★ What's new in the Knowledge Base?
The VenueOps Knowledge Base is regularly updated to reflect new functionality as well as to expand the information available about existing functionality. We usually publish every other Friday as well as a day or two before we release an update. Have a Knowledge Base request? Contact us!
Updates
Published 19 January 2022
- New
- Employee Onboarding and Offboarding Checklists: a resource for System Admins dealing with staff turnover
- Packages and Your F&B Menu
- Troubleshoot Single Sign-on (SSO)
- Insights Document Template Library
- Updated
- Set Up the DocuSign Integration: Added a callout to alert users purchasing Ungerboeck-provisioned envelopes that they would be receiving an account activation email from DocuSign.
- Manage Your Inventory and Pricing: Updated to reflect that items are inactivated, not removed.
- New
- Updated
- Unique IDs in VenueOps: Added a section about consecutively sequential IDs.
- Add a Published Calendar to Outlook: Added instructions for the Outlook web app
- Set Up the DocuSign Integration: Added information about the DocuSign account tier needed to add the Connect feature so that signed documents are returned to VenueOps.
- The Development Roadmap has been updated for our next release.
- New
- Icon Glossary: Handy reference for the icons used in VenueOps.
- Deposits vs. Payments
- Updated
- Copy All the Things: Added a note that series cannot be copied, and that there is a detailed list of event information that will/won't copy in the Copy Event article.
- Copy an Event: Added a note that series cannot be copied.
- Added information about calendar note permissions to these articles:
- Updated these articles to include the file format options which is available with Insights templates and added a callout about which formats can be edited using the VenueOps editor:
- Added additional information about how you'll need to update rental rates after making changes to booked spaces:
- Edit Rental Rates on Events: Added bullets 2 and 3 to the callout in the Edit section.
- Edit Multiple Spaces on an Event: Added an additional bullet to the warning at the bottom directing people to the information in the link above.
- Real-Time Stock Alerts: Added a note that stock levels are calculated across all events on the day.
- Update Documentation
- New
- Copy a Task Template
- Set Up the DocuSign Integration: New article describing the setup needed so that signed documents are returned to VenueOps from DocuSign.
- Send a Document to DocuSign: This article was updated to include all the document types that can now be sent to DocuSign: proposals, contracts, addendums, event summaries, event orders, and invoices.
- Send an Event Order
- Updated
- Updated these articles to include information about SSO Guest Users:
- We updated the financial filter labels on the event list and calendar for clarity. Screenshots have been updated:
- Manage Announce, On Sale, and Pre-Sale Dates: Updated for end dates and times on pre-sale dates.
- Update the Event Name, Description, and Other General Information: Added a note that business classification is not required for blackouts.
- Add an Artist to an Event: Updated all images to show a plus rather than a pencil to add (since you can now add multiple artists) as well as the new note field.
- Updated these articles to reflect the updated UI on the Create Event slider:
- Copy an Event: Added a step for updating the booked space description
- Edit Multiple Spaces on an Event: Updated to add the new filtering functionality on the event details > Booking > Spaces tab.
- Create a Task Template: Added a note to the top that you can copy a task template.
- Manage Rental Rates: Added a section for sorting rental rates.
- Updated these articles for the filtering and other UI updates on the Rental Rates tab:
- Updated these articles to reflect the new workflow for uploading signed contracts and to include uploading signed proposals and addendums:
- Create Event Summaries, Hold Confirmations, and Other Event Documents was split into two articles:
- New
- Updated
- Create an Invoice: Added language to make it clearer how to invoice for a series.
- What is tracked in the activity log?: Added missing account document logs
- Clear Your Browser Cache: Added links to browser support docs for both desktop and mobile.
- New
- Updated
- Our contact information has been updated to include Ungerboeck email addresses.
- The Development Roadmap has been updated for our next update.
- Set Up a Payment Gateway: Added information about credentials needed and links to payment gateway documentation.
