Event Form Members Tab

Action: EVENT ​

Overview

The Members tab shows you all the members (customers) of the event. Members may be assigned roles like, bride, bridesmaids, groom, etc.. Available Roles may be modified in the Housekeeping-> General Set-up-> Roles maintenance form. ​ The bride & groom entered onto the event tab for wedding events will automatically be created as members of the event. The operator will be able to access their customer card and other customer functions once the event is SAVED by clicking the Save button found on the bottom of the form. ​ Member information is actually being accumulated from two modules of ProfitSystem. The information is retrieved from the Customer Card form & Sales Tickets form. ProfitSystem pulls this information and displays this in an form as a convenience to the user.

For example, when you add members to the Members list on this tab, ProfitSystem will automatically create the Customer card for each one. ProfitSystem stores their name, measurements, etc. on the Customer card, not on the Event card. This is an important point. Information changed on the members tab is actually modifying information on that member's customer card. A user can access the member's customer card to enter more information about a new member, like address, email ...etc. ​ The Event card contains the details of the wedding itself. Customer cards contain the contact information for members. Tickets contain the sales and payments for customers.

Members are sorted in chronological order for Wedding & Wedding Type events. For all other events they are sorted by customer LAST name.

Grid

Members of the group...This list shows you all the members of the event. You should add all the members to the event even if you don't have all their contact information yet. For example, assume the bride knows she is going to have 5 attendants, but she only knows the names of two of them. You should enter the names of the two she knows, and enter TBA for the last names of the other 3. This way, you can tell on PO reports, event card, etc. that there are really 5 attendants, even though you only know of 2 so far.

Fields

To add more members, simply locate the first empty slot and enter the member information.

Role: Select the role from the drop-down list. This role prints on the PO reports, etc.

First name, MI, Last name: You must enter at least the last name of the member for the member to be saved with the event. If you don't enter the last name, ProfitSystem will not add the member to the event. Once saved double clicking a members last name will display their sales ticket when one exists.

Bal due: Display only. The members total balance due for this event. This is total balance due for all the tickets for this event. Note that a member can have tickets for other events, and tickets that are not associated with any event. Only tickets for this specific event are shown in this total. You can tell which event a ticket is associated with by looking at the Event field at the top of the Ticket form. This field is maintained by ProfitSystem automatically.

Spending: Display only. The members total spending for this event. See the Bal due field for an explanation of which tickets are included in this balance. This field is maintained by ProfitSystem automatically.

Event totals...Display only. Total balance due and spending for this member.

SA...The sales associate who created this event.

Event name...A descriptive name for the event. Make sure that you use a good name for the event, since this it what appears on reports, PO's etc. For weddings, we recommend using the brides last name/grooms last name. For a school or social event, the name of the event.

Event date/time...The date and time the event occurs. The date is required, the time is not.

BM expected...The total number of bridesmaids expected. This is not required. This number is displayed on the BM Followup form so the bridesmaid consultant can tell if all the bridesmaids have registered. This number is also printed on the un-issued PO report so the person issuing PO's can tell if everyone has been registered before issuing the PO.

Home phone...This is the home phone number for the member currently selected in the Members list. This phone number is stored on the customer card. If you change it here, the change is carried through to the customer card. It is not carried back to the Event tab of the Event form.

Measured by...The sales associate who measured the customer.

Measurements...The customers measurements, stored on the Customer card.

Notes...Notes for this customer, stored on the Customer card. These notes do not print on the PO or Receipt.

Email... The customers email address, stored on the Customer card.

Cust balance for all tickets...Display only. The members total balance due. This is total balance due for all the tickets in ProfitSystem, regardless if they are for this event or not. Note that a member can have tickets for other events, and tickets that are not associated with any event.

Cust spending for all tickets...Display only. The members total spending. This is total spending for all the tickets in ProfitSystem, regardless if they are for this event or not. Note that a member can have tickets for other events, and tickets that are not associated with any event.

Last transaction...Display only. The date this member last made a payment or purchased something on a sales ticket.

Select customer/member task:

Go to Customer...This button will display the Customer card for the selected member. This is used to view/edit additional customer details.

Go to Ticket...This button will display the Ticket for the selected customer. If there is more than one ticket, you will see a list of tickets for the customer and you can select one you want to view. It is recommended to add new sales to an existing ticket for the event, versus creating a new ticket for each new sale. This is easy & FAST method to see all the transactions for that member/customer for that event.

New Ticket...This button will take you to the Ticket form, to create a brand new ticket for this customer. This new Ticket will be linked to this event. If the BM style field is filled in on the Extra tab, the style will be automatically added to any new ticket created for a bridesmaid. A sale transaction is automatically added to the ticket, using the BM style and color specified. If the Price entered on the event does not match the retail selling price, and adjustment is added to the ticket as well to make the price match. The sale status is automatically set to Order. If a BM SA is set on the Event then that SA is used for the sales person for the sale. If the BM SA is not set, it will prompt for the SA to use for the event.

Add Existing Customer...This will let you select an existing Customer card and make that person a member of this event. You would use this if you know that the customer already has a customer card and you want to just add them to the event. It is suggested to add existing customers to an event instead of creating a duplicate customer card. Customers can be members of different event concurrently and have multiple tickets/rental orders active for those events.

Remove Selected Customer...This will remove the selected member from this event. This will not remove their customer card from ProfitSystem, it will just remove the link from their customer card to this event.

Go to Appointments...Displays the Appointments form, only showing appointments for the selected customer on the Member tab. On the Appointments form ProfitSystem will indicate the the list is being limited to appointments for this customer by showing Limit to customer in the Limit criteria box.

Go to Fittings...Displays the Fittings form, only showing fittings for the selected customer on the Member tab. Optional software module.

Send Email...Prompts for an HTML email to send to the selected member.

New To-Do...Creates a new to-do, linked to the selected member.

Customer Rental Styles...Copies the rental styles entered on the Event tab under Rental Styles to the selected member. Customer rental styles are used for non Tuxedo Profit System customers to handle customer rentals.

Buttons

To-Dos for Event...Shows all the open to-dos for the members of this event.

Event Notes...A place to make notes about this event.

Show Event Reg. Sales... With some events, the store may wish to track the sale of merchandise to the event so a sales associate within the store may quickly see a list of registered sale items, styles & colors, for the event. This is desirable with Prom Events and other socials. This button will quickly display a list of register sales to this event. Sales may be setup to be automatically registered when sold via the Inventory Category form and/or a user may manually register a sales when it is being made on a event member's ticket by checking the 'Sale Registered?' checkbox. When sales are marked registered on the ticket, the ProfitSystem ticket will automatically alert the operator when an item of the same style and color are being sold to the event.

Event Payments...This function will display the Payments form that will permit multiple tickets to be paid on with the entry of one (1) payment. ProfitSystem will pre-select tickets with balances assigned to this event for the members of this event.

Attendant Registry...This function will display the Member Registry form, where you can pre-register event members without creating a sales ticket.

Called...Creates a completed todo for the selected member indicating that they were just called. Used to quickly create a todo rather than manually creating one.

Emailed....Creates a completed todo for the selected member indicating that they were just emailed.

SMS sent....Creates a completed todo for the selected member indicating that they were just sent an SMS message.