EventPro User Manual

Select Booking Calendar Preferences

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Select Booking Calendar Preferences

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Select Booking Calendar Preferences

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Before you begin to book events, you will need to select your personal screen preferences. Each user of EventPro may customize the screen to suit his or her personal working style.

Click the Booking Calendar button located in the upper left corner of the EventPro Screen.  In the Booking Calendar, select Preferences from the Button bar.

The Booking Grid Preferences window appears.  Make your selections under General, Month/Week View and Day View.

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hmtoggle_arrow1General
1.Show Event Information Pop-ups: Check this box if you want Location View and Cell View Pop-ups to show as you move your mouse over locations/events.  See the overview of Location and Cell Pop-Ups above in Booking Calendar Overview.  Many people find the information summaries useful, but some find it distracting.
2.Show Canceled Events: You may prefer not to show canceled events onscreen. If you want EventPro to display them, check the box.
3.Disable “Best Fit Rows” when viewing all location groups: “Best Fit” forces EventPro to fit all locations into the available space so that scrolling becomes unnecessary. This becomes impractical with a large number of locations, since the cells become too small.  If you will be viewing a large number of locations under All Locations Groups, check this box to prevent EventPro from forcing them all onto a single screen.
4.Use “Hatching” for related location bookings: Check this box if you would like to use cross-hatching to indicate related location bookings.
a.This allows you to distinguish between locations that are actually booked, and locations that become unavailable because of bookings in related locations.
b.For example, if you have a Full Salon that can be divided into Salon A and Salon B, and an event is booked in Salon A all day (making the Full Salon unavailable), the Full Salon cell will be cross-hatched as well as filled with the same color as the Salon A booking.
5.Use “Hatching” for free time area in cell when cell only partially filled: Check this box if you want to use cross-hatching to indicate the free time area of a partially-colored cell, e.g. if a cell contains a morning or afternoon/evening booking only.
6.Fill cells in direct proportion to time booked:  Generally, a cell will be entirely filled if the event begins before Noon and ends after Noon.  The cells will be half-filled for the morning if the entire event starts and finishes before Noon, and half-filled for the afternoon/evening if the event starts or ends after Noon.  So, for example, an event occurring from 11:30 AM to 12:30 PM. will fill up an entire cell, while an event occurring from 12:30 PM to 7:00 PM will only fill the right half of the cell.  If you prefer, check this box to view a more detailed grid, in which the cells are filled in direct proportion to the time booked. So, using our example above (with view hours set from 12:00 AM to 12:00 AM – see next point), the 11:30 AM to 12:30 PM event will fill in a narrow strip down the middle of the cell, while the 12:30 PM to 7:00 PM event will fill in a larger proportion of the right half of the cell.
7.Proportional View Hour From:  If you check the above box to have the cells proportionally filled, enter the hours during which you want the proportional view to apply. If you want to see the proportional view for the whole day, enter 12:00 AM to 12:00 AM.
8.Default Location Group: You defined these Location groups earlier under Setup | Location | Locations during the Setup process.  If more than one location group is available, this is where you can choose which one will appear every time you go to the Booking Calendar.   If you choose <CURRENT EVENT>, the Booking Calendar will show the location group of the last event you viewed.  If you select a specific location group, the Booking Calendar will show that group every time you go to the calendar, regardless of what event you viewed last.
9.Default Grid View: Although you will always be able to select different views using the drop-down list in the top right corner of your screen, this is where you can choose the default calendar view.
10.Default Dbl Click Action: Under Standard Action, when you double click on an empty cell, the New Booking window will appear, but when you double click on a filled cell, you will go to the Event Maintenance screen for that event.  However, if you select Always Create New Event, the New Booking window will appear whether you double click on an empty cell or a filled cell.
11.Default Year View Location: If you select Year view as the default Booking Calendar view, you will also need to select a default location, since EventPro cannot show all available locations in this view.  You will, of course, be able to work with other locations during a session, but this will be the default location when you launch EventPro.
12.Location Column Width: Enter a width, in pixels, for the Locations column on the left side of the screen. You may have to experiment until you find the column width that works best.
13.Location Column Field: Choose whether you want the names of the locations appearing in the Locations column to be the Codes or Descriptions.  You entered the Location codes and descriptions earlier under Setup | Location | Locations during the Setup process.
14.Year View Font Size: Choose the font size for the year view.
15.Display Text in Grid Cells: Choose the information you want to see in the cells: e.g. “None”, “Booking #, Event Start, Event End”, “Event Name, Function Name”, etc.
16.Export Data Folder: Enter the directory you want to use when exporting event data from the booking calendar grid to a CSV file.  See Booking Calendar Overview: Button Bar, Export Data above.
hmtoggle_arrow1Month/Week View

This is where you will decide the best way to operate your Booking Calendar when using the Month or Week views.

Ideally, you want to be able to see all of your locations and all the days of the month on a single screen without having to scroll down or sideways.

1.Check Best Fit Rows and Best Fit Columns to have EventPro fit all locations into the available space, expanding or compressing as necessary.
a.Uncheck the boxes to manually select a minimum row height and a minimum column width in pixels. Experiment to find the optimum size.
b.If you are unable to see the text displayed in each cell on the Booking Calendar, you can uncheck Best Fit Columns and increase the width of the columns.
2.Month View Font Size and Week View Font Size: Choose a font size for the month view and week view.
hmtoggle_arrow1Day View

Here, you can choose the best way to operate your Booking Calendar when using the Day view.

1.Check Best Fit Rows and Best Fit Columns to have EventPro fit all locations into the available space, expanding or compressing as necessary.
a.Uncheck the boxes to manually select a minimum row height and a minimum column width in pixels. Experiment to find the optimum size.
b.If you are unable to see the text displayed in each cell on the Booking Calendar, you can uncheck Best Fit Columns and increase the width of the columns.
2.Hour From: Enter the earliest time you want to see on your Booking Calendar.
3.Hour To: Enter the latest time you want to see on your Booking Calendar.  Note that the Day View is a view of one day, not a 24-hour period.  If you book events that span midnight, you should set your Hours from 12 AM to 12AM.
4.Hour Division: Select whether cells on the grid show 15-minute (1/4), half-hourly (1/2) or hourly increments (1).  Fifteen-minute increments in the Hour Division section tend to yield very small cells. Hourly increments are standard.
5.Day View Font Size: Choose a font size for the day view.

Click OK in the lower left corner when you have finished making your selections.