- Added a note that the list will sort alphabetically:
- Added information about custom sorting:
- Minor updates due to renaming staff assignment to event staff assignment or to clarify which type of staff assignment is meant:
- Apply a Task Template
- Create a Task Template
- Create a Custom Event List/Report
- Create a Custom Function List/Report
- Calendar Display Options: also added additional coloring options
- User Role Permissions
- Conflict Checking: Added a note about the warning users who don't have double booking permission will get.
- Create a Function: Added notes about the behavior when creating a function when the booked space's usage matches a function type.
- New
- Updated
- Updated these articles to include function staff assignments:
- Manage Holds by Day: Added information about cancel/mark as as lost as well as un-hiding details on confirmed events.
- We're changing our Reports and Dashboards Gallery to a Library to differentiate between galleries, which are for inspiration and are a starting point, and libraries, which contain items which our Client Success team can add to your account. Updates:
- Insights Library: Updated verbiage
- Glossary: Added definitions for gallery, library, document template engine, document template type, and DevExpress.
- Accept Online Invoice Payments: Added a note that we can only do one payment gateway per account.
- Post-Show and Post-Event Reports: Updated this article to make it explicit that these can be used for any post-event report, not just live entertainment performances.
- Manage Function Types: Updated the format of the opening section and added F&B sample function types.
- Manage Event Types: Added information about sorting
- Update Documentation
- New
- Manage Holds by Day
- These articles have also been updated to reflect this new functionality:
- Manage Holds by Day
- Updated
- Glossary updates:
- Added Restore
- Tweaked Staff Assignments to include function staff assignments
- Tweaked Conflict Checking to include both double booking and jumping the queue
- Added an entry for both double booking and jumping the queue
- Send Email from Your Own Email Address: Added information about individual sender signatures.
- Edit Events in Series: We now show 100 events in the Series Mass Editor rather than 50.
- These articles have had "Un-cancel event" updated to "Restore event":
- Conflict Checking: Updated to make more explicit the two types of checking we do (double booking and jumping the queue) and to add information about the new Allow Double Booking permission.
- Download an Editable Avails List Updated to include day of week filtering.
- Color Code Your Calendar
- User Role Permissions: Under Venue Specific Permissions:
- 1. Venue - Edited for clarity
- 2. Highest Booking Capability - Added the new Allow Double Booking permission
- Workflow for Live Entertainment Bookers: In the Getting Started section:
- Added information about applicable permissions, including the new Allow Double Booking one.
- Added the new potential double booking notification to the Notification bullet.
- Added the new potential double booking log to the Activity Log bullet.
- What is tracked in the activity log?
- Activity Log Gallery: Added a Potential Double Bookings view.
- Email Notifications About Activity in Your Account: Added the two new notifications: Any Potential Double Booking Added and Function Assigned to Me.
- Updated these articles to include the new relative date range options. The Activity Log article also got a facelift!
- Added information about the new phone number and title fields for users:
- Updates to existing articles to reflect function staff assignments:
- Notify Staff of Event Detail Changes: Added a note that staff assigned to the function via a function staff assignment will be pre-selected to receive the email.
- Copy Details from One Event to Another
- Copy Details from a Function to New or Existing Functions
- Copy a Day's Functions to Other Days
- Updates not related to the release:
- Track Lost Business: Updated the image and text in step four.
- Mark an Event as Lost: Added step 7 to show where you can view the reason for loss on a lost event.
- How can I schedule training?: Updated to reflect the new Getting Started learning path.
- Inactivate a User: Added a note that you cannot delete users.
- Upcoming Webinars: Linked to the Getting Started page.
- Glossary updates:
- Updated
- The Insights Report and Dashboard Gallery has been updated! See the full list in the table of contents. We added several new reports and dashboards:
- Reports:
- Dashboards:
- We also did a little housekeeping and the gallery can now also be accessed on the knowledge base homepage via the Insights Gallery category.
- Using Beacon: Added a note that when you contact us via Beacon it sends an email, not a chat.
- How do I contact the VenueOps Team?: Added Australia phone numbers and also some notes at the bottom to help us assist you more quickly.
- Event Data Which Updates: Transactional vs. Referential Metadata: This article was originally written for changes due to a release. It has been rewritten to remove references to the release.
