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Editing Group Information

You can edit any and all information for a group. The way that you edit the information depends on the information itself. You can edit the Summary information, the Billing information, and the Other information through the Edit function on the group-specific dialog box. You must edit the group’s contacts, calculations, billing reference numbers, PO numbers, and web users on the group-specific window.

When you select a configuration item (contacts, reminders, and so on) for editing in the group-specific window, the right pane for the window is an EMS browser window. See An EMS Browser Window”.

To edit group information

1. Open the Groups window and search for the group for which you are editing the information. See To search for a group and/or contact”.

2. Select the group, and then click Open to open the group in the group-specific window.

The group is selected by default. The Summary tab is the active tab.

Group-specific window

3. Continue to one of the following:

To edit summary, billing, and/or other group information”.

To edit the contacts for a group.

To edit the calculations for a group”.

To edit the billing reference numbers for a group”.

To edit the PO numbers for a group”.

To edit web users for a group”.

To edit summary, billing, and/or other group information

1. To edit the summary information, billing information, and/or other information for the group, click Edit.

The group-specific dialog box opens.

2. Open the appropriate tab, and then edit the information as needed.

See Step 3 and Step 4 of To configure groups”.

 

 

Field

Description

Name

Required field. The name of the group.

Note: The name can be a maximum of 50 characters, including spaces.

Address

City ST Zip

Country

The street or mailing address for the group.

International

Select this option to drop the State and Zip fields for an international group.

Phone

Fax

The phone number and fax number for the group.

Note: The Phone and Fax fields have a dropdown list available on which you can select a different value (Fax, Mobile, Other, or Phone) for the field label, or you can enter a user-defined value. To enter a
user-defined value, double-click the current field label to select it, and then enter the user-defined value over the selected label.

Email Address

The email address for the group.

Note: If your computer is connected to a network, click the Search icon to open a Global Address Lookup dialog box and search for the email address.

URL

The URL for the group’s website.

Note: Web users can link to this group's web site on VEMS.

Default Contact

Populated with the name of the default contact for the group after you have defined default contacts for the group.

Require Contacts

Select this option if the group is to always require a contact when a reservation is being made for the group.

VIP

Select this option if the group is to be designated as a VIP group.

Inactive

Leave this option blank to add the group as an active group. Select this option to inactivate the group.

 

 

Option

Description

Pricing Plan

If the appropriate pricing plan is not available, you can configure it. See Configuring Pricing Plans”.

Account

If the appropriate account is not available, you can configure it. See Configuring Accounts”.

Payment Type

If the appropriate payment type is not available, you can configure it. See Configuring Payment Types”.

Salesperson

The salesperson for the event.

Note: An EMS user is designated as a Salesperson at the time that the user’s account is configured. If you do not see the appropriate user in the list, you can modify an existing user account, or create a new user account as needed. See Configuring User Accounts”.

Event Coordinator

The event coordinator for the group.

Note: An EMS user is designated as an Event Coordinator at the time that the user’s account is configured. If you do not see the appropriate user in the list, you can modify an existing user account, or create a new user account as needed. See Configuring User Accounts”.

Sales Category

If the appropriate sales category is not available, you can configure it. See Configuring Sales Categories”.

Status

The status is a way to indicate the standing or ranking of the group. The default values are the following:

• OK—A reservation can be made for the group. (In your organization, this status could indicate that the group is current in payments due.)

• Warning—If a group status is set to Warning, then a Warning message opens when you make a reservation for the group. It does not, however, prevent a reservation from being made for the group.

• Bad—If a group status is set to Bad, then reservations cannot be made for the group.

Note: You can always change the default values for these group statuses. See Editing System Parameters”.

Billing Reference Number

You can manually enter data into the field, or you can click the Search icon to open a master list of billing reference numbers and select a reference.

Note: To define a list of eligible billing references that are specific to the group, see Configuring Additional Information for a Group”.

PO Number

You can manually enter data into the field, or you can click the Search icon to open a master list of PO Numbers and select a PO number.

Note: To define a list of eligible PO numbers that are specific to the group, see Configuring Additional Information for a Group”.

External Reference

Links the group to an outside program, if needed.

 

 

Option

Description

Network ID

The Windows login for the group.

Personnel Number

Organization number for the group.

Badge Number

Badge number for the group.

Other ID

Any secondary ID for the group.

3. After you edit the information, click OK.

The group-specific dialog box closes. You return to the group-specific window with the group still selected.

To edit the contacts for a group

1. In the left pane of the group-specific window, select Contacts.

2. In the right pane of the window, select the contact that you are editing, and then do one of the following:

• To set the selected contact as the default contact for the group, click Set Default, and then click Yes at the prompt.

• To edit the information for the contact, click Edit.

The Contact dialog box opens. The dialog box displays the information for the selected contact.

3. Edit the information for the contact as needed. See To configure a contact manually”.

Field

Description

Contact

The name of the contact.

Note: The name can be a maximum of 50 characters, including spaces.

Title

The title (Mr., Ms., Dr., and so on) of the contact.

Group

Populated with the name of the group that you selected. You cannot change this value.

Address

Populated with the address of the group that you selected. If the contact address is not the same as the group address, then clear Use Group Address and enter the appropriate values in the Address fields.

