Calendar Overview

Calendar Overview

Posted by phertlein, on 4/4/2012, in category Vendors

Calendar Overview

With the Eventective Booking Calendar you can:

  1. View all your events and leads by event space and for any month or week. Color-coded by status, events now display on the calendar, making it easy to assimilate your schedule in a single glance.
  2. Access your daily events calendar from your Smartphone as you talk to clients to book potential business.
  3. View your available Pay-per-Lead credit for lead purchases.
  4. Add new events quickly and easily while on the phone with a client.
  5. Time or date conflicts are flagged immediately to alert you to a potential double booking.
  6. Track room reservations. The calendar is simple enough to use as a reservations system!
  7. View lead details for new and purchased leads, and respond to the client via email right from the calendar.
  8. Track the referral source for each new booking, as well as cancellation codes for any cancelled events.
  9. Add and track the price and deposit received for each event.
  10. Integrate your booked events with Outlook. Export a booked event as an appointment to your Microsoft Outlook calendar. Set a reminder for the event.
  11. Track your event business for year-end analysis. Create custom reports for any time period and your choice of event information. Save reports. Export reports to Excel or PDF for booked and tentative events for any time period. Perfect for presentations, analysis and reporting!

You can mix and match what you want to see for leads and events, combined with event spaces, for any given time period.

Venues can track events on the calendar:

  • by event space
  • any combination of event spaces
  • or the entire venue

The new calendar function is perfect for small venues, banquet halls, and bed and breakfasts that need an easy to use, free Reservations system.

Consolidate your bookings in one central location. No more cumbersome software- just sign-in at anytime and from anywhere to access your Calendar!

Service providers such as Officiants, Photographers, Caterers, DJs and Musicians can track their bookings, as well as leads in a single window. The calendar tracks booking conflicts and alerts you to a potential double-book, saving you time and money.

We understand your schedule is busy – let Eventective help you keep track of incoming new business as well as existing booked business! At the end of a month, quarter or year, or at any give time, you can run reports in Excel to see key information on your booked and tentative events. Track the source for bookings, see which event spaces stayed booked, discuss how to increase bookings for an event space, see how many cancellations occurred and why, track prices and deposits for booked business.

 View Your Booking Calendar by Month

 

View Your Booking Calendar by Week

View Your Event Information on a SmartPhone

View Your Event Information in a Tabular Report Format

Save the Event Information Report in Excel

Save the Event Information Report in PDF

Getting Started with Your Calendar

  1. Sign-in at www.eventective.com with your screen name and password.
  2. Select the ‘Calendar’ menu option from the 'More' dropdown.
  3. You will land on the ‘Booking Calendar’ window that will default to the view for the current month and year.

You can Customize Your Calendar View by:

  1. Time Period
     
  2. Events and Leads
     
  3. Event Space

Customize Your Calendar View by Time Period

You can view the Calendar by Month or by Week.

You can choose to view the Calendar for any given month.

You can scroll to the next or previous month using the scroll arrows.

Or you can pick a month and year from the dropdown month and year fields and click the 'Go' button.

You can also view the calendar by Week. The week extends from Sunday to Saturday for any selected date. To view by week, click the blue 'Week' link. To return to the Month view, click the blue 'Month' link. Booked and Tentative events as well as Purchased and New Leads are all color-coded for a quick visual overview!

To pick a different week, select a day from the month/day visual option and click and you will land on the week calendar for that day:

Customize Your Calendar View by Events and Leads

You can customize the display by selecting all booked events as well as any potential events (tentative events, purchased leads) using the checkboxes in the far left of the window. Each selection is color-coded for your convenience.

 

You can deselect the 'Select All' checkbox and only select the checkbox for 'Booked Events' to see your availability for the week or month before you make a commitment for a new event.

 

You can also view your pipeline for new business for the upcoming week or month by selecting just the checkboxes for 'Booked Events', 'Purchased Leads' and 'Tentative Events'.

 

And you can view potential booking opportunities for any week or month by selecting the checkboxes for 'New Leads' and 'Referrals'.

 

Customize Your Calendar View by Event Space

Perfect for venues with multiple event spaces! Keep a visual track of bookings in your conference rooms, ballrooms, and smaller suites using the event space selection tool available in the lower left column of the Calendar.

You can view events and leads for all event spaces:

Or you can deselect the 'Select All' checkbox and just view events and leads for one event space:

Or any combination of event spaces:

Adding New Events to Your Calendar

It is easy to add new events to your calendar. A quick call or email can lead to tentative or booked business, and the calendar provides an easy tool to quickly create a new event.

