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Table of Contents:  |
| Use the table of contents to find the question you are looking for. Then click the question to get the answer. |
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Q. I had a problem requesting my free evaluation. What should I do? Q. I forgot my user name and password. What should I do? Q. How can I purchase EventPro Software? Q. What payment methods do you accept? Q. I've installed EventPro. How do I get started? Q. What options do I have for EventPro Software Training? Q. What should I do to prepare for training? Q. Is there a limit to the number of locations in EventPro? Q. Is there a limit to how many Customers, Events or Resources I can enter into EventPro? |
Technical Questions/System Requirements Q. When and how do I back up my EventPro data? Q. What are the Minimum System Requirements for EventPro? Q. Is EventPro compatible with Windows 2000? Q. How do I contact EventPro Support about a problem? Q. How do I upgrade to the latest version of EventPro? Q. Why should I update EventPro to the latest version? Q. What is included in the annual Upgrade Protection Plan? Q. What is the difference between the Standard and Enterprise Editions of EventPro? Q. On how many computers can I install the program and how many people can use it? Q. How do I download the software? Q. How do I install EventPro Standard as a New Installation? Q. How do I update a Previous Version of EventPro Standard? Q. How do I install EventPro Enterprise as a New Installation? Q. How do I update a Previous Version of EventPro Enterprise? |
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Q. How can I change the order of records in a selection grid? |
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Q. How do I make a booking or copy an event? Q. How do I move an event to a different location or date? Q. How do I add another day or location to an existing event? Q. How do I lock an event to make sure no one but me has access to it? Q. How do I change an event's status? Q. How can I change to a different event when I'm in the Event Maintenance screen? |
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Q. How do I enter an invoice and payment for an event? Q. How can I charge a deposit and later apply the deposit to event charges? Q. How can I provide a credit to customers after all of the charges have been invoiced? |
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Q. Are there instructions for the EPWeb Module? |
| Getting Started |
| Q. I had a problem requesting my free evaluation. What should I do? |
| A: Be sure to complete the information on the request form. Fill in your name, company name, phone number, email address and company address. You will be emailed within 1 business day from the receipt of your request. If the information is incomplete, we cannot contact you or email a software evaluation download link. Contact our Sales Department at Sales@EventPro.net or (306) 975-3737 if you have any more problems. |
| Q. I forgot my user name and password. What should I do? |
| A: If you forget your username and password, first try to login with EventPro's default username, Supervisor, and password, Superv. If you still cannot enter the system, please contact our Support Department at Support@EventPro.net or (306) 975-3737. |
| Q. How can I purchase EventPro Software? |
| A: To purchase EventPro Software, contact our Sales Department at Sales@EventPro.net or (306) 975-3737. |
| Q. What payment methods do you accept? |
| A: We accept checks, money orders, wire transfers, Visa or MasterCard. |
| Q. I've installed EventPro. How do I get started? |
| A: Login to EventPro by double clicking on the desktop icon. Enter "supervisor" for the username and "superv" for the password. To begin entering your own data, refer to Chapter 1: Setting Up EventPro in the EventPro User Manual, which can be accessed at http://www.eventpro.net/manual.html. |
| Q. What options do I have for EventPro Software Training? |
| A: See http://www.eventpro.net/training.html for your EventPro Software training options. If you have more questions, please contact our Sales Department at Sales@EventPro.net or (306) 975-3737. |
| Q. What should I do to prepare for training? |
| A: You will receive a Setup Checklist from your trainer. Please complete the information as thoroughly as possible. Trainers need this information at least 2 weeks prior to training date. |
| Q. Is there a limit to the number of locations in EventPro? |
| A: No, but the number of locations you can enter into EventPro depends on the software package you purchase. For more information, contact our Sales Department at (306) 975-3737 or Sales@EventPro.net. |
| Q. Is there a limit to how many Customers, Events or Resources I can enter into EventPro? |
| A: No! You can keep track of as many customers, setup items, staff, catering resources and beverage resources as you need. EventPro is extremely powerful and user friendly. |
