Instructions for Using OPOL Event Manager

Overview of Event Manager:

The Event Manager is a tool that will help you manage your busy UBAH schedule. Using Event Manager allows you to easily setup a book show, add invitations, automatically send invitations, and manage invitation responses.

Getting Started:

  1. You can get into Event Manager two ways.  Either by using the dropdown menu at the top of your screen or the main menu on the left side of your screen.
  2. When you first enter Event Manager module you are taken to a calendar view of your upcoming events.
  3. You see the current months calendar.
  4. As you enter events your calendar will reflect each addition.
  5. Below, steps 1-6 will get you started!

  1. Event Steps - This menu can be used to easily navigate the steps required to create/edit an event.  
  2. Next or Prev - To go forward or backward a month click on these links.
  3. Select Event - You can select an event to work with by clicking on the hostess name or event time. 
  4. Delete Event - To delete and event click on the red "X".  Once clicked you will be prompted to make sure that you really want to delete the event.
  5. New Event - Click here to create a new event.  You can also create a new event by clicking on any day of the calendar.  By clicking a date the new event is automatically defaulted to that date.
  6. Switch to List View - This takes you out of the calendar view and displays your upcoming events in a table list (shown below).

Working With an Event:

To work with an event you must either create a new event or choose an existing event.  To choose an existing event you simply click on the event on the calendar view, or if you are using the event list view (refer to #5 above) you can click on the select icon.  Once you have selected an event or deceided to create a new event, you are taken to the Event Information page.  On this page you enter all the required event information.  Please remember when you are done to click the "Save Event Information" link to save any changes made.

  1. Event Date and Time - Every event must have a date and time selected.  This is the actual date and time the event will be held on.
  2. Hostess - You must either select a previous hostess or add a new hostess for each event.  This information is stored in your contacts and can be edited in Contact Manager or in Event Manager by clicking the edit icon .
  3. Use Coaching Tips - If you select yes your hostess will receive emails prior to the event reminding her of the upcoming event and giving her tips on how to get prepared.  These emails are created by the Home Office and can't be edited.
  4. Invitation Options
    1. Send Invitations - This is the time span from the event date for which the invitation emails will be sent. (Note: The time span given here may not necessarily indicate the exact date the invitations will be sent. This value is used in a "less than" equation and prompts the system to automatically send out any invitations that haven't been sent for the given event within the specified time frame.)  
    2. Use Hostess Address - If the event will not be held at the address given for the hostess, then select No.  If No is selected, you will then be able to enter the address that will be used on the invitations.
    3. Include My Website Link - If you would like a link to your consultant site (or other site if listed in your "My UBAH" profile) included on the invitations select it here.
    4. Include an eShow Link - If you would like to include an eShow link for this event on the invitation select it here. You may also choose to create an eShow by clicking on the New eShow link.

Reminder: Remember when you are done to click the "Save Event Information" link to save any changes made.

New eShow:

Use this option to create a new eShow.  A link to the new eShow will be included in the invitations and will allow the invitees to start ordering immediately while still giving the hostess credit for her book show.

  1. eShow Name - Name used to identify this eShow and is usually the name of the hostess.
  2. Password - This is the password used by the hostess to view the eShow summary.
  3. Expires - This is the date that the eShow is made unavailable to customers.
  4. Send Hostess Email Notifications - If Yes is selected, the hostess will receive notifications (ex. new orders as they arrive, event ended, etc. . .) to the email address you provided in the hostess section of Event Information.

You have now created a UBAH event!  Next, learn how to input the guest information.

Adding / Editing Invitations:

You can add invitations to your event by clicking on step 3 of the Event Steps and going to the Invitations page.  Here you can add new invitations, edit and delete existing invitations, and check the status of existing invitations.

  1.  New Invitation - Click here to add a new invitation.  Once clicked a small window will pop up (below) that will allow you to add the invitation info.
  2. Invitation Listing - Here is a listing of all the current invitations to this event.  From here you may edit or delete any invitation listed.
  3. Edit - Click here to change invitation data.
  4. Delete - Click here to remove the invitation from this event.

Add Invitation:

Add the invitees name and email here. Once you are done click on the Add Invitation button (or hit the return key). Once the button is clicked the form should be reset and you should be able to begin entering another invitation. When finished entering invitations, click the "X" in the upper right hand corner to close this window.

Adding Invitations from Contacts:

If you have existing contacts that you would like to invite to an event you can do that here. 

  1. Contact Type - This list comes directly from the contact types in your contact manager.  Use this to select a group you would like to import from.  Select "None" if your contacts have not been organized by type. 
  2. Contact Listing - This is a listing of all the contacts in the given group.  You may select them individually or use the check box on the header line (the top blue line) to either select or deselect all of the contacts in the list.
  3. Add Checked - Click this button to add all of the checked contacts as invitees to this event.  (Note: If you select a contact that doesn't have a valid email address then that contact will be discarded and not added as an invitation.)

Summary:

You can see a listing of all your invitations and their current status as well as the event information itself by clicking on step 4 of the event steps, "View Summary". 

To get a more printer friendly (event summary only, no menus) click on the "Printer Friendly" link under summary in the event steps menu.

 

Other Screen Shots:

Sample Invitation:

Hostess Coaching Email 1:

Hostess Coaching Email 2: