Event Profiles

An Event Profile is a template of an event that you use to streamline the process of adding similar events or recurring events. You can create generic event profiles with only a few event fields or you can create detailed event profiles with many event fields, functions and orders. After you create the event profile, you can use it during the Add Event process if it is a one-time event or you can schedule it (creates multiple events at one time) for recurring events. If you no longer use an event profile, you can remove it.

Most commonly, you use event profiles to create recurring events. For example, the Midwest Model Train Association meets monthly. You can create an event profile with the information that is the same for each monthly meeting. If the Midwest Model Train Association prefers to use the Kline Meeting Room, you can add the space booking to the profile. You can add functions to the event profile to outline the schedule, and you can add service orders that contain the furniture rental and setup instructions for each of the meetings.

You can also use event profiles to create a template with functions for events that are similar. For example, you can create a Wedding Profile with functions that are included on every wedding event such as below.  ​

 Level Description Usage Class
1 Friday, June 18, 2050 Setup Date
2 Ballroom Setup Setup Internal
2 Bride and Groom Walkthrough  Site Visit  Reserved 
2 Wedding Rehearsal  Rehearsal  Reserved 
1 Saturday, June 19, 2050 Event  Date 
2 Guests Arrive  Arrival  Open 
2 Ceremony  Ceremony  Open
2 Ballroom Turnover  Setup  Internal 
2 Cocktail Reception  Reception  Open 
3 Reception Catering Order Catering Internal
2 Ballroom Turnover Setup Internal
2 Reception Dinner Reception Open
3 Reception Catering Order Catering Internal
2 Ballroom Turnover Setup Internal
2 Reception Dance Reception Open
2 Ballroom Breakdown Move-Out Internal

 

When you create an event profile with functions usually included for weddings, you can create a new event and use the Script from Event Profile option when creating new functions instead of creating each new function.

In addition, you can create service orders for event profiles to further reduces the time it takes create a new event. Using the above wedding example, you can create service orders for the furniture and staff needs on the event profile. After you create the event from the profile, you can modify the orders to the specifics of the wedding. 

Create the Event Profile

  1. Click the Event Profiles link from the Main Menu. The Event Profiles screen opens.
  2. Click the Add button. The Add Event Profile screen opens.
  3. Enter the necessary information:
    • Description - Name for the profile.
    • Account - Account for the profile. This is often a generic account that is replaced with the real customer when the profile is used to create the event.
      • If you use a generic account with the account code @TEMP, users will be required to select a "real" account in order to create the event. 
    • Contact - Contact for the profile. This is often a generic contact that is replaced with the real contact when the profile is used to create the event.
    • In Days/Start Days/End Days/Out Days - Number of days to offset from the peg dates entered when creating new events. 
    • In Time/Start Time/End Time/Out Time - Time for the move in/event start/event end/move out when creating new events.
  4. Enter any additional event fields to copy to the new events such as price list, category, class, type, account rep, coordinators and booked spaces. You can configure additional information for the profile such as functions, service orders, statistics, services, documents, etc. All configured information is copied to the new events when they are created.
  5. Click the Save (disk) button. The information saves and the screen updates to Edit Event Profile. If the event profile is for recurring events, proceed to step 6. If the event profile is not for recurring events, skip to step 12.
  6. Click the Tools button.
  7. Select Frequency. The Add Event/Job Profile Frequency screen opens.
  8. Enter the necessary information:
    • Profile Group Description - Name for the event profile. 
    • Major Group Code - Unique code to assign to the profile for searching, grouping and sorting.
    • Minor Group Code - Unique code to assign to the profile for searching, grouping and sorting.
    • Growth Rate/Event - Percentage growth rate to use during forecasting when creating new events from the event profile. 
  9. Expand the Frequency section.
  10. Enter the necessary information:
    • Every - Number of times within the selected interval to create new events.
    • Interval - How often to create the new event - Week(s), Month(s), Year(s).
    • Sunday/Monday/Tuesday/Wednesday/Thursday/Friday/Saturday - Check the check box for the day(s) to create a new event. Only available if Week(s) is selected in the Interval drop-down.
    • Month - Month to create the new event. Only available if Year(s) is selected in the Interval drop-down.
    • Instance - Occurrence of the day of the week (First, Second, etc.) to create the new event. Only available if Month(s) and Year(s) are selected in the Interval drop-down.
    • Day of Week - Day during the week to create the new event. Only available if Month(s) and Year(s) are selected in the Interval drop-down.
  11. Click OK. You return to the Edit Event Profile screen.
  12. Click OK.

