EventU Administrator Guide

Transcription

1 EventU Administratr Guide Welcme t EventU EventU is an rganizatinal scheduling applicatin develped fr the unique scheduling needs f churches and schls. The full EventU manual cvers all f the sectins and ptins in the admin sectin. ServiceU Client Services supprt@serviceu.cm EventU Setup 1

2 Table f Cntents Basic Inf... 4 Organizatin Inf... 5 Departments... 6 Categries... 8 Bulk Update Departments/Categries... 9 Lgin Security Turn System Features n/ff View/Pay ServiceU Invices Users System Users Calendar Setup Event Wrkflw Calendar Crdinatrs Calendar Editrs Saved Addresses HTML Backup Settings Outlk Imprt File Event Change Plicies Newsletters Main Newsletter Optins Message Crdinatrs Message Users Frmat Uplad Un-subscribers Public Events Setting Up Yur Web site Lk and Feel Scial Netwrking Settings Web Crdinatrs Resurces Resurce grups, Resurces and Crdinatrs Resurce Setup Frms Resurce Cmbinatins Cnflict Reprt Day Blcker Settings and Tls Organizatin Annuncements Setup Diagnstic Large Frm Editr Organizatin Activities (Lgging Inf) Quick Event Entry (15 at a time) Quick Event Entry (Uplad frm Excel) Supprt Services EventU Setup 2

3 Navigatin in EventU is accmplished using the links lcated at the tp f the screen. The link labeled Admin is where the rganizatin setup is cmpleted. The verview ptin will shw the entire admin sectin, r yu can select the links in the drp dwn and g each sectin. Nte: Only administratrs can see the admin link. Select the Overview buttn in the drp dwn list t see the page belw. Overview EventU Setup 3

4 Basic Inf Overview Organizatin Inf Organizatin cntact infrmatin fr ServiceU. Please keep this up t date. Departments and Categries - A search feature that helps t break up the calendar int smaller sectins fr majr rganizatin grups such as ministries. Bulk Update Departments/Categries Yu can edit the department r categry assignment fr multiple events in a single step. Privacy Plicy - Where yu enter yur rganizatins website privacy plicy which will be displayed n the public calendar. Lgin Security - Limits the lcatin a user can lg int the system with IP addresses. Please cnsult ServiceU befre using this setting. Turn Features f System On/Off - Turn n r ff majr features available t yu and yur users in the EventU system. View/Pay ServiceU Invices - Cntains all f the ServiceU invices sent t yur rganizatin and yu can pay yur bill here with a credit card r electrnic check. EventU Setup 4

5 Organizatin Inf Org Inf This page cntains imprtant infrmatin abut yur rganizatin. It is imprtant that ServiceU has yur crrect cntact infrmatin. Additinally the Time Zne field will ensure yur rganizatin is n the crrect time in the ServiceU database. Please keep this page up t date. EventU Setup 5

6 Departments Department List A Department is a search feature that enables event searching and srting n the internal calendar and the public calendar. Each event that is scheduled must be assigned t at least ne department r ministry. Churches will nrmally use the department sectin fr ministry searches. Keep in mind that a large numbers f departments will make this feature difficult t use. Add departments by selecting the Add Department buttn Delete r edit departments by selecting Edit r Delete. EventU Setup 6

7 Nte: Department r ministry calendars can be created in the Search sectin. A department list will be available n yur public website calendar t allw peple t search yur calendar f events by department. Add Department Shw Department n Public Searches If yu select Yes, departments will shw n the public calendar fr searching. Nte: This des nt mean that if yu answer N, an event will nt shw n the calendar. The public event cntrls are available when yu create an event. This Department shuld be used fr scheduling and searching events If yu select Yes, departments can be selected fr an event. Select N if the department is t be used fr the newsletter and nt fr calendar events. This Department shuld be used fr subscriptins and newsletters If yu select Yes, departments can be selected fr subscriptin s. Select N if the department is t be used fr event scheduling nly. Select the Save buttn after yu enter the department name and settings. EventU Setup 7

8 Categries Categries A Categry is a search feature that enables event searching and srting n the internal calendar nly. Categries are nt available fr searching r srting n the public calendar. Categries are nt required fr EventU t functin crrectly. Many ServiceU rganizatins d nt have a need fr categries. Searching and Srting with categries is nly available in the Events/Calendar feature fund under the Search link. Add Categries Enter the categry name and select the Save buttn. EventU Setup 8

9 Bulk Update Departments/Categries Bulk Event Editr Bulk event editing allws yu t change the department and/r categry assignment fr multiple events in a single step. Yu can search fr a specific event by name r date, r search fr all events assigned t a specific department r categry. Select the events yu wish t edit by checking the checkbx t the left f each event, r select the ALL ptin at the tp. Once yu have added yur selectins, click the Next ptin. Yu will then chse the departments and r categries yu with t add the event t, r that will replace the existing event(s) infrmatin. EventU Setup 9

10 Lgin Security Security Lgin Security is a security setting that will restrict any users n the EventU system t nly lg in frm a designated IP addresses n a netwrk. ServiceU is very serius abut security and we have taken many ther precautins such as encrypting passwrds. Limiting IP addresses is nt cnsidered a necessary security ptin. Nte: Unless yu are the Netwrk Administratr fr yur rganizatin r yu are knwledgeable abut IP addressing, yu shuld NOT attempt t use this feature. It is pssible fr yu t lck ut all f yur rganizatins users including yur self. EventU Setup 10

11 Turn System Features n/ff System Features This page will allw cntrl ver the features that users can see in the EventU system. By default EventU will shw all f the available features included in the EventU package that yur rganizatin has purchased. If there are certain features that are nt ging t be used, yu can un-select thse features s they d nt shw fr the users. Nte: If there are system features that have been turned ff administratrs will still have access t thse features in the Admin sectin by using the Overview link that shws in the Admin drp dwn bx. EventU Setup 11

