Question 1

Setting up Direct Debits

Accepted Answer

You are able to set up a Direct Debit on your EventWorks by navigating to the Billing page in General Settings. First, select the settings cog at the top right, and then select General Settings.

Settings

Once in the settings page, select Billing on the left-hand menu.

Billing

Before you can set up a Direct Debit, select "Edit billing details" on the right-hand side (you can see the button in the screenshot above), then complete the form.

Complete each field of the billing form

Once that form has been completed, you can then use the "Set up Direct Debit mandate" to complete the set up of the direct debit. You will be directed to the Go Cardless page where, once again, you need to complete the form.

Select "Set up Direct Debit mandate"

If you have any problems whilst completing the above steps, please don't hesitate to reach out on the live chat.

Question 2

Add a cost to an event

Accepted Answer

Once an event reaches the Contracted status you will have access to the Costs tab. The Costs tab provides an overview of all of the expected expenses for the event. This can include things such as catering costs, venue hire, cleaning costs, and entertainment costs.

For each cost that is added the Totals and Per Guest Totals are automatically updated, giving you live figures of the total costs added, total price that will be charged, the markup, as well as the profit margin percentage.

Filters along the top of the tab also allow you to view particular costs that match the criteria you set.

Below is a step by step guide on how to navigate to the Costs tab, and how to add/edit/delete costs.

To add a cost

Select Events from the navigation bar on the left, then search for and select the event you'd like to add costs to.
From the Events dashboard, check the Status bar under the Event info panel on the right hand side. The status must be Contracted (or similar if you have ** customised your statuses **) in order for costs to be added. Once the status is set to contracted you will see a *Costs tab* appear next to the Quotes tab. Select Costs.
On the Costs tab, select Add > Add Cost.
The Add Cost template will then appear. There is a detailed breakdown of each of the fields at the bottom of this article. Once you have entered the i

Question 3

About statuses

Accepted Answer

About statuses

All events in EventWorks have a status that describes what stage of the sales or operations process the event is at such as New, Warm, or Contracted.

You can add your own statuses to provide more detail about the event, such as Verbally confirmed, Invoiced, Invoice paid, etc. This article will show you how to create your own statuses as well as edit existing ones to suit your needs.

How to add a new status

Select the settings cog at the top right of the page.
Select General settings from the dropdown list.
Click on the Events tab from the list of tabs and then select Event statuses from the sub-menu.
Here you can see a list of the existing statuses. Each status has an allocated name and colour, a probability figure, and then tick boxes corresponding to how each status relates to whether it is New, a Lead, if it's Contracted, Closed, or Lost. There is also a red X to remove the status.
Select Add status at the top right of this panel.
Complete the name of this status within the Name field.
The Probability field is used to calculate the weighted figures within various reporting tools. If the probability is set to 1 then the event will take place. For example, if the probability is set to 0.5 then it will take 50% of the estimated price and estimated profit for the pipeline figures.
Select whether this new status falls within one of the four categor

Question 4

Document variables

Accepted Answer

The following list of codes can be inserted into your documents so that, when exported from the Documents tab within an event, the code will be replaced with data from the event.
For further details or instructions, please contact support by using the live chat feature (select the blue speech icon at the bottom right).

Today's date
${date}

Event name
${eventName}

Event code
${eventCode}

Event date
${eventDate}

Event time
${eventTime}

Enquiry date
${eventEnquiryDate}

Event description
${eventDescription}

Number of guests
${eventGuests}

Event balance
${eventUninvoicedAmount}

Event status
${eventStatus}

Event type
${eventType}

Event client name
${eventClientAccountName}

Event client address
${eventClientAccountAddress}

Event client invoice address
${eventClientAccountInvoiceAddress}

Event client contact name
${eventClientContactName}

Event client contact email address
${eventClientContactEmail}

Event client contact phone
${eventClientContactPhone}

Venue name
${eventVenueName}

Venue address
${eventVenueAddress}

Event manager name
${eventManager}

Salesperson name
${salesperson}

Salesperson email ${salespersonEmail}

The quote number for the most recently accepted quote
${eventQuoteAccepted}

Comma separated list of resources attached to the event
${resources}

Event price
${eventPrice}

Price Per Head ${eventPricePerGuest}

VAT amount
${vat}

Total price including VAT
${total}

Event Management Fee ${event

Question 5

Secondary Dates

Accepted Answer

Secondary Dates is a feature that allows you to keep all relevant dates for each individual event under one roof. This allows you to easily see upcoming interactions/milestones.

Secondary Dates can be used to record other events that take place around the main event dates, such as meetings, set up/breakdown days, and conferences etc.

To add a Secondary Date select Events from the navigation bar on the left. Select the desired event and this will bring you to the Event Dashboard. Under the Dates panel select Add.

Enter a label for the date, e.g. "Meeting regarding venue", followed by the start and end dates, and then check the Secondary date checkbox.

When checked, The Secondary date checkbox will result in the date being ignored when EventWorks calculates the date of the event. This is important as the date of the event is what is considered when searching for an event and filtering by event date.

Secondary dates are added to the Diary automatically. They also appear under the Schedule panel on the Event Dashboard. An example of this can be seen below.

You are also able to apply different event statuses to the Secondary Date. You will need to have the Dates inherit status setting disabled in the general settings in order to allocate separate statuses for different dates. You can amend this setting by selecting the Settings cog

Question 6

About resources

Accepted Answer

Resources are assets that can be assigned to events. This feature can help you not only for organising an event but also to ensure that particular assets are not double-booked. Each resource can be displayed on the diary meaning you can easily see their availability.

Examples of resources include venues, event spaces within a venue, furniture, equipment and staff.

Resources also be organised into groups, allowing great flexibility in the way you organise your resources. For example, an organisation may have 4 venues as "parent" resources, each venue can have a number of event spaces as "child" resources.

Creating a Resource

Using the navigation menu on the left select Resources.
Here you can see an overview of all of the resources associated with your organisation. You can search for specific resources using the filters. Select Create resource at the top right.
A full explanation of this template can be found here.
After completing the template select Save.

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