Events

The Event Records menu option is used to configure Events/Sessions to support the managing and reporting of Event related sales as well as the export of Event Analysis related sales data.

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Subjects      ▼

• What Is Required?

• Events Screen
  • Events Section
    • New Event Screen
  • Event Sessions Section
    • New Event Session Screen

• Locations Screen

• Notes Screen

• Event Session Screen

• Area Orders Screen
  • Advanced Day Orders (ADO) Tab
  • Event Day Orders (EDO) Tab
  • Surcharges Section
  • Account Summary Section

• Event Portal Screen
  • Information Tab
  • Session Tabs

• Notification Configuration Screen
  • Main Tab
  • Event Tab

• Reports Screen

• How To Manage Events

• How To Manage Event Orders

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What Is Required?      ▲ ▼

• Venues will need to be registered for the Events module for access to this feature.

• Ensure at least one staff member has the appropriate Back Office Security Group access to the following Clerk Group Permissions:
  • Events > Event Records

• One or more Event Types will need to have been created in order to be able to create an Event. Refer to How To Create An Event Type for more information.

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Events Screen      ▲ ▼

This screen is accessed from the Back Office > Events > Event Records menu option.

Filters      ▲ ▼

The filters at the top of the screen can be used to limit the number of rows displayed in the grid. The filters include the following types:

• Date Range From/To - The fields of this type are: Period and From/To Dates.
• Drop Down Lists - The fields of this type are: Status.
• Apply
• Reset

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Events Section      ▲ ▼

Grid      ▲ ▼

Displays a list of Events along with their Host ID, Event, Type, From/To dates, Status, Portal Settings and Notes.

Noteworthy      ▲ ▼

• Type - Select from the drop down list of Event Types.

• Status - Select from the drop down list one of the following:
  • Public - This is the default setting.
  • Coming Soon - Select to indicate that the Event has been flagged as an upcoming Event .
  • Open - Select to indicate that the Event is open for Advance Day Orders (ADOs).
  • Hidden - To be continued ...
  • Cancelled - Select to indicate that the Event has been cancelled.
  • Closed - Select to indicate that the Event has been closed.

• Portal Settings - Select to open the Event Portal settings screen to configure the settings.

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Event Sessions Section      ▲ ▼

Grid      ▲ ▼

The grid displays a list of Sessions, associated with the Event selected above, along with their Host ID, Name, From/To dates, Start/End times, Locations, Areas, Portal Status and Process Status.

Noteworthy      ▲ ▼

• Locations - Select to open the Locations screen to view/select/unselect Locations associated with the selected Session.

• Areas - Select to open the Event Session screen which lists the Areas associated with the selected Session.

• Portal Status - Select to open the Event Portal Session tab to configure the settings for the Events Portal.

Footer      ▲ ▼

• New - Select to from the drop down list one of the following:
  • Event - Select to open the New Event screen to add a new Event.
  • Session - Select to open the New Event Session screen to add a new Session.

• Save/Undo - Select to save/undo changes.

• Delete - Select from the drop down list one of the following:
  • Event - Select to delete the selected Event.
  • Event Session - Select to delete the selected Session.

• Tools - Select from the drop down list one of the following:
  • Create Purchase Requests
  • Create Order Charges
  • Import Events - Select one of the following:
    • Navision (File) - Select to open File Explorer to select a CSV file to import.
    • Ungerboeck (API) - Select to display the Ungerboeck Events Importer prompt to import Ungerboeck Events.
    • Ungerboeck (JWT) - Select to display the Ungerboeck Events Importer prompt to import Ungerboeck Events.
  • Notifications - Select to open the Notification Configuration screen to configure patrons notifications for Events and Events Portal.

• Reports - Select from the drop down list one of the following:
  • Boxes
  • Chefs Reports
  • Suites
  • Testing
  • Edit - Select to open the Reports screen and edit reports and their filters/options.

• Close - Select to exit.

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New Event Screen      ▲ ▼

This screen is accessed by selecting the New button and then it's Event option in the footer of the Events screen.

• Host ID - Enter a unique ID.

• Event - Enter a description/name for the Event.

• Type - Select from the drop down list, the Type of Event. Refer to How To Manage Event Types for more information.

• From/To - Enter/Select the From/To dates for the Event.

• Start/End - Enter/Select the Start/End times for the Event.

• Status - Select from the drop down list the appropriate Status.

• Locations - Select to open the Locations screen and select the Locations in which the Event will be held. At least one Location must be selected.

• Notes - Select to open the Notes screen to enter any Notes that maybe relevant to the Event.

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New Event Session Screen      ▲ ▼

This screen is accessed by selecting the New button and then it's Event Session option in the footer of the Events screen.

• Host ID - Displays/Enter a unique ID.

• Session - Enter a name for the Session.

• From/To - Enter/Select the From/To dates for the Session.

• Start/End - Enter/Select the Start/End times for the Session.

• Status - Select from the drop down list the appropriate Status for the Session.

