EventPro User Manual

What's New in Help

How to Use the Online Manual

Introduction to EventPro

Contacting Us

Minimum Requirements

Download the Software

Install Standard Edition as New Installation

Update Previous Version of Standard

Install Enterprise Edition as New Installation

Update Previous Version of Enterprise

Running EventPro for the First Time

Updating Your EventPro License

What Version am I Running and What is my User ID?

View Software Updates

Set EventPro Shortcut Parameters

Logout and Exit Program

Selecting a Database

Common Functions

Main Menu and Header Buttons

Edit, View and Delete

Pop-Up Menus for Rich Text Notes and Comments

Linked Criteria with Attendees, Exhibitors, Companies and Contacts

Advanced Filter Criteria

Chapter 1: Setting Up EventPro

Step 1: System Settings

Editing System Settings

Step 2: Status Codes

Accommodation Restrictions

Editing, Viewing and Deleting Status Codes

Step 3: Users

Adding Users

Editing, Viewing and Deleting Users

Step 4: General Lookup Tables

Communication Methods

Communication References

Override Account Groups

Payment Types

Phone Types

Product Category

Edit, View or Delete General Lookup Tables

Step 5: Taxes

Define and Adjust Taxes

Editing, Viewing and Deleting Taxes

Step 6: Company/Contact

Company/Contact Screen

Standardizing Data Entry for Companies and Contacts

Entering a New Company

Entering a New Contact

Editing, Viewing or Deleting Company/Contact Information

Step 7: Rate Codes

Accommodation Rate Codes

Attendee Function Rate Codes

Attendee Registration Rate Codes

Exhibitor Booth Rate Codes

Exhibitor Registration Rate Code

Location Rate Codes

Step 8: Locations

Creating Location Groups and Locations

Location Details

Editing, Viewing and Deleting Locations

Moving Locations between Location Groups

Applying Location Rates to Locations

Copying Rates to Locations

How Location Rates are Applied

Editing, Viewing and Deleting Location Rates

Group/Global Restrictions

Step 9: Resources

Standardizing Data Entry

Effective Dates for Resources

Updating Events in an Effective Date

Setup Resource Items

Staffing Resource Items

Catering Resource Items and Configurations

Adding Catering Items to Resources

Editing, Updating, Viewing and Deleting Catering Items

Effective Dates for Catering Configurations

Creating Catering Configuration Groups

Creating Catering Configurations

Copying Catering Configurations

Editing Catering Configurations

Viewing Catering Configurations

Deleting Catering Configurations

Beverage Resource Items and Configurations

Adding Beverage Items to Resources

Editing, Updating, Viewing and Deleting Beverage Items

Effective Dates for Beverage Configurations

Creating Beverage Configuration Groups

Creating Beverage Configurations

Copying Beverage Configurations

Editing Beverage Configurations

Viewing Beverage Configurations

Deleting Beverage Configurations

Miscellaneous Resource Items

Adding Images to Resource Items

Copying Resource Sub-Groups and Categories

Copying Resource Items

Updating Resource Items (Cost/Price/Availability for Sub-Group or Category)

Export/Import Resource Items

Finding Resource Items

Editing Resource Items

Moving Resource Items

Viewing Resource Items

Deleting Resource Items

Package Configuration

Creating Package Configurations

Adding Package Items to Packages

Editing, Viewing or Deleting Package Configurations

Floor Plan Objects

Step 10: User Rights

Creating User Right Groups

Editing, Viewing and Deleting User Right Groups

Assigning User Rights to Users

Step 11: User Email Settings

Step 12: User Fields

Chapter 2: Create a Booking

Booking Calendar Overview

Select Booking Calendar Preferences

Set Restrictions (Location or Group/Global)

