Edit Group Information

You can edit 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.

Edit the group’s contacts, calculations, billing reference numbers, PO numbers, and Everyday 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 The EMS Browser Window.

This topic provides instructions on editing the following group information:

• Edit Summary, Billing, and/or Other Group Information

• Edit the Contacts for a Group

• Edit the Calculations for a Group

• Edit the Billing Reference Numbers for a Group

• Edit the PO Numbers for a Group

• Edit Everyday Users for a Group

Edit Group Information

1. Open the Groups window and search for the group for which you are editing the information.

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

   The group is selected by default.

Edit Summary, Billing, and/or Other Group Information

1. Click Edit.

   The group-specific dialog opens.

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

   Summary Information

   Field	Description
   Name	Required field. The name of the group (50 character maximum 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. The Phone and Fax fields have a field 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. If your computer is connected to a network, click the Search icon to open a Global Address Lookup dialog and search for the email address.
   URL	The URL for the group’s website. Everyday Users can link to this group's website on EMS Web App.
   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.

   Billing Information

   Option	Description
   Pricing Plan	If the appropriate pricing plan is not available, you can Configure Pricing Plans.
   Account	If the appropriate account is not available, you can Configure Accounts.
   Payment Type	If the appropriate payment type is not available, you can Configure Payment Types.
   Salesperson	The salesperson for the event. 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 Configure Users.
   Event Coordinator	The event coordinator for the group. 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.
   Sales Category	If the appropriate sales category is not available, you can Configure 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. You can always change the default values for these group statuses in Edit 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. To define a list of eligible billing references that are specific to the group, see Configure 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. To define a list of eligible PO numbers that are specific to the group, see Configure Additional Information for a Group.
   External Reference	Links the group to an outside program, if needed.

   Other Information

   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.

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 opens.

3. Edit the information for the contact as needed.

   Field	Description
   Contact	The name of the contact (50 character maximum 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 to drop the State and Zip fields for an international group.
   Phone Fax	The phone number and fax number for the group. The Phone and Fax fields have a field 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 field label to select it, and then enter the user-defined value.
   Email Address	The email address for the contact. If your computer is connected to a network, click the Search icon to open a Global Address Lookup dialog 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 if the contact is to be the default contact for the selected group. 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. 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 blank to add the contact as an active contact. Select to inactivate the contact.

4. Click OK.

Edit the Calculations for a Group 

1. In the left pane of the group-specific window, select Calculations > Edit.

   The Calculations dialog 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 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.

   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 , or edit the  summary, billing, and/or other group information.

3. After you edit the information, click OK.

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 and then click Edit.

   The Billing Reference dialog opens.

3. Edit the information for the billing reference number.

   Option	Description
   Billing Reference	The billing reference number that is associated with the group. 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	Other comments or statements that are applicable for the billing reference number.
   Inactive	Leave 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 to inactivate the billing reference number.

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

5. After you edit the information, click OK.

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 opens.

3. Edit the information for the PO number.

   Option	Description
   PO Number	The PO number that is associated with the group. 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. Click Spelling to spell check the information for the billing reference number before you save it.

5. After you edit the information, click OK.

Edit Everyday Users for a Group 

When you edit the Everyday Users for a group, you can select additional Everyday Users for the group, or you can remove Everyday Users for the group. If you need to edit the Everyday User itself or the delegates for a Everyday User, you must do so in the Everyday User configuration area.

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

   The Everyday Users dialog opens.

2. Do one or both of the following:

   • To add a new Everyday Users for the group:

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

     • In Search By, select the option by which to search (Email Address or User Name) and then in Find, enter the string by which to filter your search, and then click Display. Select the Everyday User, or CTRL-click to select multiple Everyday Users, and then click Move (>) 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 an Everyday User from a group, in Selected, select the user, or
     Ctrl-click to select the multiple Everyday Users that you are removing from the group, and then click the Remove button (<) to move the selected Everyday Users to the Available list.

3. After you edit the information, click OK.