12 View/Pay ServiceU Invices Invices The ServiceU invice sectin cntains recrd f all f the invices that have been ed t yur rganizatins billing persn and an ptin t pay the invice nline. Pay yur ServiceU bill nline by selecting the gray buttn that says Pay Bill Nw. This ptin will pen a new windw were yu can pay using bth credit card and electrnic check. Autmatic Payments can be setup using the Pay Bill Nw ptin. Lk fr a check bx n the billing page that says Autmatically pay my balance... A recrd f all ServiceU invices can be seen in the bx shwing dates and ttals. A cpy f the invice sent via can be seen by selecting the blue dates in the invice date bx. EventU Setup 12

13 Pay Bill Nw Pay yur bill nline Yu can pay yur ServiceU bill nline with a credit card r an electrnic check. Enter the amunt that yu wuld like t pay, then select the credit card r check ptin and enter yur billing infrmatin. Autmatic Mnthly Payment If yu wuld like t setup an autmatic credit card r electrnic check payment, select the checkbx ptin that says Autmatically pay my balance On the 10th f each mnth using the billing infrmatin abve. The autmatic payment ptin is lcated at the bttm f the screen. Nte: If a transactin is declined fr any reasn the autmatic payment feature will be turned ff. Future autmatic transactins will nt ccur unless yu set it back up in this sectin. EventU Setup 13

14 Users Overview System Users - Peple that can lg int the system with a passwrd. The Users sectin will enable yu t add new users, edit current users, delete users, and transfer the wnership f events t ther users. Cnfigure Custm Fields Cnfigure the fields that will be used fr exprting transactin data frm TransactU t ther systems, including Shelby Cntributins and ACS Cntributins EventU Setup 14

15 System Users A system user is anyne in yur rganizatin that needs t access the ServiceU calendar and scheduling prgram. Users can include peple wh need t schedule events, peple wh need t apprve events, staff peple wh just need t see the calendar, r facilities peple wh need t see and run reprts. Users Add a User Add new Users, Administratrs, and View Only Users. Users will have access t the system immediately after they are added. Delete a User Delete a user and transfer the user s events t anther user. Transfer wnership f events Transfer the wnership f events s anther user can edit the events. User Inf Changes Reprt Lgs shwing the creatin and edits f user accunts. Edit - Edit current user settings such as: User status, address, and user name. **Administratrs can als reset a user s passwrd frm the Edit User page. ** Nte: In the User Type clumn it may say Pending User Cnfirmatin. Pending User Cnfirmatin refers t a cnfirmatin that a user receives after they are added. Users must click a cnfirm link in the . EventU Setup 15

16 Add a User The user level is the setting that determines if a user is a View nly user, Nrmal User, r an Administratr. Administratrs have access t the admin sectin and can edit all events n the calendar. Users can nly edit the events they have created r events that have been transferred t them. View Only Users can nly lk at the calendar and reprts. View Only Users CANNOT edit r make changes. The department ptins are fr the user hme page. The user will see departmental events n their hme page in the Upcming Events sectin. When yu are finished adding r editing a user, select Save and Cntinue. Nte: Each user must have a unique address. D nt cnfuse administratrs with crdinatrs because they are different settings. D nt select all f the departments fr a user that needs t see all events, such as a crdinatr. The department selectin des nt have anything t d with user rights r crdinating. Users immediately have access t the system after they are added. Keep that in mind if yu have nt set up yur rganizatin r trained yur users. EventU Setup 16

17 Calendar Setup Overview Event Wrkflw Cntrls the apprval prcess fr ruting and apprving event requests. Calendar Crdinatrs Is the highest level f crdinating. Calendar Editrs Can edit all events n the calendar. Saved Addresses Shws in the event wizard s they can be selected as an event lcatin. HTML Backup Settings Cntrls the mnthly and ptinal daily calendar backup s. Outlk Imprt File A CSV file that cntains calendar data fr the next year. Nte: There is anther Outlk ptin in Events/Calendar lcated under the Search link. The Event/Calendar Outlk ptin is mre versatile because it will let yu cntrl the date range and it has filtering ptins. Event Change Plicies - Event Change Plicies allw yu t establish a time frame that cntrls when events can be submitted, edited, r canceled by yur users. EventU Setup 17

18 Event Wrkflw Wrkflw On this page yu can custmize the Event Apprval Wrkflw prcess that yur rganizatin will use fr apprving events. EventU features a multi-tiered apprval prcess fr ruting and apprving event requests. Select the check bx fr the crdinating levels that yu need. Tentative Apprval Will g t a Calendar Crdinatr. Calendar Crdinatrs will receive all event requests. Resurce Apprval Will g t Resurce Crdinatrs. Resurce Crdinatrs nly apprve events with resurces selected. There can be separate crdinatrs fr each resurce grup. EventU Setup 18