Creating a New Booking

Select Location, Dates and Times

Begin Booking Wizard

Company/Contact Information

Select Enquiry Option

Event Information

Enter/Edit Enquiry Information

Contract/Deposit Information

Location Defaults

Event Comments

Create Booking and Booked Event Locations

Split Locations

Editing Locations in New Booking Window

Deleting Locations in New Booking Window

Location Update

Enter and Review Resources

Make Accommodation Reservations

Finish

Dealing with Booking Conflicts

Creating a New Repetitive Booking

Creating a New Copy Booking

Creating a New - From Enquiry Event

Appending Days/Locations to Bookings

Appending Repetitive Days/Locations to Bookings

Edit, Delete and Location Update in Booking Calendar

Change Location/Days on Booking Calendar

Filter the Display

Chapter 3: Event Maintenance

Finding an Event

Event Maintenance Screen Overview

Modify Event Information

Detail Tab

Event Tab

Location Update in Event Maintenance

Customer Information

Comments and Contract Notes

Linking Documents to Events

Review Financial Summary

Review Discounts (Line Item and Sub-Group)

Adding Resources

Copy Resources

Adding Resources to One Location

Edit, View and Delete Resource Items

Review All Event Resources

Adding Resources to Multiple Locations

Resource Conflicts

Record Communications with Clients

Merge Events

Split Events

Assign Users to the Event

Set Lock Levels

Review Audit Log

Lobby Display

Chapter 4: Finance (Invoices/Payments)

