New Account Setup

Root

1. Create the account and make it active

• Log into root, go to Root > Search
• Click the Add Company hyperlink
• The company name cannot have apostrophes or periods.
• If being added in a tree, can create as child from the parent company
• Uncheck active companies and do a search for the newly created company
• Click "edit account info"
• set expiration date as 01/01/2100
• Click create account

2. Primary view

• Use Classic Settings - true
  • Calendar Actions, Upcoming Events widgets created automatically
• Dispatch task alarms - true
• Display Timeline Warnings - false
• Universal Search By Name
  • almost always leave on 0. Changing to 1 will search only by event, not sub-event, in the universal search. Convention Centers may need it set to 1.
• Keep "current task" warehouse updated - keep at false
• Allow "all calendar" notes - true unless they don't want it
• Level - standard, pro, or enterprise
• Alias - ignore
• Time Zone - check "Allow time zone change" and then choose the time zone - LOOK UP ONLINE
  • Unless the city name is there, choose New York, Chicago, Denver, Los Angeles
  • Arizona - use Phoenix
  • Indiana is probably the oddest - check those!
  • https://en.wikipedia.org/wiki/Listoftzdatabasetime_zones
• Address - used in corprate calendar view
• Location - add, click locate, then click the blue hyperlink to add it
• !Pod/Validate - don't click
• User Allocation Limits - Check the EB Main sales opp and set, also note under the account tab the current date and how many full, how many view only.

3. Add On

• Always add diary and canned reports
• Add other add-ons per the sales opportunity/service agreement

4. Event Levels

• Do not do this for accounts in a company tree - they will get this from the parent
  • If you are building a new company tree, you will follow the steps (adding standard preset, etc) at the parent company level. Be aware of these implications for companies in a tree:
  • Venues in the same company tree must have the same Event Types. No way around it.
  • Venues in the same company tree must have the same Statuses. Thanks to the Status Override page, you are able to hide or override statuses, but be aware of implications for cross-viewing users before implementing.
  • For Settings, you are able to have default settings at the parent company level. You can then merge (add fields) or override (hide fields) at each company level. If you add fields, they will be added at the end of the default setting; we can't merge into a specific spot. Also, be aware of the impact for cross-viewing users before implementing - a user's XML settings are based on the company where the user account is, not the account where the event is.
  • Tag Groups can be added at the parent level and used with all children.
  • Custom Fields can be added at the parent level and used with all children. Permissions for custom field sets have to be added at the parent level, so there will be a separate custom field permission for those sets.
• Click Add a standard Preset for this Company
• Use !TypicalVenue
• Click once only!
• Rename Sub-Event to Function (don't rename the ident, though)
• Add Event forms are on the Event Level templates; leave them for now
  • Often, we will removed the Add Event (Single) option and rename Add Event (Multi) to "Add Event"
  • Another option is to remove Add Event (Single), rename Add Event (Multi) to "Add Event" and then update its settings to:
  • Template When Mode - Single
  • Template Where Mode - Multi
  • This allows the user to create an event booked in multiple spaces but only on a single date or date range.
• Event Level page - "Keep E2Cs reconciled with child events" - convention centers without attached arenas should most likely be E2C reconciled. Additional setup needed for E2C Reconciled accounts:
  • Note - there is no undoing this!
  • Steps:
    • Check "Allow setup"
    • Click "Preserved booked space". Crucial on existing accounts! This may take a while to work. If it doesn't seem to be doing anything, refresh the page.
    • Once "Preserved booked space" is done running, click "Turn on E2C Reconciliation". This will change "Keep E2Cs reconciled with child events" to True.
  • Be sure to add the child events tab. It's not there by default.
  • Remove all Add Form templates except "Add Event with Functions". Rename it to "Add Event".
  • Update the conflict checker at the Function level: {{{ parentenvelopebehavior="ExpandParent" }}}
  • These accounts will not be able to add groupings in the usual way. During training, show how to add an existing event to a new or existing grouping.
• For arenas:
  • Set Add Grouping template as default in root
  • On Status page, set UI Default Status to Next Available Tentative

5. Settings

• Conflict Overlap populate automatically, this is where you'll update the conflict checker rules
• [wiki:RootBasicSettings Always add humandaystart, eventdefaulttimes] - Click for further directions. Be sure to see the note RE event default start times for SMG accounts in the go.smg tree.
• You'll have to refresh your page to see the setting show up in the tab
• Apply regular four settings to SMG tree companies; other settings will cascade down from the top level SMG company. Changes will need to be merged.
• For other companies in a tree, double check how the other companies are set up before applying - these may be set up at the top level