Create New Recurring Events

  1. Click the Event Profiles link from the Main Menu. The Event Profiles screen opens.
  2. Select the profile to schedule.
  3. Right-click and select Tools -> Schedule Events. The Schedule Events screen opens.
  4. Enter the necessary information:
    • Forecast Event Range – Date range to create the new events within. The events are scheduled based on the information entered on the Event/Job Profile Frequency screen within the entered date and time range.
    • If Booking Conflicts Exist... - Determine what happens if there are booking conflicts for a date and time: Schedule anyway or Don't book for that date. 
    • Status To Use If Booking Conflicts Occur – Status to assign to the new event if a booking on the new event is in conflict with an existing booking. Only available if Schedule anyway is selected in the If Booking Conflicts Exist drop-down.
    • Status to Use If No Conflicts Exist - Status to assign to the new event if there are no booking conflicts.
    • Confirm Before Booking – If checked, a screen displays with all the potential new events. If unchecked, the new events are automatically created without a preview of the new events. Momentus recommends previewing all the events before creating them.
  5. Click OK.
    • If the Confirm Before Booking check box is checked, the Schedule Event Confirmation screen opens with the potential events. You can use the Warnings column to see if there are any errors which may prevent you from creating an event. Click the Exclude check box for any events you do not want to create. After you verify all the events to create, click OK. The Schedule Events Results screen opens with the event ID for each newly created event.
    • If the Confirm Before Booking check box is unchecked, the events are created and the Schedule Events Results screen opens with a list of the created events with the event ID. You can use the Warnings column to see if there are any errors which prevented the creating of an event.

Create a Single Event From an Event Profile

  1. Click the Events link from the Main Menu. The Events screen opens.
  2. Click the arrow next to the Add button at the top of the screen.
  3. Select Add Event from Profile. The Select Event Profile screen opens.
  4. Select the event profile to use to create the new event.
  5. Click the Select button. The Add Event from Profile screen opens.
  6. Enter the following information:
    • Description - Name for the new event. Defaults to the event profile description. 
    • Account - Account for the new event. Defaults to the account assigned to the event profile.
    • Copy To - Date and time for the new event.
  7. Expand the Event Profile Options section.
  8. Check any of the options to copy from the profile to the new event. For Notes, select the note class(es) to copy to the new event.
  9. Expand the Function Options section. 
  10. Check the Include Functions check box to copy functions to the new event. Additional options become available: Function Documents, User Defined Fields, Requirements and Function Notes. The information for any of the checked options will be copied over to the new event.
  11. Expand the Registration Options section. This is only available if Include Functions is checked.
  12. Check the v30 Web Registration Setup check box to copy the registration configuration for the profile to the new event. 
  13. Expand the Order Options section. This is only available if Include Functions is checked.
  14. Select the necessary information:
    • Include Orders - If checked, the profile orders copy to the new event and additional options are available for selection. 
    • Reprice Orders - If checked, order items are repriced using the prices on the selected price list.
    • Order Documents, User Defined Fields, Orders Notes - If checked, the information copies to the new event.
    • Customers - Choose to copy all of the orders (All Customers) or to copy only those orders where the order bill-to account matches the event bill-to account (Event Customers Only).
    • New Order Status - Order status for the new orders.
  15. Click OK. The Edit Event screen for the new event opens.

Remove an Event Profile

When you no longer use an event profile or a group of event profiles, you can remove them.

