Editing an Event

The actions described above bring up the Edit Event window where you will make any changes necessary. This window displays some common action buttons and the event information at the top and has up to 8 tabs at the bottom. You must click Edit before you can make alterations. Below are some common changes people make to events.

Edit Activities

1. Click the first calendar button in the Edit Event window.

   You can also edit activities by clicking Edit Event Activities in the Activities tab, or delete any you no no longer want by clicking Delete next to the activity name directly from the Activities tab.

   
   
   

2. Schedule additional activities as usual by double-clicking a time block in the correct area calendar.
3. Remove activities by right clicking the time slot.
4. Click Remove Activity.
   • Clicking Cancel closes the Remove Activity window.
     
     
5. Click Close when you are finished.

Confirm the Event

To confirm an event, click Confirm Event from the Event tab. You will be prompted to verify the confirmation.

Send a Confirmation Email

1. Click the envelope icon at the top of the Edit Event window.
   
   
   
   
   • TheEmail Template selected by default corresponds to the Event Type, but you can select another from the Change Template pull-down.
2. Verify the contact information is correct.
3. Enter a new email Subject if necessary.
4. Optionally, add a maximum of one attachment by clicking Browse.
   
   
   
   
5. Edit the email content as necessary using the word processing toolbar.
6. When you are ready to send, click OK.
7. Click Press To Continue at the confirmation prompt.

Reschedule the Event

1. Click the calendar icon with an arrow.
   
   
2. Optionally, enter any notes about why you are rescheduling the event at the prompt.
3. Re-book the event and activities as normal by double-clicking the day you want to move it to.

Change Event Arrival and Departure Times

The option to make changes to this information is in the Event tab of the Edit Event window. The Group Arriving At and Group Leaving At fields have both date and time pull-downs, but you can only change the event arrival time, not the date. You must click the Reschedule Event icon in the upper left, as described above, to change what date the event takes place. You can, however, change both the departure date and time.

Cancel the Event

1. Open the Actions tab.
2. Click Cancel Event.
   
   
   
   • A confirmation prompt will appear and there is an opportunity to enter notes about why you are cancelling. If any payments have been made, a prompt will ask you to confirm the customer wants to forfeit the money paid. If the customer should receive a full or partial refund, you must do this before canceling the event.
     
     

Edit Line Items

Line items, which include the package and any add-ons display in the top right of the Edit Event window.

You can perform various actions on these items by clicking the item you want to alter, and clicking one of the upper buttons:

• Change Quantity: Clicking this lets you change how many of a particular item are included in the event. Enter a New Quantity and click OK to make the change.
  
  
  
  

• Change Price: You can change the price of any items, including the main package item, that have Allow Discount selected in Inventory Item Maintenance. You can enter a New Price as a dollar amount, or click the % icon to discount the item by a specified percentage.

  New prices can't exceed the Original Price, which displays in the same window.

  
  
  
  
  

• Delete Item: This button will immediately delete any selected line item other than the initial package items without a confirmation prompt.

• Refund Item: Clicking this sets the Amount field of a selected item, other than the main package items, to a negative price, which indicates the event contact will be refunded that amount.

  If you are using the Theatre module, there will be a button to bring up a window with movie options, from which you can also Change Quantity, Change Price, or Delete other line items

Change the Guests of Honor

1. From the Event tab of the Edit Event window select whether or not there will be any guests of honor if the event is not a birthday party.
   • Birthday parties will not have the option to deselect this.
     
     
     
     
2. Click the ellipses in the Guests of Honor field.
   • People with relationships to the event contact are listed by default.
     
     
     
     
3. Select one or more people as guests of honor.
   
   
   
   
4. To add an existing customer to the list, click Add Existing Child.
   • This brings up the Search for a Customer window.
5. To add someone who isn't an existing customer to the list, click Add New Child.
   • People added using this method won't be stored as customers in your database. You will be able to fill in the First Name, Last Name, Date of Birth, and Gender.
     
     
     
     
6. To edit the customer record for existing customers on the list, click the pencil icon.
   • This button is inactive if the person is not a customer in the database.
7. Delete any people you want to remove from the list by clicking the red X.
   
   
   
   
8. When you are finished selecting guests of honor, click OK.

Change Event Modifier Selections

Click the question mark icon next to the Event Type field on the Event tab to re-select all modifiers associated with the event.

Set Food Times

The lower right section of the Event tab contains three options related to food being served at the event. Select a time from the Food Served At field to set the time the group should get their food. If you have a Kitchen Device configured, you can select a Send to Kitchen Time, which is when your kitchen device will receive the order. You can also enter Kitchen Notes that will send along with the order, which is useful for communicating things such as customer allergies.

Add New Items to the Event

The Items tab lets you add any inventory items you configured inItem Screens and Keys to be sold as an addition to any event. Click a button to add that item to the line items list. To add more of the same item, you can click the button again, but there is less screen clutter if you Change the Quantity.

Take and Refund Payments

The Payment tab lets you take full or partial deposit and event payments or refund any already made. It also displays information about amounts due and a Payment History. Click one of the first four buttons on this tab to take or refund payments.

1. Enter a partial amount in the Payment or Refund Amount field depending on which action you are performing.
   • You can also click Pay or Refund Balance to automatically populate the field with the remaining balance.
2. Click a payment method, which are enabled and configured Till Codes.
   
   
   
   • After the transaction, a new line is added to the Payment History table, which shows the Date, Amount, and the Description. The Description indicates whether it was a payment or a deposit and what payment method was used. Clicking Show Detail displays the Receipt Number in a field that can by highlighted and copied by pressing Ctrl + C.
     
     

Click Discounts to take an amount off the price based on the Discounts you have configured. You can add a customer discount by clicking Add Coupon or click one of the other buttons to Add an Employee Discount or Add a Manager Discount. These affect the total price of the event rather than a single item.

Discounts don't show up in the Payment History, but you can see how much has been discounted in the left of the tab, or click Discounts again to view and delete any discounts being applied.

Finalizing an Event

Finalizing an event is the last step you take after all payments have been taken and changes have been made to an event. Doing this adds the event to your sales data and ensures it reports correctly and can only be done on the day of or after the event.

1. Click the check icon to finalize the event.
   • You can also click Finalize in the Actions tab.
     
     
   • A prompt will appear to confirm you want to finalize the event followed by prompts to complete any other uncompleted actions related to the event such as printing tickets.
2. Click Close.