DJ Event Planner Instructions

Top Tips

Dashboard (calendar): Click on date, and details of each scheduled event for that day appear in R
column.
Database Structure: An unlimited number of event records can attach to a client record.
Search Box: A quick way to find a record. On top of each page. Type name, org, date, district in box.
Source Fields: There are 2 source fields in the client record: General & specific. Ignore the one in evt.
Child’s Name & School Fields in Client Record: Ask family show clients if their kids want newsletter.
Setup Time: Generally 15 mins prior to startime. (30 mins if assembly & setting up backdrop.)
Event Page Fields: Learn procedures for key event page fields.
Emailing Client from Dropdown box. Stores email in record.
Mass Edit: Change multiple records at a time. E.g. cancel, time change, instructor change,…
Next Action: Use to schedule calls.
Duplicate Event Records: Quickly create a record for each class or camp date.
Post Event Comments
Confirming Employees
Equipment Reserving: e.g. backdrop
Adding Payments
Time Off for Employees: Requesting, Managing
Emailing up to 10 Employees at Once
Viewing an Employee’s Assigned Events
Getting Directions Feature

Table of Contents

Logging On
Database Structure Note
Navigating, Finding Records
Key Fields—Client Record
Key Fields-Event Record
Add Records
Features-Client Record
Features-Event Record
Features—Event List Page
Employee Database
Venue Database
Vendor Database
LOGGING ON

Go to: http://abrakid.net
Enter your user name & password.

The opening screen is called the dashboard. In the left column, click on DJ Event Planner and the
menu bar expands (see below).

The calendar in the dashboard lists events. Booked events are in green, events that have requested
info are in pink,…

Click on a numbered date, and a detail box for events on that date appears on the right sidebar.
Each detail box has 2 hyperlinks. Click the left one (in this case, “After School Class Day 1”) and it
takes you to the event records, providing more details on it.
Click the one on the right (e.g. Community School) and it takes you to the client record, providing
more info on the client (see below).

Back to the dashboard calendar, click the on one of the “booked”s (e.g. Jan 18) and it lists each event
for that day on the page.
Click on a date to get to the event page shown earlier, or on the organization or client to get to the
client page.

DATABASE STRUCTURE—CLIENT & EVENT RECORDS

Event records are each attached to a client record. Any client record can have an unlimited number
of event records attached.

NAVIGATING, FINDING RECORDS

There are lots of ways to navigate to records. E.g.

--search box. In the upper right part of all screens is a search box (circled above). Type, e.g. a client
name, organization, or date. It returns any it finds. You can then click to go to the record. E.g. if I
type “Lefton”, here is what I get:

--Client record. Enter a client name in the search box, search for it, and click on the name, bringing
you to the client record. (Or, in the menu column on the left, click dJ Event Planner, then Clients.
An alphabetical listing of clients appears. Click on the one you want. Or type the client or
organization’s name in the appropriate white box to narrow the choices; then click on the one you
want. Either way, you are taken to the client page.

If any events are attached, their dates will be listed. Click on the hyperlinked event date and it takes
you to the event record.
--Event record. You can also start with the event record (above) and, from there, access the client
record. In the menu column, click DJ Event Planner, then Events. A listing of upcoming events
appears.

Click on the date to access the event page (pictured below).

To access the client page to which this event record is attached, click on the client’s name or the
client information button (each circled above) and the client page appears (pictured below).

KEY FIELDS

Let’s look at some key fields in the client page, then the event page.

--Client page fields:

On the client page, click the edit button (circled above), and it enables you to edit the client page.
If there is a dropdown box, you can only choose one of its choices. E.g. see salesperson list above.
If you need a choice not listed, let the administrator know.

Many fields have an “i” in a circle after the field. Click on this and a note about the field pops up,
explaining e.g. what to put in the field, how to put it, the official name of the field if you need that, e.g.
in a merge email, etc. E.g. below, it explain that the 2 nd Person field is where you put the name of the
assistant, co-chairperson, etc.

