Artifax Summer School Training Courses

There are no pre-requisites to this course

• Logging into Artifax for the first time
• Using the Dashboard and an explanation of it and terminology around it
• Using the Calendars and tailoring them to your use
• Setting up new Arrangements and Events
  • Templates
  • From Graphical Calendar
  • + Arrangement - Event
• Editing Arrangements and Events
• Grouping and editing events
• Resource Bookings
• Task assignment
• Event Schedule
• Creating an Entity and adding it to an Arrangement/Event
• Entity Management – creating, linking and adding contact information
• Search and report, saving searches
• Explanation of Help Centre and online resources

Outcomes – This introduction will give any new user everything they need to know to start taking bookings and managing entities in the system. We will also be covering tips and tricks to make your use more efficient, such as grouping events and updating them in bulk.

Who should attend – New users, users looking to build confidence and increase efficiency.

Course Format – 2 x 2 hour sessions to be held on Tuesday 5th July 2022 and Thursday 7th July 2022. The price includes both of these sessions.

Price - £250 GBP / $313 USD -12 spaces available

Recommended prior knowledge – user basics, an understanding of your organisations goals for ArtifaxEvent

• Managing your spaces, creating new rooms and venues
  • Updating seating plans
  • Linking activities to rooms
  • Managing room availability, bookable hours, overlaps and equivalences
• Building an Arrangement Workflow and Categorising events
  • Arrangement Types and settings
  • Event Activities, linking to rooms and arrangements
  • Event Statuses and their attributes
  • Sales process stages, application and behaviour
• Resource Management
  • Building resource types
  • Adding resources to types and managing resource properties (Pricing discussed in Finance Basics session)
  • Setting up multiple suppliers and resource quantities
• Administering Users
  • Adding and Archiving Users
  • Setting user groups and permissions
  • Assigning users to groups and reviewing the permission structure

Outcomes – After attending this session you will be able to keep your site up to date with changes to your venue and processes. You will also be able to confidently add and remove users with appropriate permission structures for their role.

Who should attend – New administrators or advanced users who have some management responsibility over rooms and resources.

Course Format – 2 x 2 hour sessions to be held on Monday 11th July 2022 and Wednesday 13th July 2022. The price includes both of these sessions.

Price - £300 GBP / $375 USD - 8 spaces available

Recommended prior knowledge – User basics, Administration Basics, Financial Basics may also help give some additional context if you will be responsible for managing the pricing of your rooms and resources.

• Room Management
  • Time Zones and Using Rooms for touring shows
• Resources
  • Sub-Resources – creating packages of resources that can be booked together
• Report Management
  • Managing reports
  • Creating Document Types
  • Linking reports to document types
  • Scheduling Reports
• Entity Management
  • Creating groups
  • Bulk addition of entities to groups from searches
  • Merging Entities
  • Setting genders and discussing GDPR sensitive data
• Creating saved searches and sharing them with user groups
  • Calendar Filters linked to shared searches
  • ICS calendar feeds
  • API linked to shared event search
• Custom Form development – capturing customised data
  • Creating new forms
  • Assigning forms using rules
  • Discussion of amending existing forms
  • Assigning ad hoc forms (Cancellation form example)
• Special Date Management
  • Adding new types
  • Adding new dates
• Automations
  • Setting up automated emails to inform users of updates
• API best practice and a review of current integrations

Outcomes – This session is for system administrators who work with the basics regularly, or who have attended the Administrator basics session. It will expand your knowledge to be able to work with all areas of configuration.

Who should attend – System Administrators with prior experience looking to learn more. Administrators who need to customise the data captured in their organisation and report on it.

Course Format – 2 x 2 hour sessions to be held on Monday 18th July 2022 and Wednesday 20th July 2022. The price includes both of these sessions.