To remove event profiles:

  1. Click the Event Profiles link from the Main Menu. The Event Profiles screen opens.
  2. Select the event profile(s) to remove. Use Ctrl+Click or Shift+Click to select multiple event profiles.
  3. Right-click and select Tools -> Remove Profile(s). The Remove Events screen opens.
  4. Select the status from the Event Status drop-down. Only statuses with weights between 90-99 are available.
  5. Click OK. Removed profiles are no longer available on the Event Profiles screen and the search screens for Event Profiles.

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Comments

29 comments

Date Votes
  • Permanently deleted user

    Hi,

    Can anyone explain the difference between copying an Event and creating from an Event Profile?

    Thanks,
    Asha

    0 upvotes

  • Sean Tame

    Hi Asha,

    Event profiles are a different list to Events.  Events are 'real' events in the system whereas Profiles are a shell of what an event might be.  Profiles allow for timings to be expressed in a number of days/hours from a set date/time (to be supplied when the profile is used).  They also allow for a 'template account' to be assigned that is forced to be updated when creating an event from the profile.

    It is true that many people create 'dummy events' rather than profiles but hopefully, the Profile functionality will be ported to v20 very soon and include a lot of the more modern event features (that did not exist when profiles were born and were never updated).

    To answer your question more specifically, copying from profile allows you to create a 'standard' event ready for completion, rather than copying a 'specific' event that may contain bespoke elements not intended for all future events.

    2 upvotes

  • Permanently deleted user

    Hi Sean,

    That is exactly what I thought, so best practice would be to set up event profiles as they can hold all the information as an event would.

    Perfect!

    Thank you

    1 upvotes

  • Permanently deleted user

    Is there any plan to bring add/edit functionality to V20?

    Thanks,
    Asha

    1 upvotes

  • Ken Treadway
    • Edited

    We set out to get Jobs completed first, so that we could work on Event Profiles and Job Profiles at the same time.  Development work on bringing Jobs into v20/v30 is complete for the 20.95/30.95 release.  We hope to have the Profile functionality in the 20.95/30.95 release slated for the latter half of this calendar year.  It currently sits behind a few other priorities, but we do wish to get this in before the end of the year.

    2 upvotes

  • Permanently deleted user

    Great news!

    Thanks Ken

    0 upvotes

  • Asli Okur

    Hello,

    Is it possible to retire an event profile?

    Also, it would be great to be able to assign access rights to users or roles per event profile so that we can limit the available profiles for users.

    Best,

    Asli

    1 upvotes

  • Ken Treadway

    Asli

    These are great ideas for us to consider!  We will get these concepts added to the backlog for Profiles to be able to accommodate this type of functionality.

    Ken Treadway

    0 upvotes

  • Luke Holliger

    Can you use a current event and make that an event profile, or do you need to start from scratch to create the profile? 

    2 upvotes

  • Wendy Thompson

    Hi Luke,

    At this time you are not able to make an existing event an event profile.  You would need to to start from scratch to create the profile.

    This has been requested as an enhancement in the past, but I am not aware of any current specific plans to implement it.

    Regards.

    Wendy Thompson

    Senior Quality Engineer

    0 upvotes

  • Silvana Pagnotta

    Yes, It sure would be a great feature to be able to create and event profile from an existing event

     

    0 upvotes

  • Heather Gruppelaar
    • Edited

    Can you edit an event profile and have an option to edit all events that have been created using that profile specifically adding scripts and service orders

    0 upvotes

  • Katie Eisenbath

    Hi Heather,

    At this time, there is not a way to update all events created by an event profile.  This would be a great enhancement, though.  I recommend posting it in the Venue Product Ideas.

    0 upvotes

  • Nina Dennison

    How do we add Functions when there's no "ADD" button in the Functions Tab, and no dropdown option that states how to add a function in Tools, View, or Add?? 

    0 upvotes

  • Sean Tame

    Nina Dennison,

    You should always have a default Function displaying.  Perhaps your view has it filtered out?  Change your view and when you see your default function (typically called Space and Charges) you can then right click to Insert After/Indented as you do for regular Events.