19 Supprt Service Apprval Will g t Supprt Service Crdinatrs. Supprt Service Crdinatrs nly apprve events with supprt services selected. There can be separate crdinatrs fr each supprt service frm. Final Apprval Will g t a Calendar Crdinatr. Calendar Crdinatrs will receive all event requests. Web Apprval Will g t a Web Crdinatr. Web apprval is the step befre a finally apprved event is sent t the public calendar. Require a user t prvide a reasn fr their changes This requires that a user enter infrmatin abut the event edit. The text will shw in the event ntes fr crdinatrs t review. Require Final Apprval when Editing Resurces Will g t a Calendar Crdinatr. This requires that a calendar crdinatr apprves an event when the resurces are edited. This apprval is in additin t a supprt services crdinatr. Require Final Apprval when Editing Supprt Services Will g t a Calendar Crdinatr. This requires that a calendar crdinatr apprves an event when the supprt services are edited. Send Reminder t Admins abut Old Pending Events This will help Administratrs ensure that events dn t stay n a crdinatrs hmepage t lng. Send Reminder t Crdinatrs abut Old Pending Events and t Users abut Old Rejected Events This will help Crdinatrs ensure that events dn t stay n their hmepage t lng. Nte: Events cannt be edited while they are pending apprval, except tentative apprval. Hwever the events can be resubmitted at any time. The tentative apprval page fr crdinatrs des shw edit ptins. The reasn events cannt be edited while pending the ther levels is the event edits, as ppsed t resubmitting, d nt change the status f an event r resend the events back t previus apprvals. This wuld be cnfusing t crdinatrs s the edits are nt allwed. Hints: Entering a crdinatr in mre than ne area f apprval is prbably NOT a gd idea, depending n what yu are trying t accmplish. Having a crdinatr in mre than ne area des NOT increase the amunt f data a persn can see. All types f crdinatrs see ALL infrmatin selected in an event. Additinally a prblem caused by this is a crdinatr will have t apprve an event mre than nce. If yu nly have ne crdinatr, it is helpful t make that persn a tentative crdinatr because f the available editing ptins n the apprval page at that level. Make sure yu have a crdinatr r aut apprve settings turned n fr all levels f apprval that are selected in the wrkflw area. If yu d nt then events will get stuck in the apprval prcess. Aut apprve settings are lcated is the resurce and supprt service sectins. Resurce and Supprt Service crdinatrs nly receive apprvals when an item is selected frm their specific grup. EventU Setup 19

20 Calendar Crdinatrs The EventU system has a built in wrkflw apprval prcess fr ntifying and requesting apprval fr events frm key peple in yur rganizatin. The Calendar Crdinatr is the first and/r last persn in this apprval prcess, if this is being used; event requests g first t the Calendar Crdinatr fr tentative apprval and last fr final apprval. Depending n the apprval prcess yu set fr yur rganizatin, the event may als g t Resurce and Supprt Service Crdinatrs fr their apprval. Calendar Crdinatrs Yu can determine the Calendar Crdinating level by selecting the Tentative Only, Final Only r Bth buttns next t the name f the persn yu wuld like t be the Calendar Crdinatr. After yu select an ptin their name will appear in the tp bx labeled Calendar Crdinatrs. EventU will autmatically rute all new event requests t the Calendar Crdinatr fr apprval if yu enable Tentative Apprval and/r Final Apprval in the Wrkflw prcess. Remve a crdinatr by selecting the Remve buttn. The Tentative level f apprval is the first step in the wrk flw prcess. The Final level f apprval is the last step in the wrkflw prcess. Resurce and Supprt Service apprval ccur between Tentative and Final apprval. EventU Setup 20

21 Calendar Editrs Calendar Editrs A Calendar Editr is a user that can edit ALL events in yur rganizatin regardless f wh created the event. Select the Give Permissin buttn t add a Calendar Editr and select the Remve buttn t remve a Calendar Editr. Nte: There is a setting that allws users t nly edit anther specific user s events and a setting that allws a user t edit nly ne specific event. It is nt necessary t add an administratr as a calendar editr because an administratr can edit all events. EventU Setup 21

22 Saved Addresses Saved Addresses will shw n the first page f the event wizard s they can be selected as an event lcatin. This ptin is generally used fr ff site events hwever it desn t hurt t enter yur rganizatins address. Select Add Address t add a new address. Select Edit Address t change the addresses and Delete t remve the addresses. Nte: This feature is nrmally used fr ffsite events. Event Wizard When an address is selected the public calendar will shw the address as well as a map ptin which will shw a map f the lcatin entered. EventU Setup 22

23 HTML Backup Settings Backup s HTML Backups are HTML calendar files sent via . The files are sent nce a mnth unless yu sign up fr the ptinal daily backup fr a mnthly fee. This sectin allws yu t define an accunt that yu wuld like an HTML Backup f the calendar sent t. Select Yes, enter in the address, and click Save. Outlk Imprt File Outlk Imprt The Outlk imprt file is a CSV file that can be imprt int an Outlk calendar flder. The instructins n this page will take yu thrugh each step f the prcess. Click n the link Click here t dwnlad this file t dwnlad the file t yur cmputer. Nte: This file is update n a daily basis nly. There is anther Outlk ptin in Events/Calendar lcated under the Search link. The Event/Calendar Outlk ptin is updated in real time and it will let yu cntrl the date range as well as filtering ptins. EventU Setup 23

24 Event Change Plicies Event Change Plicies allw yu t establish a time frame that cntrls when events can be submitted, edited, r canceled by yur users. T set up yur rganizatin s change plicies, g t the Admin menu, Calendar Setup and select the Event Change Plicies. Event Change Plices apply t three majr aspects f event scheduling: Creatin f New Events Editing f Existing events Cancelling f Existing Events New Events The new events plicy establishes a "deadline" fr new event submissin. Fr example, yu d nt want yur users t submit a new event 3 days befre the event is scheduled t start. Yu create a New Event Plicy f 3 days, which prevents users frm submitting a new event less than 3 days befre the event s first scheduled ccurrence. The New Events sectin cntains tw identical sets f menus. This allws yu t create 2 different messages that will appear at different times, depending n when the user submits his r her event. One message can be a warning, but still allw the event t be submitted, while the ther message enfrces the plicy and prevents the event frm being submitted. EventU Setup 24

25 New Events Plicy windw Enabled The Enabled checkbxes indicate which plicy and/r warning message is in effect. Yu may chse ne r bth, depending n yur rganizatin s needs. Time Windw The Time Windw sectin is where yu establish the time frame fr the plicy t be in effect. Yu may chse any number f: Days (includes weekends) Weekdays (des nt include weekends) Hurs Prir t the start date f the event. EventU Setup 25

