1.To add a Location Group under the Venue Information tab of the Company edit form, start a new record in the Venue Locations tab.
a.If you have not added any Location Groups to the Venue yet, your only option will be to create a new Location Group, which is what you want to create at this point anyway.
b.However, if you already have Location Groups in the selection grid, the drop-down will give you more options, i.e. Add Location, Add Location Group, or Add Location Subgroup. Just ensure that you select the type of record you want to create.
c.In this example, we will select Add Location Group.
2.The Venue Location Group edit form appears.
3.There are several areas and tabs under which you enter information in the Venue Location Group edit form:
1)Name: Enter a name for this Location Group.
2)Location Group: If you are creating a top-level Location Group, do not select anything for this field.
a)If you have just started venue setup with your first Location Group, you'll note that there are no records in this drop-down.
b)If you were to select a Location Group from the drop-down, it would actually turn this Location Group into a Location Subgroup under the Group chosen from the drop-down. So, if you want this to remain a Location Group, don't select anything from the Location Group drop-down.
3)Description: Enter a Description for this Location Group.
4)Financial Subgroup:
a)As noted above, you can assign a different Financial Subgroup to each Location Group, which can be useful for grouping and separating out rooms for the purposes of financial reporting.
b)Select the Financial Subgroup for this Location Group from the drop-down.
c)Whether you have one or multiple Financial Subgroups to choose from depends on what you set up in EventPro Setup > Financial > Financial Subgroups.
5)Item #: Item numbers allow you to determine a sort order for the Location Groups on the Venue Calendar.
If you don't enter Item numbers for Location Groups and leave them all as 0, the Location Groups will be positioned alphabetically on the Venue Calendar. An Item # will default in, but you can change it.
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1)Available Online: Select the Available Online checkbox if you want this Location Group to be available in EPConnect Suite online.
Remember that EPConnect Suite is a collection of separately available modules, and you will not see the related tabs and screens if you have not purchased the modules.
2)Inactive From and Inactive To: If this Location Group will be Inactive for a period of time, you can select the Inactive From and Inactive To dates from the drop-down calendars. Note that you can also set the Inactive dates at the Location Subgroup and individual Location level, if the inactivity period doesn't apply to the entire Location Group.
3)Back Color and Font Color: The colors you select here will determine the colors used for the Locations under this Location Group on the Venue Calendar. So, choose your colors wisely, since you will have to look at them every time you go to your Venue Calendar.
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•You will later add Location Subgroups and/or Locations under this Child Groups/Locations tab.
•However, for the time being, we are going to move on to complete and save this Location Group before adding Subgroups and Locations. It can sometimes be confusing if you are working on multiple location levels at one time.
•We will return to add Subgroups/Locations later. As with many processes in EventPro, there is more than one way to get to the same end result.
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•Under the Applicable Rates tab, you can link Rate Codes that you already added to the Venue.
•Because this is a top-level Location Group, we are not going to add Rate Codes yet. We will wait until we have created the individual, bookable Venue Locations, and add Rate Codes to those Locations.
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•Under the Restrictions tab, you can link a Restriction that applies to the entire Location Group.
oIf you want a Restriction to only apply to an individual Subgroup or Location, you can add those restrictions later. See Add Location Subgroup or Add Location.
oIf the Restriction applies to the entire Venue, you would add it under Venue Restrictions.
•Before you start adding Restrictions to this tab, ensure that they have already been added to the Venue under Venue Restrictions.
1)Click the Link button under the Restrictions tab.
2)The Venue Restriction window appears. This window contains the Venue Restrictions that were added under the Venue Restrictions tab.
3)Select the Restriction you want to apply, and click OK.
4)You will return to the Venue Location Group edit form.
5)Click the Save button at the top of the Venue Location Group edit form to ensure that your changes have been saved.
6)You can link other Restrictions under this tab if you require. Just remember to click Save at the top of the Venue Location Group edit form to ensure that all changes have been saved. |
4.When you have added all the information you require for this Location Group, click Save and Close in the Venue Location Group edit form.
5.The newly created Location Group will be added in the Venue Locations grid, under the Venue Information tab of the Facility Company edit form.
If necessary, click the Save button at the top of the Venue/Company edit form to ensure that changes to your Venue Information are completely saved.
6.From here, you can do a few different things:
a.Add more top-level Venue Location Groups by repeating these Add Location Group instructions.
b.Add a Location Subgroup to a Location Group.
c.Add a Location to a Location Group or Location Subgroup.