• Locations - Select to open the Locations screen and select the Locations in which the Session will be held.

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Locations Screen      ▲ ▼

This screen is accessed by selecting the Locations button and in the grid of the Event Sessions section.

Filters      ▲ ▼

• Full/Partial Texts – The filters of this type are: Description. Enter a full or partial text, to search the available Locations and return only those that contain an occurrence of the text entered.

Options      ▲ ▼

• Select All - Select to ensure all Locations are selected.
• Show Only Selected - Select to ensure that only selected Locations are listed.

Footer      ▲ ▼

• Assign Defaults - Select to ensure the Event Type's Default Locations associated with the Event Type are assigned.

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Notes Screen      ▲ ▼

This screen is accessed by selecting the Notes button in the New Event screen.

It is used to record notes that maybe relevant to an Event.

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Event Session Screen      ▲ ▼

This screen is accessed by selecting the Areas button and in the grid of the Event Sessions section.

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Header      ▲ ▼

The header displays the: Session, From/To dates and Start/End times.

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Tabs      ▲ ▼

All      ▲ ▼

The All tab displays the total list of all Areas.

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Grid      ▲ ▼

The grid displays a list of Areas, assigned to the Session selected above, along with their Area ID, Area, Location, Account Holder, ADO Account, EDO Account, Clerk, Booking Status, Orders, Host Name, Contact Number, Guests, Minors Attending, Arrival Time and Captains Notes.

Noteworthy      ▲ ▼

• Account Holder - Select to open the Search Accounts screen to select the Account which will be associated with the selected Area.

• ADO Account - Select to open the Search Accounts screen to select the Account which will be associated with all Advance Day Orders (ADOs) placed in the selected Area.

• EDO Account - Select to open the Search Accounts screen to select the Account which will be associated with all Event Day Orders (EDOs) placed in the selected Area.

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Footer      ▲ ▼

• Add - Select to open the Add Areas to Session screen to add an Area to the Session.

• Delete - Select to delete the selected Area from the Session.

• Save/Undo - Select to save/undo changes.

• Refresh - Select to retrieve the latest data and refresh the rows in the grid.

• Columns - Select to open the Choose Visible Columns prompt to customise the columns that will be visible in the grid.

• ADO/EDO Orders - Select to open the Area Orders screen to view/process ADO and EDO Orders associated with the selected Area.

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Area Orders Screen      ▲ ▼

This screen is accessed by selecting the ADO/EDO Orders button and in the grid of the Event Sessions screen.

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Footer      ▲ ▼

• Save/Undo - Select to save/undo changes.

• Basic Invoicing - Select to open the Basic Invoicing screen.

• Hide/Show Area Accounts Summary - Toggle select to Show/Hide the Accounts Summary section in the bottom right hand corner of the screen.

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Advance Day Orders (ADO) Tab      ▲ ▼

Grid      ▲ ▼

The grid displays a list of the Advance Day Orders (ADOs) along with their Total and Account Charge.

Footer      ▲ ▼

• Add - Select to choose either one of the following Order Types:
  • Portal - Select this option if the Venue IS making use of the Event Portal feature.
  • Non-Portal - Select this option if the Venue is NOT making use of the Event Portal feature.

• Delete - Select to delete the selected Order.

• Copy From - Select to open the Search Event Sessions screen to select an ADO previously placed for the selected Area.

Advance Day Orders (Ado) - Order Items      ▲ ▼

Grid      ▲ ▼

The grid displays a list of the Items ordered for the selected ADO, along with their PLU, Description, Qty, Price Level, Unit Price, GP%, Dietary Requirements, Master Group, Product Group and Category.

Footer      ▲ ▼

• Add - Select to open the Select Products for Order screen, to select one or more Products from the available Products listed.

• Delete - Select to delete the selected item from the Order.

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Event Day Orders (EDO) Tab      ▲ ▼

Grid      ▲ ▼

The grid displays a list of the Event Day Orders (EDOs) along with their Terminal #, Receipt #, Date/Time, Charge amount and Account for each order placed during the Event.

Event Day Orders (EDO) - Order Items      ▲ ▼

Grid      ▲ ▼

The grid displays a list of the Items ordered for the selected EDO, along with their PLU, Description, Qty, Price Level, Unit Price, Master Group, Product Group and Category.

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Surcharges Section      ▲ ▼

Footer      ▲ ▼

• Add - Select to open the Search Surcharges screen to select a Surcharge to add. Refer to Surcharges for more information.

• Delete - Select to delete the selected Surcharge.

• Apply All - Select to display a prompt requesting a confirmation response to apply the Surcharges to all ADO/EDO Orders for the selected Area.

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Accounts Summary Section      ▲ ▼

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Event Portal Screen      ▲ ▼

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Event Information Tab      ▲ ▼

This screen is accessed by selecting the Portal button in the Portal Settings column opposite the Event in the grid of the Events screen

Refer to How To Manage The Portal Settings for more information.

• Display Name - Displays/Enter the name for the Event patrons will see in the Event Portal.

