Q. How do I add my clients and business contacts to the database?
Q. How do I make a booking?
Q. Where do I set up event details, such as budget, registration packages and venues?
Q. I have a bunch of similar events and I keep setting up the same things over and over. Is there a way I can create a template and reduce the data entry I have to do?
Q. How do I create label and letter templates?
Q. How do I create letters that can be personalized with names, addresses, event names and other information when sent in a mail merge?
Q. When inserting a logo or graphic into a document in the Word Processor, I have two options: Graphic – Linked and Graphic – Embedded. Which should I use?
Q. How do I adjust my Tax Rates?
Q. How do I create invoices that are a percentage of total charges, or which can be deducted from future invoices?
Q. How can I import a list of companies, contacts, attendees and travel/accommodation information into EventPro Planner?
Q. How do I run and print Reports?

A: Log in to EventPro Planner by double clicking on the desktop icon. Enter "supervisor" for the Username and "superv" for the Password.

If you are logging into the Standard Edition, choose the Database you want to use:

• Sampdata.mdb contains sample data illustrating the many capabilities of EventPro Planner. If you login to EventPro Planner using this database, you can see an example of how EventPro Planner can be set up. However, do not enter your own data in the SampData.mdb file.
• Data.mdb is a blank database that, once set up, will contain only information applicable to your own business. When you are ready to set up EventPro Planner for your company, use this database.

If you cannot find the database by clicking the drop-down list arrow, click the Find button and navigate to the correct database.

If you are logging into the Enterprise Edition, choose whether you will be using Windows Authentication or SQL Server Authentication, and fill in the fields below, which will vary depending on the option you chose. From here, the EventPro Planner Video Manual will help you get started. Log into Support at http://www.eventpro-planner.com/usersupport/supportmain.cfm and click the Manual tab.

A:  You should probably back up your data once a day, minimum. This may seem like a lot, but think about how many days’ worth of data entry you are willing to lose. Remember that while it took one day to put all of that data in, it will take you much longer than that to figure out what was lost and re-enter it all.

Backing up data does not have to be a complicated, time-consuming process. To learn how to set up a backup schedule, choose backup media and select key files to back up, click HERE.

A: 

You can take several measures to ensure the most efficient service from our Support Department:

1. Be at your computer with EventPro Planner running
2. Know your User I.D. (a six-digit number found on the first screen of EventPro Planner, which you can view by selecting Help | About)
3. Know what platform your computer is running on and the type of network system
4. Take note of what you were doing before the problem occurred and record the wording of error messages
5. Prepare a complete list of questions explaining what you want to do and what problem is preventing you from doing that

A:  If you purchased a current Upgrade Protection Plan, you can download the most recent upgrade by logging into Support at http://www.eventpro-planner.com/usersupport/supportmain.cfm. Click on the Downloads tab and click on the most recent Update link.

If you do not have a current Upgrade Protection Plan, contact EventPro Planner Sales at (306) 975-3737 or Sales@Eventpro.net for information about purchasing an Upgrade Protection Plan.

A:  The annual Upgrade Protection Plan provides you with the following benefits:

1. Program upgrades and maintenance releases available by logging on to the EventPro Planner Support website at http://www.eventpro-planner.com/usersupport/supportmain.cfm
2. Live software support Monday to Friday 7 a.m. – 5 p.m. CST (available in English only)
3. 24-hour access to current information on the EventPro Planner Support website, which includes new feature enhancements, frequently asked questions and advanced help information

If your Upgrade Protection Plan has lapsed, please contact our Sales Department at (306) 975-3737 or Sales@Eventpro.net.

A:  First, ensure that you are searching by the correct search term and that any relevant checkboxes are selected in the Find window. If that still does not work, you may not be searching under the correct column header in the selection grid. Look for the small RED ARROW that appears in one of the column headers. EventPro Planner will search for records containing your search term in the column marked by the small red arrow.

