•The Calendar Assistants publish your EventPro Events and Restrictions to third-party calendars, meaning that the Assistants automatically send out updated event and restriction data at specified intervals to be displayed in the online calendars.
oYou can use the Assistant's filters to determine which Events are published to the online calendars. This allows you to define multiple different Calendar Assistants for the same EventPro database, using unique filtering criteria for each in order to customize calendar views for different purposes.
oPublishing Restrictions is optional, and can also be filtered by separate criteria.
•Some of the Calendar Assistants have Two-Way Sync functionality, meaning that in addition to the "publish" functionality described above, the Assistants also sync event locations booked in online calendars back to EventPro Software. (This functionality requires EVA-Calendar Sync.)
•Once you set up your Calendar Assistants, you can use third-party applications to make your calendars readily available online in other forms.
oPlease note that you must consult the support documentation of the third party application to learn how to perform these various actions. EventPro Software cannot provide support and documentation for third-party applications.
•The Calendar Assistants have various options, but the most critical distinction to make, particularity with respect to 2-way syncing, is whether or not you are going to set Locations as Resources, which you indicate with the Assistant's Set Location as Resource setting.
oSet Locations as Resources:
▪"Resources" refers to the Rooms set up in your Google or Exchange Calendars set up by your organization's Google or Exchange administrator.
▪Setting a "Location" as a "Resource" means that you have connected your EventPro Venue Locations to Google/Exchange Rooms, and the Assistant uses that connection to identify where the Event should be located, whether you are publishing or syncing events.
▪When publishing an EventPro-booked event out to a Google/Exchange Calendar Room, the Assistant will set the Google/Exchange event's "Room" to the Google/Exchange Room linked to the EventPro event's booked Venue Location.
▪When creating an event in the Google/Exchange calendar, you will be able to select a Room from a list, as those Rooms are already connected to EventPro. When syncing that Google/Exchange-booked event back to EventPro, the Assistant will set the event's Booked Location to the EventPro Venue Location linked to the selected Google/Exchange Room.
▪In order to connect EventPro Venue Locations to Google/Exchange Rooms, you need to retrieve a unique calendar ID from the room in Google or Exchange, and enter that value in the Google ID or Exchange ID field on the Venue Location. That process is covered in Linked Locations & Rooms.
▪The Settings are covered in more detail below, but it is particularly important to remember the following:
•Export = Event Locations
•Set Location as Resource checkbox = checked
•If you intend to sync calendars, Two-Way Sync = checked
oLocations Not Set as Resources:
▪If you do not enable the Set Location as Resource setting, your EventPro Venue Locations are not connected to Google/Exchange Rooms.
▪When publishing EventPro-booked events to Google/Exchange calendars, the Google/Exchange event's "Location" will be set to whatever was selected as the "Where" option in the Assistant's Settings, e.g. Event City, License Address, Location Name, Location Description, etc.
▪However, you can still sync Google/Exchange-booked events back to EventPro Venue Locations, although this method relies on accurate manual entry of the location. You will not be able to select from a list of Rooms, as described above. Instead, when creating the event in the Google/Exchange Calendar, you will manually type the Location Name or External ID in the "Location" field, depending on which "Where" option you selected for the Assistant. The Location Name or External ID has to be entered exactly as it appears in EventPro Setup, including case sensitivity.
▪When that Google/Exchange-booked event is synced back to EventPro, the Assistant will search EventPro for the Venue Location with the matching name or External ID, and set the event's Booked Location to the corresponding Venue Location.
▪The Settings are covered in more detail below, but it is particularly important to remember the following:
•Export = Event Locations
•Where = Location Name or External ID
•Set Location as Resource checkbox = unchecked
•If you intend to sync calendars, Two-Way Sync = checked
•The next section, Sync Location/Room Examples, uses a Google Calendar example to better illustrate how the Two-Way Sync works with Rooms compared to Locations.
•After that, Linked Locations & Rooms describes how to connect your EventPro Venue Locations to your Google/Exchange Rooms, and 2-Way Sync Event Clients & Users explains how the Event Client is determined for synced events.
•If you do not need those two sections, you can skip over to setting up your Calendar Assistant, beginning with Select & Name Assistant.
