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Scheduling New Assignments

Blocking Venus

1.   Set the date for the new booking by the most convenient method:

  • The Calendar tab is the default view at start-up, but it may be accessed at any time from the lower pane of the main program window.  Click once on any date number or use the buttons in its upper corners to scroll to another 3-month period. The selected date is hi-lighted in grey; the present date in red.
  • The selected date and month abbreviation centered in the Venue tab toolbar is a standard Windows drop-down date picker which can also be edited directly.  It provides the fastest way to scroll entire years at a time.
  • The Forward or Back buttons on either side of date display scroll one day at a time.

2.   Click on the New   button located on the right of the date display to begin blocking the new assignment.  This button will immediately become greyed out as the day grid cells change colour from faint grey to white.  Click the Cancel toolbar button to return to browse mode.

3.   Position the tip of the green, 'Start' mouse-pointer to the right of the corresponding start-time and within the row of the upper-most venue being reserved.  Press and continue holding  the left mouse button while dragging the cursor across to the end-time and down over any other venues rows being blocked.

Note:  Mouse movement is recorded in the direction from the top, left to the bottom right of the grid only.

4.   Releasing the mouse displays the following dialogue box: 

5.   Confirm or adjust the status (see step 13 below), start- and end-times;  however, if the Venue(s) or date selection is incorrect, click Cancel to start over.  Optionally, a room-setup style may be selected at this point as well.  (Any text up to 20 characters in length may be entered but selecting from the dropdown list will display the corresponding floor-plan on the contract.)

Note:    R.S.V.P. can recognize when all the constituent rooms comprising a main ballroom are blocked at once and automatically performs the translation. 

6.   Click O.K. or press the <Enter> key to commit the reservation to the database and it will become visible to all networked users.  After this point, the new assignment will appear as "in progress" on the venue grid and the focus defaults to the Client drop-down list on the Summary tab.

Client Contact Information

7.   If  this reservation is for a new client not entered in the database yet, or for an existing one that requires updating anything other than the Fax, Phone, telephone Extension or the Contact name, click the Client label-button on the Summary tab to proceed to Add or Edit Clients.  

8.   As the Summary tab's Client field may not be edited directly, click on its drop-down arrow to select a name from the list.  Any changes or additions you may have just made in step 7 are immediately reflected.

9.   If you choose the Yes default at the "Fill contract with default contact information" prompt,  Fax, Phone, telephone Extension and Contact names will be copied to these fields automatically.  They can always be edited after though.  Choosing No bypasses the "Look-up client history" prompt described in step 10 and allows you to make another selection.

Note:  Re-selecting a different client will not update the Fax, Phone, Contact or Readerboard fields.  Each must be reset manually, particularly the Reader field's contents which display in the venue grid but may not necessarily be the client's name .

10.  If you choose Yes at the "Look-up client history" prompt, the Find form will appear displaying all existing contracts ordered by date.  More contract details can be viewed by scrolling horizontally, and its contents can be copied to the R.S.V.P. clipboard for duplicating by clicking on the desired row and then the Copy button. 

The Find form is also accessible using the Find button from any toolbar.  Its result list can be cleared with the New button, or, preserved by using the Close button alone.

Event Information

11.  The Reader field defaults to the clients name if left blank.  It stores the event's reader-board name for function boards and door cards. 

Note:  Since most the crucial information has been entered by this point, it is recommended that you Save the contract from the toolbar button now.  This will update the "in progress" annotation on the venue grid.

12.  The Event type may either be selected from the dropdown list or entered directly;  but, should conform to company conventions if referenced for reporting purposes.

13.  Status affects all  assignments restricted to the following values:

Note:  The three-letter, bracketed Status Codes may appear as abbreviations in forms and reports.

  • Guaranteed (GNT) bookings may NOT be assigned to different venues.
  • Confirmed (RCN) bookings may be assigned to different venues of comparable capacity.
  • Tentative (TEN) bookings may be re-assigned and even double-booked  freely.  Subject to company policy, they can also be demoted to the following status:
  • Released (XRL) bookings have effectively been Cancelled unilaterally, but maintain this interim status as a reminder that the client has not yet been advised.
  • Cancelled (XXL) bookings do not appear on the venue grid but are preserved for referencing from the Find form.  (Canceling a booking after committing the time and venue but before selecting a client can only be accomplished by selecting the Cancelled status, then clicking Save.)  

14.  Date start and end values automatically correspond to the venue assignment and normally do not require editing.  However, these start and end dates and times which appear on the printed contracted can be edited independently of assignments if the need arises.

15.  Typically an expected guest Count would be recorded when a booking is first made, and a guaranteed (Gnt.) count specifically for food and beverage covers added later, according to the deadline policy.

Note:   For all calculations and reporting purposes, the guaranteed count is always referenced unless it is 0 in which case the expected count is used instead. 

16.  The Note label-button displays the Setup Checklist form for making free-form annotations or recording special instructions.  (See Setup Checklist )

Deposit Information

17.  Click the Dep. label-button to record the total deposit requested of the client.

18.  The Due by date is a standard date-time picker which defaults to 2 weeks prior to the event date.  Then if a deposit has been requested, this date will be used to trigger automatic notifications of overdue deposits.  

19.  Click the Paid label-button to update the total of all deposits received.  This balance will be compared to the deposit request in determining past due deposits.


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