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Author Topic: DJ 2020 Manual: Events / Bookings System  (Read 43 times)

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DJ 2020 Manual: Events / Bookings System
« on: November 19, 2020, 08:05:33 am »
Please note this system uses the Style Manager I have shown some objects using different styles to give you an idear of what each style looks like

Calendar


Using the calendar has been kept as simple as possible Follow the steps below:
  • Double Click a date box to open the diary
  • Right Clicking within any date box Will display a shortcut with the following options:
    If the box is empty the options are:
    • View Diary: This will open the diary screen for the selected date.
    • Add Event: This will open the events screen showing a blank record allowing you to create a new event.
    • Online Help: This is avalable on all Shortcuts and will display the related Help Topic/Post for the object you are viewing.
    If One or more events are found An Addition Option will be added
    • View Event: This will open the Event should a single event be found or a selection screen for when more than one event is found
  • The month and years update the display for the selected month and year you can try this out as should you wish.
  • Home Button: This when clicked will always return the Calendar to the current month.
  • Search Button: This will open the search option screen see below for information as to that objects usage.

Calendar Search


  • Customer Is: Select A Customer from the list'
  • Venue Is: Select A Venue From The List.
  • Event Type Is: Select an event type.
  • Customer/Venue Postcode Is Like: You can type part of a Postcode Like CC this will return any  postcodes that have CC as part of the postcode you can also use * anywhere in between like C*T this would return database dreams
  • Search Button:Once you have made your selection update the list with the results by clicking this button.
  • Search Results List:After you click the search button this list will display the results of the search by clicking an item in the results list the following will heppen
    • The search screen Will close
    • The calendar will update to display the selected month/year
    • The selected event will open so you can view edit it.
  • Close Button:To exit without doing anything click this button
  • Additional Information: NOTE: you can select more that one item to limit the search results this could be: All entries from a town and also a region, you could if you wanted add/select all items

Diary


  • Edit Slots:This will open a screen showing ALL time slots with this screen you can Hide ones you do not require and show ones you require
  • Add Event: This will open the events entry screen with a blank event with the date set to that on the diary.
I will cover all 3 tab options but the way the diary entries are added is the same for all 3
  • Events Tab:Click what the time being added relates to Traveling, Setting Up, Event, Breaking Down or Other Then click the upright white/silver bar left side of booking information this will turn black showing that Item has been selected, Now you can use the double click as described below.
  • Address Book Tab:Click The Type Meeting, Venue Survey or Other Then select an address book entry or use the Search Button to open the Address Book Search Screen
NOTE: You cannot add new address book entries into this list
  • Other Tab: Item: Select an item from the list  or add a new item into the list you will then be asked if you wish to add it, or you can Double Click the field to open the Items Editor where you can add one or more items or delete any unused Items, The give the slots a description.
Find The Time You wish to add items for then just double click the field "Item" This will add what the item is and also the description, This should be performed for as many time slots as needed, You can change the date and add slots for different days with the selected tab items.