District is the name of the school or library district. See the i note for more info.
Each phone field has room for more than one phone.

DM for is important. Used for school records, it shows which of our main services this person is the
decision-maker for. Be sure to denote these per the i note.

Rating denotes, e.g. whether they are an A, B, or C prospect.

There are 2 source fields. As the i notes explain, the first one is the general source—e.g. Internet.
The 2nd is the details—e.g. “searched St. Louis magicians”.

Event planner lockout and page number we don’t currently use.

# Schls or Libs in District gets filled in if it is a district record.

Child’s Name and Child’s School, District are for the birthday child’s name, or for the client’s child if
the client would like the child to receive our newsletter. Ask this if the client may have kids—e.g. for
cub scout shows, school shows, etc.

--Event Page Fields

From the event page record, click the edit button (circled above) to edit.

Status: Fill in for all event records. Popular choices: Requested Info, Booked, Cancelled, Paid in
Full.

Type of Event: Required. Fill in from dropdown box.

Times: setup time—put in a reasonable time to arrive for setup. For classes & camps, use 15 mins
prior. Bigger shows with backdrop might be 30 mins. Birthday parties usually 15 mins.

Event Name: Use for shows. Leave blank for camps & after school classes.
# of Hours: Fill in for camps & classes, not for shows.

Skip Dates: Put in any for classes or camps. Format: “3/22”. Use “/”. No year.

% Likely: Estimate this from dropdown box for all % events. Why do choices exceed 1? If you think
we’ll need 2 instructors, you might put 2, or 1.8.

Initial Contact Date fills in automatically.

Date Booked: Please fill in.

Source of Inquiry: not used in evt records, just in client ones.

Internal Notes appear on the performer’s agreement, but not on the client’s.

Salesperson—need to fill out both here and in client record.

Custom event ID: not used currently.

End Date: Important to fill in on all classes & camps.

Invoice Date: Fill in for all classes & camps. If checks are to Abra, put 1st class date. If checks are to
the school or district, put last class date.

Package: Required for all events.

Fee field beside the package: Fill in for flat fee events. For % events that are per child, the fee is
calculated in the add-on field below.
Addon Name: Choose the fee per registrant from the list box. Ask administrator to add it if your fee
isn’t there.

Quantity: Put in # of kids as you get counts. It automatically multiplies this times the fee per child
and puts it in the rightmost column.

Fee Filler (green) button: click to calculate fees. Required, unless fee is 0 (e.g. when you first book a
% class).

Fee Explanation: Use if there is any extraneous fee info you want on the client contract. E.g. “NCE”,
“plus 1 hotel room”, etc.

Flat Fee ($) or Percent (%): Required for all events. Choose “$” if flat fee, or “%” if per child.

Parent’s Fee: Fill in for all % events.

Check Payable To: Fill in for all % events.

Bill Record: Required for all events. 1 is the default. It means that this is a 1 of a kind record. Bill for
this record only. This is used for a single show booking, camp bookings, independent school
bookings, etc. N means no, see the bill record. Use this choice, e.g. if we do 5 schools for the district
as a package, and are to bill the district once for all 5. Or if a library books a package of shows and
we are to bill the main office once for all. B means it is a bill record for a package of bookings.

Venue: Choose from the list box for common venues.

Room: Put room (or pavilion) if known.

Rain Plan: fill in for outside events.

Role: Indicate, e.g. performer, instructor, assistant, etc.

Guest Count: Fill in for shows. Age too.

Contract Notes: These notes appear in the client (and performer) contract; vs. internal notes above
which appear only in performer contract.

To Register: fill in for % evts. E.g. phone, website,…

After Class: fill in for classes & camps. What does instructor do with the kids at the end?

Date TY Note Sent: Account Exec fills in after show when sends TY note.
ADDING RECORDS
You can add a client record, an event record, or both at the same time.

