www.eventright.

com

System Functionality
An InnovaWorks Product

Features and explanation of the EventRight system
Updated December 04, 2009

Copyright © 2009 InnovaWorks Corp. (www.innovaworks.com)

Table of Contents 1. Setup .................................................................................................................. 3 1.1 1.2 1.3 1.4 1.5 2. 2.1 2.2 2.3 3. 3.1 3.2 3.3 3.4 3.5 4. 4.1 4.2 4.3 4.4 4.5 4.6 4.7 4.8 5. 5.1 Sales Setup ................................................................................................ 3 Account Types ............................................................................................ 6 Contact Types ............................................................................................ 7 Contact View Setup ................................................................................... 10 Event Orders Setup ................................................................................... 10 Sales Hierarchy ........................................................................................ 11 Accounts .................................................................................................. 14 Contacts .................................................................................................. 16 Event Type ............................................................................................... 19 Transport Type ......................................................................................... 20 Seat Type ................................................................................................ 20 Accommodation Type ................................................................................ 20 Bed Type ................................................................................................. 21 General ................................................................................................... 22 Transportation .......................................................................................... 23 Accommodation ........................................................................................ 29 Products .................................................................................................. 35 Sales Setup .............................................................................................. 37 Packages ................................................................................................. 38 Settings ................................................................................................... 43 Orders ..................................................................................................... 47 Reports.................................................................................................... 60

Contacts & Accounts ........................................................................................... 11

Events Pre-Setup ................................................................................................ 19

Event Setup (Add/Edit) ....................................................................................... 22

Reports ............................................................................................................. 60

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1. Setup Purpose: Places the major setup functions in one location. This is most easily accessed by clicking „Setup‟ in the upper, right-hand side of the screen.

1.1

Sales Setup Purpose: To set the hierarchical structure of the company (e.g. Region > State) and the sales/employee structure for each level of the company (e.g. Sales Manager > Sales Rep > Assistant Sales Rep)

1.1.1 Add Account Type Purpose: To add a new account type under an account type in the sales setup. (e.g. Adding „City‟ under „State‟.)

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1.1.2 Assign Account Type Purpose: To assign an existing account type under an account type in sales setup. (e.g. „Office‟ already exists and is assigned under „City‟.)

1.1.3 Remove Account Type Purpose: To remove an account type assigned in the sales setup. This does not delete the account type.

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1.1.4 Add Title Purpose: To add a new title under the highlighted account type in the sales setup. (e.g. adding „Sales Rep‟ under „City‟.)

1.1.5 Assign Title Purpose: To assign an existing title under the highlighted account type in sales setup. (e.g. „Intern‟ already exists under „City‟.)

1.1.6 Remove Title Purpose: To remove a contact type assigned in the sales setup. This does not delete the title from the highlighted account type.

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1.2

Account Types Purpose: To set the various types of accounts. In “Sales Setup”, these are the different levels of the company. If created outside of “Sales Setup”, these can be assigned within it. Note that there are some pre-existing account types which shouldn‟t be deleted, such as Accommodation Supplier, Transport Supplier, and EventAccountType.

1.2.1 Add Title Purpose: To set the titles assigned to an account type. In “Sales Setup”, these are the different sales/employee levels (contact types) for that particular company level. If created outside of “Sales Setup”, these can be assigned within it.

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1.3

Contact Types Purpose: To set the type(s) of contact role and fields to request and require for that contact, such as First Name, Email, Phone. Note that in order for the contact type to be available in “Sales Hierarchy”, it must have the Contact Type Role “Sales” checked. Note that there are some pre-existing contact types which shouldn‟t be deleted, such as Admin, Customer, and Guest.

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1.3.1 Assign Permissions (Privileges Purpose: To assign permissions to the contact type. All contacts using this contact type will have these permissions.

1.3.1 Add Address Type Purpose: To add a type of address the contact may have. If fields such as Address, City, Country, etc. aren‟t selected for the contact type, this won‟t be available.

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1.4

Contact View Setup Purpose: To set search fields in Search Contacts and to set visible fields in the Contact Landing Page.

1.5

Event Orders Setup Purpose: To specify settings for each event‟s order process, such as whether or not to include on-the-fly discounts.

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2. Contacts & Accounts

2.1

Sales Hierarchy Purpose: To use the sales setup structure to add the company‟s real structure and the sales/employee structure.

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2.1.1 Add Account Purpose: To add a new account under an account in the sales hierarchy. (e.g. Adding „San Diego‟ under „CA‟.)

2.1.2 Assign Account Purpose: To assign an existing account under an account in the sales hierarchy. (e.g. „LA‟ already exists and is assigned under „CA‟.)

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2.1.3 Remove Account Purpose: To remove an account assigned in the sales hierarchy. This does not delete the account.