| Q. How do I create user groups? |
| In the EventPro User Manual, see Chapter 1: Setting Up EventPro, Step 3: Users, Adding Users: Groups. The manual can be accessed at http://www.eventpro.net/manual.html. |
| Technical Questions |
| Q. When and how do I back up my EventPro data? |
A: Once you begin entering data into EventPro, you should probably back up your data once a day, minimum. This may seem like a lot, but think about how many days’ worth of data entry you are willing to lose. Consider that if it takes one day to enter some data, it will probably take much longer to figure out what was lost and re-enter it all if you experience data loss. Backing up data does not have to be a complicated, time-consuming process. To learn how easy it is to set up a backup schedule, choose backup media and select key files to back up, click HERE. |
| Q. What are the Minimum System Requirements for EventPro? |
A: See the Software Requirements at http://www.eventpro.net/requirements.html. |
| Q. Is EventPro compatible with Windows 2000? |
| A: EventPro is compatible with Windows 2000, but Windows XP is recommended. |
| Q. How do I contact EventPro Support about a problem? |
A: EventPro Support contact information:
Live support is available Monday to Friday 7 a.m. – 5 p.m. CST (English only). You must have a current Upgrade Protection Plan to access Support. You can take several measures to ensure the most efficient service from Support:
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| Q. How do I upgrade to the latest version of EventPro? |
A: If you purchased a current Upgrade Protection Plan, you can download the most recent upgrade by logging into Support at http://www.eventpro.net//usersupport/supportmain.cfm. Click on the Downloads tab and click on the most recent update link. If you need to upgrade from Version 5 to Version 6, please email our Support Department at Support@Eventpro.net to secure a spot on our waiting list. All custom reports must be rebuilt before upgrading or they will be lost. Also, all data must be tested and verified by EventPro Support before upgrading. If you do not have a current Upgrade Protection Plan, contact EventPro Sales at (306) 975-3737 or Sales@Eventpro.net for information about purchasing an Upgrade Protection Plan. |
| Q. Why should I update EventPro to the latest version? |
| A: When a new version of EventPro is released, it contains new features, enhancements and fixes for any bugs the previous version had. Your system will run more smoothly when you update. A current Upgrade Protection Plan is required to update. |
| Q. What is included in the annual Upgrade Protection Plan? |
A: The annual Upgrade Protection Plan provides you with the following benefits:
If your Upgrade Protection Plan has lapsed, please contact our Sales Department at (306) 975-3737 or Sales@Eventpro.net for information on how to reactivate your Upgrade Protection Plan. |
| Q. What is the difference between the Standard and Enterprise Editions of EventPro? |
A: Standard uses MS Access databases, while Enterprise uses MS-SQL Server databases. Other than that, both editions are identical. You will require a special license file from EventPro Software to run the Enterprise Edition. The evaluation version you would have received is EventPro Standard. If you want to evaluate the Enterprise Edition, please contact the EventPro Sales Department at (306) 975-3737 or Sales@EventPro.net. |
| Q. On how many computers can I install the program and how many people can use it? |
A: You can install the EventPro on as many machines as you want and create as many user profiles as you want, but only as many users as you have purchased can be logged into the program at the same time. |
| Q. How do I download the software? |
A: Login to Support at http://www.eventpro.net//usersupport/supportmain.cfm with your 6-digit User ID and Password.
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| Q. How do I install EventPro Standard as a New Installation? |
A. After you download the software, choose Install as a New Installation.
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| Q. How do I update a Previous Version of EventPro Standard? |
A. After downloading the latest software, choose Update a Previous Version to perform an update of a single user installation or of shared files on the server in a multi-user installation. Update Single User
In a multi-user environment, this update will only update the shared files on the server. Each time a user runs EventPro from a workstation, the loader application performs a check against each required file on the server and any new updates are automatically copied to the workstation prior to running EventPro. Therefore, updates only need to be installed once to the shared folder on the server and all workstations will update themselves as required.
