GroupEZ Manual v2.22 (PDF File)
Contents
1. APPENDIX B REGISTRATION Okay we ll be honest You ve already registered in order to get the Registration Password But this way we make sure we have all the contact information correct That s why we ask you to fill out this form First of all it gets you on our mailing list and we promise never to sell the list But occasionally we will let you know about refinements and new versions of GroupEZ Not a lot of junk mail just a little Second if we or any user happens to find a bug we guarantee prompt attention to fixing the bug and getting the fix to every user before it becomes a problem So take 30 seconds and fill out the registration form below we ve timed it it won t take any longer Yes am a registered owner of GroupEZ Name Tele Company Fax Address Email City State Zip Date of Purchase Mail or FAX to Kanga Investments 11600 Normandale Rd GroupEZ Version 2 22 Bloomington MN 55437 FAX 1 952 888 1539 APPENDIX C GroupEZ Version 2 22 Page 46 Copyright 2003 2004 Kanga Investments All rights reserved PARTICIPANT FILE Field Field Description 1 TRIP CODE 2 MEMBER NAME FINDER 3 PARTICIPANT NUMBER 4 LAST NAME 5 FIRST NAME 6 COMPANY Y BADGE NAME 8 CARE OF 9 STREET 10 GITY 11 STATE 12 ZIP 13 COUN2. GroupEZ User s Manual Version 2 22 October 18 2004 Copyright 2003 2004 Kanga Investments O ON O Q Aa OO N N N D 2 c c O O AN O Q P N O TABLE OF CONTENTS VERSIONS AVAILABLE SYSTEM REQUIREMENTS INSTALLATION REGISTERING YOUR PROGRAM WARRANTIES BY KANGA INVESTMENTS TECHNICAL SUPPORT OVERVIEW OF THE PROGRAM GETTING STARTED CREATE NEW GROUP TRAVEL PROGRAM OPEN GROUP TRAVEL PROGRAM UPDATE ROOM BLOCK ACTIVITIES AUTOMATICS AIR ITINERARIES INDIVIDUALS BOOKING ACTIVITIES BOOKING AIR ITINERARIES REPORTS FILE MAINTENANCE NETWORK CONSIDERATIONS HELP N O OC FR WO ND gt P BR QO Q N N N N gt a a N O N O O NN O N Q oO APPENDICES A UPDATE NOTES B REGISTRATION C DATABASE FILE STRUCTURES 44 48 1 VERSIONS AVAILABLE GroupEZ is available in three versions GroupEZ Professional single user unlimited open programs GroupEZ Lite single user only one program in system at a time GroupEZ Network Professional unlimited users unlimited open programs A fourth version GroupEZ Professional for the Web will be available soon 2 SYSTEM REQUIREMENTS Single User Versions Pentium or higher PC At least 64 megabytes of memory Microsoft Windows 98 or higher CD ROM or DVD drive for install A minimum of 20 MB of free hard disk space Printer Network Version Pentium or higher PC for works
3. ate New Group Travel Pr Cre Open Group Travel Program Delete Group Travel Program List Group Travel Programs Screen Print Group Travel Programs Printe Update User Master Parameters Add Edit Account Managers Click the Add Edit Account Managers button to add new account managers or edit existing ones 21 HELP Note the Help icon included on every screen This takes you to GroupEZ Help a context sensitive Help system GroupEZ Version 2 22 Page 42 Copyright 2003 2004 Kanga Investments All rights reserved APPENDIX A UPDATE NOTES Each version of this manual includes the history of previous versions and updates That way if you re upgrading from a previous version you can quickly see the features that are new to your version RELEASE OF VERSION 1 0 dated September 15 1991 e Original DOS based version RELEASE OF VERSION 1 2 dated October 20 1993 e PROGRAM ENHANCEMENT Added Novell Netware networking capability RELEASE OF VERSION 2 0 PROfessional dated November 1 2002 e PROGRAM ENHANCEMENT Convert program to work under all Windows environments Windows 98 and forward e PROGRAM ENHANCEMENT Add ability to show complete airline itineraries e PROGRAM ENHANCEMENT Add ability to personalize acitivities to individual participant e PROGRAM ENHANCEMENT Add ability to create custom reports e PROGRAM ENHANCEMENT Add ability to save reports to file for Emailing e PROGRAM ENHANCEMENT Add abi
4. ACTIVITIES Use this screen to create and edit the various activities and tours you can offer to members of the group A new activity is created by clicking the NEW button For each activity enter a Date for the activity an Activity title up to 60 characters and a Subcode Use the Subcode to indicate a time of day might even be a from and to time the vendor or perhaps the location of the activity Activities Setup ABCDEF Enjoy a round of golf at Costa Sol Country Club Includes cart and club rental Closest to hole and longest drive contests SAVE AND CLOSE HINT Try making the first digit of the activity code a number representing the day of the trip Then assign letters to the second digit that keeps the activities in chronological order from morning to evening In this way the activities will print in chronological order on the participant s itinerary It s important to provide a good description You have 5 lines of 60 characters each The description is included on many reports There is also a Check if Automatic checkbox Many activities will not be automatic and must individually be added to each participant GroupEZ Version 2 22 Page 19 Copyright 2003 2004 Kanga Investments All rights reserved desired Automatic activities be added to every participant in the progam see Section 13 Use the Check if Automatic feature to add more activities to each participant s itinera