You can add a new event in two ways:

  1. From the blue 'Add Event' link found in each day of the calendar
  2. From the 'Add Event to Calendar' button located on the Month and Week views

Creating a New Event from a Specific Day in the Calendar

To add a new event, just sign-in and click on the ‘Calendar’ menu option at the top of the window. Select the month/year when you want to add the event by using the Month/Year dropdown.

Place the cursor on the day when you want to add the event and the day square will turn white and you will see the 'Add Event' link. Then click the blue 'Add Event' link as shown below:

This will open the 'Add Event Booking' window where you can add the new event. You can track the following information for each new event entered:

  1. Event Details
  2. Customer Contact Information
  3. Reporting Information
  4. Miscellaneous Information

Event Details

In this section, you can enter the:

  • Event name
  • Indicate whether it is a tentative or booked event
  • Choose a time period and recurrence (single day or multiple days)
  • Select the date for the event
  • If you have multiple listings such as a venue and a caterer listing, you can select which listing/location this event will be held
  • For venues, you can select one or more event spaces that will be booked for this event
  • Enter any notes for the event in the Description field
  • Block time on the calendar before and/or after the event for setup and breakdown so you have plenty of time between bookings

See the below window for an example of how event details can be entered:

Customer Contact Information

Scroll down the window to enter the person's contact information. You can enter the person’s name, company name if this is a corporate or association event, email address, street address, and phone number.

Reporting Information

As you book events, this section lets you track information that is valuable for a year-end trending analysis. You can track:

  • Source (Referrals)
  • Total Price
  • Deposit Paid
  • Cancellation Reason Code

Miscellaneous Information

And lastly, enter any miscellaneous notes you need to track and click the 'Submit' button to save the new event to the calendar:

Your new event now displays on the calendar in the day/month/year of the event date:

Creating Custom Reports

As you book event business, you can create custom reports to track and analyze booked and tentative events on your calendar using the Export Events button.

To create a new custom report, select the ‘Export Events’ button from the Month or Week view.

Month View

Week View

This displays the 'Export Events' window where you can select the following options for the report:

  1. Time period
  2. Include booked and/or tentative events
  3. Select event information

Selecting the Time Period

The first step is to select a time period for the report. You will see that the date in the 'From:' field defaults to today's date.

You can choose the time period by selecting a date range from the 'Date Range:' dropdown field, or you can enter your own start and end dates.

You can choose an existing date range from the options provided in the 'Date Range:' dropdown field and the start and end dates will automatically fill in:

For example, if you choose the ‘Next 30 Days’ option in the dropdown field, the dates default automatically to 30 days from today’s date (12/3/2010) in the 'From:' and 'To:' fields:

To enter your own start and end dates, enter a 'From:' and 'To:' date using the calendar tool:

Selecting Booked and/or Tentative Events

Next you can decide whether to run the report for both booked and tentative events, or either event type.

Both event checkboxes are selected by default:

To run the report for just booked events, deselect the 'Tentative Events' checkbox:

Selecting Event Information

Next, you can click the blue 'Fields' link to see what event information you want to include in the report.

This opens the 'Choose Report Fields' window.

All information for the event is automatically included in the report.

To choose the information you want to see in the report, deselect the 'Select All' checkbox and then select the checkbox for the event information you want to include in the report.

Select 'Save' to save the event information you chose to include in the report.

Lastly, click the 'Run' button to generate the report.

This displays the generated report in a tabular format with the event information for the event types for your selected date range.

You can use the horizontal and vertical scrollbars (see arrows) to view the event information you selected to display in the report.

You can choose to save this report criteria for future reference.

Click the 'Save Criteria' button to save the report. This opens the ‘Save Criteria’ window where you can enter a name for the report. Then select the 'Save' button to save this report to the 'Saved Criteria' dropdown field.

The saved report can be run at anytime from the 'Saved Criteria' dropdown field:

Finally, you can choose to delete report criteria by selecting that report criteria and click the 'Delete Criteria' button. This will bring up a confirmation window. Click 'OK', and your saved report criteria will be deleted.

Exporting Event Reports

You can export a saved or new report to Excel or PDF. This allows you to share your event business bookings with your team, coordinate with other locations, and provide an analytic tool for trending and year-end data.

Excel files are a good option if you want to re-sort and manipulate event information for a custom presentation. PDF files are a better choice if you do not want to change the data in the report.

Note: Only Booked and Tentative events can be exported to Excel or PDF

Purchased leads are not available for export until you book the purchased lead. Once booked, you can open the purchased lead in the calendar and click the 'Book this lead' button in the lead detail window to convert the purchased lead to a booked event.

To export a new or saved report in the Export Events window, select the 'Excel' or 'PDF' option from the 'Export' dropdown field while the report is displayed in tabular format:

Save Event Information in an Excel Report

To export a new or saved report in the Export Events window to Excel, select the 'Excel' option from the 'Export Reports' dropdown field while the report is displayed in tabular format.

