User Manual - Grand Oak Technologies
Contents
1. c program files EventReg is typically a good location The installation routine will begin installing files onto your computer Sometimes the installation routine will attempt to copy a file that is already present on your computer When this happens the installation routine will prompt you It will ask you if you would like to keep the file that is already on your computer or replace the file on your computer with the one from the installation routine It is recommended that you choose the file that is newer Sometimes the file on your computer is newer and sometimes the file being installed is newer When the files are the same age you either option is fine but typically you should choose to keep the file that is already on your computer since you already have that file on your computer You may also get a message during installation saying file access violation error occurred This means you have the file on your system already and it is locked by another application or set as read only The recommendation is to click Ignore and then confirm the Ignore setting so that you can continue the installation routine The installation routine will install a menu item on your Start Menu for your convenience Next execute mdac_typ exe on the CD Rom This will install the Microsoft Data Access Components needed by Go Events It is recommended that you accept the default settings For any problems with your ins2. users to pass data from one computer to another computer with the Go Events software The Export Data feature can also be used to back up the data to a disk The export data feature is found on the menu bar under Data When exporting data the system will ask the user for a location to write the data to Use the drive and directory fields to select a disk location Perhaps you will want to write the data to a floppy disk or a CD Rom disk so that you can pass the data to another computer with the Go Events software The system writes a text based file named like events_ lt timestamp gt dat If you would like to view the data it can be opened with your text editor of word processing application Important Note The excange or sharing of data with the Go Events system is implemented through the Import Export technology This technology is designed so that ONLY ONE USER EDIT S THE MASTER SET OF DATA In other words there cannot be two users two copies of Go Events who add registrations The two sets of data cannot be merged into one master set of data The data should be thought of as a baton that is passed from user to user computer to computer Also see Importing Data next subject Importing Data The Import data feature is designed to consume the data that is output by the Export Data feature Please read the section above regarding Exporting Data The import data feature is useful for getti
3. Exporting data and data backups These are important topics that are designed to keep your data safe Add Edit Events Adding an event is the first task needed in the Go Events software After that you will be able to add registrations and vendors to that event It is very simple to add or edit an event There are only a few bits of information captured for an event A primary and secondary event title and an event date You also have the opportunity to delete an event But please be aware if you delete an event that has registrations or vendors assigned to it you will lose all that data also The Maintain Events screen also gives you the opportunity to scroll through the event records by using the lt lt and gt gt buttons When you add an event the system assigns an Event ID automatically Add Edit Registrations Adding or editing registrations is probably the most common task you will perform A registration is someone that is signing up to attend the event When you add a registration it will be automatically assigned to the event that was selected on the main menu screen When adding or editing a registration you can enter name address phone and registration date information as well as detailed payment information The personal information will later be helpful in for contact reports and mailing labels The payment information will later be helpful for receipts and event summary information For
4. Go Events Event Administration Software User Manual Copyright 2004 Grand Oak Technologies Safety Harbor FL www GrandOakTechnologies com Table Of Contents Introduction Installation How to use this software Overview Add Edit Events Add Edit Registrations Add Edit Vendors Assign Vendors to Events View Event Summary Printing Reports Exporting Data Importing Data Appendix A Go Events Terminology Introduction If you have ever put together an event complete with registrants and vendors you know that organization is the key The Go Events event administration software is designed to help you get organized with ease and simplicity Data is entered once and the system will do the rest You will have access to detail and summary reports along with functional reports such as name tags and receipts Anybody that has organized an event knows that it helps to have access to last years event data It s like having a head start when planning this year s event Go Events will provide a way for you to store the event data for later reference The Import and Export features can be very useful They are designed to allow one user to hand off the data to another user of this system Please see the Export and Import sections of this user manual for more information You will have the ability to visually preview reports print them to the printer and even export them into digital formats such as PDF rich text file and more T