26 Display Message The Display Message checkbx will display yur custmized warning message t users when the plicy has been vilated. If nly this ptin is selected, users will still be able t submit events, regardless f the plicy in place. Prevent Change The Prevent Change checkbx enfrces the plicy yu created in the Time Windw sectin, and will nt allw the event t be submitted. Message Text (HTML) The Message Text sectin cntains yur custmized warning message that yur users will see in a pp-up windw if the plicy is vilated. Yu may use HTML tags t alter the appearance f the text. The Preview link will shw yu a preview f yur warning message in a pp-up windw, exactly as yur users wuld see had they vilated a plicy. EventU Setup 26

27 Preview Windw Message Tkens When yu create yur custm warning message, yu can include message tkens that will autmatically ppulate yur message with plicy data. The tw message tkens that are currently available are: [[TimeWindwSize]] [[TimeWindwType]] Simply include the message tkens where yu wuld like the plicy data t appear in yur message, and the apprpriate data will be ppulated in yur message when it is viewed by the user. The advantage f message tkens is that if yur plicies ever change, yu will nt have t alter yur warning message. The updated plicy infrmatin will be autmatically reflected in the message. [[TimeWindwSize]] This tken cntrls the numerical data f yur plicy, which yu can think f as the size f the time perid (1 day, 2 days, 5 hurs, etc.). EventU Setup 27

28 [[TimeWindwType]] This tken cntrls the time perid f yur plicy, which yu can think f as the type f time perid (Days, Weekdays, and Hurs). Bth tkens can be used tgether t greatly simplify the updating f warning messages, shuld yur plicies ever change. Editing The Editing sectin is identical t the New Events sectin in appearance and in functin, except that it cntrls when an existing event can be edited. If yu establish a 3 day editing plicy, the event can nt be edited less than 3 days frm its first scheduled ccurrence. Adding r changing resurces/dates/supprt services/etc. is cnsidered editing, as well as resubmitting the entire event. Cancelling The Cancelling sectin is identical t the New Events and Editing sectins, except that it cntrls when an existing event can be cancelled and remved frm the calendar. If yu establish a 3 day cancellatin plicy, the event can nt be cancelled within 3 days f its first scheduled ccurrence. EventU Setup 28

29 Plicy Security The link fr Plicy Security settings is lcated in the upper right-hand crner f the Event Change Plicies page: Clicking the link will pen a pp-up windw cntaining a list f users wh can be granted special permissins regarding Event Change Plicies. User drp dwn bx The User drp dwn bx cntains the list f users fr yur rganizatin. If yu have a user yu wish t give Plicy privileges, select their name frm the drp dwn list and click the Include User link. The user s name will appear in the list directly belw the drp dwn bx. EventU Setup 29

30 Administer checkbx Yu can grant any user Administer rights fr Event Change plicies; that user des nt have t be an Administratr. Administer rights allw the user t change any f the plicies that are currently in place. Override checkbx The Override checkbx allws the selected user special verride privileges when creating, editing, r cancelling events. The user will be warned, but will have the ptin f ignring any plicies and cntinuing with the creatin, editing, r deletin f an event. EventU Setup 30

31 Newsletters Overview Main Newsletter Optins - Cntain imprtant ptins fr the Newsletter such as the ptin t turn n the public subscriptin ptin, the reply t address and the apprval setting. Message Crdinatrs - Apprve new newsletter messages if yur message apprval setting is turned n. Message Users - Can create new messages. Users will nt see the ptin t create new messages unless they are listed as a Message User. Frmat - Where yu can create HTML templates fr the newsletters. Uplad Unsubscribers - Is fr un-subscribing multiple subscribers at the same time by uplading a file with a list f addresses. EventU Setup 31

32 Main Newsletter Optins Newsletter Optins Allw Signups This cntrls if public users (viewing yur public calendar) are able t subscribe t departments s they can receive a weekly f upcming events and/r messages. Reply t This is the address that will shw as the Frm and/r Reply t address in the subscriptin . Reply t Name This is the name that will shw as the Frm and/r Reply t name in the subscriptin . Require Apprval? This allws yu t turn n r ff the requirement fr apprval frm the message crdinatr when a user creates a subscriptin message. This is similar t event apprval. EventU Setup 32

33 Subscriptin Cnfirmatin Text This message will be included in the cnfirmatin sent t new subscribers. Cnfirmatin s will be sent t all new subscribers which include imprted subscribers and manually entered subscribers, n exceptins. Day fr Newsletter: This allws yu t select what day f the week the newsletter will be sent. Message Crdinatrs Message Crdinatrs are users that apprve new messages r edited messages fr a Newsletter. Select the Add buttn t add a Message Crdinatr and select the Remve buttn t remve a Message Crdinatr. Message Users Message users can create newsletters. Message Users Select the Add buttn t add a Message user and select the Remve buttn t remve a Message user. EventU Setup 33

34 Frmat Frmat Frmat is fr creating graphical templates fr newsletters using HTML. Frm Date, T Date, and Subject - Is search criteria fr finding previusly created templates. When yu enter yur search criteria select the Search buttn. Add New Custm Template Is hw yu create a new template. Select the View buttn t preview the template. Select the Edit buttn t change the template. Select the Delete buttn t delete the template. EventU Setup 34

35 Newsletter Template This page enables yu t wrap graphics and links arund the newsletter messages, using HTML. If yu need help with this please cntact ServiceU Client Services. EventU Setup 35

36 Sample Newsletter This is a sample Newsletter with the HTML Template. EventU Setup 36

37 Uplad Un-subscribers Uplad Un-subscribers Uplad Un-subscribers is fr imprting a list f addresses that need t unsubscribed. This can be helpful if yu need t mve a grup f subscribers frm ne department t anther r if yu have a list f subscribers that are n lnger with yur rganizatin. 1. Select a department frm the drp dwn list. 2. Select the Brwse buttn t lk at the files n yur cmputer r type the file path. 3. Select the uplad file buttn. Be sure that yur CSV file has ne clumn labeled Address and that yur addresses are all in the same clumn under Address r it will nt wrk. Yu can als click n the here link t use a pre-frmatted file. EventU Setup 37