Events


  • Customer/Venue Lists:  These items are requiredBoth these lists work the same way
    These items are required Select an item from the list  or add a new Customer/Venue into the list you will then be asked if you wish to add it, Adding it woll open the Address book showing the entry where the remaining items can be added View The Address book Manual, or you can Double Click the field to open the Address Book where you can edit the selected Entry
    • Customer/Venue Search Button: This will open the Address book search screen
    • Google Maps: This will open your default browser and perform A Google Maps Search For the Address and Town/City of the Customer or Venue
  • Disco: This item is required Select an item from the list "You cannot add new discos into this list, or you can Double Click the field to open the Selected disco where you can edit it.
  • Function Room: Select an item from the list "You cannot add new discos into this list".
  • Event Date: This item is required This will normally have a default date set from the Calendar or Diary
  • Event Start AM/PM: This item is required This is the time you would be expected to start playing music
  • Event End AM/PM: This item is required This is the pre event end time but should the event over run you could should you wish edit this time or just make a note in the event notes
  • Equipment Setup: This is only required should you be required to setup your equipment at some other time than would be normal.
  • Travel Time: A Defult value will normally be added once you select a venue See Town/City Editor for more information Note: You can edit this value should you wish
  • Setup Time: This gets it's time from the selected Disco And cannot be edited on the events screen See: Disco Manual
  • Event Type: This item is required Select an item from the list  or add a new Event Type into the list you will then be asked if you wish to add it, or you can Double Click the field to open the Event Types Editor where you can add one or more items or delete any unused Event Types
  • Attending: This is the number of people attending the event you would have been informed this by the customer or venue.
  • Status: This item is required Each booking will go though a sequence of states New when created "Default", Unconfirmed is after the new period but before a deposit has been recieved, Confirmed is used when a deposit has been paid, Complete and Cancelled.
    Note: New And Unconfirmed Will display on the Main control list for easy access.
    Select an item from the list or add a new Event Status into the list you will then be asked if you wish to add it, or you can Double Click the field to open the Status Types Editor where you can add one or more items or delete any unused Status Types, NOTE: there are 5 event status that are included.
  • Event Notes: This should include details on items like additional charges Ect.
  • Pre Event Requests
    Please note these are not added to the event playlist unless you add them
    • Add Track Button: This will open the Search for track Screen "See Below For Details On That Screen"
    • Request Type: Select an item from the list or add a new Request Type into the list you will then be asked if you wish to add it, or you can Double Click the field to open the Request Type Editor where you can add one or more items or delete any unused Request Type.
    • Played: This is only there so if needed you can see if you did mark it as played you may also find it in the playlist with the location of where in the list it was played if you add the data.
  • Deposit Required: This is the amount the customer will pay before the booking can be marked as confirmed
  • Payment Method: This is the agreed method of payment for the final amount normally paid at the end of the event.
  • Travel Surcharge: A Defult value will normally be added once you select a venue See Town/City Editor for more information Note: You can edit this value should you wish.
  • Disco Charge: A Default Amount will be added once you Select A Disco to use for the event this can be edited should you need See: Disco Manual
  • Additional Charges: This is for any other charges "I have Added a calculator button that will only be visible when you move to the Additional Charges field", So should you have values added before the event and for times then you agree an overrun price you don't need do the math in your head.
  • Event Total: You cannot add Amounts into this field it is made up from:  Travel Surcharge + Disco Charge + Additional Charges
  • Payments: This is the total amount recieved from the customer including any deposit
Regular Events


NOTE: You can create more than one Reqular booking per venue "Confirm you are viewing the correct Regular Event Before continueing"
  • Regular Name: This item is required Give this reqular booking record a name that will set it apart from other Regular events for the same venue should you need to add others later
  • Use Event: This item is required This is a list of Events At the selected venue with the venue name Date of Event plus start and end time.
    It is importat to select the correct event to use see below for related information
  • Type: This item is required The Type could be Weekly, Bi-Weekly, Monthly (28 Days) and Selected Dates, If selected dates is selected a number of additional controls become visiable these will be covered below
    • Selected Date: Use the calendar to seleced a date, After you selected a date it will be added to the list of dated and the selected date field will be blanked so you can use the calendar to add another and so on 
    • Reset: Use the reset once you have created as many dates as you need this will return the screen to it's previous configuration
  • Create Number: This item is required This will tell the system how many events (Copies) Of the selected Use Event: to create
  • Charge Amount: This item is required When the regular events are created This amount will be applied to each new event.
  • Book Slots: Select this option if want to use the diary slots for the selected Use Event: then these will be copied for each new booking created
  • Closed: This will disable the Build list so no new lists can be generated
  • Last Date: This is the last event date that was created and new events will use this "If added" to work out the start depending on the value in Type:
  • Delete Button: This will remove The selected reqular event
  • Build List Button: This will use the selected items above to create a list "See Below"
  • Available Dates List: This list will show the following "This is for advice only"
    • Date: This is the date of each new event to be created
    • Events Found: This will show the Start And End Times for any found events for each date
    • Slots Found: This will show The start and end slot for each new event to be created if found
  • Select All Dates: This will select all entries in the generated list or you can select only the dates you want by licking each date
  • Create Events: This will use all the information to create new events it will make a coly in the main details of the Use Event: Event each event will have the Type: Of Confirmed Added

Playlists

  • Add Track: This will open the screen below.
  • Play Track: This opens The Music Player for this Playlist with the selected track playing.
  • Played:This is the order in which that item will be in the list NOTE: This will not reorder until you close this object and reopen it.
  • Reguest Type: Select an item from the list or add a new Request Type into the list you will then be asked if you wish to add it, or you can Double Click the field to open the Request Type Editor where you can add one or more items or delete any unused Request Type
  • Comments:Any comments like who it was played for and/or who requested the track

Playlists Search For Tracks

  • Artist Starts Like: Add the first name or group BUT NOT THE WORD "THE" for artists if you need to limit the results more add more of the name, You can also use * within the name to display anything that matches the text from where you added *.
  • Track Title Starts Like: Add the first word for the Track Name if you need to limit the results more add more of the track name, You can also use * within the name to display anything that matches the text from where you added *.
  • Search Results Screen: once you see what you are looking for within the list click it to add it to the openning screen, this screen will then close.
NOTE: You can limit the list by both Artist and title
« Last Edit: January 02, 2021, 02:40:47 pm by DD Admin »

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