5. Badges for All 3 3 8 x 2 1 3 inch Style 3 Address Labels for All 2 5 8 x 1 inch Address Labels for All 4 x 3 1 3 inch These labels can only be sent to the printer not to a text file Export Participants to Comma Delimited File This will export all participants in the program to a file with the name selected using a standard Windows dialog box such as ABCDEF export txt This file can be stored in any directory desired GroupEZ Version 2 22 Page 37 Copyright 2003 2004 Kanga Investments All rights reserved Note that exporting the file will automatically overwrite a previous export Once these files are created they can be opened and or imported into a variety of formats including spreadsheets word processing tables database files etc Common uses are as input to custom label programs or for creating custom items like names on golf shirts or other awards HINT Excel sometimes converts the Arrival and Departure sort dates as exponential numbers Make sure when converting Text to Columns to define these fields as Text Other dates are converted by Excel to YYYYMMDD format For the convenience of users Appendix C lists the file format of the Participant database Import Participants from Comma Delimited File This will import participants from a file and directory selected by the user The file must be comma delimited and must have entries in the order used by this program s participant databases including
6. DELETE SHOW ACTIVITIES CLOSE There is a Notes field for each activity booked Use it to add remarks specific to that participant s booking GroupEZ Version 2 22 Page 29 Copyright 2003 2004 Kanga Investments All rights reserved 17 BOOKING AIR ITINERARIES On the Flights CC tab of the Participant screen the SELECT ARRIVAL ITINERARY and SELECT DEPARTURE ITINERARY buttons provide a pop up that allows you to select the proper itinerary for this participant Book Activities olx Booking Air Itins TRPcooe 2 ABCDEF Arrivals Participant 00007 Name Jonathon Elliott Code A1 Type Arrival aroup block ORD CUN PREV NEXT DELETE SHOW AIR ITINS CLOSE If an itinerary has already been selected it will show on the Booking Air Itineraries pop up Use the PREV and NEXT buttons to review multiple booked itineraries Use the DELETE button to eliminate an itinerary and the CLOSE button to close the Booking pop up The SHOW AIR ITINERARIES button will display possible itineraries to select Book Activities lolx Booking Air tins ABCDEF Arrivals Participant 00007 Name Jonathon Elliott Al A Arrival group block ORD CUN 2 A The is test arrival 2 CLOSE AIR ITINS ADD GroupEZ Version 2 22 Page 30 Copyright 2003 2004 Kanga Investments All rights reserved From the possible itineraries use the mouse to select the itinerary desired for the participant then click the
7. PRIVATE NOTES buttons GroupEZ Version 2 22 Page 26 Copyright 2003 2004 Kanga Investments All rights reserved Individuals ABCDEF Prev GO H Jonsthon ENT 00007 ADD PRIVATE NOTE READ PRIVATE NOTES J 48123456789 S none BOOK ACTIVITIES PRINT ITINERARY CLEAR FIELDS DELETE RECORD SAVE N CLOSE General Flights CC jj Two user defined fields allow freeform entry of up to 60 characters two allow entry of up to 30 characters one is a date field and the last is a 10 digit numeric field ADD PRIVATE NOTES and READ PRIVATE NOTES allow you to create and later review freeform notes about the participant Each note is date marked Memo Editor 04 08 03 Talked to Jonathon today He wants to surprise Sarah with a bouquet of roses in room when they arrive Note to say Happy Anniversary Bill to his credit card GroupEZ Version 2 22 Page 27 Copyright 2003 2004 Kanga Investments All rights reserved 16 BOOKING ACTIVITIES A key component of GroupEZ is the ability to add specific activities to an individual participant s data file Clicking the BOOK ACTIVITIES button on the Participant screen generates a pop up Booking Activities trecope m d ABCDEF Participant 00007 Name Jonathon Elliott SHOW ACTIVITIES CLOSE If the pop up does not list any activities as above it means no activities have yet been booked for this participant To book a
