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Contacts can be found by clicking on the Contacts icon in the Navigation Bar or by using the global search field. When an event is booked from the contact’s page, the contact is added to the event as the primary contact. All other required fields must be entered.
It is also possible to create a new event from a Contact’s page. This can be done by clicking the “New Event” button located as you scroll down the Contact’s page.
When an event is booked from the contact’s page, the contact is added to the event as the primary contact. All other required fields must be entered.
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Once the new event’s required information has been entered, click the “Save” button. There are two “Save” buttons located on the screen. There is one in the upper left corner and one in the lower left corner. Clicking the “Save” button will create the event/function and direct to the Event Details page of the event.
Save and New Function button is used only if additional Functions are needed that may be taking place in different locations within your site for a different time frame.
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Services can be added from the Function Details page. Scroll down to the the yellow Functions section header and click Click the services link.
Within the Function Services page, click the “Add Menu” button.
Check the box to the left of the desired service menu name and click the “Add” button. Whether a menu has a package price or a dollar allocation is indicated under the Pricing Type column.
In order to add all items in the service menus, click Click the “Check All Items” button. To add all items under a specific service type, check the top box under the service type header. To add selected items, check the boxes for each desired item. The “Save” buttons at the top and bottom of the page will add the items to the event and direct to the Function Services page.
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In order to generate/preview a document from the Event or Function Details screen, scroll down to the Communication History section header. Click on the “Generate Event Document” button.
This will direct to the Generate Documents page. A list of available documents will display. Check the box to select the desired document and then click the “Generate Documents” button.
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Inquiry - Process Inquiry when a Contact is “just shopping” for information but you’d like to put them on your calendar as an Inquiry, send out information, and follow up with them later. Contact is not quite ready to be sent a contract.
Proposal - Send Proposal after services have been added and you want to send out a document with the proposed services.
Tentative - Process Tentative when you want to get confirmation of an event by sending out a document requesting a deposit and/or signature.
Definite - Confirm the event when a d deposit and/or a signed contract or confirmation letter has been received.
Complete Event Order - Complete Event Order when the service details of your event have been entered, such as food menus, beverage menus, and setup and service requirements, and you are ready to preview or send an Event Order to confirm these details with/to the contact or internal staff. (Changes are still possible after all steps!)
Guarantee - Guarantee your event when the guaranteed attendance figure has been received. This will update all of the quantities for your event. (May be dependent on ‘Auto Quantity’ being turned on for your specific menu(s).
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Clicking an event Lifecycle button navigates to a screen that will allow input of relevant event information like recording payments, printing or e-mailing documents, assigning follow-up tasks, and verifying attendance counts. These automated tasks ensure that no information is accidentally forgotten, provide quick access to required information, and build consistent business practices among users.
The lifecycle steps do not have to be completed sequentially. To move ahead and skip stages, simply click on the desired Lifecycle button to perform the tasks associated with that stage in the Lifecycle. If desired, the Lifecycle can be customized to include fewer steps.
Banquets does not allow an event to move backwards backward in the lifecycle. However, if an action associated with an earlier stage in the lifecycle needs to be completed, such as printing another document or recording a deposit, this can be done from other areas on the Event Details page, such as Communication History and View Financial Details.
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