2.1.4 Add Contact Purpose: To add a new contact under the highlighted account and contact in the sales hierarchy. (e.g. adding „Tammy Smith‟ under „Jane Smith‟.)

2.1.5 Assign Contact Purpose: To assign an existing contact under the highlighted account and contact in sales hierarchy. (e.g. „Harry Doe‟ already exists as a contact.)

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2.1.6 Remove Contact Purpose: To remove a contact assigned in the sales hierarchy. This does not delete the contact.

2.2

Accounts Purpose: To set the accounts for a company (e.g. California). In “Sales Hierarchy”; these are the different levels of the company. If created outside of “Sales Hierarchy”, these can be assigned within it. Note that in addition to the different levels of a company, accounts can be event names and suppliers, and shouldn‟t be deleted.

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2.2.1 Assign Contact Types Purpose: To set the types of contacts that can be assigned to the account. This is also done through the Sales Setup.

2.2.2 Assign Contacts Purpose: Assign specific contacts to an account, based on the contact types also assigned to the account. This is also done through the Sales Hierarchy.

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2.3

Contacts Purpose: To manage and add contacts for a company. Contacts can also be guests or customers.

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2.3.1 Contact Landing Page Purpose: To give an overview of the contact, including contact info, orders, messages.

2.3.2 Edit Contact Purpose: To edit the information for a contact.

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2.3.2.1

Add/Edit Address Purpose: To add a new address/edit an address for the contact. Note that only one address may be added per address type (added in contact type).

2.3.2.2

Assign Permissions Purpose: To assign specific permissions to the contact not already assigned to their contact type.

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3. Events Pre-Setup

3.1

Event Type 3.1.1 Add Event Type Purpose: To set the types of events that will be created and what features will be included.

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3.2

Transport Type 3.2.1 Add Transport Type Purpose: To set the types of transport available, such as flight or bus. Unnecessary if no event will offer transportation.

3.3

Seat Type 3.3.1 Add Seat Type Purpose: To set the types of seats that will be available for each transport type, such as Regular and First-Class. Unnecessary if no event will offer transportation. Note: At least one transport type must be added beforehand.

3.4

Accommodation Type 3.4.1 Add Accommodation Type Purpose: To set the types of accommodation available, such as hotel or condos. Unnecessary if no event will offer accommodation.

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3.5

Bed Type 3.5.1 Add Bed Type Purpose: To set the types of beds available for a room, such as Twin or King. Unnecessary if no event will offer accommodation.

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4. Event Setup (Add/Edit)

4.1

General Purpose: To set the general details of an event.

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4.2

Transportation Purpose: To show the types of transportation available in an event and their corresponding entries.

4.2.1 Assign Transportation Type Purpose: To set the types of transportation that will be offered for that event.

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4.2.2 Add Transportation Purpose: To set a transport within a specific transportation type.

4.2.2.1

Add Seat Type Purpose: To set the seat types available on that specific line of transportation. Changes the price based on the seat type chosen, e.g. 10% more for First Class.

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4.2.2.2

Add Schedule Purpose: To set the general pickup points for the transport to the destination. A specific schedule may also be set here.

4.2.2.3

Inventory Purpose: To set specific suppliers, schedules, and assign seats for transportation.

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4.2.2.3.1

Add Inventory Points Purpose: To set the pickup points for the specific line.

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4.2.2.3.2 Add Seat Range(s) Purpose: To set the seat ranges for a seat type. Note: The total number of seats for that seat type that can be added for ALL inventories is dependent upon the quantity set in Seat Types from the Transport Details screen.

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4.2.2.3.3 Assign Seats Purpose: Assign customers to seats; show seat assignments and unreserved seats.

4.2.2.3.3.1 Assign Customers Purpose: Assign customers to seats.

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4.3

Accommodation Purpose: To show the types of accommodation available in an event and their corresponding entries.

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4.3.1 Assign Accommodation Type Purpose: To set the types of accommodation that will be offered for that event.

4.3.2 Add Accommodation Purpose: To set an accommodation within a specific accommodation type.

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4.3.2.1

Add Room Type Purpose: To set the types of rooms available, such as Standard and Deluxe. After adding the room type, beds may be defined.

4.3.2.1.1

Assign Bed Types Purpose: To assign the bed type(s) available for that room type. This isn‟t required but can‟t be added once Inventory is added.

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4.3.2.2

Inventory Purpose: To set specific suppliers, room ranges, and assign rooms for accommodation.

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4.3.2.2.1

Add Room Ranges Purpose: To set the specific room numbers which are available for that specific room type and occupancy. Note: The total number of rooms for that room type that can be added for ALL inventories is dependent upon the quantity set in Room Types from the Accommodation Details screen.