For example, if you wanted to search for an attendee by Last Name in the Find Attendee window, first click on the Last Name column header and then enter your search term in the Search For field. Matching records – attendees with last names that contain your search term – will appear. If you wanted to search by First Name, click on that column header.

A:  A selection grid is a table of columns and rows listing a variety of related records. Most of the selection grids throughout EventPro Planner can be customized to suit your personal preferences.

Alter the horizontal order of the columns by clicking and holding down the left mouse button on a column header, dragging the header horizontally to the right or left and releasing the mouse button to drop the column in the new position. You may find it convenient to move important columns to the left so that you do not have to scroll to the right as often.

To return to EventPro Planner’s default column header order and sizes, click the small empty cell to the left of the title row and select Reset Grid Customization.

Note the RED ARROW in one of the column headers. Click on the column header by which you want to sort records (e.g. Last Name, Company Name, Event Name). The red arrow in the column header indicates the sort direction. Click on the header a second time to reverse the order of the records.

To sort by more than one column header, click on the header you want to sort by first. Then, hold down the Ctrl key while selecting the additional headings in the order by which you want the records sorted.

A:  Click the Companies/Contacts button along the top row of buttons to open the Companies/Contacts screen.  To add a company, click the Single Company View or Company List View tab and click the New button to the right.  Fill out the relevant information in the Company [New] window and click Save.  To then add a contact to that same company, select the Company Contacts tab in the bottom section of the screen and click the New button to the right.  Fill out the relevant information in the Company Contact [New] window and click Save.

A:  In the Booking Calendar, double-click the cell corresponding to the date and Event Manager or Event Status you want to assign to the event.  This will begin a single-day booking.  To create a multi-day booking, select multiple cells while holding down the Ctrl key and click Event | New in the Button Bar.  The New Event Wizard appears. This wizard will lead you through the booking process step by step.

A:  Find the relevant event in the Event Maintenance screen and click on the Event Setup tab (V1.7) or button (V2.0).  In the Event Setup area, you will add a variety of details, including Venues/Hotels/Suppliers, Attendee Types, Functions, Registrations, Detail Items, Booths, Reservations and Letter Templates.  Remember that before you begin setting up an individual event, you should first adjust your System Settings and define items in your Lookup Tables, which are both accessed from the Setup menu.

In the EventPro Planner Manual current to Version 1.7.20.350, refer to Chapter 4: Set Up an Event.

In the EventPro Planner Manual current to Version 2.0, refer to Chapter 4: Set Up an Event.

A:  Yes. If you often plan similar events, you can create Event Category Templates that will save time and data entry when booking and adding details. An event category template can be created in two ways. You can enter details for each event category in the Setup Event Categories screen or you can save a previous event as a template. The instructions in Chapter 14: Event Category Templates (V1.7) or Chapter 15: Event Category Templates (V2.0) in the User Manual describe how to create a new event category template in the Setup Event Categories screen. To learn how to save a previously booked event as a template, see Chapter 4: Set Up an Event, Event Maintenance Screen Overview: Event Options, Save as Template.

A:  In the EventPro Planner Manual current to Version 1.7.20.350, refer to Chapter 12: Letter and Label Templates.

In the EventPro Planner Manual current to Version 2.0.12.364, refer to Chapter 13: Letter and Label Templates.

A:  You need to add merge fields to your letter and label templates. To learn how, go to the EventPro Planner User Manual current to Version 1.7.20.350, refer to Chapter 12: Letter and Label Templates, Word Processor and in the EventPro Planner Manual current to Version 2.0.12.364, refer to Chapter 13: Letter and Label Templates, Word Processor.

A:  Linked Graphics are usually recommended.  When a linked object is inserted into a document, it is still stored externally from the document.  The printed or viewed document will find the graphic in the specified folder and include it in the output.  An embedded object, however, actually becomes part of the document, which increases its size.  Consequently, if you embed graphics into many documents, they will use up a lot of space in your database.

