Next Booking #: Enter the booking number with which you want EventPro to begin when assigning numbers to new events. If you already use booking numbers, you can set EventPro to assign the next number in the sequence. If you are not already using booking numbers, set the next booking number to 1.
2.
Booked From Time/Booked To Time: Set the times you want EventPro to use as defaults for a new booking. Remember, these times can easily be overridden for individual events and functions.
3.
Event Start Time/Event End Time: Set the event times you want EventPro to use as defaults when creating new events.
4.
Automatically assign events to user creating the booking: Check this box if you want EventPro to automatically assign the event to the person who booked it. Later, when assigning user rights (Step 10: User Rights), if you want to give a user the right to modify events assigned to him/her, you must ensure that you have checked this checkbox. Otherwise, the event will not be automatically assigned to the user, and he/she will not be able to modify the event (even if you intended that the user would modify events he/she created).
5.
Skip contract/deposit wizard page: Check this box if you do not want the Contract/Deposit Wizard page to appear when making a new booking.
6.
Default actual attendance to estimated attendance: Check this box if you want the Actual Attendance of an event to automatically default to the Estimated Attendance.
7.
Allow editing of charges for custom location rates codes only: Check this box if you only want to allow users to edit the "Custom" location rate, not any of the other rates that are used for an event location. Uncheck this box if you want to allow users to edit any location rate (that has not been locked). See Chapter 3: Event Maintenance, Modify Event Information: Detail Tab, Edit a Location to learn where this system setting will affect users.
8.
Check all items to copy when copying an event: Later, when you are booking events, you can choose to copy an existing event, including details like setup items, catering items, comments, discounts, etc. (See Chapter 2: Create a Booking, Creating a New Copy Booking). At one point in the booking process, there is a list of items from which you can select the items to copy. If you want all of the items to be selected by default (so that you don't have to manually select each checkbox every time), check the Check All Items to Copy... checkbox here. If you do not want any of the items pre-selected by default, leave this checkbox unselected.
9.
Report to print after new booking: From the drop-down list, select the report you would like to print after you have created a new booking.
10.
Count bookings of [x] hours or less as a half day: Enter the number of hours your organization defines as a half-day booking. The value you enter here will be used to compile reports on the number of days booked.
11.
Default Web Status: If you have purchased the EPWeb module, select the type of information (if any) you want visitors to see on your website: Hide; Event Dates & Times; Event Info; Event, Client Info; or Event, Client, Contact Info. The EPWebModule is an optional module in EventPro. If you have not purchased this module, you will not see the related tabs and screens. If you are interested in previewing or purchasing the EPWeb Module, please contact your nearest Sales Department.
12.
Refresh Rate (Seconds): Enter the rate in seconds at which you want EventPro to update the Booking Calendar with current information from all users. A refresh rate of once every 300 seconds is sufficient for most facilities. You can also manually refresh the Booking Calendar.
You have the option of defining 6 different roles that you can later assign to users for each event. Examples of roles could be “Catering Manager” and “Tech Manager”. These roles can later be used to facilitate communications, mail merge and reporting.
1.
Enter the names of roles, if required, in the fields labeled Role 1 through Role 6.
2.
If you want, you can select the default users that will fill the event roles. Using the drop-down list next to each role, select the user you would like to appear in this role by default. You can always select a different user for a role later when booking or editing an event. To learn how to create users, see Step 3: Users.
If you have purchased the EPWeb module, enter the default settings that will appear when an event is booked through the web.
1.
Online User: Use the drop-down list to select the default user who will book events on the web. You may want to create a special user for this option called “Web User” when entering your users at Step 3: Users.
2.
Online Status: Use the drop-down list to select the default status of events booked on the web. For example, you may want to create a special status for this option called “Web Hold” when entering statuses at Step 2: Statuses. Later, when a new event is entered on EPWeb with this designated Status, users set to receive web requests will receive a notification.
3.
The EPWebModule is an optional module in EventPro. If you have not purchased this module, you will not see the related tabs and screens. If you are interested in previewing or purchasing the EPWeb Module, please contact your nearest Sales Department.