    0 upvotes

  • Nina Dennison

    Hi Sean,

    I used ALL columns an no function auto-populated in the Event Profile setup. 

    0 upvotes

  • Theresa Gorman
    • Edited

    Momentus Support Center

    Not sure if I am missing something or if there is a bug in version 23.1

    I have set up my profile for a 5 day event with bookings functions and orders.

    When I run recurring schedule, the bookings and functions all have correct dates and times but the service orders against each function are all entered as day 1 date?

     

    1 upvotes

  • Linda Moyer

    Hi Theresa! This sounds like something that our Support team should dig into. Please enter a support ticket (click Submit a Request at the top of this page) so they can take a look.

    1 upvotes

  • Silvana Pagnotta

    HI Theresa, I am also having challenges with event profiles. there used to be a way to offset hours vs clock.  I don't see that any more.  

    Additionally, we are encountering issues when creating event profiles with overnight orders. Has anyone else had this problem?

    We set up the start and end days to reflect day of event and next day ( day 0 and day 1) with start and end times of 2300hr - 0700hr but the system throws an error. It only allows us to enter the profile from midnight onward .

     

    0 upvotes

  • Heather Gruppelaar

    can you create individual new events (with a unique ID) from an availability search of a group of dates using an event profile?

    0 upvotes

  • Craig Thompson

    Years ago, we disabled the Copy Event functionality.  We found it copied too much and would then require the user to edit the new copy.  For example, there were some UDFs we would want copied but other UDFs we did not want copied.  While some Sales Managers could be trusted with that manual edit process for the newly created event, others could not.

    We loved Profiles; however, when we disabled the Copy Event functionality, we lost the ability to use Profiles.  Apparently, it relies on the same Copy Event functionality to work properly.  That is unless someone knows of a work around.

    0 upvotes

  • Linda Moyer

    Craig Thompson I just checked in with the product team and Event Profiles do use the same functionality as Copy Event - you're essentially copying the profile. There is no workaround at this time.

    0 upvotes

  • Craig Thompson

    Thanks for double checking Linda.

    0 upvotes

  • Linda Moyer

    Heather Gruppelaar That functionality is not available at this time. You are welcome to submit an enhancement request in the ideas forum! Instructions below, in case you haven't done that before:

    1. Access the Support Center. (https://supportcenter.ungerboeck.com)
    2. Go to the Community by clicking on the Collaborate!
    3. Click on the Product Ideas
    4. Click the Enter the Forum button for the forum where you would like to add the enhancement request.
    5. Click the Create a Post in this Topic
    6. Complete the form and click the Submit

    0 upvotes

  • Nickolas Pinchbeck

    If I Archive and Event Profile, can I recover it to use again if required?

    Thank you for your time and effort.

    0 upvotes

  • Linda Moyer

    Nickolas Pinchbeck I checked with the product team and if you archive/remove an event profile, there is no way to recover it. Think of it as deleting the profile! I've updated the article with this information.

    0 upvotes

  • Nickolas Pinchbeck

    Hello Linda,

    Thank you for the response. I appreciate your time and effort.

    0 upvotes

  • Bronwyn Trigg

    HI,

    just reading over this as we use event profiles a lot and i am wanting to add activities and Event Portal Tasks to the profiles as they will be specific per type of event, is there a way of doing this at profile level rather than adding later ??? it would save my team a lot of time as activities and tasks are not user specific they are role specific.

    thanks 

    1 upvotes

  • Sam Wilson

    Hello Bronwyn,

    Event Profiles do not currently support these additional items. Please consider submitting an enhancement request describing the details of your use-case so that it can be evaluated by our product managers.

    To submit an enhancement request:

    1. Click The Community within the Support Center Quick-links at the top of this page.
    2. Click on the Product Ideas tab. (This appears grayed out on some monitors, but is active.)
    3. Click the Enter the Forum button for the General Product Ideas forum.
    4. Click the Create a Post in this Topic button.
    5. Complete the form and click the Submit button.

    Regards,

    Sam

    0 upvotes

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