user right group can Change an event to this status, Modify an event of this status or Delete an event of this status.
a.Note that if you create a new status after you have set up all of the user rights, no one will have user rights to that new status.  You will have to return to this section of the set up procedure and assign the rights to the new status to the appropriate users.
b.Therefore, it is ideal to set up all of your statuses at the beginning of the setup procedure.
18.Cost Price Rights: For items under Location, Setup, Staffing, Catering, Beverage, Package, and Miscellaneous, determine whether the user right group will be able to view and/or edit the cost/price.  Note that if you want the users to be able to edit the cost and/or price, the view box will be automatically checked (as you obviously need to be able to view a figure in order to change it).
Click to Expand/Collapse TextLocation Rights

Click on the Location Rights tab and select the location rights for this user right group.  Again, remember that you are creating a general set of rights that will apply to most of the users in this group; you can later customize the rights for an individual user.

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1.Full Access to all Locations: Select this check box if you want to give the user right group access to all locations.
2.In the left selection grid of the window, the Location Groups will appear in a selection tree with the individual Locations arranged underneath the appropriate groups.

Note that if you create a new location group or location after you have set up all of the user rights, no one will have user rights to that new location group or location.  You will have to return to this section of the set up procedure and assign the rights to the new location group or location to the appropriate users.  Therefore, it is ideal to set up all of your location groups and locations at the beginning of the setup procedure.

3.In the left selection grid, select the Location Group(s) and/or Location(s) you want the user right group to be able to access.
a.If you check the box next to a Location Group, the settings you select in the right grid will apply to all of the rooms in the selection grid.
b.If you select an individual location or locations, the settings you select in the right grid will apply only to the selected rooms.
c.If you do not give a user right group access to certain location groups or locations, those location groups or locations will not even appear on the users’ booking calendars.
4.In the right selection grid, use the checkboxes to determine the rights of the user right group.
a.Main Rights:
i.Calendar View: Check this checkbox if you want the user right group to be able to see the location group(s) or location(s) on the Booking Calendar.
ii.View: Check this checkbox if you want the user right group to be able to view events containing the selected location(s) in the Event Maintenance screen.  Users can only see the events that contain locations to which they have viewing rights.

Note, however, that if an event has one location which the user is allowed to view, even if the user does not have viewing rights to any other locations in the event, that user will still be able to view that event; in other words, a user can see an entire event even if they only have viewing rights to one location in the event.

Also note that this location viewing right is respected throughout EventPro: Lobby Display, Web Bookings, Reports, Event Navigation and Find, Enquiries, Actions, Communications and Accommodations attached to events.  For example, a user will not be able to see an Enquiry linked to an Event that the user cannot view because he/she does not have sufficient location viewing rights.

iii.Create, Modify, Delete: Use the checkboxes to indicate whether you want the group to be able to create, modify or delete the location.  Note that if you select Create, the Modify checkbox will automatically be checked.
b.Status Rights: You created these Statuses back at Step 2 of setup. Now for each status, you can choose whether the user right group can Change a booked location to this status, Modify a booked location of this status or Delete a booked location of this status.
5.When you have determined all the user rights for this User Right Group, click Save.