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Article Details
Last Updated
2nd of April, 2012
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Fig. A
See Fig. A above. This is the check availability / new event file screen. It can be used to quickly collect basic information from a prospect upon first speaking with them after you have determined if their event date is available. Select the prospect's event date from the drop-down boxes. Click the "Check Availability" button.
See Fig. B above. Gigbuilder will return one of three types in the "Event Date" section. Either "Date Booked", "Date Is Available" or "Date Might Be Available" will display with the number of events in each status of "New", "Lead", "Pursued", "Pending", "Confirmed", and "Blackout". A "Total" of all event statuses will also be given for those previously listed statuses.
Fig. C
See Fig. C above. GigBuilder will also display a worksheet for collecting information from your prospect as you speak with them. The following information can be collected:
Type of Event: This is the type of event for the new event. Select the event type from the drop-down box. Event types can be added via the Setup > Event Planning > Event Types menu.
Prospect/Client Name: This is the prospect/client's name for the new event. Click in the text field and enter the prospect's/client's first name in the first field and last name in the second field. If this is a previous client, simply click the triangle button beside this field title and start entering the prospect's/client's last name in the box. A drop-down box will auto-populate with prospects/clients that match the letters entered. Select their name and Gigbuilder will auto-populate the information that is on file in the appropriate fields.
Additional/Billing Name: This is the name of the additional/billing contact for the new event. Click in the field and enter the name of the additional/billing name here if applicable.
Daytime Phone: This is the primary phone number for the prospect/client for the new event. Click in the field and enter the primary phone number of the prospect/client.
Cellular Phone: This is the cellular phone number for the prospect/client for the new event. Click in the field and enter the cellular phone number of the prospect/client.
Best Time to Call: This is the best time to call the prospect/client for the new event. Click in the field and enter the best time to call the prospect/client.
Email Address: This is the email address of the prospect/client for the new event. Click in the field and enter the email address for the prospect/client. If you choose to or have chosen to setup custom emails, this is the email address that the auto-generated emails will be sent to.
Expected Guests: This is the expected number of guests for the new event. Click in the field and enter the expected guest count for this prospect's/client's event.
Referred By: This is the referral source for the new event. Select the referral source from the drop-down box. Alternatively, click in the second field to enter the referral source. A combination of the drop-down box and manually enetered referral source may be used to further customization if desired. Referral sources can be added via the Setup > Gigbuilder System > Event Defaults menu.
Event Time: This is the start time and duration for the new event. Select the event start time and the duration of the event from the drop-down boxes.
Event Location: This is the event location for the new event. Enter the name of the venue where the event will be held. If the venue is already in your venue database, simply start entering the name of the venue, and a drop-down box with venue's that match what you've entered will be displayed. If the venue is not already in your venue database, simply type the name of the venue, and you'll be presented with two extra fields asking for city and state of the venue. Venues can be added via the Resources > All Venues menu.
Package: This is the package for the new event. Select the package from the drop-down box. Packages can be added via the Setup > Pricing > Packages menu.
Select a DJ/Photographer/Videographer: This is the primary resource assigned to the new event. Employees can be added via the Resources > Employees menu.
Client Login Password: This is the password assigned to the prospect/client to be able to access their online planner for the new event. Online planner login links, buttons, and forms can be added to your website by copying and pasting the HTML code via the Web Tools > Forms > Client Area menu.
Event Notes: This is the event notes for the new event. Click in the field and enter any event notes that pertain to the new event. Information in this field will appear as the first entry in the private event notes section under the "Summary" tab.
After entering all relevant information, click the "Create Event" button. The prospect's/client's event file folder will open and you may enter extended information, make changes, duplicate, save, or save and close.
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