Using Tasks

• Open a new task

  If you want to make a note of an assignment either for yourself or a co-worker, create a new  Task .

  1. Go to the  Home tab on the function bar.
  2. Click on the dropdown triangle next to  Task, and select  New to open a new task.
  3. Enter the Subject of the task. Choose a speaking and unique designation for easier retrieval and assignment.
  4.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Define the start and end times of the task

  Tasks can have fixed start and end times, but these are optional. If dates/times are specified, however, this impacts their positioning in the Info Center, which can be either in the Calendar or the Follow-ups.

  1. A task without dates or times will be listed immediately in the follow-ups until marked as completed.
  2. If you enter only a start date, the task will be listed as a full-day entry in the calendar as of this date (and, if applicable, time), until it is marked as completed.
  3. If you only enter an end or due date only, the task is listed immediately in the calendar until this date and, if specified, time. After the specified date, the task will be listed in the follow-ups until marked as completed.
  4. If you specify a start and end date and times, the task will be listed chronologically in the calendar, much like an appointment. After the due date, it will be listed in the follow-ups until it is marked as completed.
• Select responsible users

  Each task must be assigned to at least one user^M.

  1. The user creating the task is pre-assigned as responsible user by default, but can be removed manually.
  2. If one or more other users are to be assigned to the task, click on  Add above the list of assigned users and select the users you want from the dropdown list.
  3. If a user group as a whole is assigned to a task, add the group. Confirm the security prompt with "Group "Name"".
  4. If every single user within a user group is assigned to a task, add the group. Confirm the security prompt with "Group members". To expand a group retroactively, select the group you want and click on  Expand user group in the toolbar.
  5. Click on Must complete individually if you want to keep track of whether everybody has completed the task. The task will continue to be listed in the follow-ups of all assignees until it has been marked as "completed" by every single one of them.
• Specify the type of task

  The assigment of task types can come in handy for the distribution of responsibilities.

  1. Select the task type from the expandable picklist or enter a new type manually.
  2. Depending on your  Filter settings in the Info Center, you can search for tasks either by type or assignee.
• Link the task to other records

  Any task can optionally be linked to other records such as accounts or events.

  1. Click on  Link to record in the toolbar and select the data source you want from the drop-down list.
  2. The standard search opens and a list of the most recently opened records appears under each data source.
  3. Enter search criteria to find the record you want and double-click to link it to the task.
     Note: Multiple selection is not possible here; the task can only ever be assigned to one other record. If a new link is added, the existing link is deleted.
• Set a reminder

  Be reminded of the task in advance.

  1. Enter the start date and time of the task to enable the reminder.
  2. Set a  Reminder by clicking the icon.
  3. Select the lead time before the start of the task from the picklist.
  4. At the specified time, a short message will appear in the taskbar at the bottom of the screen. It is not actionable and will disappear again after a few seconds.
  5. The  Notifications window will also open in front of any other active windows and list the task and due time.
  6. The task will be listed under  Notifications until it is either marked as "completed" or the reminder is postponed.

Using Appointments^M

• Open a new appointment

  Appointments must have a fixed date, but not necessarily start and end times. If times are specified, however, this impacts their positioning in the Info Center.

  1. Go to the  Home tab on the function bar.
  2. Click on the dropdown triangle next to  Appointments and select  New and, if applicable, your company. A new appointment will open.
     1. If you only enter a date but no time, the event will be shown at the top of the calendar list as an all-day event.
     2. If you enter a start time only, the appointment will be shown in the calendar at that point of time only.
     3. If you enter an end time only, the appointment will be shown as starting at 00:00h in the morning until the specified end time.
     4. If you enter the start and end times, the appointment will be shown in the calendar for these exact times.
     5. Tick the box for all-day appointments. This will place the appointment at the top of the daily list and block the calendar from 00:00 to 24:00.
  3. Enter the Subject and Type of the appointment. Choose a speaking and unique designation for easier retrieval and assignment.
  4. Select  New from template if any are available. (Create an appointment template)
  5.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Enter the participants

  Each appoinment must be linked to at least one Bp Event user. Other Bp Event users as well as staff without access to Bp Event or external participants can be added on the  Participants tab.

