EventPro Planner Manual

Add Resources to Functions

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Add Resources to Functions

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Add Resources to Functions

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The Resources section of EventPro Planner allows you to manage event supplies, from inventory to ordering.

How Did These Resources Get Here?

To review how you set up your master list of resources, see Chapter 2: Setting Up EventPro Planner, Step 10: Resources.

To review how you added resources to Event Setup, see Chapter 5: Set Up an Event, Organization Setup: Resources.

After you added venue locations to the days of your events (Add Venue Locations to an Event) and scheduled the functions that will occur in those locations (Add Functions to Venue Locations), you can add the resources you will need for each function.

Adding Resources

1.If this is a multiple-day event, use the date drop-down list or horizontal arrows to select the applicable day.
2.There are several different ways of assigning resources to functions, depending on the view you are in:
Click to expand/collapse textCalendar View Options
•In the column to the left of the calendar, click the Resources button and select the applicable item. You may need to click the + sign to expand the category and find the item.   Locate the color-coded section on the calendar representing the appropriate function to which you want to add the item. Select the resource item from the left column and drag it onto a scheduled function in the calendar.

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OR

•Select the appropriate function on the calendar.  Click the Calendar Tasks button in the left column and select Detail Items. The Function Resource Items window opens.  Click the New button to the right of the selection grid.

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OR

•Right-click on the function and select Resource Items from the speed menu. The Function Resource Items window opens.  Click the New button to the right of the selection grid.

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Click to expand/collapse textDetail View Options

Select the appropriate location in the Locations grid and click to highlight the appropriate function in the Functions grid.

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Click the Resources tab to the right of the Function grid.  Click the New button to the right of the Resources tab.
Click to expand/collapse textFunction View Option

Click to highlight the function to which you want to allocate a resource. Click the Resources tab below.  Click the New button to the right of the Resources tab.

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3.Regardless of which area you started in, the Resource Item Allocation [New] window appears
4.Fill out the fields under the Item area, and under the three tabs below: Required, Notes and User Fields.
Click to expand/collapse textItem

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1.Confirm that the Assigned To Function, Venue Name, Location Name, Date/Time, Resource Category and Resource Item fields are correct.
2.If necessary, you can select a different Resource Category from the drop-down list.
3.To select a new Resource Item, click the ellipsis to the right of the field.  In the Lookup window, select the item and click OK.

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4.If you need to add a new detail item that is not yet in your Event Setup, or if you want to edit an existing item, click the New or Edit button.

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a.Fill out the fields in the Resource Item [New] or Resource Item [Edit] window.  Review how to fill out these fields at Chapter 5: Set Up an Event, Organization Setup: Resources, Add Resource Categories and Items.
b.Click Save.
c.The items you add or edit here will be added to or edited in your list of resources in the Organization Setup | Resources tab of the Event Setup window.
d.Select the new item in the Lookup window and click OK.

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Click to expand/collapse textRequired

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1.Under the Required tab, enter the required Quantity for the item. The numbers from the required quantity in this field are used for Quantity Checking or Resource Conflict Checking in Event Setup (review Chapter 5: Set Up an Event, Organization Setup: Resources, Add Resource Categories and Items).
2.You can either type in the required number for the quantity, or you can check the Use Assigned Function Attendance checkbox. This will set and update the required quantity based on how many attendees are registered for this event.
3.Confirm or edit the From and To times for the resource item. If the item is only required for part of the function, or is required before or after the scheduled function time,  you can manually type in the times. If the item is required for the entire function, you can check the Use Assigned Function Time Period box. This means that if you change the function’s scheduled time, it will automatically update the resource item’s scheduled time.
Click to expand/collapse textNotes

This tab will pull in any notes entered for this resource item in the Organization Setup | Resources tab of the Event Setup window.  You entered this information in Chapter 5: Set Up an Event, Organization Setup: Resources, Add Resource Categories and Items.

Enter any additional notes about the scheduled resource item for this function under the Notes tab.
Click to expand/collapse textUser Fields

If you created user fields for Event Organization Resource Item, they will appear under the User Fields tab.  Enter any required information.

To learn more about user fields, see Chapter 17: User Fields, User Field Overview.
5.Click Save.
6.You can allocate a resource to times outside the booked function times, but if you do, you will see a Confirm dialog asking if you want to allow the Resource Item's times to fall outside the booked times of the function. If you want to allow it, click Yes to continue.

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7.If a Resource Conflict occurs, see Resource Conflicts below.

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8.After you have dealt with resource conflicts, if any, and have saved the item, in the Calendar View, the resource item will appear in the selected function on the calendar.  To review how to view resources in the calendar, see Calendar View: Resources above.

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9.In the Detail View, the resource item will be added to the Resources tab for the function.

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10.In the Function View, the resource item will be added to the Resources tab for the function.

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11.If you have the Master Inventory module, you can also see how the resource has been allocated in this event under the Resource Usage tab.  Refer to the information under Resource Usage above.

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