Virtual Assistant Suite

EventPro Virtual Assistant Suite

Imagine having a personal assistant who could keep track of your entire organization’s schedule, and send out consistent reminders, notifications, and reports to the right people at exactly the right time, 24/7 without ever needing a break... That’s what EventPro’s Virtual Assistant (EVA) Suite can do for you!

EventPro Virtual Assistants (EVAs) scan your EventPro database looking for specified situations, and send automated email notifications to select recipients when the triggering activities occur. You define the custom subject and text templates for the notification emails, which can even include Merge Fields that automatically pull in relevant data, just like EventPro Letter Templates. Several of the Virtual Assistants allow you to select a relevant report attachment for the emails, and you can indicate whether you want notifications saved in the communications log for future reference.

Any EventPro Virtual Assistant (EVA) can be purchased separately, or you can take advantage of the convenience of the entire integrated suite.

Task Assistant

Task Assistant

EventPro "Tasks" are to-do reminders assigned to specified Users or User Groups. The Task Assistant, EVA-Tasks, works off EventPro Tasks, automatically sending email notifications to the assigned User(s) or other recipients when a Task is Created, Reassigned, or Completed, or reaches its Start, Reminder, or Overdue point. Overdue Tasks can be followed up with automated repeat notifications at set intervals until the Task is Complete.

Change Notification Assistant

With the Change Notification Assistant, EVA-Change Notifications, you can create email notifications that are automatically sent to specified Users, departments, and/or other recipients when a defined change occurs in the EventPro Audit Log. Which “defined change” can you use? Well, pretty much any activity or situation you want to track in EventPro: new events created, catering added to events, new CRM companies entered, and many more. The notification email can also include an attached report.

Change Notification Assistant
Invoice Export Assistant

Invoice Export Assistant

The Invoice Export Assistant, EVA-Invoice Export, allows you to schedule automated exporting of invoice data, with filtering capabilities to determine the criteria of invoices that are marked for export. The format of exported invoice data is determined by your Invoice Export System Settings. EventPro can export invoice data in a variety of formats ready for import into many commonly used accounting software products, including QuickBooks, MYOB, Sage 50, Microsoft Dynamics GP, SAP, Adept, Pastel, and many more.

A/R Assistant

The A/R Assistant, EVA-A/R, sends automated Client Invoice Reminder emails for upcoming and/or overdue invoices, with the relevant invoice or other related report attached. The notification timing is based on the Invoice Due Date, meaning you can set the Assistant to send an email X days before an Invoice is due and/or Y days after an Invoice is due. The built-in filter ensures that notifications are not sent for voided or already paid Invoices.

A/R Assistant
Invoice Export Assistant

Event Assistant

The Event Assistant, EVA-Events, can be scheduled to send notifications...

  • X Days before the Event Start Date, e.g. a reminder about an upcoming event
  • X Days after the Event End Date, e.g. a thank you letter
  • Based on the Contract Required Date
  • Based on the Deposit Required Date
  • Upon change of Event Status

The notification emails can also include an attached event report.

Report Assistant

The Report Assistant, EVA-Reports, sends email notifications with attached reports to specified recipients on a scheduled interval basis. Any report – system or custom – can be used, with extensive filtering abilities. For example, you could schedule the Daily Booking List to be sent each morning to a reception email account.

Report Assistant
Calendar Assistant

Calendar Assistants

There are two different Calendar Assistants available: EVA-Calendar Publish and EVA-Calendar Sync.

EVA-Calendar Publish sends your EventPro events and restrictions (optionally) to be published to third-party calendars, automatically updating those shared event calendars with new information on scheduled intervals as you work in EventPro. EVA-Calendar Publish can accommodate a wide variety of third-party calendar applications: Google Calendars, Exchange Calendars, Outlook Calendars, and a variety of iCal subscription calendars.

EVA-Calendar Sync includes the functionality of EVA-Calendar Publish (pushing updated event information out to shared calendars), and adds two-way event location sync for Exchange and Google Calendars, meaning that locations booked from an Exchange/Google calendar are synced back to your EventPro application. In other words, EVA-Calendar Sync allows you to publish and gather event information with shared calendars.

To learn more about Calendar Assistants, click here.

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