August 2021 Update: Function Detailing, Post-Show Reporting Enhancements, and Custom Password Policy

Scroll to the bottom to see a demo of these features in the preview webinar! If you are interested in a specific feature, you can select it in the chapter list.

Additional update information:

New

Function Detailing

Detailing Page Improvements

You are now able to customize the event detailing page, similar to how list views can be customized. This allows your workflow to be consistent each time you work, with flexibility to use different views depending on your context.

  • Select which columns appear.
    • The date and event-wide column are hidden in the default view.
  • Set the order and width of columns.
  • Filter which functions appear.
    • There is a new filter option called Function Details. This will allow you to see all functions, only functions with details, or only functions without details. Once you choose to filter by with or without details, you can additionally filter by department (such as all functions which have AV or functions which do not have AV).

This customization can then be saved to custom views, just like on list views and calendars. Permission to create views is controlled by the Saved View permission and works in the same way as on list views and calendars.

Other detailing page enhancements:

  • Date cards will automatically be hidden for any dates that do not contain any visible functions or placeholders. For example, if you are hiding canceled functions, any dates containing only canceled functions will be hidden.
  • We added sticky pagination controls. If you have a long list of functions, you'll now be able to page through them without having to scroll to the bottom of the page.
  • We've added tooltips to icons or abbreviated headers.

Creating Functions

Function types can now have default information:

  • In Sys Admin > Events> Function Types, you can add a default room setup, and also mark Show on Calendar and Performance as checked by default.
  • When you create a function, selecting a function type will fill the default information. If you haven't added a function name yet, the function type will be filled into the Name field.
    • If you intend to use the function type to populate the Name field, you could create a detailing page custom view with the Type column before the Name column.

Function Mass Editor Improvements

  • The function mass editor will now reflect the detailing page columns and filtering. What does this mean? If you don't use certain columns (such as the AGR or EXP attendance), you can hide those columns on the detailing page, and when you open the function mass editor they will be hidden there as well. The saved views on the detailing page gives you saved views for the function mass editor as well.
    • Some columns with essential information will always display in the function mass editor: date, time, name, and event-wide.
    • When you open the function mass editor from the calendar summary slider, the view you last used on the detailing tab will load.
  • Previously, the Edit all button would not appear if you had more than 25 functions in the mass editor. We've upped that to 50 functions.
  • If a function is in edit mode, you can click the arrow icon on the left of its row to undo the changes and return it to view mode. There's also an Undo all icon at the top of that column.
  • There is now a Save and Close button in addition to the Save button. Save saves your work and puts the functions in view mode, but the function mass editor will not close so you can continue working. Save and Close will save your work and close the function mass editor.
  • You can now search for a room in the Room field.
  • In the batch editor, we changed the blue button text from Save to Fill, since that better reflects what is happening: you're filling information in that column.

Redesigned Function Details Slider

We have redesigned the function details slider:

  • There are now three tabs on the slider: Info, Items & Instructions, and Packages. The slider will open on the Items & Instructions tab.
  • The Info tab lists all the main function information.
  • The Items & Instructions tab lists the function details.
    • There is now a Mass Add Items button at the top (see below)
    • You'll also see an visibility eye icon. Clicking this will hide any empty departments.
    • Items and instructions are now shown in a tabular layout, making it easier to scan the list of details.
  • The Packages tab will list all packages associated with that function. Packages can be added from this tab or from the plus by a department on the Items & Instructions tab

Item Detailing

We've added features to make item detailing faster and easier for you:

  • You are now able to add items across departments. In the function details slider, click the plus at the top of the Items & Instructions tab rather than the plus by a department. Once added, the items will be listed in their department and category as usual.
  • We've added an Items Mass Editor, similar to the old Change Prices & Quantities slider but with all item information. On a department with items, click the pencil to access it.
  • We now display the function name, room, and date and time on the Add Items slider.
  • When adding a date to an item, the date picker will default to the function date.
  • When copying functions, you can now select multiple rooms. This allows you to copy one function multiple times with one click.
  • You can now search for rooms when copying functions.
  • When a function is canceled, you'll get a prompt asking if you'd like to remove the items, instructions, and packages. If you want to keep a record of these items or bill for them, click No. If you would like to remove everything, click Yes.
    • Note that when packages are removed, all components of the package are removed including any rental rates created by the package.

Time-Bound Items

There is now the first-class concept of Time-bound Items. Instead of an item being marked as has unit count, they will be marked as time-bound, which means that these items will now have a unit of time (hour or day) as well as their user-defined unit of measure (such as "each"). Time-bound items will mostly be used with labor or equipment, such as when you need two ushers for five hours.

  • When you add a time-bound item to a function, the time quantity will be automatically calculated for you based on the function time's duration. If you add a time to the item directly, the quantity will update to reflect that. You can of course manually add a time quantity, or you can also specify a default quantity on the item in the inventory library.
  • When the item is created in inventory, its quantity can be marked to round up if you always want to have their quantity be whole numbers. This is used to avoid packages resulting in 1.6 tables or similar. We will always round up to the next higher integer (thus 4.1 will round up to 5).
  • If the function time changes, you will need to update the items' time quantities manually. You can do this easily for many items in the function mass editor: open and click the Recalculate Time Quantities button in the lower right. Individual items will also have a recalculate button on their Edit Item slider.
  • We've updated how items display on the function details slider to more clearly show the price and quantities. We've also included the item subtotal.