38 Public Events Setting up yur Website Cntains public links including the public calendar, department calendars, and sme registratin links. Lk and Feel - Cntain links t style sheet pages fr cntrlling the clrs and fnt f the public pages including the calendar and registratin pages. Scial Netwrking Settings Enable links n yur public pages fr users t share yur event infrmatin via scial netwrking sites. Web Crdinatrs Receive apprvals fr events set t shw n the public calendar. Events Submissin by the Public Is a public frm that enables nn-users t request an event. EventU Setup 38

39 Setting Up Yur Web site Setting Up Yur Website Setting up yur website gives yu the links and event feeds yu can use t link yur website. There are many ways t link t yur public calendar infrmatin. Yu can find mre infrmatin by clicking n the here link next t the methd yu are interested in. Public Event Feeds Create an event feed t yur public events using many ppular frmats, including ical, RSS, and XML. Public Department Event Feeds Create an event feed t nly public events in a specific department. Organizatinal Calendar Links Event List View Shws a list style calendar. Event Mnthly Calendar View Shws a standard blck style calendar Tday s Events View Shws a list style calendar f the current day s events. EventU Setup 39

40 Department and Categry Calendar Links List View fr Departments Shws a list view calendar f specific departments. Calendar View fr Departments Shws a standard blck style calendar f specific departments. List View fr Categries Shws a list view calendar f specific categry. Calendar View fr Categries Shws a standard blck style calendar f specific categries. Links t Special Pages Direct Page fr Newsletter Subscriptins Shws a small ptin where public viewers can sign up fr a weekly Newsletter. EventU Setup 40

41 Lk and Feel These links are fr style sheet pages that allw yu t cntrl the clrs and fnts f public pages. Search Header Sectin - Will cntrl the tp prtin f the calendar which cntains the date and department search. Listing Sectins - Will cntrl the list style calendar, the pen registratins page, and the pen payments page. Mnthly Calendar Page - Will cntrl the mnthly calendar. Event Details Page - Will cntrl the event details page. Event details can be fund by selecting an event name n the public calendar pages as well as sme ther pages. EventU Setup 41

42 Calendar Style Sheets Header Style Sheet Mnthly Calendar Style Sheet Yu can use each f the individual style sheets t custmize the public page f yur calendar. Any changes yu make can be previewed in the Preview Area bx. After yu make a change, click n the screen smewhere and the preview area will update. Be sure t select the Save Settings buttn when yu are ready t save yur changes. If yu need help with this please cntact ServiceU Client Services. EventU Setup 42

43 Scial Netwrking Settings Yu can enable links n yur public pages t allw users t share yur event infrmatin n scial netwrking sites, such as Facebk, Twitter, and MySpace. T enable yur scial netwrking settings, g t the Admin menu, Public Events and click n Scial Netwrking Settings. Scial Netwrking Settings Enable Scial Links Turn yur scial netwrking links n r ff fr yur public pages. Image Links Chse the sites yu wish t display an icn fr n yur pages. Generally, yu will limit this t tw r three ptins. Shw Additinal Links Ppup Yu can then have a link that will allw the user t chse frm a list f additinal sites. Share Text When users share yur infrmatin, yu can set a default message that will appear when the event is shared. EventU Setup 43

44 Example f Sharing an Event n Twitter: Web Crdinatrs Web Crdinatrs apprve events befre they g t the public calendar. Select the Add buttn t add a Web Crdinatr and select the Remve buttn t remve a Web Crdinatr. Nte: Web apprval is nly fr apprval f an event shwing n the public calendar. A Final Crdinatr will see the event befre the web crdinatr will. When an event is finally apprved the event will shw n the internal calendar and the resurces will be reserved befre web apprval is required. EventU Setup 44

45 Resurces Organizatin Inf Resurces are ne f the mst imprtant features f Event Scheduling. Resurces are any physical items that will be scheduled using the EventU reservatin system. When an event is created, cnflicts with resurces are checked. This can save a calendar crdinatr time because when an event is pending apprval it will nt have a cnflict r the system will list detailed infrmatin abut a cnflict. Resurce Grups, Resurces, and Crdinatrs Resurces are items that are reserved such as rms, vehicles and equipment. Resurce Setup Frms Frms attached t resurces that allw users t request rm setups with a resurce reservatin. Resurce Cmbinatins Pre-saved selectins f resurces and supprt services fr cmmn types f events. Cnflict Settings Cntrls wh can schedule a cnflict and when a resurce is marked as reserved. Cnflict Reprt Shws a list f all events with cnflicts. Day Blcker Reserve all resurces a day at a time. EventU Setup 45

46 Resurce grups, Resurces and Crdinatrs Yu will find this page by ging t the Admin menu, Resurces and clicking n Grups, Resurces and Crdinatrs. At first yu will nly see Organizatin Level in the Resurce Grups bx. As yu set up yur Resurce Grups, the list will display all f the grups that yu have created and the page will lk mre like the picture belw. T Add a Resurce Grup: 1. Make sure the Radi buttn next t Organizatin Level is selected. 2. Select the Add buttn at the bttm f the page in rder t create a new Resurce Grup. T Edit a Resurce Grup: 1. Select the radi buttn next t the grup. 2. Select the Edit buttn at the bttm f the page t view that Resurce Grup. Editing with Quick Links fr Resurce Grups Quick Links make editing much easier. The sectins: resurces, crdinatrs, attributes and dcuments can be accessed by using the edit buttns, but the quick links let yu skip directly t the sectins instead f clicking next thrugh the extra pages. EventU Setup 46

