Working with Events

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Create a new event

1. Go to Home > Events > New.
2. If you have a template for similar events, select > New from template.
3. Enter a date, start time and guest count. If the date is not fixed yet, enter a reference date and then select    > Undated.
4. Select a status and status date (such as confirm-by date). Status and status date will determine how and when the event shows in the  Info Centre and Room reservations.
5. Link either an existing or a new account as Organizer or, if applicable, Orderer or Invoice Adress.
6. Enter an Event name (such as "50.Birthday").
7. At the bottom of the window, select Rooms >  New either via Room list or  Room reservations.
8. If you prefer, check room availability first by selecting Home > Events >  Room reservations, then doubleclick the room and date to create a new event.
9. In the left-hand navigation pane, create a new  Event schedule and link schedule items to individual bookings*.

Find linked records and data

1. In the left-hand navigation pane, go to  Info Centre.
2. Select the  Data sources you would like to see (such as Events, Appointments, Mails).
3. Set Filters within each data source or go to Related Lists and Reports.
4. Filter for your own records only.
5. Save your settings under Views >  Save > User view, Group view or Standard view.
6. Create New records linked to the event. Only the type of records selected as data source will be available.

Create a quotation

1. In the left-hand navigation pane, right-click Quotation and enter a name to create a new quotation.
2. Click on  New or use the matchcode field to select and add sales items (such as food and beverages, staff, rooms, equipment).
3. Add existing items to your quotation by clicking  New > Find items and entering the item name.
4. Add new items on-the-fly by clicking New > Item groups, selecting an item group and entering the item name.
5. To create a proper new item, select Create new and save the new item with all mandatory fields filled. To save the item for this one occassion only, select One-off item.
6. Right-click an existing quotation and create a New alternative quotation to copy the details of the original and add variations (buffet instead of set menu). The changes only apply to the alternative, not the original.
7. For improved readability, create multiple quotations* for separate positions such as staff, food, beverages or reception, dinner, coffee break.
8. In the horizontal toolbar, click Print and select a suitable template to print out your quotation.

Send a quotation by email

1. Go to  New > Mail >  New to select a suitable template and, in the toolbar, change the method of communication to Email.
2. If you would like to send the quotation itself as formatted attachment, go to the toolbar of the  Text tab. In the Event Sheet entry field, call up a list of available templates by pressing Space+Tab and select a suitable template.
3. If you are using an external email application, save the quotation by selecting Print > Text >  PDF  and send it as an email attachment.

Create a sales order

1. Convert your quotation into a sales order/contract by dragging individual quotations, alternatives or the entire Folder Quotation to Sales Order.
2. Add or change sales items, counts, rooms etc. at will. The original quotation will not be affected.
3. Create Guest lists* to assign tables* or sell individual tickets* for the event. 
4. Create custom Menu cards* from the selected items, adding individual texts as required.

* Modules Event schedule, Multi-Bookings, Appointments, Guestlists, Ticketing, Table Reservations

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