  1. The user creating the appointment is pre-assigned as Owner by default, but can be replaced manually.
  2. Enter participants who are themselves Bp Event users by clicking on  Add in the toolbar of the Users list.
  3. Participants who do not themselves have access to Bp Event are added to the list of Participants by clicking  Add. This will take you to the account search. Enter your search criteria and select the accounts you want.
  4. Add invitees who are not included in your database in the  External participants textfield.
  5. The setting Open registration allows for all Bp Event users to add their names to the list of participants.
• Link an account or event to the appointment

  If an appointment is created from within another record, the two are automatically linked. Some records can, however, also be linked up at a later stage.

  1. Click on Link to record in the toolbar, then search for and select an Event.
  2. You can also link the appointment to a Project.
  3. On the General tab of the appointment, you can enter an  Account which will serve as address for this appointment
  4. In the General  Info Centre calendar, right-clicking the  Appointment will give you options to open both the linked  Event as well as the linked  Account directly.
• Send confirmation requests

  Request confirmation of the proposed date and times from all participants.

  1. Send an invitation to all selected Users (staff with access to Bp Event) by clicking in the  Internal Message icon directly above the input window. When you save the appointment, you will also be automatically prompted to send an internal message.
  2. Send an email invitation to all selected Participants (customers, suppliers) by clicking in the  Mail icon directly above the input window.
  3. Send email invitation to  External participants by goint to the  Mail tab of the appointment and copy/pasting their email address into the list of recipients (Writing an email).
• Create an appointment template

  Templates make it easier for you to create new appointments, because much of the input is already prefilled.

  1. Click on  Home >  Appointments >  New from template to open a list of available templates.
  2. Click on  Add in the toolbar.
  3. Create an appointment with all the necessary mandatory fields. The appointment date will be replaced every time an appointment is created from this template.
  4. Other details such as  participants,  Documents etc. are also copied when the template is applied.
  5. Enter a speaking Subject line, which will serve a s the name of this template.
  6.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Copy a recurring appointment

  Some appointments recur at regular intervals. Once you have created one of these appointments in detail with participants, documents, activities and descriptions, copy your defaults to the subsequent appointments.

  1. Open the  appointment you want.
  2. In the top left-hand corner of the input window, click on the dropdown triangle next to  Save and select  Save and copy from the drop-down list.
  3. Enter a New date to make only a single copy.
  4. Alternatively, select  Multiple copies for a series of identical appointments.
     a) Dates:
     Define start and end dates to limit the time period your appointment will be copied to.
     Select specific weekdays to copy the appointment to these days only. Tick Holidays to copy to public holidays only or Working days only to exclude public holidays altogether.
     Example: The heads of departments meet every Monday (except on public holidays).
     Enter repeat meetings at regular intervals by selecting "every x Days/Weeks/Months/Years". Additional options will appear for months and years (every 1st Tuesday of the month, on the 3rd Monday in January...)
     Example: The team meeting takes place every alternate month, always on the last weekday of the month.
     b)List of dates:
      Add individual days to the series in the middle column.
     Example: The Executive Board meetings have been set for Jul 24, Aug 26, Sep 21.
  5. Check your list of days in the right-hand Preview and  Remove individual days if necessary.
  6. Set a participant status as required.
  7. Click on Copy to confirm your input.
• Set a reminder

  Activate the automatic reminder next to the date of the appointment to be reminded of the appointment. The settings applies to all participants (Bp Event users).

  1. Click on the  Reminder icon next to the appointment date.
  2. Select the lead time before the start of the appointment from the picklist.
  3. At the specified time, a short message will appear in the taskbar at the bottom of the screen. It is not actionable and will disappear again after a few seconds.
     Note: Go to the  Options tab and select  Settings to enable/disable desktop notifications.
  4.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Confirm or cancel your participation

  Invitees can confirm or cancel their attendance either in the  Info Center calendar or directly in the appointment request.

