Feedback on: EventPro User Manual - Event CategoriesCH1_Step4_Event_CategoriesChapter 1: Setting Up EventPro > Step 4: General Lookup Tables > Event Categories /Dear EventPro Documentation Department,
Event Categories
Event Categories not only allow you to categorize various events for your record-keeping, but they also function as templates in which you can enter the Actions that typically need to be performed and the Attendees that typically attend. Also, you can enter an Account Override Group, which is a set of account codes for the event that will override any codes set for the relevant items.
When you classify a new event under a certain event category, the selected actions and attendee types will be entered by default. By reducing the amount of information that must be entered each time an event is booked, Event Categories save time and can greatly increase your efficiency.
There are two sections to the EventCategories screen.
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The top selection grid will contain a list of your Event Categories.
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The bottom section contains three tabs – Event Sub-Categories, Event Category Actions and Attendee Types – belonging to the event category highlighted in the top selection grid.
First, you will create your Event Categories. Then, under each category, you can create Event Sub-Categories, Event Category Actions and Attendee Types.
Select Setup | General Lookup Tables from EventPro's main menu.
2.
From the drop-down list in the top left corner, select Event Categories.
3.
Click the New button in the upper right corner of the top selection grid. The Event Category [New] window appears.
4.
Enter the name of the Event Category. You can enter a longer Description if you like, or have the description the same as the category.
5.
In the field labeled Account Suffix, type a letter or letters to represent the new category when attaching it to an account code. If you are not using EventPro for detailed accounting purposes, you can skip this step.
6.
If you want to apply an Account Override Group to this category, you can select the account group from the drop-down list. This is not necessary in every situation. You only need to use an override account group if you want to override the regular item account codes for this category of event. To create these account groups in the lookup tables, see Override Account Groups.
7.
Click Save. Continue adding as many event categories as you think you will need.
Next, under the Event Category Actions Tab, you can add the types of Actions that typically need to be performed for this Event Category. When you later book an event of this category, EventPro will automatically create the Actions and place them in the event’s Action tab in the Event Maintenance screen.
Remember that these actions are in addition to the actions you already marked as Auto Add to All Eventsabove. If the action is marked as Auto Add to All Events and added to the Event Category Actions, the action will appear twice for events of that category. For more information about actions, see Chapter 11: Actions.
1.
In the top selection grid, click to highlight the Category to which you want to add Actions. Click on the Event Category Actions tab in the bottom section.
2.
Click the New button to the right of the bottom selection grid. The Event Category Action [New] window appears.
3.
You can select from your Standard Action list or create a New Action specific to this Event Category. If you create an entirely new action, it will only be added to this specific Event Category, and not to the Standard Actions list. If you want the Action to be available through the Standard Actions list, you have to go back to Setup | General Lookup Tables, select Actions from the drop-down list, and create the Action from there.
a.
To use a Standard Action, click the Select Standard Action button and choose an action from the list. The fields will be set to those you selected or filled in previously under Setup | General Lookup Tables | Actions.
b.
To create a New Action for this Event Category, fill in the fields in the Event Category Action [New] window, following the same instructions for adding a new Action above under General Lookup Tables: Actions.
4.
Click Save. Continue adding as many actions as you want for this action category.
Finally, under the Attendee Types Tab of Event Categories, you can indicate the types of people likely to attend each category of event. Each event category will likely attract different types of people. For instance, in a “Convention” category, you may want to create entries identifying “Physicians,” “Sales Reps” or “Small Business Owners.” If you use EventPro to manage your own internal events, you may choose to identify types such as “Management” or “Front Line Staff.”
Please note that the Attendee Module 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 Attendee Module, please contact your nearest Sales Department.
1.
In the top selection grid, click to highlight the Category for which you want to define Attendee Types. Click on the Attendee Types tab in the bottom section.
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Click on the New button to the right of the bottom selection grid.
3.
In the Setup Event Category Attendee Type [New] window, select the Attendee Type from the drop-down list.
4.
Unlike Event Category Actions, you can only select Attendees Types from the list you created earlier under Setup | General Lookup Tables | Attendee Types. If the Attendees types you want are not in the list, you can always return to Setup | General Lookup Tables | Attendee Types to add more.
5.
If you want certain Attendee Types to be available for an event, ensure that you add the applicable Types under this tab for the Category before booking the event, and that you select the applicable Category when booking the event. See Chapter 5: Attendees for more information.
6.
Select a number for the Sort Order. This determines the order in which attendee types appear.
7.
The Classification of the Attendee Type – Presenter, Exhibitor, Sponsor, Advertiser – defaults to your original selection and cannot be changed here.