Reviewing Account Codes and Taxes

Summaries of Financial Information and Discounts for Event

Invoices

Creating an Automatic Invoice for an Event

Bill To

Invoice Summary

Add New Invoice Detail Items or Comment

Edit, Delete or View Invoice Detail Items

Creating a Manual Invoice

Creating a Manual - Single Item Invoice as a % of Total Chargeable Items

Creating a Manual - Detailed Invoice as a % of Total Chargeable Items

Creating a Deposit - Manual Invoice

Add Deposit Invoice Items

Edit, View and Delete Deposit Invoice Items

Creating a Deposit - Single Item Invoice as a % of Total Chargeable Items

Creating a Deposit - Detailed Invoice as a % of Total Chargeable Items

Creating a Credit - Manual Invoice

Add New Credit Detail Item

Edit, View or Delete Credit Items

Creating a Credit - Single Item Invoice as a % of Total Chargeable Items

Creating a Credit - Detailed Invoice as a % of Total Chargeable Items

Editing an Invoice

Apply and Delete Deposit Invoices

Finding and Filtering Invoices

Viewing an Invoice

Voiding an Invoice

Recreating a Voided Invoice

Printing or Sending an Invoice

Invoicing in Accounting | Finance

Find and Filter Invoices in Accounting | Finance

Create Single Invoice in Accounting | Finance

Batch Invoicing

Email Invoice Mail Merge

Invoice Exporting and Account Code Breakdown

Editing Invoices in Accounting | Finance

Viewing Invoices in Accounting | Finance

Voiding Invoices in Accounting | Finance

Printing and Sending Invoices in Accounting | Finance

Payments

Entering a Regular, Deposit or Refundable Payment

Editing, Re-allocating or Un-Allocating a Payment

Finding a Payment

Viewing a Payment

Voiding a Payment

Recreating a Voided Payment

Printing or Sending a Payment Receipt

Payments in Accounting | Finance

Find and Filter Payments in Accounting | Finance

Enter a Payment in Accounting | Finance

Editing Payments in Accounting | Finance

Viewing Payments in Accounting | Finance

Voiding Payments in Accounting | Finance

Printing or Sending Payment Receipts in Accounting | Finance

Invoice and Payment Sample Scenarios

Chapter 5: Attendees

Creating Single Attendees

Finding Attendees

Editing Attendees

Viewing and Deleting Attendees

Linking Documents to Event Attendees

Communications with Attendees

Attendee Mail Merge

Mail Merge Attendee Letters

Attendee Labels

Attendee Actions

Attendee Registration

Create Registration Group

Rate Codes for Registration Groups

Add Group Details to Registration Groups

Mutually Exclusive Groups

Add Registration Groups to Multiple Attendees

Attendee Tables

Reserve Seats/Tables or Assign Attendees to Seats and Tables

Attendee Finance

Invoices for Individual Attendees

Payments

Review Financial Information for All Attendees in the Event

Edit, View, Void, Recreate and Print Invoices/Payments

Batch Invoicing for Multiple Attendees

Email Invoice Mail Merge

Chapter 6: Exhibitors and Booths

Adding Exhibitors to Events

Find and Filter Exhibitors

Editing, Viewing and Deleting Exhibitors

Linking Documents to Event Exhibitors

Multi-Editing Exhibitors

Multi-Deleting Exhibitors

Adding a Single Booth to an Event

Adding Multiple Booths to an Event

Booth Rate Codes

Editing, Viewing and Deleting Booths

Exhibitor Registration

Create Registration Group

Rate Codes for Registration Groups

Mutually Exclusive Groups

Multi-Add Registration Groups

Assigning Booths to Exhibitors

Editing, Viewing and Deleting Assigned Booths

Exhibitor Communications

Exhibitor Mail Merge

Mail Merge Exhibitor Letters

Exhibitor Labels

Exhibitor Actions

Exhibitor Finance

Invoices for Individual Exhibitors

Review Financial Information for All Exhibitors in the Event

Payments

Edit, View, Void, Recreate and Print Invoices/Payments

Batch Invoicing for Multiple Exhibitors

Email Invoice Mail Merge

Exhibitor Attendees

Exporting Exhibitors

Chapter 7: Images/Floor Plans

Set Up Images/Floor Plans on a Location

Determining Pixels per Foot

Editing, Viewing and Deleting Location Images

Adding Location Images to an Event

Editing, Viewing and Deleting Event Location Images

Designing a Floor Plan Layout with Objects

Floor Plan Objects

Editing, Viewing and Deleting Floor Plan Objects

Chapter 8: Enquiries

Creating an Enquiry

Converting Online Information in EPWeb Enquiries

Finding an Enquiry

Editing, Viewing and Deleting an Enquiry

Filtering Enquiries

Creating an Event from an Enquiry

Select Enquiry While Booking Event

Export Enquiries

Enquiry Mail Merge

Enquiry Mail Merge Letters

Enquiry Labels

Enquiry Communications

Chapter 9: Company/Contact Management

Company/Contact Screen Overview

Adding Companies or Contacts

Finding a Company or Contact

Merge Companies

Merge Contacts

Filtering Clients

Editing, Viewing and Deleting Company/Contact Information

Linking Documents to a Company/Contact

Multi-Editing Company/Contact Information

Multi-Deleting Companies/Contacts

Company/Contact Mail Merge

Mail Merge Letters

Labels

Importing Companies/Contacts

Exporting Companies/Contacts

Chapter 10: Accommodations

Locations, Room Groups and Rooms

Editing, Viewing and Deleting Room Groups, Rooms and Restrictions

Group/Location/Global Restrictions for Accommodations

Room Group Rates

Effective Dates for Accommodation Rates

Assign Room Rates

Edit, View and Delete Room Rates

Reservations Overview

Accommodations Calendar

Make Reservations with the Reservation Wizard

