Information shown in the event schedule can be adjusted to your preference. This article explains the different elements that can be added to the schedule.

Where to change the schedule settings?

First of all, you can change the schedule settings by hovering your mouse over the schedule and select the 'gear' icon in the small black menu bar that appears on the right side of the schedule (as can be seen in the image below).

A schedule collects information, with most important elements being activities and products. What do those different elements mean?

Activities

An event consists of activities. The activities form the day program. Thus, a schedule's structure is a day program structure where information is shown in order of time. After selecting 'activities' in the schedule settings, a few extra activity related possibilities appear.

  • Hide activities without products
    Activate this option to hide activities without any attached products.

  • Activity description
    This option determines whether the activity description is added below the name of the activity.

  • Location
    Select this option if you want to show the location of each activity.

  • Comments
    A comment can be added to an activity. Select this option if such comments need to be shown in the schedule.

  • Internal memo
    An internal memo can be added to an activity. Select this option if internal memos need to be shown in the schedule.

  • End time
    An activity always has a start and end time. The start time is standardly shown next to the activity name. Do you also want to show the end time? Select this option.

  • Internal activities
    It is now possible to create internal activities. Readers of the schedule will see internal activities if this option is selected.

Products

Besides activities, products are an important element of a schedule. There are many possibilities for showing products in the schedule. After selecting 'products' in the schedule settings, a few extra activity related possibilities appear.

  • Products included in package
    A package often has included products. These are products that are mandatory to purchase. Select this option if included products need to be shown in the schedule.

  • Product amount
    Select this option if the product/item amount needs to be shown. Most often, this is one item or times the number of guests. Amounts are easily adjusted in the activity itself.

  • Product description
    This is the short product description.

  • Long product description
    This is the long description of a product.

  • Internal product description
    This is the internal product description of a product.

  • Product prices
    Select this option if product prices need to be shown. Product prices of non-included products are shown. Included products will be noted as €0,-.

  • VAT rates
    Do you want the VAT rates of products to be shown in the schedule? Select this option.

  • Merge products
    Merge products based on category (if visible), item price and visible product name. In case 'activities' is turned on at the schedule settings, only products in the same activity are merged. Merging products is particularly applicable if you want to create a cost overview.

  • Product categories
    Decide whether product categories are shown, as they processed at setup. Products are grouped based on their product category.

  • Internal products
    Select whether products added to an internal activity are shown in the schedule.

  • Single products
    Choose whether products not linked to an activity- but to a whole day- are shown in the schedule.

Schedule as a cost overview

A cost overview is easily added to documents. However, a schedule can also be used as a cost overview if set up correctly. The difference with a standard cost overview is that a cost overview generated via the schedule is based on time instead of product categories.

The following elements can be added to the schedule and are particularly interesting for creating a cost overview.

  • Products
    Make sure products is selected so corresponding prices are shown.
    NOTE! The schedule does not show any content whenever products are not selected.

  • Total price
    The total price of the event is shown. The total is only visible when product prices have been activated as well. Via the schedule settings you can select whether to show the total price including or excluding VAT.

  • Price per person
    At the bottom of the schedule, the price per person is shown.

  • Day total
    Is the event spread over multiple days? Selecting this option will show the total of each day.

  • Day total per person
    In case the event takes place on multiple days, this option automatically calculates and shows the day total per person if selected.

  • Merge days
    Is the event spread over multiple days but you want the activities, products and prices not to be shown per day but are merged in a list of products? Select this option.

  • Product prices
    Make sure this option is turned on to show the prices of products. Total prices are only shown when product prices is turned on.

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