Event Management Procedures

This help page will cover various procedures that are necessary to perform when using the Event Management engine.

 

Header Navigation Links

At the head of each CRM page are navigation links to the following:

• e-Home.  Clicking on this link will open the the e-Services home page.
  
   

• Help.  Clicking on this link will open the e-Services Help page.
  
   

• Privacy/Security.  Clicking on this link will open the DePauw e-Services 2.0 Privacy, Terms and Conditions Statements page.
  
   

• Logout.  Clicking on this link will log the user off of the site and open the e-Services home page.

Calendar LOV

Several places in EVT will use a unique calendar LOV.  This LOV allows you to select more then one date.  This allows for scheduling multiple dates for a recurring event.

1. Show Months.  Located at the top of the LOV, select from the drop-down list the number of months to display on the LOV.
   
   Suggestion:  If an event is recurring over several months, then show that number of months.
   
    

2. Browse.  The << button will show the same month but the previous year.  The < button will show the previous month.  The > button will show the next month while the >> button will show the same month but the next year.
   
   Note:  Clicking on any of the browse buttons will cause any selections on the existing month to be reset.
   
    

3. Days on the Calendar.  Clicking on any of the days on the calendar will either select that date or deselect it (if previously selected).  More than one day can be selected.
   
    

4. Select Today.  Clicking on the Today link will select the current day.
   
    

5. Select Work Days this Week.  Clicking on the Work Days This Week link will select Monday thru Friday of the current week.
   
   Note:  If more then one month is showing, the selected days in the proceeding months will be the same dates.  For example if the first month's work week is equal to the 14th thru the 18th, the second month's days selected will be 14th thru the 18th  regardless of the day of the week they fall on.
   
    

6. Select Work Days This Month.  Clicking on the Work Days This Month link will select all Mondays thru Fridays for the current month.
   
   Note:  If more than one month is showing, all of the work days will be selected for the proceeding months.
   
    

7. Select and Close.  Clicking on this link will close the LOV and enter the selections in the associated field.

 

Time LOV

Several forms in the EVT will use a Time LOV.  This LOV is useful for quick entries of time.

1. Hour.  Select, using the drop-down list, the hour.
   
   Note:  This uses the 12 hour format.
   
    

2. Minutes.  Select, using the drop-down list, the minutes.
   
    

3. AM/PM.  Select, using the drop-down list, either AM or PM as applicable.
   
    

4. Select and Close.  This link will close the LOV and enter the selection in the associated field.
    

5. Cancel.  This link will close the LOV window and will not change the entry in the associated field.
   
   Suggestion:  To specify no time, select the blanks at the top of the three drop-down lists.

 

Adding or Updating an Event

• In order to reserve a room for an event, a requester must create an event.
  
  
• A room reservation must include a date, a start time and an end time.
  
  
• Use of the BACK button is discouraged as results may be unpredictable.
  
  
• No advance bookings in classrooms are allowed until the Schedule of Classes is completed and rooms are assigned.
  
  
• The Event Form is used for adding or updating an Event.
  
  Note: See the Event List Menu and Event Form.

View Events by Room

Events can be viewed by room and the associated calendar. The location, start date and end date are entered. A list view or calendar view can be used to display the events.

Note: See the Room Form.

 

Search for a Room by Features, Seat Type and Number of Seats

• The Features form allows searching for a room that meets the criteria required for your event.
  
  Note: See the Features Form.
  
  
  
• The Room Available for allows searching for a room that meets the criteria required for your event and also allows checking the date and time availability of the rooms.
  
  Note: See the Room Available Form.
  
  
  
• Features and Events Interface is a report that list all available rooms and their features. These rooms are linked to a calendar.
  
  Note: See the Features and Event Interface Report.

Related Items

Event Management Overview

Event List Menu

Event Form

Room Form

Room Available Form

Features and Event Interface Report