  1. Go to th Calendar and right-click the appointment to open a drop-down list of options.
     1. Confirm by selecting  Confirm attendance.
     2. If you are not sure yet, select  Attendance pending and enter a short explanatory text if necessary.
     3. To reject an invitation, select  Cancel attendance and enter a short explanation if necessary.
  2. The appointment is also linked to the internal confirmation request and can be confirmed or cancelled by using the drop-down list.
  3. The appointment is also linked to the email confirmation request and can be confirmed or cancelled by using the drop-down list.
• Reschedule an appointment

  If you have the authorisation to do so, you can also make changes to the appointment itself. The record owner can assign Change permission to other users in the respective field in the upper right-hand corner of the input window.

  1. Open the appointment by right-clicking it in the Info Centre calendar..
  2. Enter new values in the date or in the time field.
  3.  Save your input by clicking on the icon in the top left-hand corner of the input window.
  4. Alternatively, drag-and-drop the appointment to a new day or time in the calendar view or the timeline view of the Info Centre calendar.
  5. Notify all participants of the changes when prompted to do so, unless the changes do not affect them.

  Note: Make sure to inform all participants explicitly of the changed dates/times, as previously entered confirmations of attendance will not be automatically reset. You will be prompted to send an internal message on saving and closing the appointment.

Working with Follow-Ups

• Select your data sources for the follow-ups

  Improve legibility by showing only that information you actually need. The Follow-ups are always sorted chronologically, with one tile per data source.

  1. Select one data source by left-clicking (hold down the Ctrl key for multi-select) and click on  Apply. The data sources offered here can differ from the ones in the calendar.
  2. Move the order of the data sources by holding down the left mouse button (drag-and-drop).
  3. Select one data source by left-clicking (hold down the Ctrl key for multi-select) and click on  Apply.
     Example: Only show contact notes and birthdays
  4. Click on each data source to set further options such as:
     1.  Filter
     2.  Hide when empty
     3.  Standard list or  Custom list.
• Filter your data

  Click on the individual data sources in the toolbar for further options (filtering, hiding or switching to special lists).

  1. To filter further, click on the data source and select  Filter. From the drop-down menu, select e.g. the Status, User or Room.
     Example: See all tasks assigned to one user group or all events that have an "on hold" status.
  2. To switch back to the normal view, click on the data source and select the  Standard list from the drop-down menu.
  3. Click on  Own data to show only your own data.
  4. Enter the text you want to find in the search field. Only the records containing that text will be shown.
• Save your settings

  Certain information is needed again and again, even if other calendar views may become useful in the meantime. Save various Views for easy retrieval later on.

  1. Set your  Data sources,  Filters and Views as required.
  2. Click on Views and select  Save to save your current settings either under a new ( New) or existing name.
  3. Specify whether this new view is a personal  User view or a  Group view also available to others.
  4. Enter a name for the new view. As soon as you have confirmed the name, the new view will be available for selection in the drop-down menu under Views.
  5. Click on the dropdown triangle of the window title and select  Auto-start to open the new view automatically immediately on starting the application.

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Using Room Reservations

• Open the room reservations

  The room reservations overview gives an at-a-glance status of available and occupied rooms. Some views list all rooms, others only the booked rooms. In some views, you can create events on-the-fly.