--To add a client record: Click DJ Event Planner, Clients, Add New Client.

--To add a duplicate client record: Suppose you learn of a new contact at an organization, want to
create a record for her, but you don’t want to type in the org name, address, phone, website, etc. No
problem! Go to the client page that you want to duplicate. Click the duplicate client button (circled
below). The add new client screen appears with much of the info filled in. Edit as appropriate.
--To add an event record: It must be attached to a client record. Go to the client record you want it
attached to. Click add new event (circled below).

The add event screen appears for you to fill out.

--To add both a client and event record: Do this if there is a new client not already in the database
who wants to book an event. You could, of course, add a client record, then add an event record as
described above. But there is a quicker way—do both at once! Click DJ Event Planner, then Add
event (circled below).

A screen then appears enabling you to add both client info and event info. When you save, both a
client record & an event record are created.
FEATURES—CLIENT RECORD

--Notes: When you click edit (circled below), it automatically stamps the date, time, & user name of
your note.
--Email client
You can conveniently email a client from the client record, or the event record. Click the email send
dropdown. You can send a blank email, or 1 of the listed ones, which you can edit.
Shown above is one of the listed emails, which you can edit. It automatically puts the client’s email
address in the To field. Once you click send message, it sends, and it notes at the bottom the date
you sent an email, with a hyperlink to it, in case you want to view it again.

--Document Printing
Beneath the email send is a document printing dropdown menu. There is the capability to merge
print documents. A challenge is that they are html, and the formatting to fit on a page can be tricky. I
have not fooled with this to date, but the capability exists.

--Log On As
DJEP offers the ability to give clients a username and password. They can then log in and see only
their events to,,e.g., edit details, check payment status, etc. We don’t currently use this, though we
can in the future if advisable. Click Log On As button (circled above), and it shows the client’s view.

--Mass Edit
This button is circled below. This powerful feature lets you changes multiple events for a client. E.g.
if you have a series of shows booked as a package for a client, and something changes (e.g. they
cancel, their times change, the instructor or performer assigned to all changes), this permits you to
change multiple records in 1 swoop! Go to the appropriate client record. Click mass edit events.
Check the event dates affected. Then check the field you want to change. When you do, a 2 nd box
appears to you to enter the new value you want in that field.
Click update selected events, and they all update! If you have additional fields you want to change,
you can do so, 1 at a time, repeating the same procedure.

--Related Files: If a file is on the internet, it can be related to a client record. We currently don’t use
this capability, though are open to it if a use arises.

FEATURES-EVENT RECORD
Let’s go over the buttons. (circled)

--Edit—Let’s you edit the event record.

--Update Status—Let’s you update status, next action, & next action date. Next action is used, e.g., if
you want to schedule a follow up call. Select an option with your name—e.g. call-DD, call-JF, etc.
Select the date, and on that date, it appears on the dashboard.

When you click on “Follow up call” under Next action (circled), it takes you to the related evt record.

--Client Information: Clicking this or the client’s name (right below) takes you to the client record.

--Manage Planning Forms—We don’t use. These forms are more for DJs—songlists, timeline, etc.

--Duplicate—Creates 1 or multiple duplicate event records. Useful if an evt rebooks, so you don’t
have to recopy the fields, and for multi day classes or camps where we want a record for each day.

To use:
 --click the Duplicate button.

--click the calendar icon. Click each date that you want to add. Click in the blue area to make
the calendar icon go away, so you can see if you got the right dates in. Edit if needed. Don’t
put in any skip dates.
--Be sure the event status is as you want (usually “Booked”).
--Click Anaylze Data List. It then confirms how many evt records you’re adding. Click the “Add
All of These Events” button to add the records.

--Important tip for adding additional dates for classes & camps:
Create the first day’s record. In Type of Event field, put, e.g. After School Class Day 2+.
Save. Duplicate to make a record for each day. Then change the first day’s record to After
School Class Day 1. Why? If you start with the first day record as After School Class Day
1, all of the others will say that, and you’ll have to go in individually to change them. Much
quicker as suggested here.