8. itinerary masters if the Air Itinerary Masters checkbox is checked so that this button is visible 11 UPDATE ROOM BLOCK The Rooms on Hold screen shows the room descriptions created on the Room Types tab of the Program Information screen GroupEZ Version 2 22 Page 17 Copyright 2003 2004 Kanga Investments All rights reserved For each room description the screen shows the Room Block Held and Rooms Booked by participants for each night As a user you determine which nights to block including extra days and the front and trailing end of the program You can create new room nights by clicking the NEW button then entering a date You can then enter the number of rooms to block for each room type Clicking the Prev and Next buttons moves the date backwards and forward through the all the nights held You can edit the room block but not the rooms booked The rooms booked are determined by individual participant bookings ABCDEF Huri o o o SAVE AND CLOSE The Rooms on Hold screen is a critical tool to ensuring that the right number of the right type of room are blocked for each night of the program A detailed report of the results by night is available in the Reports section When done click SAVE AND CLOSE to return to the Program Information screen GroupEZ Version 2 22 Page 18 Copyright 2003 2004 Kanga Investments All rights reserved 12
9. ll see the main screen ES Group EZ 2 0 Gro pez Teate New Group Travel Program Open Group Travel Program Delete Group Travel Program List Group Travel Programs Scree Print Group Travel Programs Printe Update User Parameters The first time you enter the program you will want to set the Master Parameters These parameters are used in reports to identify the person managing the groups as well as to provide information that is printed on all reports To go to the Master Parameters click the Update User Parameters button on the Main Screen This will take you to this screen GroupEZ Version 2 22 Page 8 Copyright 2003 2004 Kanga Investments All rights reserved Master Parameters Bile wawawa A Enter first line to print on participant itineraries here Enter second line here i Enter first line to print on program master printout here Enter third line here Enter fourth line here Enter fifth line here SAVE AND CLOSE Enter the proper data for each field HINT You can use the Tab key to move easily from one field to the next when editing This is true throughout GroupEZ and should be practiced as it will save time in completing data entry The Name and Address Information is used as headings on reports The Itinerary Message up to 60 characters is printed at the bottom on page 1 of all Individual Participant Itineraries It is designed for general information that applie
10. the air and activity bookings files Entries longer than the field width in the Participant database will be truncated This feature is frequently used as a timesaver when a large group is being created from a database that already exists in another format It can be used to import the key name address and phone information prior to adding features unique to this program For the convenience of users Appendix C lists the file format of the Participant database the Air Bookings database and the Activity Bookings database The program only enters those individuals whose records show the proper 6 digit Program Code in the first field HINT If you are building a large Excel spreadsheet with hundreds of program participants and some of them have already been entered into GroupEZ simply delete the GroupEZ Version 2 22 Page 38 Copyright 2003 2004 Kanga Investments All rights reserved Program Code from those records you don t want imported again The user also receives an error message if the user attempts to enter air or activity booking codes not currently set up The codes must first be created in GroupEZ A sample Import Template is included on the CD ROM delivered with the program Fields must be entered in that order for importing to work correctly 19 FILE MAINTENANCE This option on the Main Menu screen allows the user to delete completed programs from the system It is also used to reinitialize the system if ne
