The below instructions will guide you through a
adding a new office to an existing Agent's GRATIS instance
- In the agent’s GRATIS instance click on the Helpdesk button
- From the list that appears please select ‘Add Office’
- You will be presented with this window:
- Fill in all the requested fields
Office ID: This is usually a three-letter abbreviation of the company name. You will agree on this with the customer before creating the new office. You can't use an already existing office ID
Company name: The name of the company or brand that you are setting up the office for
Email: The default company email address for this brand/office
Default Client: Even though we are setting up a new office/brand we have to add a default client when creating the new office/brand. The default client ID is always CLDFLT0000 but you can verify this by going into the current GRATIS instance and searching the client module for 'Default Company'. Within the agent tab of the Default Company record, you will see the client ID
Description: This field can be the same as the company name
Sub Domain: Agree with the client what the subdomain will be. We generally try to reflect the customer's website. In our example below, we have used 'shakespearesengland' as the customer's website is http://shakespeares-england.co.uk/conferences-meetings
When adding this subdomain this will create :
HTTP://shakespearesengland.myeventsportal.co.uk
HTTP://shakespearesengland.venuedirectory.com
Phone Number: Add the phone number to associate with this office/brand
Now you can continue with the new office/brand configuration
Setting up a new GRATIS Instance
Using admin.venuedirectory.com/admins/skeletonlogin, choose site (new company name), Login, Admin.
Ensure you set up in the order below as later sections are fed by pick-lists from earlier sections:
Go to Setup (right hand corner) > employees profiles > select Admin in employee > permissions > in copy from existing employee, select Admin Login > click apply > save
Company Preferences (under set up):
Employee > Job Titles, Departments/Teams (information can be found in the implementation document Browser / Employees / Branding / Footers).
Reservation / Venue > Source (delete one on the TAMS entries, agent requirements can be found in implementation document, fact sheet), Reason for Lost / Cancelled (this info can be found in the implementation document - set up, if completed by the agent, only include the ones they have requested). Other sections are optional.
Fees > check VAT rate is correct and within date range.
Credit Cards > to be completed (if required) during training.
File Bank > to be completed (if required) during training.
Survey > to be completed (if required) during training.
Messages > nothing required.
Options > check we have a record of Passkey for training.
Comms > to be completed (if required) during training.
DropDowns > Event Types – remove unsuitable options, others to be completed during training. I removed: Barbeque, christening, christmas lunch, christmas package, fashion show, hen and stag, meal stop, new year package, themed break, turkey and tinsel,
Integrations > nothing required.
*After completing the above, log out and back in*
Office Preferences (under set up):
Banks > obtain details from completed set up document (found in the implementation document, fact sheet).
Details > obtain details from completed set up document, ensure ‘Enquiry Email Help Text’ (wording template found under GRATIS > setting up a new database) is
completed. On the right under details, set the “bill due days after conference” to 1, set bill due days after accommodation to 1. Details for reminders will be covered during training.
Footers > unless specified in the implementation document, browser / employees / branding / footers documents, the default footers can be found in the GRATIS setting up a new database document > load standard footers in all sections ensuring GRATIS database name is inserted.
* Footer titles - Conference Venue. Conference Client. Conference Release Report. Accom Venue. Accom Client. Accom Release Report. Proposal Venue. Proposal Client. Commission Claim. Commission Summary (no longer used). Commission Outstanding. Reports. Invoice.
Preferred Venues > nothing required.
Site > initially navigate ‘White Label URL: to ‘myeventsportal’. Load emails, phone number,
banners and colours for client portal. Beware of having white text on a white background. Ensure the email addresses and phone numbers are set up under both the myeventsportal and venuedirectory.com URL - those entered under myeventsportal do not automatically save to venuedirectory.com (please visit https://docs.google.com/document/d/1Vo3TRniXZZ3pfyUvFAWIyUvQe7EadUNLZ_IPuYHaa3w/edit to see an explanation of where the theme colours appear in myeventsportal and client proposals)
Logos > upload Document Header & Menu Logo in Jpeg format.
Options > replicate screenshot below:
This section needs to be completed: information of what the agent would like pre-loaded can be found in the implementation document set up
Charges & Locations > Leave Locations blank and Charges should be pre-populated with a default
list to include:
*After completing the above, log out and back in*
Default Company:
Search the client module for the default company, go to the agent page and select an Account Manager, Conference Consultant and an Accommodation Consultant. It doesn't matter who you choose for these roles we just have to ensure someone is selected.
Employee Profiles (under set up) employee information can be found in the implementation document, browser / employees / branding / footers:
Detail > as per set up document.
Address > should be pre populated.
Agent > set all Home Screen Activities to ‘All’
Permissions > Start with the default Employee ‘Admin Login’ and set the permissions as below.
Now add all Employees from the set up document using the ‘New’ button and copy over the
permissions from Admin Login; any adjustments to permissions will be made during the training:
Leave ‘Searches’ and ‘Third Party Interfaces’