Whenever you view an event on the Booking Calendar, or individual locations on selection grids throughout EventPro, you will be able to easily identify their current status with your color-coded status codes. Event Status Codes help personnel within your organization communicate with each other and function at maximum efficiency. They are also the key to preventing booking errors. For these reasons, and because they will trigger actions and messages, it is important to think carefully about how Event Statuses will work in the context of your facility’s operation.

To learn how to book events, see 2: Create a Booking.  To learn how to organize and manage elements within an event, see 3: Event Maintenance.

1.Select Setup | Status Codes from EventPro’s main menu.

2.In the drop-down list in the top left corner of the Status Codes screen, select Event.

3.Click the New button to the right of the selection grid.

4.The Status [New] window appears.

5.Enter the name of each Event status. Examples include “Confirmed”, “First Hold”, “Second Hold”, “Third Hold” and “Cancelled”.

6.Select a color to represent this status code.  Click the Text button to select a text color, and the Back button to select a background color. The Color window opens. If you want to create a custom color, click the Define Custom Colors button.  When you have selected the color you want, click OK to return to the Status [New] window

7.If you have purchased EP WebSuite, you can check the Show on Web box if you want to show events with this status level on your website.

a.The EP WebSuite is an optional application for EventPro.  If you have not purchased this application, you will not see the related tabs and screens.

b.If you are interested in previewing or purchasing EP WebSuite, please contact your nearest Sales Department.

8.In the Type drop-down list, select the type of status for the code you have named.

a.Confirmed is the highest level of status. Bear in mind that your facility may need more than one “Confirmed” status. For example, you may want to name one status “Confirmed with catering,” and another status “Confirmed, no catering”.  The Type of both statuses will still be Confirmed.

b.Likewise, with the Cancelled type (the lowest level of status) you may want EventPro to indicate why the booking was cancelled. You might choose to call one level “Cancelled,” and another “Cancelled: Competitor.” In both cases, the Status Type would still be Cancelled.

c.Note that if you later set an event to the status of Cancelled (with the Status Type of “Cancelled”), it will cause the event details to be removed from the Event Maintenance screen.  Therefore, if you want to retain information about certain cancelled events, you may want to create another status named “Cancelled: Keep Records” that actually has the Type defined as “Other”.

d.For other Event Statuses, such as a “Tentative”, select Other from the drop-down list.

9.Select a number with the Item # spin arrows.  These numbers determine the order in which the statuses are displayed in the list.

10.Conflict Level is another key field. This is where you will tell EventPro how to handle conflicts. For each status code you have named, choose one of the following options:

a.Full: If an event conflict level is set as “Full”, you will not be able to book a conflicting event.  Once an event with a “Full” conflict level setting is in a time slot, nothing else can use that time slot (except for an event with the “Ignore” conflict level – see below).  This is a very restrictive setting, so we recommend that you use “Full” for confirmed events only.

b.Different: If an event conflict level is set as “Different”, you can book a conflicting event if the conflict level of that second event is also “Different” and it has a different status code.  For instance, you would be able to book a First Hold/Different event that conflicts with a Second Hold/Different event.  EventPro would still trigger a conflict warning but you would be able to ignore it.  Remember, however, that an event with a conflict level of “Different” cannot be booked in conflict with a “Full” event.

c.Warn: If an event conflict level is set as “Warn”, EventPro will warn you of any booking conflict, but will not prevent the booking. This conflict level is often used for status codes indicating tentative bookings, or bookings in progress.

d.Ignore: Events with this conflict level do not conflict with any other event and will not be considered when EventPro performs a conflict check.  This conflict level is usually used for cancelled events. This way, you can book a new event over the cancelled event without triggering a warning.

11.When you are done creating the status code, click Save.