11. 00 Normandale Road Bloomington MN 55437 Every effort has been made to prevent program bugs and errors but every possible scenario could not be tested In addition the software GroupEZ Version 2 22 Page 5 Copyright 2003 2004 Kanga Investments All rights reserved contains Windows calls and not all combinations of hardware and operating system on the market act the same way If you find an error please note any details and send a note to us via Email The more details you report the more likely that we can find and debug the problem The software has been tested using a variety of printers To date the infrequent problems encountered have involved printer drivers If you encounter printing problems you should verify that you are using the latest Windows print driver for that model Generally the drivers on the Microsoft web site work better than those provided by the printer manufacturer Kanga Investments will answer all bug reports with a determination of what the problem was and a notation of the update version that includes the fix 7 OVERVIEW OF THE PROGRAM GroupEZ is designed to help you manage groups Key components include e Module to record information about the group and its leader including destination types of activities included air itineraries and room blocks e Information about each individual participant including specific itinerary specific activities special requests credit card information
12. ADD button To close the selection window without adding an itinerary click the CLOSE AIR ITINERARIES button The CUSTOM ARRIVAL ITINERARY and CUSTOM DEPARTURE ITINERARY buttons allow the user to create and book an air itinerary in one operation This is useful when certain members of the program are not following the booked air block Clicking these buttons brings up a screen that allows the user to build the itinerary in a fashion similar to when normal air itineraries are built ABCDEF Arrival group block ORD CUN c c gt gt EE co nn gt SAVE AND CLOSE Clicking the SAVE AND CLOSE button saves the itinerary and applies it to the participant HINT Use itinerary codes near the end of the alphabet for these one user itineraries Then they will be at the end of the scrollable list when future participants are using the Booking Air Itineraries pop up GroupEZ Version 2 22 Page 31 Copyright 2003 2004 Kanga Investments All rights reserved 18 REPORTS The reports module supports all printers for which the user has a Windows printer driver The reports are best suited for printing on a laser printer or other printer that accepts proportional fonts If you have questions or need a Windows printer driver consult with the company who manufactured your printer or with the company that manufactured your operating system probably Microsoft They
13. K ACTIVITIES PRINT ITINERARY CLEAR FIELDS DELETE RECORD SAVE N CLOSE ecial Flights CC Spec HINT When entering the first participant for a new group only the NEW button shows on the screen This tells you that the group has no individual participants yet The top and bottom sections of each tab are identical The top section shows the Name and Participant of the participant and includes GroupEZ Version Copyright 2003 2 22 2004 Kanga Investments All rights reserved Page 22 buttons to add find and move back and forth The bottom section includes buttons to book activities and edit the list of bookings to print an itinerary for this participant to clear fields and to delete participants Top Section To create a new participant click the NEW button Note that much of the information from the previously displayed participant is retained This makes it easier to add new participants when for instance the company or the address remains the same HINT When adding a number of new records organize them to maximize the advantage of retaining information from one participant to the next As a new record is created the system assigns a Participant starting at 00001 and incrementing sequentially for each new participant HINT An easy way to assign roommates is to use the numeric user defined field and cross reference by Participant Another field contains the 6
14. S Bi W Room Types User Labels Leader Message At this time you can edit any information previously entered for this program In addition there are seven buttons at the bottom of the Program Information screen GroupEZ Version 2 22 Page 16 Copyright 2003 2004 Kanga Investments All rights reserved UPDATE ROOM BLOCK This takes you to a screen that allows you to block rooms by night and by type It also shows how many rooms have currently been booked into the block See Section 11 ACTIVITIES This takes you to a screen that allows you to create and edit activities for the group Later individual participants can be booked into those activities See Section 12 AUTOMATICS Clicking this button adds all automatic activities to each participant in the program See Section 13 REPORTS This takes you to a screen that shows all of the reports you can print Reports can be printed to a printer or to a file In addition the Reports Screen includes a custom report generator a label generator and an import export module See Section 17 INDIVIDUALS This takes you to a screen that allows you to add and edit individual participants in a program See Section 15 SAVE CLOSE This button returns you to the program s main screen AIR ITINERARY MASTERS This takes you to a screen on which you can build air itineraries that might be used by multiple members of the group See Section 14 Note that you can only build air