47 Grup Name Grup Name - This is the name f the Resurce Grup. The grup name will appear fr users t select in the event wizard. Aut Apprve - This feature will autmatically apprve nly the Resurce requests fr a specific grup. Aut Apprve will nt affect Tentative Apprval, Supprt Service Apprval, r Final Apprval; it will nly affect the specific Resurce Request fr the grup. This is needed when yu have resurce apprval turned n in the wrkflw settings, and the grup des nt have a crdinatr. (Default is N) Display Publicly - When resurces are selected fr an event the resurces will shw up as the lcatin fr the event n yur public calendar n yur website. If yu d nt want t shw the Resurces in this grup as the lcatin fr the event then mark N t this questin. Rms shuld be Yes because they are lcatins, vehicles and ther pieces f equipment shuld be N because they are nt lcatins. (Default is Yes) Default Frm - Select the Resurce Setup Frm that yu wuld like t use fr all f the Resurces in this grup. Yu may individually assign Resurce Setup frms t single Resurces when yu create each Resurce. This feature saves much time since a single frm can be preset as the default fr all f the Resurces in that grup. Descriptin - Type an ptinal descriptin fr the Resurce Grup. EventU Setup 47

48 Add a resurce by selecting the buttn Add a Resurce. Edit will let yu change the resurce settings such as the name, grup, setup frm, public setting and descriptin. Delete will delete the resurce, but nly if it is nt being used in an event. Yu will have t edit events and remve the resurce if yu need t delete it. After yu select Add a Resurce, yu will see a page similar t the ne pictured belw. EventU Setup 48

49 Resurce Name Is the name r rm number that will be used t identify the resurce. Resurce Grup Lets yu select different grups fr adding resurces. This is especially helpful when a rm needs t be mved t anther grup when an event is already scheduled fr it. It is nt smething yu will use when adding a new resurce because the crrect resurce grup will already be selected. Frms are used t cmmunicate the rm setups and ther rm requests. Select the frm that will be used t specify hw this resurce shuld be setup. Aut Apprve This feature will autmatically apprve nly the Resurce Requests fr a specific resurce. Aut Apprve will nt affect Tentative Apprval, Supprt Service Apprval, r Final Apprval; it will nly affect the specific Resurce Request fr the resurce. This is needed when yu have resurce apprval turned n in the wrkflw settings, and the resurce des nt have a crdinatr. (Default is N) Display Publicly When resurces are selected fr an event, the resurces will shw up as the lcatin fr the event n yur public calendar n yur website. If yu d nt want t shw this Resurce as the lcatin fr the event then mark N t this questin. Rms shuld be Yes because they are lcatins, vehicles and ther pieces f equipment shuld be N because they are nt lcatins. (Default is Yes) Descriptin Will shw fr the users making a request but nt n the public calendar. This will be used in additin t Resurce Name t identify this Resurce r give helpful infrmatin such as: max number f peple 300. Inventry Items This will enable yu t enter a number f the item available. The system will keep track f the actual number f items available. The number available will display in the resurce sectin f the event wizard. Required Supprt Service Required a supprt service frm t be displayed and cmpleted by a user when a resurce is selected. This is cmmnly used fr resurce inventry items and rms with special features like Audi Visual equipment. Deactivate This Resurce - This will remve the resurce frm the event wizard. If yu have a unit based pricing structure yu will cntinue t be billed fr deactivated resurces. EventU Setup 49

50 Resurce Setup Frms Learning abut Resurce Setup Frms In EventU, when yu select a resurce t be reserved, yu can als specify hw that rm needs t be setup. EventU has a feature called Resurce Setup Frms that allws peple requesting new events t specify hw they need each resurce t be prepared fr their event r hw the resurce will be used fr the event. A Resurce Setup Frm is an electrnic questin frm that is assigned t a specific resurce. The EventU system then autmatically displays the apprpriate Resurce Setup Frm each time that resurce is selected fr an event. When a persn scheduling an event cmpletes an electrnic questin frm, the EventU system rutes the infrmatin, alng with the rest f the event request, thrugh the event apprval prcess, and t the Resurce Setup Frm reprts. Example f a Resurce frm in the Event Wizard: EventU des nt limit the number f Resurce Setup Frms that can be created fr yur rganizatin. Hwever, the fewer frms yu use, the easier it will be t run reprts, ften it is nly necessary t use ne frm. If yu use ne Resurce Setup Frm fr all f the rms in yur rganizatin, then yu can run ne reprt and it will prvide a cmprehensive list f all the rms that will be used. On the ther hand, if yu use mre than ne different Resurce Setup Frm fr all f yur rms, then it wuld be necessary t run the same number reprts in rder t btain a cmprehensive list f all the resurces being used. When yu create the Resurce Setup Frms fr yur rganizatin, yu can specify yur wn questins and ttally custmize the frm t fit the needs f yur rganizatin. The fllwing pages will assist yu in creating a Resurce Setup Request fr yur rganizatin. The instructins will take yu thrugh creating the request frm and all f the questins n the frm. EventU Setup 50

51 T get started creating a Resurce Setup Request select the Resurce Setup Frms buttn frm the admin sectin. This page will shw a list f the Resurce Setup Frms that are available in yur rganizatin. Resurce Frms Add Resurce Frm buttn Create a new Resurce Setup Request frm. Edit - will let yu edit the questins n the frm and ther settings. View - will shw what the frm lks like frm the perspective f the registrant. Cpy - will add a duplicate frm in case yu need t have a similar frm that can be edited. Delete - will delete the frm frm the admin sectin and the users sectin. If the frm is being used infrmatin in the reprting sectin will be lst. Add Resurce Frm 1. In the Descriptin bx, please enter the name yu wuld like t give yur frm. 2. Intrductin will shw at the tp f the frm fr the users. It can be used fr instructins n hw the frm shuld be cmpleted r as a descriptin f hw the frm will be used. EventU Setup 51