During the release, we will be updating existing Has Unit Count items to the new Time-Bound feature. For more information about how this update will work, please see Upcoming Changes to Inventory Items.

Item Metadata Changing from Transactional to Referential

We are updating how some item, room, and package information is handled on events.

Previous to this update, all data on events was transactional — once the "transaction" had taken place (the item or package was added to the event), it was not updated. The only information which could be updated was that information stored in the price schedule; this was updated by refreshing the price schedule on the event.

We heard from clients that it was frustrating when some item information in the inventory library was updated but they had to remove items and re-add them to get that updated information on events. In this update, we are changing that. If the information listed below is updated in the inventory library or on rooms, it will be updated on all events.

For a list of the metadata which will now be referential, please see Event Data Which Updates: Transactional vs. Referential Metadata.

Post-Show Reporting Enhancements

We made several changes to post-show reports to improve access control and concurrent editing:

  • When adding information to a post-show report, there is no longer one edit slider for all information. Instead, revenues, ticket counts, attendance, and each note in a note set will have their own edit slider. This will reduce clashes between staff entering information after a performance.
  • When downloading post-show reports, the file name will now include both the event name and the function name.
  • Once a ticket scale has been used in a post-show report, it cannot be edited.
  • We've made the permissions to this tab more granular:
    • Rather than one permission, permission can now be given to:
      • Live Entertainment: This gives access to the Marketing tab as well as Attendance and Note Sets on the Performances tab.
      • Revenues, Ticketing, and Post-Show Reports: This is in addition to the Live Entertainment permission. This permission gives access to Revenues, Ticket Counts, and Post-Show Report Documents (emailing and downloading PDFs). In order to have edit access here, the user must have edit access in the main Live Entertainment permission.
      • Edit Post-Show Configuration: This checkbox allows users access to edit performance post-show configuration. Users must have at least Live Entertainment > Edit to have this permission.

Password Policy

Sys Admins are now able to set a custom password policy, setting the minimum password length and whether uppercase, lowercase, numbers or special characters are required. If you would prefer to hide your password policy on any pages accessed without validation, you can do that as well. If you update the password policy, current users will not be required to reset their password.

To update your password policy, go to Settings > Security in the Sys Admin area.

Stripe Payment Gateway

We now support Stripe in addition to Authorize.Net and TrustCommerce. If you are interested in implementing Stripe, please contact our Sales Team.

Improved

  • Sys Admin:
    • You are able to add users to a role from the role's slider. We've updated the Select Users slider to follow the same pattern used elsewhere.
    • We list event statuses on the Events > Configuration tab. Those statuses are now in a more logical order.
  • Inventory & Prices:
    • Inactive price schedules are now hidden. You can see inactive price schedules by clicking the visibility eye icon (or as we like to call it, the eyecon).
    • Items and Packages are now inactivated rather than removed. This is related to the change to referential metadata discussed above. Note that if you copy an event or function, any inactive items or packages will not be copied. This is consistent with the previous behavior, where items and packages removed from inventory were not copied.
    • Instruction Sets can now include General Instructions.
    • Item quantity will now be marked to round up on the item, not on the package component. This allows this property to be used on all items, not just those used in packages. During the release, any items which are in a package component which is marked to round up will have this property checked.
  • Once a deposit invoice is applied to a final invoice, it cannot be voided.
  • UI Changes:
    • On filter and display option sliders, we've changed the blue button to say Set rather than Save. We're hoping this will make it more clear that you still need to save those changes on your saved view if you wish!
    • On all list views, we've reduced the amount of padding above and below each row, giving you much more data visible on the page.
    • In many places, we used a blue circle with a plus on it to show adding. This UI element is called a FAB (fast action button). To be consistent with Material Design, we've replaced those with just a plus.

Fixed

  • Canceled functions were appearing on the calendar.
  • On the Edit Instructions mass editor, the category field had duplicate headers.
  • Inactive categories and departments were appearing on the Instruction Set sliders in Inventory and Pricing.
  • When adding items to packages, long item names were dropping to the bottom of the slider. Instead, they'll be truncated and you can hover for the full name.
  • On the account details page, the address line one and address line two fields were appearing on the same line.
  • The function attachment icon was not visible on the function details slider for users with Detailing > Edit permission.
  • If a task was assigned to a staff assignment (rather than a staff member), task notifications were not working.
  • On the Operations view, department filtering was not working correctly when changes were shown.
  • Items which belonged to a rental revenue stream were not linking to their function properly in the charges list on Financials > Details.
  • Revenue from Live Entertainment was not included in event total on Financials > Summary page.
  • The Exhibitor Online Store was not obeying the custom sort order of departments, categories, and items set in Inventory.
  • In the Sys Admin User list, the users' last active date will now display in your region format.
  • Account tag chips appear over the header rather than under when scrolling the Account List.
  • Insights dynamic view columns caused issues if they were longer than 64 characters.
  • The "Change All Functions to Ready" button was not constrained to functions on that event.

Preview the August 2021 update!

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