6. Calendars

• Add all calendars:
  • Click "Add Calendar to Company"
  • Type the Calendar Name and Abbreviation (you may have to make up the abbreviation)
  • Leave the type as !FacNormal (unless it's a combo calendar)
  • Combos should not be in a tree; combos are a combination of !FacNormal calendars
• Apply the correct parent child calendar structure
  • Click on or hover over the link of the parent calendar to get the ID number
  • Go to each child calendar's details page and enter its parent ID in "Parent ID"
• Reorder the calendars if necessary
  • On the main root account calendars tab, click "Reorder Calendars"
  • Click the big green "reorder calendars" button
  • Drag and drop as needed and click "Done"

7. Users

• ebuser
  • first name - !AccountName
  • last name - !EventBooking
  • username - eb(Account Name)
  • E-mail - [e-mail]
  • EB Staff use? - True
• Add everyone else, do NOT send usernames and passwords

8. Address Book

• Add address book - "(Name of Account) AB"

9. Permissions

• Click "Add Permission Profile" and add these permission sets. Sets should (as much as possible) be by role. Be sure to add a description as well:
• In a tree, be sure to prepend the permission name with the company name
• "Account Name" All Users - show in Notes
  • Nothing on the tabs; users will be added to this later
  • This is used for sharing purposes
  • Similar sharing profiles can be created by department/role
• "Account Name" Administrator (Admin)
  • Primary section:
    • add a description, such as: Full access to book events and edit events details, as well as admin priviledges (user admin, EB account contact, etc).
    • show in Notes
    • Company Admin Access - view only
    • User allocation type - full
  • Users tab: add EB user and other admins
  • Companies tab: select company and add:
    • Company Matrix 
    • corp widget - Corporate Widget
      manage calendars - Manage Calendars
      manage taggroups - Manage Tag Groups
      user report - User Report
      currency manager - Currency Manage/Edit - international accounts only manage publicmedia - Manage public media
      user management - User Management
      
  • Calendars tab: select all calendars and assign compatsysad - System Admin (upward compatible)
  • Address Book tab: AB Manager
  • Custom Fields: for Typical Venue General and other sets - custom_field
  • For Add-On settings for the Companies and Calendars tabs, see https://drive.google.com/open?id=1xwk5EejDtGPiOKwIQlX6nvjOojaLMew6qIwE2-vGVRA
• "Account Name" Full Access (Just Full)
  • Primary section:
    • add a description, such as: Full Access to book events and edit event details.
    • show in Notes
    • Company Admin Access - edit
    • User allocation type - full
  • Users tab: add any full users
  • Company tab: nothing
  • Calendars tab: select all calendars and assign compatfull - Full Privileges (upward compatible)
  • Address Book tab: AB Manager
  • Custom Fields: for Typical Venue General and other sets - customfield
  • For Add-On settings for the Companies and Calendars tabs, see https://drive.google.com/open?id=1xwk5EejDtGPiOKwIQlX6nvjOojaLMew6qIwE2-vGVR
• "Account Name" View Only
  • Primary section:
    • add a description, such as: Can only view the calendar and event details, no permission to edit.
    • show in Notes
    • Company Admin Access - edit
    • User allocation type - view only (if service agreement does not break out full vs view, mark as full)
  • Users tab: add any view only users
  • Company tab: nothing
  • Calendars tab: select all calendars and assign compat_viewonly - View Only (upward compatible)
  • Address Book tab: AB View Only
  • Custom Fields: for Typical Venue General and other sets - customfieldvo
  • For Add-On settings for the Companies and Calendars tabs, see https://drive.google.com/open?id=1xwk5EejDtGPiOKwIQlX6nvjOojaLMew6qIwE2-vGVRA
    *
• For venue network accounts, create and assign corporate permissions as needed

10. Custom Fields

• Custom Field Management
  • All Venues: Create Unique ID in typical venue general
    • Name: Unique ID
    • Ident: CustomFieldTypicalVenueUniqueID
    • UniqueID
    • use example w/out the !{4}
  • ident protocol: CustomFieldSetNameFieldName
    • in a company tree: CustomFieldCompanySetName_FieldName

11. Tags

• these will need to be updated as needed by the account
• On the Tags tab, click "Add Tag Group to Company"
  • Ident: TagGroup_NameOfTagGroup
• Once tag group is created, click to go to its details page
  • On the Event Levels tab, add to appropriate event level
  • Click "Reorder Tags" to add and edit tags
  • Add to the appropriate settings XML where you would like the tag group to appear

12. Avails

• Update avails settings to:
  • CONF - show event name
  • PEND - show color only
  • TENT - show color only
  • BO - show color only
• This is a typical setup; confirm with the venue

13. Holidays

• Add Holiday Set(s) as appropriate
• For most US accounts: US, Other, Christian, and Jewish holidays