52 T add new questins select the Add Questin buttn. T Edit r Delete a questin select the apprpriate link next t the questin. Questin - This is where yu type yur questin as it will appear n the frm t yur users. Reprt Title - If yur questin is mre than a cuple wrds, yu may want t prvide a reprt title. This will shw up n the reprt related t this frm, it will let yu abbreviate the questin s it des nt take up t much rm n the reprt. Fr example, yur questin might be "Hw ld are yu?" Yur reprt title culd be "Age" r smething similar s that it desn't take up s much rm n yur reprt. Office Use Only - This will let yu hide questins frm the users entering events. Yu may need t use this if yu have a questin yu need t make unavailable t the users instead f deleting it. This will allw yu t keep yur infrmatin in yur reprt. If yu delete a questin yu will als delete the answers t the questin in the reprt. Required - If yu mark the questin as required, the user will be required t prvide an answer befre submitting the frm. Answer Type - Yu can tell the system hw t ask the questin by picking an answer type. A list f Answer Type Definitins and examples are lcated at the end f this manual. Actins - Yu can change the rder f questins by selecting the up r dwn arrws, and yu can delete a questin with the X. If yu delete a questin yu will als delete the answers t the questin frm the reprt. X Select the X t delete. Up and Dwn Arrws Changes the rder f questins. EventU Setup 52

53 Reprt Viewer The viewer is the persn wh has access t run a reprt n this frm. The reprts can be fund in the reprting sectin lcated at the tp f the screen. Select the Add buttn t add reprt viewers. Attachments Attaching an image t a resurce frm can be helpful fr users filling ut the frm. The mst cmmn type f attachment is an image cntaining diagrams f standard rm setups. Title - This is the name yu wuld like t use fr the image that will be attached t the frm. EventU Setup 53

54 Hw shuld this attachment be displayed - select the type f image/file that yu wuld like t uplad. The system will allw yu t uplad any file types, as lng as the file size is less than 500KB. 1. Shw On frm is fr image files such as JPEGs and GIFs, they will display as an image belw the questins n the frm. 2. Link On frm is fr dcument type files such as Wrd, Excel and PDF. They will display as a link and when clicked the dcuments will pen in a new windw. File path - use the Brwse buttn t lcate the file that is saved n yur cmputer fr uplad. Up t ten attachments can be laded n each frm. Image files such as JPEGs and GIFs will display as an image belw the questins n the frm. Upladed dcuments such as Wrd, Excel, PDF, etc display a link, that when clicked, pen the linked dcuments. 1. Select the Brwse buttn t find the file n yur cmputer. 2. Select Uplad Attachment t save the file. 3. Select the Finish buttn t cmplete the frm. Resurce Cmbinatins Resurces Cmbinatins Resurce Cmbinatins are pre-saved selectins f resurces and supprt services. Add Resurce Cmbinatin Create a new resurce cmbinatin. Edit Will let yu edit a current resurce cmbinatin. Delete Will let yu delete a current resurce cmbinatin. EventU Setup 54

55 Add Resurce Cmbinatin Select the resurces and supprt services that need t be saved. Cmbinatins are a great way fr administratrs t help users by prviding pregruped resurces and supprt services fr events. New users and users that d nt schedule events ften will nt have t wrry abut remembering all f the resurces needed fr a specific type f event. EventU Setup 55

56 Cnflict Settings These settings cntrl the pssibility f entering events with cnflicts. Wh can schedule events that have cnflicts? 1. N ne N user can select a cnflicting resurce in the event wizard. (Recmmended) 2. Only Admin Users Only administratrs can select cnflicting resurces in the event wizard. (This wrks well if the administratrs understand the ramificatins f submitting cnflicts.) 3. All Users All users can select cnflicting resurces in the event wizard. (Nt recmmended in mst cases) When wuld yu like yur resurces t be marked as bked? 1. After Event Submitted Resurces will be reserved when the event is submitted fr apprval. (Highly Recmmended) 2. After Event Apprved Tentatively Resurces will be reserved when the event is apprved tentatively. 3. After Event Resurces Apprved - Resurces will be reserved when the event is apprved at the resurce level. 4. After Event Supprt Services Apprved Resurces will be reserved after the event is apprved at the supprt service level. 5. After Event Final Apprval Resurce will be reserved after final apprval. Nte: Crdinatrs will be ntified f all cnflicts, s allwing the pssibility f cnflicts can be duble checked at the crdinating level. It is highly recmmended that After Event Submitted is selected fr the marked as bked ptin. The ther levels cause a higher pssibility that an event with cnflicts will be submitted. EventU Setup 56

57 Cnflict Reprt The cnflict reprt will shw all future, apprved events with resurce cnflicts. The events names are hyperlinked and can be clicked t view the event details page. Day Blcker Day Blcker will let yu easily reserve all resurces a day at a time. This may be helpful in alerting users abut days the facility is clsed. This feature is limited t ne day at a time. Day Blcker will appear n the calendar as an event entered using the event wizard. EventU Setup 57

58 Settings and Tls Organizatin Annuncements Annuncements administratrs can send t all users in the system. Setup Diagnstics Is a diagnstic tl that will shw ptential prblems with the setup and apprval wrkflw. Large Frm Editr - Is an editr that will shw all types f frms in the system and allw editing. Organizatin Activities Lgs shwing changes in the system and wh made the change. Quick Event Entry (15 at a time) - Is a fast way t enter events withut resurces r supprt services. Quick Event Entry (uplad frm Excel) Is a way t imprt events withut resurces r supprt services. EventU Setup 58

59 Organizatin Annuncements Annuncements Organizatin Annuncements is a helpful tl fr alerting EventU users abut things they need t be aware f. It is cmmn t pst annuncements abut scheduling related items such as staff meetings and the facility being clsed. Annuncements are sent t all users. Hmepage Add Annuncement Create a new annuncement t be sent t all users. Edit Will let yu edit a current annuncement. Delete Will let yu delete a current annuncement. Annuncements will shw n the user s hmepage. Simply click the New Annuncement(s) link. EventU Setup 59