5. each registration the payment data can be entered in detail You can enter several payment line items per registration For example for Susan Smith you can enter 50 for her registration fee 20 for books purchased and 10 for membership dues This information will be helpful when the receipt is printed out later Add Edit Vendors Vendor maintenance is a little different than registration maintenance A vendor is NOT automatically assigned to the selected event from the main menu screen Instead the vendor is added to the system then you can assign the vendor to One or more events This way you will not have to enter the detailed vendor data for each event Vendor data is useful for holding contact information and for the Event Summary screen Assign Vendors to Events Assigning vendors to an event is very easy Once the vendors have been added in the Edit Vendors screen you simply choose the Assign Vendors menu option By moving vendors to the list box on the right you assign those vendors to the active event View Event Summary The event summary will give you an at a glance summary of the event It includes event title and date along with registration count vendor count and gross receipts collected This can be useful to check the progress of your event so that you can make fast informed decisions Printing Reports There are several reports available in Go Events Some are informational such a
6. hank you for choosing Go Events to help you organize and keep your event data Maybe you ll finish all these administrative duties early and have time to enjoy the event yourself Installation The Go Events software is installed via an installation routine Depending on the speed of your computer please allow 15 30 minutes for installation Installation consists of executing the following routines 1 Setup exe 2 Mdac_typ exe To begin the installation routine please insert the CD into your drive If after approximately 20 seconds the setup routine does not appear then find and execute setup exe on your CD Rom drive click your start button then run then browse to find setup exe Generally you will want to accept all default settings during the install process First the installation routine will check your system to make sure it s ready for the installation It will read Copying files there are 7 files After the 7 files are copied the installation may ask for a reboot The message reads setup cannot continue because some system files are out of date You will need to restart Windows If you get this message go ahead and reboot your system Then you will need to execute Setup exe again on the CD Rom to resume installation The installation will ask you where you would like the main application files Such as the database and executable file installed The default location of
7. ng a set of Go Events data from a another user of the system It can also be used to recover Go Events data after a computer hardware failure The Import Data feature is found on the menu bar under Data When using the Import Data feature use the drive directory and files fields to find a file that is named like events_ lt timestamp gt dat This is a proprietary file formatted specifically for the import export functionality of the Go Events system Appendix A Go Events Terminology Event A conference workshop meeting etc This is what the user is organizing when using this system Registration This represents a person or group attending the event Someone who signs up or purchases tickets membership goods or services for the event Vendor An organization or individual who provides goods or services at the event Examples A curriculum book seller A food caterer
8. s the registration or the vendor report Some are functional such as the name tag report or the receipt report The reports are built with the technology to do all of the following 1 preview the report 2 print the report to a printer and 3 export a report in electronic formats such as PDF text files and more The Registration List report can be accessed by going to the View Registrations screen and clicking the Print button Likewise the Vendor List report can be accessed by going to the View Vendors screen and clicking the Print button There is a Master Calendar report that will show the dates of all events in the system You can access this report by clicking View Calendar on the main menu screen All other reports can be accessed by using the menu bar on the main menu screen Here you will find reports such as the Name Tag report and the Receipt report Both of these reports allow you to print a single record or all records for a particular event The name tag report is printed in Avery 5163 format a standard address label format The Avery 5163 format can be described as 10 adhesive labels per page 4 inches wide by 2 inches high The address label report is printed in Avery 5160 format a standard address label format The Avery 5160 format can be described as 30 adhesive labels per page 3 columns of 10 labels per page Exporting Data The export data feature of this system is designed to allow
9. tallation please visit www GrandOakTechnologies com for troubleshooting and support How To Use This Software Overview The software starts with a main menu screen From this screen you can navigate to all major parts of the application It contains a menu bar across the top several command buttons and a place to select the event you would like to work with The application is designed to always return you to the main menu screen after leaving any of the other functional areas You will often find more than one way to get to where you want to go in the application from the main menu screen For example there is an Edit Registrations button and an Edit Registrations menu item Important Note The software is designed so that the user selects an event to work with on the main menu screen This selection drives what is seen in the remainder of the application For example if you select Event ABC on the main menu screen almost all of the other screens will only show data for Event ABC If you are not seeing the data you would like to just remember to make the correct selection on the main menu screen In this application you will have the opportunity to add edit and delete 1 events 2 registrations and 3 vendors You will also have the opportunity to generate informational reports such as a vendor list or functional reports such as name tags Important Note Please see the sections concerning Importing and
Download Pdf Manuals
Related Search