Reservation Type: For or Without Booking

Reservation Maker Information

Reservation Dates

Setting Defaults for Room Group

Enter Billing Information

Auto Assign Rooms

Edit Individual Room Information

Finish Reservation

Add Rooms to a Reservation

Find an Accommodation Reservation

Assign or Un-Assign Event

Edit, View or Delete Reservation

Edit, View or Delete Rooms in a Reservation

Check In and Check Out

Invoicing Accommodations

Invoicing an Occupant for One Room

Invoicing a Reservation for Rooms

Invoicing an Event for Rooms

Edit, View, Void, Recreate and Print Invoices

Accommodation Payments

Payments from the Accommodations Screen

Payments from the Event Maintenance Screen

Edit, View, Void and Print Payments

Accommodation Communications

Accommodation Reports

Chapter 11: Actions

Creating Actions

Copying Actions to Event

Finding and Filtering Actions

Editing, Viewing and Deleting Actions

Mark Actions as Completed

Print Actions

Action Reminders

Automatic Action Notifications

Chapter 12: Communications

Part A: Communications

Creating a Communication

Assigning Emails to Communications

Reply to Communication

Forward Communication

Printing/Sending/Recording a Communication

Printing Labels and Envelopes

Event Mail Merge and Labels

Editing a Communication

Viewing and Deleting a Communication

Printing a Letter from Saved Communication

Filtering Communications

Print Communication Log

Part B: Letter Templates

Creating a Letter Template

Word Processor

Insert Graphics

Merge Fields

Advanced Headers and Footers

Editing a Letter Template

Viewing a Letter Template

Deleting a Letter Template

Part C: Labels

Creating a Label Template

Creating an Envelope Template

Editing a Label Template

Viewing a Label Template

Deleting a Label Template

Chapter 13: Messaging

Creating Automatic Messages

Editing Automatic Messages

Receiving EventPro Messages

Marking EventPro Messages as Read

Creating and Sending EventPro Messages Manually

Deleting Messages

Printing Messages

Chapter 14: User Fields

Creating User Fields

Examples of User Fields

Editing, Viewing or Deleting User Fields

Chapter 15: Reports

Run Reports from Reports Menu

Print Report to Printer, Screen, File or Email

Company Address on Reports

Report Descriptions and Parameters

Event Maintenance Reports

Event Reports

Enquiry Reports

Accommodation Reports

Run Reports from Other Screens

Company/Contact Reports

Attendee Reports

Exhibitor Reports

Enquiry Reports

Accommodation Reports

Modify Existing Reports from Reports Menu

Report Explorer

Report Categories in Report Explorer

Modify Existing Reports from Report Explorer

Printing Reports from Report Explorer

Editing and Customizing Reports in Report Explorer

Deleting Reports in Report Explorer

Moving Reports from One Category Folder to Another

Import Reports

Export Reports

Modify a Report in Report Designer

Report Designer Overview

Add a New Label and Field

Add a System Variable

Report Tree

Changing Report Name

Remove a Component

Other Changes to Components

Colors for Label, DB Text or Variable Fields

Colors for Shapes, Lines or Regions

Word Wrap for Label, DB Text or Variable

Stretching and Shifting

Creating Custom Reports in Report Explorer

Example 1: A Simple Customer List

Example 2: Customer Invoice List

Chapter 16: Utilities

Back Up EventPro Data

Why You Need Data Backup

Why We Don’t Provide Built-in Backup

Which Files You Should Back Up

How to Back Up Files

What Backup Media to Use

How Often to Back Up Data

Tips for Data Backup

Recalculate Events

Compact & Repair Database

Send/Retrieve Data To/From Support

Purge Completed Actions

Purge Read Messages

Purge Audit Log

Purge Error Log

Purge Transaction Log

Reset Rich Text Fonts

Remove Letter Images from Communications

Reset Grid Customizations

Spell Check Setup

Chapter 17: EPWeb Module

Part I: Functionality

EventPro Settings

Logging In

Bookings Overview

View Event Information

Edit Event Information

Cancel Event

Add Location | New Booking

Make a Payment

Edit a Location

Delete a Location

Add Catering to a Location

Add Setup Items to a Location

View Web Requests in EventPro

Part II: Technical Overview

Installation and Setup

Running EPWeb as a Service

Network Configuration when Running EPWeb as Service

Installing EPWeb as a Service

Installing EPWeb as ISAPI in IIS 5.0

Installing EPWeb as ISAPI in IIS 6.0

Installing EPWeb as ISAPI in IIS 7.0

ISAPI Manager

Directory Structure

URL Usage

URL Usage when Installed as Service

URL Usage when Installed as ISAPI

SSL Setup

SSL Setup for EPWeb as Service

SSL Setup for EPWeb as ISAPI

Template Setup

Control Tags and Online Module Syntax for Manipulating Fields

Displaying Images from Locations

Chapter 18: EPMobile Module

Getting Started

Viewing the Booking Calendar

Viewing Event Details

Making a Request

Find Events

Find Available Space

Chapter 19: Task Notification Service

Installation and Setup

Start/Stop Service and Adjust Settings

Viewing Debug Log

Task Notification Emails

Chapter 20: New EPWeb Module Version 4

EPWeb Version 4 Requirements

NOTE: When Upgrading from Previous Versions

Installing EPWeb Version 4

Configuring EPWeb Version 4

EPWeb Find Space Page

Create a New Booking in EPWeb

Checking Web Bookings in EventPro

Create a New Enquiry in EPWeb

EPWeb My Account Page

EPWeb Default Page Parameters