2008 will be a busy year for DJ Event Planner. This is our first of several scheduled updates. The biggest new feature is the addition of a room field for venues and events. You can add up to 10 rooms for each venue. The other big addition is the ability to upload and attach documents to outgoing emails.

A data cleaner function allows you to delete un-needed emails and clients. For planning forms a brand new question type was added: Textbox Grid. For multi-ops, we added a few permissions settings for employees.

For a list of the new features, upgrades, and changes, log on to your DJEP account and click on Support -> Forum -> New Features and Enhancements -> Version 3.9.

You can enhance your current website by adding the DJ Website Tools to your website. Integrating the tool is easy, just copy and paste some HTML code into your current website pages. Here are some links to the demonstration website for these tools:

* Availability Checker
* Request Information Form
* Event Calendar
* Client Logon
* Music Database
* Guest Request System
* Payment Gateway
* Music Database
* Contact Us Form

DJ Event Planner allows you to set up an unlimited number of email templates that you can send out to your clients regarding their special event. Several templates were automatically imported into your template library when your account was set up:

• Booking Confirmation
• Employee Notification Of Booking
• Event Planner Account
• Inquiry About Our Services
• Inquiry Follow Up
• Invoice
• Not Available
• Post Event Thank You
• Post-Event Evaluation

How To Send
To send an email template you will first need to go to an event information page for an event. Look for the "Create Email or HTML Document" drop-down on the top right of the page. Select one of the email templates. You will then be taken to the "Compose Email" page. The email address of the client should be filled in with the client's email address. The subject and body of the email message should also be filled in with the information for the selected email template. Click on the send button and the email will be immediately sent to the client.

Add Your Own
To create your own email template go to: Setup -> Templates -> Email. Then click on the "Add Template" button. The name field is used for internal use and will not be seen by the client. The campaign field is also for internal use, and can be used to organize your templates into categories. The subject field will be the actual text that is put into the subject field when you compose an email using a template. The body field will be the text that is put into the body of the email message.

Data Replacement Fields
When you use and email template, you can automatically insert values into the body of the email that correspond to the active event and client. You can do this by using the data replacement fields. You can select from over 200 different field, including:

• Client Name
• Event Date
• Username / Password
• Balance Due
• Venue Name
• Package

Scheduled Emails
The DJ Event Planner system can automatically send out email messages to clients. You can have these emails sent out a specific number of days before or after the following dates: event date, initial contact date, contract sent date, contract due date, and date booked. You can also send the email out based on the event status and the type of event. You can also decided who you want the email to go to: the client, your assigned employees, the company administrator, the venue, related vendors, generated by (salesperson), and an event an alternate email address.

Display Filter
On the Event Information page there is a "Create Email or HTML Document" drop-down form field. Using this you can select which document you want to create. You can limit which documents or email template options are displayed in this field by using the status filter.

Here is a sample use: Say you have an event with a status of "Booked". In a vast majority of cases you will not need to send the client emails or create documents that are targeted at prospective customers. You would therefore uncheck the "Booked" option for any templates that are used for prospective customers.