Avendoo® online documentation

New location

To create a new location, choose Resources → Locations → New location. The Venue assistant opens.

Master data

Title and language

Enter a title and choose a language for the new location.

External reference and external reference type

External references are used for organizing and for linking to other systems. This you can use for manual assignments and on using interfaces, for example: REST API. You can search for external reference in the advanced filter function.
The external reference represents a reference value like ID, serial number or name. The external reference type describes which reference it is and how to understand the reference value. This is very important, if there are different sources or types of references, which use the same reference values.

Examples:
Reference type SAP customer number with the external reference 100234
Reference type SAP user ID with the external reference 000004

Parameters

Active location

Indicate whether this location can be used actively or is temporarily not usable (e.g. due to renovation, etc.).

Location type

Indicate whether this location is an event location and/or a hotel.

Locations of the type hotel are only determined to be for the lodging of the participants.
Event location serves as location only for realization of face to face sessions.

Note that you can select both options, for example if the location is a hotel for seminars, in which the realization of the event and the lodging of the participants take place.

If you select locations for an event date you can filter via these settings the list of locations. For example: you get only locations displayed, which have the option event location at least.

Note that the location type selection affects the task assignments. Only the appropriate tasks (sub tab Task assignment event location or Task assignment hotel on the tab Tasks) can be assigned while adding the location in the  Event date wizard, if you have selected the appropriate location type before.

Address of the location

Enter the exact address of the location. You can enter the following data:

  • Street address
  • ZIP code
  • City
  • State/Province
  • Country
  • Latitude and Longitude
  • Phone and Fax
  • E-mail address
  • URL

Price per overnight stay

Indicate the price per overnight stay.

Contact partners

Select a contact or an user for the venue. To create a new contact, choose User management → Contact management.

Regional leader

Select a regional leader.

Internal and external description

Enter a text in the field Internal description and External description.
If you add the variable $PlaceInternalDescription$ or $PlaceExternalDescription$ on the tab Description, this entered text will be used.

Alternative description (without HTML)

Enter an alternative description for the location (without HTML). The alternative description is shown via the variable $PlacePlainDescription$ (which you insert into the main description) in the preview.

Calendar

Assign calendars

Assign one or more calendars (for example: a calendar for national holidays and another calendar for regional holidays) to each material by clicking the button Add and selecting the appropriate calendar. You can remove the assigned calendar again if applicable.

Add calendar days

If the usage of the location should be blocked more than the days of the assigned calendars, you can add further single days. These days are only assigned to the material and are not assigned to a calendar. Therefore enter the appropriate data in the fields Designation, Starts at and Ends at and finally click on the button Add.

To create a new calendar, choose Resources → Calendar → New calendar. Further information you find under Calendar.

Time zone

Time difference
Indicate the time difference for the location. UTC = Coordinated Universal Time

Time zone
Indicate the time zone for the location.Certain time zones have diffent rules regarding daylight savings time versus regular time. If you change time zones, the time zone for an event date using this location is not adjusted.

World map
You can also select the time difference by clicking in the corresponding area on the map.
The map size can be changed with the plus and minus button ( plus15 and minus15).

Description

Edit the description of the location via the editor in the following steps:

  1. Select a responsive layout via the button Responsive layouts.
  2. Select if applicable the buttons Text area, Room list, Address or/and Picture gallery.

Note: The old descriptions are still existing. You can edit them via this editor.

Via this button you insert text area per drag and drop. To edit the text area, click in the box and the editor opens.

Via this button you insert a place holder for the room list per drag and drop. Via the preview of the location you see, which room list is inserted.

Via this button you insert a place holder for the address per drag and drop. Via the preview of the location you see which address is inserted.

Via this button you insert a place holder for the picture gallery per drag and drop. Via the preview of the location you see, which picture gallery is inserted.

Media

Upload media for describing the location more exactly or displaying it graphically to give a preview to the learner. If you have uploaded multiple images, the image, which is at first position and bordered in colors, will be selected as standard preview image.

 

Tasks

To assign a task, first define the location type on the tab Parameters and then click the button Add task template on this tab.

To create a new task template, click first on the button Add a task template and then on the button New task template.

Task templates at the event venue

Task templates at the hotel

Task templates

First select a task template.

Trigger

Select a trigger and set the check box if it is immediately active or hours and days active before or after the Start of the event date, Registration or Deregistration deadline.

Who is given the task (task owner)?

Define the responsible person for the task by clicking the appropriate radio button:

  • Coordinator of the event date
  • Owner of the event
  • Selecting an author
    Therefore click on the button Select, select the appropriate author from the list and confirm your selection by clicking the button Select.

Due date

Define the due date of the task in the following format:

  • Hours
  • Days

Additionally you select if the due date of the task should be

  • before the start of the event date, registration deadline or deregistration deadline or
  • after the start of the event date, registration deadline or deregistration deadline

Via the button Delete you can delete the task template assignment.

Rooms

Create a room, which belongs to the location or edit or delete already created rooms. Also you can merge rooms.

You can change an active room to an inactive room by clicking on the green rectangle of the appropriate room.

Create new room

Create a room for the location. The Room assistant opens.

Edit

To edit a room, mark it in the table.

Delete

Deletes the selected room.

Merge

Merge two existing rooms. The Merge rooms assistant opens.