An Excel file named 'Export.xls' will be downloaded using your internet browser's download settings. Open the Excel file to display the exported report:

Save Event Information in a PDF Report

To export a new or saved report in the Export Events window to PDF, select the 'PDF' option from the 'Export' dropdown field while the report is displayed in tabular format.

A PDF file named 'Gridviewexport.pdf' will be downloaded using your internet browser's download settings. Open the PDF file to display the exported report:

Purchasing a Lead from the Calendar

You can now view your new leads right in the calendar.

Select the 'New Leads' checkbox on the left to view just your new leads.

Click on a new lead to view the event details. This opens the event detail window where you can scroll down to see the details for this event and decide if this is a lead that fits your business.

Select the 'Buy this Lead' button to purchase the lead. If you have pay-per-lead credit, the lead purchase amount will be deducted from your credit. Or you can enter your credit card information on our secure purchase page to buy the lead.

OR

Select the 'No thanks' button to decline the lead.

If purchased, the lead will display as a purchased lead in your calendar. If declined, the lead will be removed from the Calendar, but can be found in your leads list under the status of 'Not Interested'.

See the example below:

Sending an Email Response to the Planner

Once you have purchased a lead, you can send an email to the planner directly from your calendar.

Select the 'Purchased Leads' checkbox on the left to view just your purchased leads in the calendar.

Click on the purchased lead to display the event details as shown in the image below:

In the lead detail window, select the blue 'Click here' link to send an email reply to the planner as shown below:

This will display the 'Respond to this Request' window where you can enter your reply to the planner and attach files to share information on pricing, menus or photos. Make sure you include your contact information.

See below for an image of the 'Respond to this Request' window:

 

As you prepare your reply you can look at the lead details by clicking the 'View Lead' button in the 'Respond to this Event Request' window.

You can also print the lead details for review and reference.

If you purchase a lot of leads, you can frame a quicker response to planners by using a template for replies. You can create and use custom templates for a reply.

You can create a new template in the 'Respond to this Event Request' window by clicking the down arrow next to the 'Templates' button to display the dropdown. Then click the 'Create Template' option.

 

 

 

Select the ‘Preview’ button to see how your email will look to the planner before sending it.

If you decide not to send the email, select the ‘Cancel’ button to delete the email.

When you are ready to send the email, click the ‘Send’ button to send your email to the planner.

Converting a Purchased Lead to a Booked Event

When the planner responds and if you book their event business, you can convert the purchased lead to a booked event for display on the Calendar as a 'Booked Event'.

To display the purchased lead as a 'Booked Event' on the calendar, view the calendar with the month or week view of the purchased lead. Click the purchased lead to display the event details.

In the event details window, click the 'Book this Lead' button.

This displays the event window where you will see the Status for the event displayed as 'Booked.'

The event will now display as a 'Booked Event' on the Calendar.

Export Booked Events to Outlook

Integrate Your Eventective Calendar (Booked Events) with Your Microsoft Outlook Calendar!

You can export any booked event from your Eventective calendar as an appointment to your Microsoft Outlook calendar. This integrates your Eventective Booking Calendar with your other appointments in your Outlook calendar. You can then set a reminder for the booked event in your Outlook calendar.

To export the booked event, locate the event in your Eventective calendar and click on the event to open the detail window:

Select the 'Export to Outlook' button to export the booked event as an appointment in Outlook.

This will create an 'event.vcs' file that you can open and will create a new appointment in your Outlook calendar. You can set reminders and invitations as necessary for this event.

Editing a Booked Event

You can make changes to the event information, contact and reporting information for a booked event.

To make changes to the event information, locate the event in your Eventective calendar and click on the event to open the detail window:

Select the 'Edit' button to open the Event Booking window where you can make your changes to the event information.

Deleting a Booked Event

You can delete a booked event if the event gets cancelled. To delete a booked event, locate the event in your Eventective calendar and click on the event to open the detail window:

Select the 'Delete' button to delete the booked event from your calendar.

Copying a Booked Event to Save as a New Event

To save time, you can make a copy of a booked event and save it as a new event.

To make a copy of a booked event, locate the event in your Eventective calendar and click on the event to open the detail window:

Select the 'Copy' button to create a copy of the booked event. This displays the 'Add Event Booking' window where you can enter a new event name and change other information to save this as a new event.

Create a Shortcut for Your Calendar

The Eventective Calendar makes it easy for you to manage your appointments and track your booked and tentative events.  You can create a shortcut on your desktop to quickly access your calendar

To create a shortcut to your calendar from your desktop, right click-> New-> Shortcut and paste the link http://www.eventective.com/calendar/month.aspx as the Location. 

Your calendar will now be just a click away!


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