- The Insights Report and Dashboard Gallery has been updated! See the full list in the table of contents. We added several new reports and dashboards:
- New
- Updated
- Create a Package: Edited and expanded the explanations of item and room components.
- Move a Contact to a Different Account: Edited the explanations around the two options.
- A note was added to all document articles that there is no storage limit at this time.
- Added notes to these articles that an event's rental rates all have to be on one price schedule:
- Create a Price Schedule: In the intro, added the paragraph after the bullets.
- Add Rental Rates to Events: Added the callout to step two.
- Manage Rental Rates: Updated the first paragraph in the intro.
- Removed the detail about the event details Financials > Summary > Totals card in Event Financials and instead linked to How are event totals calculated?.
- New
- Create a Proposal or Contract Revision
- Can I rename reference data?: Created a reference article to allow users to know the implication of renaming certain reference data in System Admin and Inventory & Pricing. This information will be added to the individual edit articles in the future.
- Uncancel a Function
- Updated
- Workflow for Live Entertainment Bookers: Gave this article a thorough update.
- Added notes about the Rental Rates Outdated warning to Add Rental Rates to Events and Edit Rental Rates on Events.
- What is the difference between Lead Source, Market Segment, Business Classification, Event Types, and Genre?: Added genre.
- Getting Started: Added electives to Level 2 and Level 4 for Live Entertainment topics.
- Make Your Account Your Own: Various updates due to new features.
- New
- Updated
- Event List View Gallery:
- Changed the Events Finalized view to Events Not Finalized.
- Changed the name of Particular Company to Holds/Avails by Account and updated the description.
- Added Inactive Events This Year.
- Added a note to these function articles about what to do if you don't see the Performance checkbox:
- Edit Events in Series: Added a note with the suggested workaround for when you have a series with more than 50 events.
- Add a note to these articles that you can only send emails to contact groups with 50 or fewer contacts:
- Added a note to these articles that if tasks in a task template are assigned to a staff assignment, incomplete tasks will be re-assigned if the staff assignment designation changes on the event:
- Add a Room: Added a reminder to update saved views if they wish to include this room.
- Event List View Gallery:
- Release Documentation
- New
- Updated
- Create a Package: Added a callout about copying a package.
- About Inventory Packages: Added additional information to the Create a Package section that you can also copy packages.
- Tax-Exempt Accounts and Events: Updated to add a step for choosing which taxes the account is exempt from.
- Global Activity Log: Added a note to the Export section at the bottom to update the date format in Excel to view the time of an action.
- Updated these articles with new finance filtering options:
- Calendar Filtering Options
- Event Financials
- Create a Custom Event List/Report. This was also updated to reflect these changes:
- The new "Finalized" column.
- The new custom relative date filtering option.
- Manage Insights Notes: Update to include notes for templates.
- Updates for Series:
- User Role Permissions
- Series of Events
- Book Events in Series
- Edit Events in Series
- Add Existing Events to a Series
- Update a Single Booked Space on an Event
- Add Event, Series, and Account Notes
- Copy Series Information
- What is tracked in the activity log?
- Edit the Name or Unique ID of a Series
- Edit Event, Series, and Account Notes
- Remove Event, Series, and Account Notes
- Remove an Uploaded Document or Link
- Filter the Task View: Added a note that you can filter by event on the series Tasks tab.
- Create a Task: Added a note that on the series Tasks tab you can only associate tasks with an event in the series.
- Apply a Task Template
- Task Management in VenueOps
- We did some reorganizing in the System Admin section. All affected articles were updated to reflect the new directions — we won't list them all, as there were quite a few. In the course of updating articles for the navigation change we took the opportunity to do some other updates:
- Manage Contact Roles: Added an introductory paragraph
- Set the Contract Approval Level: Updated the intro paragraph. It was still referencing the old standard Director of Sales role.
- Staff Assignments: Create and Order Staff Assignments: Updated to reflect that you choose users for venues, rather than vice versa.