EventPro Planner Version 1.0+: In your System Settings, under the General tab, enter the default Folder for Attachment & Images.  Make sure that you move required graphics into that folder so that you can access them when selecting Insert | Graphic – Linked from the Word Processor's main menu. IMPORTANT!  Do not move the graphics from the folder if you are using them in documents.  If moved from the folder, the graphics will disappear from the documents.

EventPro Planner Version 2.0: In the EventPro Planner Manual current to Version 2.0, refer to Chapter 13: Letter and Label Templates, Word Processor: Insert Graphics.

A:  Good news – it’s a tax cut! Or, maybe not-so-good news – there’s a tax increase. Either way, you need to adjust your EventPro Planner Taxes. You may be tempted to go into Taxes Setup and simply edit the existing rates, but don’t do this! You must create a new Effective Tax Date.

In EventPro Planner’s main menu, select Setup | Taxes. Click the New button to the right of the selection grid to open the Setup Taxes [New] window. Your previous taxes will default into the fields. Make any required changes to the rates and choose the Effective Date from the drop-down calendar at the top. The Effective Date is the date on which the new tax rate comes into effect. Click Save. The new taxes will be the default taxes for events you book after the new Effective Date, but remember that you can customize the taxes for each event. If you have already set taxes for an event, you will have to change the taxes manually to reflect the new tax system.

A: With the new EventPro Planner Version 2.0, you will have many new options that will meet all of your invoicing needs. You can create Automatic Invoices that automatically calculate the total for all chargeable items, allowing you to quickly and easily invoice for the total amount, certain items only or a percentage of the charges. If time is of the essence, you will not be restricted to creating one invoice at a time. With the Batch Invoicing feature, you can create multiple invoices for all events or all attendees/exhibitors in an event with one easy-to-use Invoice Wizard. If you want more flexibility in creating invoices, you can also create Manual Invoices, which begin blank or can pull in a line item for a percentage of total charges. Special Deposit Invoices allow you to deduct amounts from future automatic invoices. For example, if you create a manual deposit invoice for an event, and later create an automatic invoice for the event charges, you will have the option to deduct the amount of the deposit invoice from the event charges invoice. Finally, Credit Invoices allow you to credit a customer for items that were invoiced but for which you will not receive payment, eliminating the need to void and recreate invoices if an item must be removed from the total charges.

Create invoices for any circumstance with the newly reconstructed Finance module in EventPro Planner Version 2.0. Consult the detailed EventPro Planner User Manual, Chapter 5: Finance, for extensive instructions on creating Invoices and Payments of every kind.

A:  If you have these records in a Comma Separated Value (csv) file, Excel spreadsheet or an Access database, it is easy to import them into EventPro Planner. The EventPro Planner User Manual can walk you through the process.

In the EventPro Planner Manual current to Version 1.7.20.350:

To import companies or contacts, see Chapter 2: Companies/Contacts, Import Companies and Contacts. To import attendees, see Chapter 6: Manage Attendees, Import Multiple Attendees. To import travel reservations, see Chapter 7: Attendee Travel, Import Travel Reservations. Finally, to import accommodation reservations, see Chapter 8: Attendee Accommodations, Import Accommodation Reservations.

In the EventPro Planner Manual current to Version 2.0:

To import companies or contacts, see Chapter 2: Companies/Contacts, Import Companies and Contacts. To import attendees, see Chapter 7: Manage Attendees, Import Multiple Attendees. To import travel reservations, see Chapter 8: Attendee Travel, Import Travel Arrangements. Finally, to import accommodation reservations, see Chapter 9: Attendee Accommodations, Import Accommodation Arrangements.

A:  Some reports are available from the Reports menu and others are available on various EventPro Planner screens. To learn how to run and print any of EventPro Planner’s reports, see Chapter 16: Reports in the User Manual in the EventPro Planner Manual current to Version 1.7.20.350. See Chapter 17: Reports in the EventPro Planner Manual current to Version 2.0.