--Change Assigned Client Button: This reassigns an event record to a different client record. Seldom
used.
--Related Files Button: Not used currently. If a document on online, lets you associate it with an evt
record (or client record, which has the same functionality).

--Internal Notes: Appear on performer’s contact, not client’s. It automatically stamps date, time, &
user for notes, though you can delete this if desired.

--Add Post Event Comments Button: Great for putting how the event went. Also, instructors and
performers can log on to their events & put their post event comments—a big help!

--Staff buttons: Mark as Paid, Mark as Confirmed, Edit Wages.

--Mark as Paid denotes the employee has been paid. Only A/P person should use this.
--Edit wages edits the employee fee from the default amount that gets laid in (if any).
--Mark as Confirmed: this means the employee accepts the assignment. There are several
ways to mark an employee as confirmed:
 1. Click the confirmed checkbox. Then click the Mark as Confirmed button, which causes the
confirmed checkbox to change to “YES”. (To change back, click YES, then click delete.)
2. When you email the employee a confirmation, invite her to log on and confirm. She finds
the row with the event, clicks the hyperlinked “details” in the more info column, then scrolls
down to the Resources, Staff section and click the Confirm Now button. This causes a)
the administrator to be sent an email notifying of the confirmation, and b) in the event
record, confirmed changes to YES.
3. Go to reports > employee > confirmation. Be sure the date range is as you want it, and
click update to run the report. This report shows who is and is not confirmed. To confirm
from this report, click the checkbox, then the Mark Selected as Confirmed box. This rids
the checkbox in the report, indicating confirmed. Click the icon to go to the event record
and you’ll see that under confirmed it says YES.

Employee Reminder System. A few days before the event, it’s good to touch base with the
employee and acknowledge that they are good to go (i.e. reminded). And note this in the
event record. DJEP has a report that can help with this: reports > employee > reminders.
Set the date range as you want it and click the Update button to run the report. When you
click the checkbox, then the Mark Selected as Reminded button, the checkbox disappears,
meaning that the employee has been reminded. Unlike with confirmations, no email is sent
and the evt record is not automatically updated. By clicking an icon, you can email the
employee, or display his contact info (so you can call).

--Stand Alone Equipment Buttons

--Notes: Any notes you type and save appear when you click the Print Equipment List button.
--Add equipment: A list of equipment appears (see below) that we have limited supply of.
Check what’s needed for this event. The system prevents it from being double booked on the
same day. If eqt you want isn’t on the list, discuss with administrator.

--Add Payment for this Event Button: A/R clicks this to record payment received. When you click it,
a screen appears (below) to enter the payment amount, method, reason, date, and any notes. If
you click the deposited box, it asks the deposited date. Click save when done. Only A/R should
work in this area.
--Add Expense
Fill out the fields for an expense. Then the expense appears in the event record.

--Quote Generator. This lets you formulate custom quotes, using a package, add-ons, and discounts.
You can save a quote and email it to a prospect. When you save a quote, it saves it to the event
record. I believe there is also a web version of this where a client can create their own quote.

--Contact Manager: same as this functionality under client record.

--Add a Vendor. Not used currently. We put vendors (caricaturists, ventriloquists,…) as employees
and pull them up as employees, because there is better functionality with this than vendors (e.g.
assigning pay & a role to the employee on the screen and in a merge field). For vendors, click & a list
of vendors & categories appears.
EVENT LIST FEATURES

When you click on DJ Event Planner, then Events, you get a listing of upcoming events, such as
below.