14. Templates - Create an avails/reports header

• Add a logo to the account:
  • Log in as the EB user (not root)
  • Add the logo as public media
  • Save the GUID number
• In root, create Template ("Template Name" will show to user)
  • See [wiki:RootBasicSettings setting] for XML

User-Facing Setup (prep for consultation)

Account Setup - Root - XML Settings: https://drive.google.com/open?id=1PRTgcE-AVYhzox2OjB4rxo-pdfQpPnlSJ7zisyFZU

1. Create basic reports (see Asana)

• Avails Calendar
• Avails Grid
• Event Calendar
• Event Grid
• Events by Month
• Events by Type
• Events by Company
• Holds by Company
• Hold Confirmation (Grouping) - cf
• Hold Confirmation (Event) - cf

2. Tweak event details primary (remove/add/reorder fields)

• Make sure the default Notes custom field is renamed to Memo or Description - otherwise you have a Notes field and a Notes tab and it's confusing. This field is also in the Event Full Add, so you'll need to update this caption there to match as well.
• Be sure to add this setting before any users sign in, even if you don't wish to make any changes. If you add this after users have logged in, you'll wipe out their calendar settings and it will be a mess. :(

3. Tweak event details secondary (combining tabs/fields, re-caption tabs) (Depends on Client Type)

• Functions tab doesn't show up by default!
• Recommended tweaks:
  • Combine spaces booked and functions tabs. It can be useful to caption the parts; if you do, create a separate custom field set called "Captions" and give everyone view only access to it - that way you don't get the paper/pencil icon on your caption!
  • Combine Activities and Journals tabs
  • Remove Inventory tab if they aren't using it, rename to Resources if they are
  • Remove Messages tab if they aren't using the Outlook plugin

4. Tweak Functions primary/secondary if needed

• Rename to Function from Sub-Event
• Mirror changes listed above for the event level
• Rename tabs with "Function..."

5. Tweak Groupings primary/secondary if needed

• Mirror changes listed above for the event level
• Rename tabs with "Grouping..."

6. Tweak add forms as needed (remove Add Event (Single), etc)

7. Widgets

• Add a "Welcome Widget". See [wiki:RootBasicSettings] for HTML.
  • Some accounts will have a "welcome widget" auto created - the links are broken or out of date and will need to be fixed.

8. Shared calendar view - (Go to Calendar View - Click Settings (top right)

• Default - (ALREADY THERE)
• Minimal (Event name and status only) - (Events, Un-click everything but name/status - sharing - (all users) - Type name up top - create new - then go back and SAVE)
• Detailed (Event name, status, location, company, parent event, showtimes, etc) - (Events, CLICK ALL THINGS - sharing - (all users) - Type name up top - create new - then go back and SAVE)
• Cancelled Events

9. My Settings > Alerts

• Configure some history presets - Reports - History - Manage - Add Preset - MAKE SURE YOU SHARE WITH USERS
• Event added (1 CHECK)
• Event confirmed (Events Changed - Specific changes - Status - any status --> specific status (CONF)
• Event deleted or canceled (Events Deleted & Events Changed - Specific changes - Status - any status --> specific status (CANCELED))
• All system activity - Events Added, Deleted, Changed - Activities Added, Deleted, Changed - Journals Added, Deleted, Changed
• MAKE SURE YOU SHARE WITH ALL USERS

10. Company Settings:

• Set up PROFILE GROUPS
  • As EB User go to Company Settings (Top right) - Profile Groups
  • Create Group - "All Users", include all users
  • Create a second group - "All Users 2", include all users
  • Click "Add a profile to report on" under the All Users group
  • Select Task Master, Journal Master of All Users 2, Click Add
• (Anytime new users are added, they must be added to these *Groups)

11. Resources:

• click Resource Library - if you get an error message, go to Units in Company Settings
  • if that doesn't work (SMG), add the old resources add-on, click on that page once, then remove the add-on
  • while you're on the units page, clean up the units:
    • remove metric units from US accounts (or vice versa)
    • remove currency
    • cubic foot/meter
    • update day abbreviation to day
    • liter abbreviation to L
    • remove minute
    • one - rename to Each, abbreviate ea
    • for convention centers add: Half Day, 1/2 d, quantity .5
• add a price schedule
• add default sets:
  • Rental
  • Food and Beverage
  • Services
  • Equipment

12. Invoicing:

• Add basic Invoicing Settings (or the Invoicing page will be blank)
  • Add sample payment terms: Due on receipt, Net 30, Net 60
  • Add Invoice Status:
    • Estimate, not locked, 1, Estimate
    • Invoice, locked, 2, Invoice
  • Add Invoice Styles:
    • Basic Invoice: Tax Below, Header every page
    • Grouped by Event: !Event/Set tax below, check all
    • Grouped by Set: !Set/Event tax below, check all
  • Add Standard Adjustment (these are off the total for the entire event:
    • Credit Card Fee