Updated
- We had questions about the warning Function outside of booked space, so we added some additional information to these articles:
- Manage Functions on the Calendar: In the callout at the very bottom, added the middle bullet.
- Calendar Display Options: Added the same callout to the Event Information section, Info bullet.
- Create a Function: Added the callout just above the "Function Fill" header.
- Enable Online Payments: Expanded the introductory paragraph to include more context and added a note that payment gateway is a paid feature.
- We updated several articles to include information about online invoice payment and to note that the online payment URLS do not expire:
- Added information about what happens in VenueOps when an online exhibitor order is placed:
- Update Probability of Closing on an Event: Added permissions
- Copy Details from One Event to Another: Clarified that when you copy functions from another event, they will be copied to the same event day as in the original event.
- Preview, Print, and Download PDF Documents: Added instructions for printing documents.
- New
- Updated
- Add More Dates or Rooms to an Event: This article's main purpose now is to be found in searches and point people to the best place to do what they want to do.
- Use the Book Spaces Slider: This is a new article, but not new content. These instructions were formerly in the Add More Dates or Rooms to an Event article linked above.
- All About Status: Added clarifying language to the paragraph under Booked Space and Event Status and to the Tentative description.
- Added a callout to all Saved View articles, alerting users that if a shared view's owner's user account is deactivated, it will no longer be visible. The callout directs users to the new Copy a Saved View article linked above.
- About Account Tags: Added a callout at the top to explain the difference between account types and account tags.
- How do I reset or change my password?: Added information to assist users with warning messages.
- Add a Discount: Added a note that all discounts (regardless of order added) are calculated from the subtotal.
- Added a callout about our best practices for tracking Live Entertainment revenue:
- Additional Revenue and Expenses: Clarified that you can track cost or revenue by adding zero in the field you don't wish to track.
- Manage Performance Revenue Types: Tweaked the language in step 8b around adding a revenue stream to revenue types.
- Added a callout with troubleshooting steps when new users receive the Invalid Temporary Password warning:
- Issue a Refund or Credit: Added a callout to the first section about partially refunding a deposit (such as when an event is canceled).
- Added callouts about handling refundable deposits (such as damage deposits) to these articles:
- Create a User Role: Updated step five to reflect the additional standard user roles.
- Associate and Invoice Third-Party Accounts with Events: Added a callout explaining that an event takes its tax exempt status from the contracting account.
- Move an Event With Drag and Drop on the Monthly Calendar: Updated screenshots and text to match the current UI.
- New
- Updated
- Using Artist Research: Added a callout with specifics about the data source and behavior
- Manage Event Document Folders: Added some sample folders and a callout about linking to an event folder.
- Issue a Refund or Credit: Added instructions to mark invoices as sent.
- Updated the List View articles to highlight their reporting capability: updated introduction text, added keywords, moved filtering and column options out of accordions for visibility, and added download instructions.
- Tessitura Integration:Added the Tessitura version number needed for the integration.
- Create an Invoice Schedule Template: Clarified steps 5c and 5d, added information for those who require a deposit with the contract.
- New
- Updated
- Development Roadmap
- Apply an Overall Event Discount: Added the first bullet in the callout to suggest using adjustments
- Update Invoice Status: Send/Mark as Sent: Added that adjustments are locked when an invoice is sent, updated screenshots to show the new Sent On field
- Updated to show updates to the Select Charges slider:
- Release Documentation
- New
- Updated
- Updated for the new Edit Adjustments permission:
- Updated for the new activity log and change tracking logs:
- What is tracked in the activity log?: Updated with document and adjustment logs
- What is tracked in event detail change tracking?: Updated with document logs
- Updated to include information about event adjustments:
- Updated for new document functionality:
- The Development Roadmap has been updated for our next release.
- New
- Add Economic Impact and Room Nights to an Inquiry or Event
- Added a link to this article from Calendar Display Options.
- Send a New User an Activation Email
- Add Economic Impact and Room Nights to an Inquiry or Event
- Updated
- Add a User: Updated for the change to "Save and add another" rather than "Save".
- Configure Single Sign-on: Updated the instructions to include uploading the federation metadata file.