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| Q. How do I install EventPro Enterprise as a New Installation? |
A. After downloading the software, choose Install as a New Installation to perform a new installation of the EventPro Enterprise Edition for use by multiple computers accessing data from a MS-SQL Server.
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| Q. How do I update a Previous Version of EventPro Enterprise? |
A. After downloading the latest software, choose Update a Previous Version to perform an update of the EventPro Enterprise Edition. NOTE: This update will only update the shared files on the server. Each time a user runs EventPro from the workstation, the loader application performs a check against each required file on the server and any new updates are automatically copied to the workstation prior to running EventPro. In this way, updates only need to be installed once to the shared folder on the server and all workstations will update themselves as required.
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| Q. How do I update my EventPro License? |
| A. Select File | Update License from EventPro’s main menu. Enter your User ID and Password and click OK. The Information dialog box should inform you that the license has been updated successfully. Click OK. |
| Common Functions |
| Q. I’m searching for a record, such as a company or attendee, and I can’t locate it in the Find window, even though I know it is in my database. Why can’t I find it? |
A: First ensure that you are searching by the correct search term and that any relevant checkboxes are selected in the Find window. If that still does not work, you may not be searching under the correct column header in the selection grid. Look for the small RED ARROW that appears in one of the column headers. EventPro will search for records containing your search term in the column marked by the small red arrow. For example, if you wanted to search for a contact by Last Name in the Find Company/Contact window, first click on the Last Name column header and then enter your search term in the Search For field. Matching records – contacts with last names that contain your search term – will appear. If you wanted to search by First Name, click on that column header. |
| Q. How can I change the order of records in a selection grid? |
A: A selection grid is a table of columns and rows listing a variety of related records. Most of the selection grids throughout EventPro can be customized to suit your personal preferences.
Alter the horizontal order of the columns by clicking and holding down the left mouse button on a column header, dragging the header horizontally to the right or left and releasing the mouse button to drop the column in the new position. You may find it convenient to move important columns to the left so that you do not have to scroll to the right as often. To return to EventPro default column order and sizes, click the small empty cell to the left of the title row and select Reset Grid Customization. Note the RED ARROW in one of the column headers. Click on the column header by which you want to sort records (e.g. Last Name, Company Name, Event Name). The red arrow in the column header indicates the sort direction. Click on the header a second time to reverse the order of the records. To sort by more than one column header, click on the header you want to sort by first. Then, hold down the Ctrl key while selecting the additional headings in the order by which you want the records sorted. |
| System Settings |
| Q. I want to see a certain tab when I first open a screen. For example, when I open the Event Maintenance screen, I want it to open to the Customer tab instead of the Detail tab. How can I change the default tabs for EventPro’s screens? |
A: Go to Setup | System Settings in EventPro’s main menu and click on the General tab. Under Default Tabs, choose the tabs you want appearing first when you open the screens. Click Save. |
| Q. I want EventPro to automatically log out if I’ve been away from my desk for more than 30 minutes. How can I change the Inactivity Logout time? |
A: Go to Setup | System Settings in EventPro’s main menu and click on the General tab. Under Global Settings, enter the number of minutes in the Inactivity Timeout field. If you want to shut off the timeout, enter 0 (zero) minutes. However, it is recommended that you keep the inactivity timeout on for security and automatic backup purposes. Click Save. |
| Booking and Editing an Event |
| Q. How do I make a booking or copy an event? |
A: In the EventPro User Manual, see Chapter 2: Create a Booking. The manual can be accessed at http://www.eventpro.net/manual.html. In this Chapter, you can learn about Creating a New Booking, Creating a New Repetitive Booking, Creating a New Copy Booking and Appending Days/Locations to Bookings. |
| Q. How do I delete an event? |