The 5 dropdown boxes provide many ways of filtering the events:

--Date box has several options, including all dates, past dates, upcoming dates, etc.
--Status box can look at just booked evts, or many other types. Note that you can choose
multiple status options by choosing the 2nd option, selected status values. A checkbox
pops up where you can check multiple options at once.
--Event types: e.g. day 1, day 2+, etc. Again, you can look at multiple types at once by
choosing the 2nd option, Selected Event Types.
--People: You can filter by salesperson or employee. Useful to look at a particular
employee’s schedule.
--Package: Again, choose Selected Packages & you can look at more than 1 package at
once.
When done configuring 1 or more of the dropdown boxes, click Apply Filter and your list
appears.
You can also order your lists by column by clicking on the column heading.

EMPLOYEE DATABASE

Click DJ Event Planner, Employees and the employee list (below) appears. Click Add employee to
add a new employee.
Click on a hyperlinked name and their employee screen appears.

Click edit and the edit employee screen appears (below). Let’s look at select key fields that warrant
comment.
In the address section, Home area indicates what part of town the instructor lives in.
Teaching area: Find out what areas they are willing to teach in, and, using the list in the i note, fill in.
Indicate whether they are willing to teach magic, circus, comedy, and (on next screen shot) balloons.

Indicate specific classes training in, using the i note codes.

Days Available: indicate which (see i note abbreviations), and indicate which term & school year.
Preferred-Max Classes: important. Choose from dropdown box.
Date Last updated: complete
3 background check fields: Date MO Fam Registry, Date Protecting God’s Children, & Date
Fingerprinted: fill in with dates as appropriate.
The above screen—don’t worry much about.

Type of employment: Generally put “instructor” or “performer”.

Category: Here, put type of performer—e.g. caricature artist
Star/hire date: fill in.
Pay rate: fill in.
Birthday: fill in.

A few things to point out on the employee page itself.

Manage Time Off Button (circled above): use this to notate if someone is on vacation, or unavailable
for a stretch. Click Add New Date.
Then enter the date range, status, and reason the person wants off. Click save. Notify the
appropriate person who is involved with time off.

Sending Email: click the dropdown box and you can send the employee a template or a newly
composed email.

Click on Employees, and a checklist of employees appears. You can email to up to 10 at once.

If more than that, split it into more than 1 email group. Or use constant contact.
At the bottom of the employee screen, click on the “+” in front of any of the blue items, e.g. assigned
events. It then shoots you up to the top of the page. Go back down and it displays a list of events
this employee has been assigned to!

You can confirm her, or go to event or client records for any of them. (Another way to look at an
employee’s events is to go to the event list page & filter on that employee.)

Email messages: This is handy, as it shows what per cons they have been sent. Click on them and
you can pull up the email.

VENUE DATABASE

Click DJ Event Planner, Venue. The venue list appears. Check the Include one time venues box
and, in addition to the listed more common venues, the one-time venues will be mixed in
alphabetically. (One time venues are less used venues that don’t appear on the dropdown venue
list.)

Click the Add New Venue button and the add venue screen appears.
The schools and community centers have Loc Short and Loc Very Short—i.e. shorter ways of saying
the venue, which comes in handy if space is tight on registration form.

At the bottom of the add venue form is a box to check if you want it to be a one time venue (i.e. not
appear in the venue dropdown list).
One nice feature is the Get Directions button on the venue page. Click it. Edit as necessary your
starting location. It fills the venue’s location in as the destination. Click 1 of the map service buttons.

You get a map and directions to the venue!

When the employee logs in to the record, she can access this feature as well. Just click the venue
name hyperlink, then the Get Directions button. She can then print it, send an email to herself, etc.

At the bottom of the venue page are some blue horizontal bars. Click on the “+” of assigned events.
It shoots you back up to the top of the page.

Scroll back down. It will show you a list of events at this venue! You can drill down further to the
event or client record if you wish.

VENDOR DATABASE

Click DJ Event Planner, Contacts, Vendors. The vendor list appears. To add a new vendor, click the
add vendor button near the top.

Click on 1 of the hyperlinked vendor names and their record appears.

As with the other databases, you can email the vendor using the dropdown box.

Other contacts we don’t currently use.