New Account Setup

Create the account

1. Log in to ebaccess (see Logging in).
2. Click the + button by Accounts.
3. Enter the account name click Create.
4. Click the gear icon to the top right to enter the Admin panel.

Setup account using admin panel

Account configuration

General configuration

1. Timezone - set the timezone according to the TZ database rules (see https://en.wikipedia.org/wiki/Tz_database). Generally speaking, US time-zones are:
   
   • Eastern - America/New_York
   • Central - America/Chicago
   • Mountain - America/Denver
   • Pacific - America/Los_Angeles
   • Most cities use will one of the above common time zones. However, a few exceptions exist, such as America/Phoenix for Arizona, and America/Indiana/[city_name] for numerous cities in Indiana. 
2. Currency - select the system currency from the list.
3. Fiscal start of year - this ties into financial reporting.
4. Back calculate prices - this enables "back calculation" of rental and item prices, where the final number is entered and the tax is backed out. This is customary in commonwealth countries (VAT in UK, GST in Australia and New Zealand).

Revenue Streams

Revenue streams allow rental and resources to be tied into custom revenue streams for reporting purposes. These revenue streams are tied into master revenue types (rental, food & beverage, ancillary). The revenue streams are typically defined by sales or finance teams at a venue. Refer to the setup Google Sheet for default values.

1. Click the + button to add a new revenue stream.
2. Give the stream a name. When first building an account, you can start with one "Rental" stream so rooms can be created.
3. Select the corresponding revenue type.

Holidays

Each company can select from one or more existing holiday sets.

1. Click the Pencil icon.
2. Select the appropriate holiday sets.

To add or modify holidays and holiday sets, see  http://help.venueops.com/article/82-managing-holidays.

Venue configuration (*must add venue before configuring users)

1. Create one or more venue representing each distinct venue of the complex (usually the theater, arena, and convention center would each be its own venue). If unsure of venue definitions, consult with the team. These are also tied to the client's Service Agreement. Be sure to refer to the final signed SA before adding new Venues.

Roles

1. Initially, create one All Access role for the implementation project team. Once the system is more familiar to the client, custom roles can begin being created.

User configuration

1. Click the + button to add a user.
2. Enter full name.
3. Enter email address (this is used to log in).
4. Select any Admin permissionsSelect Role

Room configuration

1. • Name - name of the room
   • Group - this is an optional field that allows you to group similar rooms together (all meeting rooms, ballrooms; or Level 1, Level 2, etc.).
   • Venue - each room must belong to a venue, as configured above.
   • Revenue stream - associated revenue stream from rental of this space.
   • Max capacity - this is absolute maximum (e.g. fire marshal maximum occupancy); leave blank if not applicable.
   • Square footage - this is the area of the room; leave blank if not applicable.
   • This is a combo room - this allows you to select the group of existing spaces that comprise this combo room (e.g. Ballroom A+B).
2. Click "Save & Add Another".
   • This keeps the slider open with Name pre-filled, in order to speed up the process of adding multiple rooms of similar name, such as Meeting Rooms 100, 101, 102, 103 ... 110.

Reference Data (Events and Misc)

• Event Types - Required to begin booking, (convention, consumer show, graduation, trade show, concert, sports, theatre)
• Contact Roles - Required to begin booking, what roles do the external event contacts have? (client, signatory, promoter, tour manager, planner)
• Lead sources -Required to begin booking, where did the lead originate? (trade show, website inquiry, cold call, CVB, etc.)
• Market segments - Required to begin booking, what type of account? (Association/convention, consumer/public show, trade show, banquet, meeting, SMERFE)
• Refer here for all other Fields.