60 Setup Diagnstic The Setup Diagnstic tl is helpful fr new rganizatins getting started with setup and rganizatins editing a current setup. This tl is especially helpful in finding prblems with the event wrkflw prcess. Messages in the clr black indicate a prper setup fr that specific area. Errrs in the clr red indicate a prblem that must be addressed fr the system t wrk prperly. Warnings in the clr blue indicate an issue that may need t be reviewed, but is nt necessarily a prblem fr the system t wrk prperly. EventU Setup 60

61 Large Frm Editr Large Frm Editr The Large Frm Editr cntains all f the frms in yur EventU rganizatin. The frms can be bth internal frms like resurce setup frms and public frms like registratins. Originally this editr was used t help with the creatin and editing f very large registratin frms. Several years ag when we designed the current frm editr a few f ur custmers had a need t create extremely large registratin frms. The Large Frm Editr was necessary because the pages fr large registratin frms wuld lad faster than the pages in the event wizard and registratin templates. We later made the registratin pages lad faster s the Large Frm Editr was nt necessary. Hwever we fund that it was als useful in sme cases t have all frms fr the entire system available in ne place fr administratrs, s we decided t keep the Large Frm Editr. View - Is a preview f the frm. Edit Intr Will let yu edit the instructins which shw at the tp f the frm. Edit Frm Will let yu edit the frm. Reprt Viewers Are peple that have access t the frm reprt. Uplad Attachments Will let yu uplad files such as pictures and wrd dcuments. EventU Setup 61

62 Organizatin Activities (Lgging Inf) Organizatin Activities will shw a recrd f many types f system changes and edits. This will help yu track things like deleted events, wrkflw changes and mre. Select an item frm the drp dwn list and the reprt will lad. EventU Setup 62

63 Quick Event Entry (15 at a time) Quick Event Entry will let yu enter simple events that g straight t the calendar and skip the apprval prcess. Yu cannt select resurces r supprt services fr these types f events. Nrmally this is used fr Hlidays and/r Office clsed days. Quick Event Entry (Uplad frm Excel) Quick Event Entry frm excel is a fast way t imprt events frm anther calendar. Yu cannt imprt events with resurces r supprt services. The instructins n this page will help with this prcess. EventU Setup 63

64 Supprt Services List f Supprt Service Frms and Crdinatrs Supprt Services are request frms fr services. Supprt Services are nt reserved and they are nt checked fr cnflicts. Sample Frms - Are samples f hw a supprt service frm can lk. In the EventU system, a Supprt Service Frm is an electrnic request frm that is available in the new event scheduling prcess. Supprt Service frms are designed t prvide a way fr peple wh are scheduling new events t request unique items r services such as Child Care, Fd Services, Audi Vide Equipment, etc. Each Supprt Service is designed t have its wn crdinatr, wh will receive an requesting apprval fr the Supprt Service t be supplied fr the event. Creating Supprt Service Frms is identical t creating a Resurce Setup Request. The difference between these tw types f electrnic frms is the way they are used by the EventU system. EventU Setup 64

65 List f Supprt Service Frms and Crdinatrs Frm the administratin sectin select the link List Supprt Service Frms and Crdinatrs t see the list f Supprt Services fr yur rganizatin. The next page is pictured belw. Create a new Supprt Service by selecting the Add Supprt Service buttn. Edit will let yu change the supprt service settings and edit the questins n the frm. View will shw what the frm lks like frm the perspective f the user making an event request. Cpy will add a duplicate frm in case yu need t have a similar frm that can be edited. Delete will delete the frm frm the admin sectin, users sectin, and reprting sectin. Nte: Any infrmatin in the reprt will be lst. Crdinatrs allw yu set up a user t apprve the request. EventU Setup 65

66 Adding a Supprt Service Frm Descriptin is the name f the frm as it will appear t the users. Intrductin will shw fr users as they enter a new event. Supprt Service Requirement: The system will default t ptinal, but if yu wuld like the frm t be pre selected when a user is creating an event select Suggested. The users will be able t de-select the Supprt Service frm if they d nt need it. Hwever, if yu wuld like t require the frm, select Required. Selecting required will mandate that the persn scheduling the event has t view the frm. Des this frm require apprval? Select Yes if yu wuld like t require a crdinatr t apprve the frm, Select N if yu wuld like fr the Supprt Service frm t be autmatically apprved. (Nte: Yu must have the supprt services ptin in the wrkflw sectin turned n if yu need supprt service apprval). EventU Setup 66

67 Supprt Service Frm T add new questins select the Add Questin buttn. T Edit r Delete a questin select the apprpriate link next t the questin. Questin This is where yu type yur questin as it will appear n the frm t yur users. Reprt Title If yur questin is mre than a cuple wrds, yu may want t prvide a reprt title. This will shw up n the reprt related t this frm, it will let yu abbreviate the questin s it des nt take up t much rm n the reprt. Fr example, yur questin might be "Hw ld are yu?" Yur reprt title culd be "Age" r smething similar s that it desn't take up s much rm n yur reprt. Office Use Only This will let yu hide questins frm the users entering events. Yu may need t use this if yu have a questin yu need t make unavailable t the users instead f deleting it. This will allw yu t keep yur infrmatin in yur reprt. If yu delete a questin yu will als delete the answers t the questin in the reprt. Required If yu mark the questin as required, the user will be required t prvide an answer befre submitting the frm. Answer Type Yu can tell the system hw t ask the questin by picking an answer type. A list f Answer Type Definitins and examples are lcated at the end f this manual. Actins Yu can change the rder f questins by selecting the up r dwn arrws, and yu can delete a questin with the X. If yu delete a questin yu will als delete the answers t the questin frm the reprt. EventU Setup 67

68 Reprt Viewer Viewer Only Enables access t the supprt service reprt. Viewer and Crdinatr Is the Supprt Service crdinatr in the event wrkflw prcess. This persn will apprve the specific supprt service requested in an event. Attachments Attachments can be helpful fr users filling ut the frm. Yu can attach pictures r diagrams f setups. Title - This is the name yu wuld like t use fr the image that will be attached t the frm. EventU Setup 68