Event Management and Reservations System (EVM)
- Jennifer Watson (Deactivated)
- Ernie Veniegas
Introduction
EVM, the Event Management and Reservations System provide users with an automated method of managing events and accepting reservations for one-time events or regularly recurring activities that are fully integrated with your online shopping cart, the CRM Customer File, and the PS Order Processing System. The system is flexible and can be configured to meet your calendaring needs. Reservations may be booked online or in the back office. Events may be defined as requiring payment at the time of booking or on the date of arrival. Events may be defined as being complementary or as having "auto-comp" rules where the benefit of a wine club membership or a type of customer is extended automatically.
Wineries interviewed used spreadsheets or other external means for keeping track of pre-scheduled tours, tastings, or other events. Reservation details were being collected manually or printed out from 3rd party booking systems and sent to a back office for double data entry later into a spreadsheet or calendar elsewhere.
EVM streamlines and automates manual processes allowing for the creation of events, booking of reservations, collecting payment when applicable, integration with the POS and CRM customer file, with support for detailed lookup of events and reservation attendees.
Table of Contents
Where is it on the menu?
Features
- Creation of one-time or recurring events in an EVM Event Masterfile
- Options to have customers pay at the time of booking or to pay at the event itself
- Management of minimum and maximum event capacity and party size
- Management of guest arrivals, no shows, and cancellations
- Auto-comp features for specific customer types
- Integration with your AMS Shopping Cart for reservations booked online
- Ability to define and send event-specific confirmation emails and/or SMS Texts
Setup & Control
Feature Overview & Examples
The EVM User Interface
Calendar Section
Bill-To Customer Section
Reservation Status and Payment Status
Print Reservations and Calendar View Controls
Event Maintenance and Calendar Search Functions
Create Events
The Daily Reservation Management screen is where you add or review your events and manage reservations for those events. Use the Event Maintenance, F9, key to add your Event to the Event Master.
The completed fields are mandatory. Details follow for each numbered section.
(1) Event Detail
Event NAME
Unique phrase or value that will forever define the event you are creating. Once defined, you cannot change this name in the event master or in the calendar in any way.
Part Number (mandatory for paid events only)
If this is a paid event, enter the part number here to identify what it is you are selling.
Host (optional)
- Existing clerks are accessible via lookup or you may enter other "host" information not already in a lookup table. Hosts entered in this way are dynamically added to the "lookup " table that EVM uses.
Event code (optional)
- Event codes are maintained via Central Table TRE. They can be referred to in SELECT or SORT statement on reports.
Event category (mandatory)
- These are set up in the ECC table and are used for the ability to look at only the type of events you are interested in viewing. If you host Weddings, the Tasting Room Manager would not be interested but the Wedding event manager would.
Event Categories are broad i.e. Wedding, Distributor Tastings, Consumer Tasting; Club Party. Event Codes are more specific and can be used to filter for more specific information i.e. the “Club” Category would have a “Spring Fling” Event.
Tasting Rooms (mandatory)
- At least one room must be selected.
(2) Reservation Limits
Max Internal used to limit the number of attendees a clerk can assign to an event. Minimum will prevent the clerk from creating reservations with too few attendees if you include the value.
The remaining fields, Max On-line, On-line cutoff hours and Max pending minutes are reserved for future use by customers with a shopping cart powered by AMS.
(2) Other Information
- Single Party Reservation
- Reservation Request Only
- Require Customer Number
- Prompt for Email Address
- Prompt for Phone
- Prompt for State
- Prompt for Cust Type
- Allow “Quick” add
(3) Calendar Propagation
Select your date range, days of the week, start and end times and interval of appointment. Once the dates, days, and times are entered select refresh times so that it shows up in the Schedule times window. Then select create new entries.
The system will then tell you how many new entries have been created and once you confirm the new entries, your events will be sent to the reservation calendar.
You can also use the calendar to update existing entries. When you go into the event it will tell you how many entries you have and the date range under Event Calendar Stats (see screenshot above). For example, if you need to change the number of reservations allowed for an event, then you would make the change on the reservation limits and then add the dates, days, and times in the Calendar Propagation section, but this time you will select Refresh times and Update Existing entries.
Quick Add Event
Event Calendar
Mass Change Events
Managing Reservations
How to create a reservation
How to Arrive guests
How to Move a Reservation
How to Comp guests
How to Cancel and/or Credit a Reservation
How to Charge for a reservation
Notes for Future Documentation - Started 2-24-2020
Events "Disappear" after logging in
2-24-2020 (ELV) An event may appear online when the RESERVE.AMS page is first accessed but will disappear after logging in if MPD if the customer's price type is not defined for that event. For example, if an Interwinery customer logs in, they will not see events that do not have Interwinery pricing.
FAQ - Frequently Asked Questions
| # | Question | Answer |
|---|---|---|
| 1 | What is the cost to implement EVM at my winery? | There is a one-time $2,475 cost for the purchase and implementation of the EVM software. Thereafter, there is a $72.05/mo charge for support and maintenance. (As of 1/1/2022, prices are subject to change without notice.) |
Note:
10-27/2021 (ev): EVM reservation grid status. When a reservation is made online, the booking will remain in the customer's cart until payment is processed or 'order' finalized within the ONLINE HOLD time specified for the event. In the EVM grid, the reservation will appear as (pending). If the ONLINE HOLD time expires, the seats held by the incomplete reservation will be returned to inventory and become (available) until such time that the program refreshes the grid, then deletes the incomplete reservation. "the status would change on the grid from Due pending to Due Delete stale, however, the user would only see it if EVM does the deletion of the Event....the way that it works is that as reservations are being loaded onto the grid, EVM checks the hold minutes. if the limit is reached, it will delete it and show the "DUE DELETED STALE". once it is deleted, it will disappear from the grid when it is refreshed"