International

Select this option to drop the State and Zip fields for an international group.

Phone

Fax

The phone number and fax number for the group.

Note: The Phone and Fax fields have a dropdown list available on which you can select a different value (Fax, Mobile, Other, or Phone) for the field label, or you can enter a user-defined value. To enter a user-defined value, double-click the current field label to select it, and then enter the user-defined value over the selected label.

Email Address

The email address for the contact.

Note: If your computer is connected to a network, click the Search icon to open a Global Address Lookup dialog box and search for the email address.

External Reference

Links the contact to an outside program if needed.

Notes

Any other information that is pertinent for the contact.

Set as Default

Select this option if the contact is to be the default contact for the selected group.

Note: If a default contact has been defined for a group, then when you specify the group information for a reservation, the Contact field is automatically populated with the name of the default contact.

Note: You can always specify a contact as the default contact for a selected group at a later date. To do so, select the contact in the right pane of the group-specific window, click Set Default, and then click Yes at the prompt to set the selected user as the default contact.

Inactive

Leave this option blank to add the contact as an active contact. Select this option to inactivate the contact.

4. Click OK.

The Contact dialog box closes. You return to the group-specific window with Contacts still selected.

To edit the calculations for a group

1. In the left pane of the group-specific window, select Calculations, and then click Edit.

The Calculations dialog box opens.

2. Do one or both of the following:

• On the Available list, select the calculation, or CTRL-click to select the multiple calculations that are to always apply to this group, and then click the Move button (>) to move the selected calculations to the Selected list.

If the appropriate calculation is not available, you can configure it. See Configuring Calculations”.

• On the Selected list, select the calculation, or CTRL-click to select the multiple calculations that are not to apply to this group, and then click the Remove button (<) to move the selected calculations to the Available list.

Remember, you can also assign calculations for a group type. If you have already assigned calculations for this group’s type, then these calculations are automatically applied to the group. To edit group type calculations, you must either edit the calculations at the group type level (see To configure group types), or you must edit the group type for the group. See To edit summary, billing, and/or other group information”.

3. After you edit the information, click OK.

The Calculations dialog box closes. You return to the group-specific window with Calculations still selected.

To edit the billing reference numbers for a group

1. In the left pane of the group-specific window, select Billing References.

2. In the right pane of the window, select the billing reference number that you are editing, and then click Edit.

The Billing Reference dialog box opens. The dialog box displays the information for the selected billing reference number.

3. Edit the information for the billing reference number as needed.

Option

Description

Billing Reference

The billing reference number that is associated with the group.

Note: The PO number can be alphanumeric and it has a maximum of 100 characters, including spaces.

Description

A description of the billing reference number.

Notes

Any other comments or statements that are applicable for the billing reference number.

Inactive

Leave this option blank to add the reference as an active reference (the billing reference number is to be available when a reservation is made for the group). Select this option to inactivate the billing reference number.

4. Optionally, click Spelling to spell check the information for the billing reference number before you save it.

5. After you edit the information, click OK.

The Billing Reference Number dialog box closes. You return to the group-specific window with Billing References still selected.

To edit the PO numbers for a group

1. In the left pane of the group-specific window, select PO Numbers.

2. In the right pane of the window, select the PO number that you are editing, and then click Edit.

The PO Number dialog box opens. The dialog box displays the information for the selected PO number.

3. Edit the information for the PO number as needed.

Option

Description

PO Number

The PO number that is associated with the group.

Note: The reference can be alphanumeric and it has a maximum of 100 characters, including spaces.

Description

A description of the PO number.

Notes

Any other comments or statements that are applicable for the PO number.

Inactive

Leave this option blank to add the PO number as an active number (the PO number is to be available when a reservation is made for the group). Select this option to inactivate the PO number.

4. Optionally, click Spelling to spell check the information for the billing reference number before you save it.

5. After you edit the information, click OK.

The PO Number dialog box closes. You return to the group-specific window with PO Numbers still selected.

To edit web users for a group

When you edit the web users for a group, you can select additional web users for the group, or you can remove web users for the group. If you need to edit the web user itself or the delegates for a web user, you must do so in the web user configuration area. (See Configuring Web Users”.)

1. In the left pane of the group-specific window, select Web Users.

The Web Users dialog box opens.

2. Do one or both of the following:

• To add a new web user for the group:

• Leave the Find field blank, and then click Display to open a list of all currently active web users. Select the web user, or CTRL-click to select multiple web users, and then click the Move button (>) to move the selected web users to the Selected list.

• In the Search By dropdown list, select the option by which to search (Email Address or User Name) and then in the Find field, enter the string by which to filter your search, and then click Display. Select the web user, or CTRL-click to select multiple web users, and then click the Move button (>) to move the selected users to the Selected list.

The string is not case-sensitive, but your search is limited to the exact order of the characters in the string and the string must begin with the information for which you are searching. For example, if searching by Email Address, a search string of bob returns bob.worth@dea.com but not dbobbett@dea.com.

• To remove a web user from a group, in the Selected field, select the user, or
CTRL-click to select the multiple web users that you are removing from the group, and then click the Remove button (<) to move the selected web users to the Available list.

3. After you edit the information, click OK.

The Web User dialog box closes. You return to the group-specific window with Web Users still selected.