A: We recommend that you cancel events as an alternative to deleting them because when you delete an event, the booking number is deleted with it. You can not retrieve deleted information for future reference. Cancelling the event will delete the detail information, but will keep the Booking Number and Event Name for reference. You can still book events over the cancelled event without hassle. However, if you must delete the event, see Chapter 3: Event Maintenance, Event Maintenance Screen Overview, Event Options | Delete in the EventPro User Manual. |
| Q. How do I move an event to a different location or date? |
A: To move an event on the Booking Calendar see Chapter 2: Create a Booking, Change Locations/Days on the Booking Calendar in the EventPro User Manual. To change the locations and days of an event in the Event Maintenance screen, see Chapter 3: Event Maintenance, Modify Event Information: Location Update. The manual can be accessed at http://www.eventpro.net/manual.html. |
| Q. How do I add another day or location to an existing event? |
| A: See Chapter 2: Create a Booking, Appending Days/Locations to Bookings in the EventPro User Manual. |
| Q. How do I lock an event to make sure no one but me has access to it? |
| A: In the EventPro User Manual, refer to Chapter 1: Setting Up EventPro, Step 10: User Rights, User Right Groups: Creating User Right Groups, User Rights and Chapter 3: Event Maintenance, Set Lock Levels. |
| Q. How do I change an event's status? |
| A: Refer to Chapter 3: Event Maintenance, Modify Event Information: Location Update, Status in the EventPro User Manual. |
| Q. How do I copy the detail items (setup, staffing, catering, beverage and miscellaneous) from one day or location to the other days or locations of an event? |
A: See Chapter 3: Event Maintenance, Adding Resource: Copy Resources in the EventPro User Manual. The manual can be accessed at http://www.eventpro.net/manual.html. |
| Q. How can I change to a different event when I'm in the Event Maintenance screen? |
| A: See Chapter 3: Event Maintenance, Finding an Event in the EventPro User Manual. |
| Q. I don’t want to type in new rates every time I use an Accommodation Reservation, Registration Package, Booth Rental or Location. Can I create Standard Rate codes? |
A: Yes. Go to Setup | Rate Codes in EventPro’s main menu. Here, you can create standard codes for Accommodation Rates, Attendee Functions, Attendee Registration, Exhibitor Booth, Exhibitor Registration and Locations. In the EventPro User Manual, see Chapter 1: Setting Up EventPro, Step 7: Rate Codes. |
| Q. How do I attach multiple reports to an email? |
| A: When you create a new Communication or print a report to Email, click the Add Report button in the lower right corner to open the Run Report dialog. Select the appropriate report and click OK. Choose the Report Options in the next window and click OK. The report will be added to the attachment area of the communication. Continue this same process until you have added as many reports as you want. |
| Event Finance |
| Q. How do I enter an invoice and payment for an event? |
A: In the most basic scenario for an event, you will invoice the customer once for all of the event charges – locations, setup, catering, beverages, staffing, etc. – and the customer pays the invoice. In the Invoice Wizard, select Create an Invoice Automatically from all chargeable items. If you do not change any of the options, EventPro will create one invoice for 100% of all items. When the Customer pays, go to the Payment Wizard and select Regular Payment. EventPro will, by default, apply the entire payment to the one existing invoice. For more information on any EventPro invoice or payment questions, see Chapter 4: Finance (Invoice/Payments) in the EventPro User Manual. |
| Q. I know that there are still items left to be invoiced for an event, but when I create an automatically calculated invoice, it appears blank. How can I find these items and include them in an invoice? |
A: Ensure that you chose the correct Cutoff Date in the first page of the Invoice Wizard. The invoice will include all uninvoiced items up to and including this date. If, for example, a setup item is booked to be used at an event on October 26, 2006, that item’s “date” will be October 26, 2006. To include that item in the invoice, the Cutoff Date of the invoice must be October 26 or later. Refer to Chapter 4: Finance (Invoices/Payments), Invoices: Creating an Automatic Invoice for an Event. |
| Q. How can I charge a deposit and later apply the deposit to event charges? |
A: In the Invoice Wizard, select Create a DEPOSIT invoice manually and create the invoice for a set amount. When the customer pays the deposit, select Deposit Payment in the Payment Wizard. The deposit payment will be applied to the deposit invoice, but it will also be stored as a payment that can be applied to future invoices. Create your invoice for the event charges in whatever manner you choose. When you move through the Invoice Wizard, you will have the option to apply the Deposit Payment to the invoice. |