  1. Go to the  Home tab on the function bar.
  2. Click on the dropdown triangle next to  Eventsand select  Room reservations.
  3. The room reservations overview will opens for the current date.
  4. Select your preferred View in the toolbar:
     1. In the  Tiles view (Shift+F5), there are individual blocks for each room, in which the entries are sorted chronologically. The different room groups are colour-coded. Double-click on a room to create a new event and select a date from the picklist. The date and room will be pre-assigned to the new event as it opens. Only the tiles view will include  Set-up times per event.
     2. The  Calendar view shows one day per column like a conventional desk calendar, with 30-minute intervals. All-day entries appear at the top of the column. The various events are shown side by side. As long as no rooms have been booked, the calendar appears empty. Double-click on a date to create a new event and select a room from the picklist. The date and room will be pre-assigned to the new event as it opens. If you have selected a period of time by dragging with your left mouse button pressed down, the times of the new event will also be pre-assigned. Only one room can be selected in this way, further rooms must be added in the event itself.
     3. The  Timeline with headers view (Shift+F6), both days and times are arranged horizontally. All rooms are grouped and listed underneath each other. Room groups and events are colour-coded. Double-click on a date and room to create a new event. The date and room will be pre-assigned to the new event as it opens. If you have selected a period of time by dragging with your mouse pointer with your left mouse button pressed down, the times of the new event will also be pre-assigned. Only one room can be selected in this way, further rooms must be added in the event itself.
     4. In the  Timeline with line labelsview (Shift+F6), both days and times are arranged horizontally. All rooms are grouped and listed in the first column. Room groups and events are colour-coded. Double-click on a room and date to create a new event. The date and room will be pre-assigned to the new event as it opens. If you have selected a period of time by dragging your pointer with your left mouse button pressed down, the times of the new event will also be pre-assigned. Only one room can be selected in this way, further rooms must be added in the event itself.
     5. The  Table view (Shift+F7) lists all bookings per room and room group in one column per day and in chronological order. Detailed times are given in the entries themselves.
     6. In the  List view, entries are sorted chronologically, with all-day entries at the very top. There is no grouping by room. As long as no rooms have been booked, the calendar appears empty. Double-click on a date to create a new event and select a room from the picklist. The date and room will be pre-assigned to the new event as it opens.

  Note: Room details are only shown if they have been specified under  Administration >   Rooms .

• Search for a specific date, period or day of the week

  Limit your search to a specific date, a certain period of time or one day of the week.

  1. Select a date from the  Date picker or by entering it directly in the date field.
  2. To show a specific period, select the number of Days starting from the specified date in th edate field. A maximum of 31 days will be listed.
  3. Click on  Selected weekdays only to limit the list to events on those days of the week. Select the weekdays you want from the list and  Apply. The number of days entered earlier will automatically switch to a number of weeks.
     The list will change to showing Weeks instead of days.
     Example: Friday, Jan 7, 2022 > Weekday: Friday , number of 5 weeks: 07/01, 14/01, 21/01, 28/01 and 04/02
  4. Click on  Discard selection and  Apply in the weekday picklist to reset the display to days instead of weeks.
• Search for specific rooms

  Filter the rooms by type, booking status or size. The filter options are located in the toolbar.

  1. Select one or more groups from the  Room groups picklist. The number of selected groups is shown next to the button. Click on the name of a room group in the list for a complete list of all the rooms in that group.
  2. Filter for rooms with Any status, Availabel only or Reserved only.
  3. To limit the list to rooms of a certain size, enter a minimum or maximum number of guests in the Capacity fields.
     Note: You can only filter by room capacity if the number of guests is specified under  Administration >  Rooms .
  4. Enable the option for showing  Rooms/Sub-rooms in your standard settings if you have subordinate spaces.
     Example: a cloakroom that is booked along with a reception room
• Save your settings

  If you often need to set the same filters to search for specific rooms or times, save these settings as default.

  1. Select a preferred view (such as  Tiles,  List or  Timeline).
  2. Choose your preferred rooms.
  3. Select a standard time range.
  4. Click on  Save settings.
  5. The room reservations overview will now always open with the saved settings

Perfect timing is the be-all and end-all of event organisation. All information, regardless of when, where and by whom it was recorded, must be available at the crucial moment. Staff, equipment, documents in the right place at the right time - it's a must. This is why Bp Event's  Info Center collects and presents all the important details per event, per day or per user group, clearly structured and retrievable. The data for this overview are derived from the Calendar, Follow-ups,  Room reservations and  Tasks, and can be significantly extended by using modules such as  Appointments or the  Shift planner.