EventRight - System Functionality

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

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‟.)

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.

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.

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.

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.

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.

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.

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.

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‟.)

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.)

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.

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.

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

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.

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.

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.

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.

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.

4. Event Setup (Add/Edit)
4.1 General
Purpose: To set the general details of an event.

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.

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.

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.

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

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.

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.

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

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.

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.

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

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.

4.3.2.2.2 Assign Rooms
Purpose: To assign customers to rooms.

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.

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

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.)

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.

4.6.1.1 Assign Product
Purpose: To select the products (Accommodation and
Transportation) that will be included in the offer.
4.6.1.2 Assign Additional Services

Purpose: To select the additional services (added in “Products” tab)
that will be included in the offer.
4.6.1.3 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.

4.6.2 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.
4.6.2.2 Assign Additional Services

Purpose: To select the additional services (added in “Products” tab)
that will be included in the package.

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.

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.

4.6.3.1 Manage Promotion Templates
Purpose: To set the types of promotions that will be created and
what features will be included.
4.6.3.2 Add Promotion Template

Purpose: To add a type of promotion template.
4.6.3.2.1 Add Recurring

Purpose: To set a promotion as recurring and the details.
4.7 Settings
Purpose: To show the domain name, the merchant account provider, an event
theme, and manage email templates for the event.

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.

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

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

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

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

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

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

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.

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

4.8.1.5 Guests
Purpose: To add the guests for the order.

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

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

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

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

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.

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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www.eventright.

Features and explanation of the EventRight system

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

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

1.1 Sales Setup

1.1.1 Add Account Type

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

1.1.3 Remove Account Type

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

1.1.5 Assign Title

1.1.6 Remove Title

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

1.2.1 Add Title

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

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

1.3.1 Add Address Type

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

1.5 Event Orders Setup

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

2.1 Sales Hierarchy

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

2.1.2 Assign Account

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

2.1.4 Add Contact

2.1.5 Assign Contact

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

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

2.2.2 Assign Contacts

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

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

2.3.2 Edit Contact

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

2.3.2.2 Assign Permissions

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

3.1 Event Type

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

3.3 Seat Type

3.4 Accommodation Type

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

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

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

4.2.1 Assign Transportation Type

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4.2.2.1 Add Seat Type

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

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

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

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

4.2.2.3.3.1 Assign Customers

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

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

4.3.2 Add Accommodation

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

4.3.2.1.1 Assign Bed Types

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

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

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

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

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

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

4.5.1 Manage Discounted Rep Codes

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

4.6.1 Add Offers

„Show Online‟ – if marked, the offer will be shown on the portal.