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 box.

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 Group Information

To 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

To 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 emssg_CoreConfigurationGroupsContacts_image017.png 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 

To edits 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 

To 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 

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 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 

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 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.

To edit everyday users for a group:

  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.