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4.3.2.2.2

Assign Rooms Purpose: To assign customers to rooms.

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4.3.2.2.2.1 Assign Customers Purpose: Assign customers to rooms. Includes search capabilities.

4.4

Products Purpose: To show the products available in an event.

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4.4.1 Add Products Purpose: To add the products that will be available in an event.

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4.5

Sales Setup Purpose: To set and show the sales structure and employees assigned to that event.

4.5.1 Manage Discounted Rep Codes Purpose: To set the rep codes that will be assigned to specific packages. (When „Include All Salespersons‟ is marked in a package, these rep codes won‟t be included.)

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4.6

Packages Purpose: To show the Offers, Packages and Promotions available in an event. Note that currently Promotions aren‟t enabled for events.

4.6.1 Add Offers Purpose: To set the offers available in an event. If „Set as Additional Service‟ isn‟t marked, offers require a choice of just one item in each group. For example, an offer with Bus 1, Bus 2, and Plane 3 will require the customer to make a choice of one of the three. „Show Online‟ – if marked, the offer will be shown on the portal. „Set as Additional Service‟ – if marked, each product in the offer will be available for purchase in addition to the package.

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4.6.1.1

Assign Product Purpose: To select the products (Accommodation and Transportation) that will be included in the offer. Assign Additional Services Purpose: To select the additional services (added in “Products” tab) that will be included in the offer. Assign Salespersons Purpose: To select the salespersons for which the offer will be shown on the portal. „Include All Salespersons‟ includes all salespersons except those marked in „Manage Discount Rep Codes‟ under Sales Setup. Note: Assigning specific salespersons isn‟t currently enabled, but you must mark the checkbox for „include all salespersons‟ in order for the offer to be accessible.

4.6.1.2

4.6.1.3

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4.6.2 Add Packages Purpose: To set the packages available in an event. Currently only packages are shown on the customer portal as available for sale.

4.6.2.1

Assign Product Purpose: To select the products (Accommodation and Transportation) that will be included in the package. This section will be shown even if an event has neither Accommodation nor Transportation. Assign Additional Services Purpose: To select the additional services (added in “Products” tab) that will be included in the package.

4.6.2.2

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4.6.2.3

Assign Offer Purpose: To select the offers that will be included in the package.

4.6.2.4

Assign Salespersons Purpose: To select the salespersons for which the package will be shown on the portal. All salespersons can be assigned; only those salespersons marked in „manage discounted rep codes‟ (Sales Setup) won‟t display these packages.

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4.6.3 Add Promotion Purpose: To set the promotions that will be available to customers. Note that this is currently not enabled for events.

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4.6.3.1

Manage Promotion Templates Purpose: To set the types of promotions that will be created and what features will be included. Add Promotion Template Purpose: To add a type of promotion template. Add Recurring Purpose: To set a promotion as recurring and the details.

4.6.3.2

4.6.3.2.1

4.7

Settings Purpose: To show the domain name, the merchant account provider, an event theme, and manage email templates for the event.

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4.7.1 Add Domain Name Purpose: To set a domain name for the event.

4.7.2 Add Merchant Account Settings Purpose: To set the merchant account that will be used for the event.

4.7.3 Upload event theme Purpose: To set the portal theme (images and css). This will overwrite the default portal theme.

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4.7.4 Manage Event Email Template Purpose: To manage the various event email templates.

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4.7.4.1 Add Mail Template Purpose: To add an event email template.

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4.8

Orders Purpose: To manage orders placed on the portal and backend.

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4.8.1 Create Order Purpose: To create an order on the backend for a customer.

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4.8.1.1

Customer Purpose: To select an existing or add a new customer.

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4.8.1.2

Sales Rep/Sales Account Purpose: If selected in the order setup, to select a sales rep and/or sales account.

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4.8.1.3

Order Items Purpose: To select any items in a package and add it to the order. If there are vip offers, to add any products desired to the order.

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4.8.1.4

Discounts Purpose: If selected in Events Order Setup, to add any on-the-fly discounts to the order.

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4.8.1.5

Guests Purpose: To add the guests for the order.

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4.8.1.6

Review Order Purpose: To review the order before placing it.

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4.8.2 Payments Purpose: To add payment(s) for an order.

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4.8.3 View Order Purpose: To review an order‟s details.

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4.8.3.1 Manage Guest Ticket Purpose: To change the guests on the order.

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4.8.3.2 Adjustment Purpose: To add an adjustment to the order, such as an additional charge or refund.

4.8.3.3 Cancel Order Purpose: To cancel the order.

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4.8.3.4 Modify Purpose: To modify the order.

5. Reports 5.1 Reports Purpose: To generate reports for the various events.

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