You can use the New Copy Booking option to create a booking that copies the details of a previous successful event. After selecting the booking to copy, you can change the date, company/contact information, event name and any other information to customize the new booking. Copying a previous booking will save you from having to repeatedly enter similar information about discounts, contract notes and resource items.
You may find it convenient to use this option to create event booking “templates”. If your facility hosts many events of a similar nature, you can create a generic booking in which you can enter the standard requirements for a certain kind of event. When booking a new event of that type, you can simply copy your generic “template” booking and customize as necessary.
1.Click the Booking Calendar button located in the upper left corner of the EventPro Screen. The Booking Calendar will display the default view you chose when setting your Preferences above.
2.Make sure the date and location group settings are correct at the top of the screen. Make any necessary changes.
3.There is no need to select any particular cells. When you copy an event, you will be copying the location, times and number of days from the original event. You can edit the location, times and days later in the final screen of the New Booking wizard.
4.Click Event | New – Copy from the Button bar, or right-click and select New – Copy.
5.The Booking Wizard appears, as with a regular booking, but the first screen will be different this time. Rather than asking for company and contact information first, this wizard will begin by asking for the event you want to copy.
6.In the Booking Wizard window, find the event you want to copy. To review how to search in Find window, go to Introduction: Common Functions, Finding a Record. Click to highlight the event you want to copy and click Next in the bottom right corner.
7.In the next screen, choose the New Event Start Date for your new booking from the drop-down calendar. Remember that your new booking will still have the same number of days and same times as the original event. You can change these later in the last page of the New Booking wizard.
8.Under Select Items to Copy, check the boxes of the options you want to copy from the previous event, if any.
a.If you want the retain the Location and/or Resource Prices from the event you are copying, check the Retain Copied Event Location Prices and/or Retain Copied Event Resources Prices checkboxes. If you do not check these boxes, EventPro will default to the setup prices for the resource items, reflecting any changes in effective date pricing.
b.If you want to Retain Copied Event Location Attendance, select the checkbox.
i.If you want to Retain Copied Event Location Status, select the checkbox. The locations will keep the statuses they had in the original event when copied to this new event.
ii.If you want to set the status of the new event's locations to something else, select the Set All Copied Location's Status To checkbox and choose an option from the drop-down. The status codes in this drop-down are generated from the Event Status Codes in setup.
iii.If you do not select either Location Status option - Retain Copied or Set All - then all of the locations of the new-copy event will be set to the status of the original event you are copying. This may have the same effect as choosing the "Retain Copied Event Location Status" option above, or it may be different if, for example, the original event locations had various different statuses, and they will all be changed to the same status now.
10.When you have selected all the options you need from this screen, click Next.
11.The following screens of this New Booking wizard are the same as the screens for a normal booking. Review Creating a New Booking above. Any information you chose to copy from the previous booking will be entered as defaults in the appropriate fields.
12.Some of the fields, such as Status and Event Category, will default according to the event you copied. You can make any changes you like as you move through the New Booking wizard. In particular, remember that your new booking will have the same location as the original booking you copied, so if you want a different location, you can change it later in the New Booking wizard.