Price - £350 GBP / $438 USD - 6 spaces available

Recommended prior knowledge – user basics

• Assigning prices to events and resource bookings
• Ad hoc charges as deposits
• Drawer finance overview
• PO numbers and invoice entities
• Generating an Invoice
• Payments and Refunds
• Crediting and Voiding invoices
• Pricing rooms and resources in management
• Ad hoc charges – deposits in management
• Default invoice schedules
• Finance overview – PO numbers and finance contact assignment
• Entity financial overview
• Sales process and dashboard - introduction

Outcomes – navigate and update financial information, adjust pricing for rooms and resources with confidence.

Who should attend – Anyone who works with finances at their venue, from putting quotes together for customers to generating invoices this course will give you the confidence to use ArtifaxEvent from beginning to end saving time by not double entering information and using ArtifaxEvent Reports to create professional outputs to customers with ease.

Course Format – 1 x 2 hour session to be held on Friday 15th July 2022.

Price - £150 GBP / $188 USD - 8 spaces available

Recommended prior knowledge – user basics, finance basics

• Price types
• Invoice search and invoice export
• Batch invoicing
• Amount search
• Batch invoice from amount search
• Voiding and crediting invoices
• Trading names + Payment terms
• Invoice description configuration
• Turning on export types
• Nominal Ledger Coding, Cost Centres, Departments
• Entity search and standard reports for finances

Outcomes – Anyone who attends will be taught how to adjust saved prices of Rooms and Resources in ArtifaxEvent. We will work through outputs to finance system and how to code your finances from ArtifaxEvent to match. We will also discuss how to run batch invoices to save time by running invoices periodically for everything in the date range rather than individually.

Who should attend – Finance team members looking to integrate systems more closely and save time and double entry. Artifax Administrators or team leads who need to manage batch invoice runs.

Course Format – 1 x 2 hour session to be held on Friday 22nd July 2022.

Price - £200 GBP / $250 USD - 6 spaces available

Recommended prior knowledge – user basics

• Sales Dashboard
• Financial Years and sales goals
• Adding finances to events and resource bookings
• Sending a quote
• Confirmation letter
• Contracting – custom report discussion
• Custom form discussion with specific enquiry details example
• Event Schedules
• Arrangement function sheets
• Adding documents
• Contact history
• Entity group assignment
• Searches
• Arrangement search – sales process reports
• Events search – what’s on function sheet
• Entity search
• Scheduling reports

Outcomes – Attendees will be able to work with the sales process to manage enquiries and estimate revenue. Customers can be contacted quickly with quotes and contracts generated directly from ArtifaxEvent. Entity management and grouping will allow contact groups to be built and managed so that customers are held in appropriate sectors for your organisation.

Who should attend – Event managers who deal with large volumes of enquiries and need to easily produce professional outputs to their prospects.

Course Format – 1 x 2 hour session to be held on Monday 25th July 2022.

Price - £150 GBP / $188 USD - 8 spaces available

Recommended prior knowledge – user basics

• Searches – Event and Resource
• Calendar filters (Resource used calendar, room specific calendar, limit by status)
• Scheduled reports (What’s on function sheet, resource schedule)
• Automations
• Calendar sharing - ICAL
• Tasks – Creating definitions and Sets
• Assigning tasks
• Managing resources and rooms

Outcomes – This operational knowledge will allow you to manage the flow of information in your organisation. You will be able to automate parts of your organisations workflow by utilising tasks, automations and published calendars.

Who should attend – New users, users looking to build confidence and increase efficiency.

Course Format – 1 x 2 hour session to be held on Wednesday 27th July 2022.

Price - £150 GBP / $188 USD - 8 spaces available

Recommended prior knowledge – user basics, finance basics

• Deal Types
• Deals
• Seating Plans
• Assigning seating plans and deals to events
• Contras – on room or resource
• Ticket sales

Outcomes – After this session an attendee will be able to create new deals and assign them to arrangements. They will also have knowledge of seating plans to build ticket sales estimates and how to link them to events. When combined with wider finances a settlement can be produced right after a show has occurred speeding up the settlement process.

Who should attend – Programmers and finance users who are in charge of settling with visiting companies.

Course Format – 1 x 2 hour session to be held on Friday 29th July 2022.

Price - £200 GBP / $250 USD - 6 spaces available