You'll find over-arching information and settings in two places:
Application Setup (click the Application Setup button in the top right of the Event Selection screen).
In Version 16 upwards, use the Menu button, top right, to access Global Tools including Application setup.
This is one of two places where you create settings.
Application Setup is where you create settings for ALL your events, user permissions etc. Read more about Application Setup.
AND
The Setup Panel within each event (this is where you create overall settings for a specific event). Read more about the Setup Panel.
Below is a basic introduction to each of these areas:
Application Setup - settings for all your events
Under Application Setup, you'll find:
System Setup - global settings for managing users, passwords, Event Groups and External Connections, such as payment gateways.
Application Setup - Advanced - advanced settings for special App Store functions, application-level Custom Fields and Password Preferences.
Libraries - manage various libraries for Amenities, Hotels, Suppliers, Room Types, Currency, Language, Ports and Carriers.
EventsAir user permissions
You can assign each user in EventsAir a different level of permissions. If you make them an Administrator, they can do anything; or you can limit what a user can do within EventsAir using different permissions. (You can also create multiple Offices, if you have this feature, and use that to manage access to different events and reports.)
Without the right permissions, users can't set up any modules or change other settings in an event (see information below also). There are a wide variety of permissions settings such as allowing Setup, Hiding, View Only, or Add/Edit/Delete permissions.
For the security of your attendees, and correct access for your employees, it's important to review and set permissions correctly.
User permissions and event module access
Administrators can also lock or unlock specific modules for other users in an event.
Inside an event, in the Setup Panel, an Administrator will see a green "unlocked" icon, or a red "locked" icon, to the right of each Module or Setting, indicating whether or not it's currently available to all users. [A user will see locked icons if a module is locked - there's no need for them to see unlocked icons.]
Administrators can click on the lock icon, to either UNLOCK it (from red to green), or LOCK it (from green to red) for other non-Admin users.
What a user can do in a module will also depend on their EventsAir user permissions.
Access Rights for the whole event
You can set Access Rights to determine who has access to a specific event. You do this under the Access Rights tab when creating the event, or in Setup Panel, Event > Preferences. The default is to allow all users access.
If your event is set to 'all user access', then any new users you add will have access to the event [unless you've managed this by setting up different Offices.]
Event Setup Panel - inside each event
While you can make changes later, it's much easier if you set up everything up correctly from the start. It will help you to ensure you and your team are in agreement beforehand, and you've planned out elements such as:
Event name, dates, location and time zone
Event branding (logo, organizer contact details, colors/themes)
Hotel details (address, phone, fax, room types, rates, room block details, etc.)
Attendee contact details (what do you want to collect on the registration form)
Event budget (expense and income categories, supplier information, anticipated fees and expenses, if known)
Registration fees, categories, early/regular/late dates
Workshop details (dates, titles, rooms, etc.)
Which meals and functions are included and which are optional
Tours or spouse/guest programs
[Event] System Setup - Where you create basic settings for your Event including overall event preferences, Brand, and Financial settings. This is also where you can set Access to the event, if you want to limit which EventsAir users can see it.
[Event] Advanced Setup - Where you configure Accounting, Packages, Project Manager and Run Sheet user access, edit Name Badges, and create Custom Fields.
Modules Setup - Where you configure each module (see more information below).
Under Module Setup, (Setup Panel within your event), you'll find settings and preferences for the modules listed below (depending on what's been enabled in your event).
To see/add modules after your event's been created, look in the Setup Panel, Event Preferences, Modules tab. Only essential modules are added to a new or cloned event by default. [Essential modules are Contact, Registrations, Functions, Agenda, Notes, and Marketing.]. Modules can be added (but not removed) after an event's been created.
You'll want to configure these as fully as possible as you set up your event. For example, you don't want to be adding agenda items or registration types AFTER live registration opens, as this causes inaccurate information and a lot of extra work! However, some items can be delayed if necessary, such as budgets, exhibitor registration and surveys.
Contact
Notes
Marketing
Survey
Registrations
Functions
Accommodation
Travel
Presentations
Exhibitions
Sponsorship
Membership