| Q. Our facility collects a deposit from customers and returns the deposit after the event, if certain circumstances are met. How can I charge a refundable deposit? |
A: The best way to handle refundable deposit is to use a combination of miscellaneous items and payments. Using miscellaneous items allows you to track the money you have collected for the event. If you do not use miscellaneous items, refundable deposits that are not returned will look like extra payments instead of legitimate event costs. In the manual, refer to Chapter 4: Finance, Invoice and Payment Sample Scenarios: Invoice and Return a Refundable Deposit for a complete description of how to handle refundable deposits. |
| Q. How can I charge a customer a deposit that is a portion of the event charges, for example, if I want to charge a deposit that will equal the amount of the location rental? |
A: Before the event, you would create an invoice for location charges only. In the Invoice Wizard, select Create an Invoice Automatically from all chargeable items, but under Options, uncheck all of the item types except LOCATION and continue. The Customer will provide a payment, which you will apply as a Regular Payment towards this invoice. After the event, you would create an invoice for all remaining charges. In the Invoice Wizard, select Create an Invoice Automatically from all chargeable items, and leave all items checked under Options. EventPro will create an invoice for all remaining event charges (automatically excluding the location charges already invoiced) including any new locations you might have added. |
| Q. How can I provide a credit to customers after all of the charges have been invoiced? |
A: In the Invoice Wizard, select Create a CREDIT Invoice Manually. Create a credit item, enter the amount as a negative value (e.g. Decorative Arch = –$60.00) and apply it to the relevant invoice. There will no longer be unpaid charges for the event. |
| Q. How do I export Invoices? |
A: Go to Accounting | Finance in EventPro’s main menu. The Invoice Export button is located along the right side of the Invoices selection grid. For detailed instructions, refer to Chapter 4: Finance (Invoice/Payments), INVOICES: Invoice Exporting and Account Code Breakdown in the EventPro User Manual. |
| Q. How do I adjust my Tax Rates? |
A: Good news – it’s a tax cut! Or, maybe not-so-good news – there’s a tax increase. Either way, you need to adjust your EventPro Taxes. You may be tempted to go into Taxes Setup and simply edit the existing rates, but don’t do this! It will change the taxes applied to existing events, which have occurred or may still occur before the tax change comes into effect. You must create a new Effective Tax Date. In EventPro’s main menu, select Setup | Taxes. Click the New button to the right of the selection grid to open the Setup Taxes [New] window. Your previous taxes will default into the fields. Make any required changes to the rates and choose the Effective Date from the drop-down calendar at the top. The Effective Date is the date on which the new tax rate comes into effect. Click Save. EventPro will automatically start applying the new tax rates to events you book after the Effective Date. However, if you already booked events that will occur after the Effective Date, you will need to recalculate them. Select Utilities | Recalculate Events from EventPro’s main menu. In the Recalculate Events window, click the Set Filter button to open the Filter Criteria window. Under Dates, set the Start Date From to the same date as the Effective Date for the new tax and click OK. Back in the Recalculate Events window, click Recalculate and choose All (Filtered Events). |
| EPWeb Questions |
| Q. What do we need for EPWeb? |
A: Our Support Department will supply you with instructions to get up and running with EPWeb.
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| Q. Are there instructions for the EPWeb Module? |
| A: See Chapter 17: EPWeb Module in the EventPro User Manual. The manual can be accessed at http://www.eventpro.net/manual.html. |
| Q. Will the EPWeb Module work on an Intranet? |
| A: Yes! You can use it to allow access to the calendar of events for everyone in your facility, without putting your information on a public website. |
| Q. Can I hide certain events from people who go online? |
A: For each event, you can choose the amount of information you want visible online. See Chapter 17: EPWeb Module, Part I: Functionality, EventPro Settings for the various settings that affect which information is visible online. The manual can be accessed at http://www.eventpro.net/manual.html. |
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