• Description - Displays/Enter a description of the Event. The description entered will be visible by patrons in the Event Portal.

Example of the Description of an Event displayed in the Event Portal.

• Set/Clear Image - Select to select/remove an Image. The image selected will be displayed in the Event Portal for the Event.

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Session Tabs      ▲ ▼

This screen is accessed by selecting the Portal button opposite the Event in the grid of the Events screen or by selecting the Portal Status button opposite the Session in the grid in the Portal Status column of the Event Sessions section.

It is used to configure the settings relating to each Session configured for the selected Event. Hence, a tab will be selectable for each of the Sessions.

• Name - Displays the name of the selected Session.
• Display Name - Displays/Enter the Event Portal appropriate Session name patrons will see via the Event Portal.

• Portal Status - Select from the drop down list one of the following:
  • Closed - Select to ensure the Session IS NOT visible in the Event Portal.
  • Preview - Select to ensure the Session IS visible in the Event Portal. A status comment of Orders Open Soon will appear in the Events Portal. Patrons will be able to see their Sessions. However, they will not be able to register their attendance nor place Orders.
  • Attendance - Select to ensure patrons can register their attendance. A status comment of X Days left to Register (where X is the number of days remaining before the Session commences), will appear in the Events Portal. They can register their attendance by selecting the RSVP! button and answering any questions relating to the Session.
  • Orders Open - Select to ensure patrons can place Orders. A status comment of X Days left to Order (where X is the number of days remaining before the Session commences), will appear in the Events Portal. Also, if they have not already registered, they will be able to register their attendance by selecting the RSVP! button and answer any questions relating to the Session.
  • Orders Closed - Select to ensure patrons can no longer place Orders. A status comment of Orders Closed will appear in the Events Portal. The Session will be closed to any further patron initiated activity via the Events Portal.
  • In Progress - Select to ensure the Session is in progress. A status comment of In Progress will appear in the Events Portal. The Session will be closed to any further patron initiated activity via the Events Portal.
  • Finished - Indicates the Session has completed. A status comment of Finished will appear in the Events Portal. The Session will be closed to any further patron initiated activity via the Events Portal.

• Orders Locked - Displays/Set the date/time when the placing of Orders will no longer be available via the Event Portal. The date/time set defaults to the Session start date/time and can only be set to a date/time prior to the default. When the date/time set is reached the Portal Status will automatically change to Orders Closed.

• Questions - Select the Choose Question Set button to open the Choose Question Set for Session prompt and select a Question Set from the list. Refer to How To Manage Question Sets for more information.

• Catalogue - Select the Choose Catalogue button to open the Choose Catalogue for Session prompt and select a Catalogue from the list. Refer to How To Manage Catalogues for more information.

• Select Menus - Select to open the Session Menus section to select/unselect Menus from those listed. Refer to How To Manage Menus for more information.

• Session Starts/Ends - Displays the Start and End date/times of the Session.

• Doors Open/Close - Displays the times the Session Doors are opened/closed to patrons.

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Notification Configuration Screen      ▲ ▼

This screen is accessed by selecting the Tools button and then it's Notification option in the footer of the Events screen.

It is used to enable and configure patron Notifications for Events and Events Portal.

Header      ▲ ▼

• Location Group - Select from the drop down list the Location Group for which Event Notifications are to be configured/retrieved.

• Location - Select from the drop down list the Location for which Event Notifications are to be configured/retrieved.

Footer      ▲ ▼

• Save - Select to save the changes.
• Undo - Select to undo the changes.
• Close - Select to exit.

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Main Tab      ▲ ▼

• Enable - Select to ensure Event Notification is enabled.

• Cloud Client ID - Select from the drop down list the Cloud Client ID for which Event Notifications are to be configured/retrieved.

• From Name - Displays/Enter the name that will appear as the From name in the Notification.

• Contact Email - Displays/Enter the email address that will appear as the Contact Email in the Notification.

• Signature - Email Only - Displays/Enter the signature name that will appear as the Regards name in the Email Notification.

• Contact Phone - Displays/Enter the phone number that will appear as the Contact Phone in the Notification.

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Event Tab      ▲ ▼

This screen is accessed by selecting the Events tab in the Notification Configuration screen.

• Event Invitation - Select Yes to prompt for confirmation of sending Notifications to patrons when a Session's Portal Status is set to Attendance.

• Ordering Closed - Select Yes to prompt for confirmation of sending Notifications to patrons when a Session's Portal Status is set to Orders Closed.

• Order Submitted - Select Yes to send a Notification when a patron submits an Order via the Events Portal.

• Order Reminder - Select Yes to send a Notification before the specified Session's Orders Locked date/time. Once selected set the:
  • Days Before Orders Locked - Displays/Enter the number of days the Notification will be sent prior to the Session's Orders Locked date/time.

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Reports Screen      ▲ ▼

This screen is accessed by selecting the Reports button in the footer of the Events screen.

It is used to add/edit/delete Event related Reports and their filters/options.

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