The Booking Calendar, a graphical representation of locations and dates, is the first screen you will see when you begin the process of booking an Event.

Much of what you see here will have been defined (customized for your facility) during the Setup process. Whenever you create a new Event or want to view available locations, you will interact extensively with this grid by selecting the appropriate cells.

An “Event” is a collection of “Functions” (which may be booked in different locations at different times) grouped under the same booking number. For example, a wedding is one event, but may include three functions in three different locations: a rehearsal supper, a wedding reception and dance, and a gift opening.

A cell is any one of the individual boxes on the booking calendar. The status colors you see were defined during the setup process and reflect any bookings or restrictions. Each cell displays the booking number, event name, and company name.  Each cell can also display multiple bookings and restrictions.

Locations are listed to the left of the Booking Calendar. As you move your mouse over the location listings, the cursor becomes a magnifying glass. Click once to enlarge the row height of the location, and once again to revert to the original setting.

The Booking Calendar can be altered to show four different views.  In the View drop-down box in the upper right corner of the screen, choose whether you want to view the calendar by Year, Month, Week or Day.

Year

Month

Week

Day

The Location Group drop-down list remains available in each calendar view. Selecting a location group tells EventPro which locations to show on the Booking Calendar.

Location groups (defined during the Setup process) allow your facility to categorize locations. For example, you may have placed all dining locations in one group, all ballroom locations in another and all meeting rooms in a third. Alternatively, you may have separated main floor locations from mezzanine locations. Very large facilities may choose to group their various buildings under separate headings.

You may select <All> from the Location Group drop-down list to display all groups at once, but in the case of larger facilities, it may not be feasible to show all locations on a single screen. Doing so may result in time-consuming scrolling and searching.

If you cannot see certain locations in the calendar or cannot select certain Location Groups from the drop-down list, check your User Rights.  Under your Location Rights, there is a Calendar View options for each location group and location.  If this Calendar View is not checked for the location group or location, you will not be able to view the location group or location on the calendar.  For more information, refer to Chapter 1: Setting Up EventPro, Step 10: User Rights, Creating User Right Groups and Assigning User Rights to Users.

These are information summaries that pop up as you move your mouse across the Booking Calendar. They reveal information relevant to each location and event.

The Location pop-up will display the Location Code, Description, Group, Dimensions, Setup Types and Features of the location.

The Event pop-up will display information such as Booking #, Event Name, Event Category and Sub Category, Status, Lock Level and other information.

If no pop-ups appear as you move your mouse across the screen, you will need to activate them when setting your Preferences.  See Select Preferences below.

Above the Booking Calendar, is the Selection Grid. When you select a cell in the Booking Calendar, the details of each associated event appear in the Selection Grid.  The Selection Grid lets you quickly view the status of each event, the event name, the company’s name and phone numbers, the booked location times, the event start and end times, etc.  Scroll to the right to see all of the available information.

Once you have created a booking, you can use the Selection Grid to review the event details and make any basic alterations before moving on to the Event Screen.

You can alter the organization of the Selection Grid by following the instructions for Selection Grids in the Introduction.

Arranged above the Selection Grid, these buttons allow you quick and easy access to settings and tasks:

As you move your mouse across the Booking Calendar, notice how the information in the Status Bar along the lower edge of your screen changes to reflect the information at the position of the cursor.