15. TRY 14 WORK PHONE 15 HOME PHONE 16 EMAIL I7 BOOK DATE 18 LAST UPDATE 19 UPDATE BY 20 FREQUENT FLYER AIRLINE 21 FREQUENT FLYER NUMBER 22 ARRIVAL DATE 23 ARRIVAL AIRLINE 24 ARRIVAL FLIGHT 25 ARRIVAL TIME 26 ARRIVAL SORT 2 RETURN DATE 28 RETURN AIRLINE 29 RETURN FLIGHT 30 RETURN TIME 31 RETURN SORT 32 AIR REQUEST 23 EMERGENCY CONTACT 34 EMERGENCY PHONE 35 NUMBER OF ROOMS 36 ROOM TYPE 37 SMOKING OR NOT Y N 38 NUMBER OF PEOPLE 39 OTHERS IN ROOM 40 CREDIT CARD 41 CREDIT CARD NUMBER 42 CREDIT CARD EXPIRES 43 NAME ON CREDIT CARD 44 HOME CITY 45 NEW FLAG 46 UPDATE FLAG 47 HOTEL NOTES 48 BIRTH DATE 49 USER FIELD 1 50 USER FIELD 2 51 USER FIELD 3 52 USER FIELD 4 53 USER DATE FIELD 54 USER NUMERIC FIELD 55 IMEMO pi Bi I E Q J E Ed Ed Ed a EJ Dd Db Ed pd pu A M oM Q JD JU JU VU Q Hee AAA DC LE 55 I Q HuddgJuddgd IEEE E U NUAN I Q j tJ Ei pd Dd Ed pd EJ tz pd AAAAAAAAA D H es DEI U N AU np must be unique nnn nnn nnnn nnn nnn nnnn created by system created by system created by system format is HH MM AM created by system format is HH MM AM created by system nnn nnn nnnn 1 to 10 format is MM YY created by system created by system created by system
16. Total GroupEZ Version 2 22 Copyright 2003 All rights reserved 2004 Kanga Investments Page 47 AIR BOOKINGS FILE Field Field Description Type Length 1 TRIP CODE CHARACTER 6 2 PARTICIPANT NUMBER NUMERIC 5 unique link 3 ARRIVAL OR DEPARTURE CHARACTER 1 A or D 4 ATR CODE CHARACTER 2 must be unique 5 ATIR DESCRIPTION CHARACTER 30 Total 44 Field Field Description Type Length 1 TRIP CODE CHARACTER 6 2 PARTICIPANT NUMBER NUMERIC 5 unique link 3 ACTIVITY CODE CHARACTER 2 must be unique 4 ACTIVITY DESCRIPTION CHARACTER 60 Total 73 GroupEZ Version 2 22 Page 48 Copyright 2003 2004 Kanga Investments All rights reserved
17. and emergency information e Upto 6 customizable fields for each participant e Individual printed itineraries for each participant e 12 specific stock reports and 1 totally customizable report to manage every aspect of your program GroupEZ Version 2 22 Page 6 Copyright 2003 2004 Kanga Investments All rights reserved e All reports be printed to printer or to file for manual editing or Email purposes e Multiple styles of stock address labels and name badges e Modules to import and export comma delimited records for communication with other programs e Report listing all open programs in system e Automatic activities which can be applied to every participant 8 GETTING STARTED The first time you enter GroupEZ you will be given the choice to register the program or use it in Trial Run mode If you have purchased your Registration Password see Section 4 of this manual and complete the one time registration process If you are testing the program in Trial Run mode click the Trial Run button to get to the main screen In Trial Run mode the software allows you to create one Group Travel Program with up to ten participants All other functions of the program such as creating activities for the group and building air itineraries for the participants run without limitation in the Trail Run mode GroupEZ Version 2 22 Page 7 Copyright 2003 2004 Kanga Investments All rights reserved When you enter GroupEZ you
18. cessary Group EZ 2 0 Click the File Maintenance button to open the File Maintenance screen GroupEZ Version 2 22 Page 39 Copyright 2003 2004 Kanga Investments All rights reserved File Maintenance To enter the Maintenance area the user must supply the correct password provided with the software and click GO If you lose your password contact Kanga Gold Software technical support at Once the correct password is provided the user has the following maintenance choices File Maintenance Jf GroupEZ Version 2 22 Page 40 Copyright 2003 2004 Kanga Investments All rights reserved Reindex all Files Use this to rebuild your data files in the event of a system crash that causes the program not to work This can happen if power is lost while using the program or for other reasons Usually the data is not lost only the index pointers The rebuild will re create the pointers Delete Group Travel Program After selecting this choice the user will be asked for the 6 digit Program Code then asked to continue or cancel the operation If a program is deleted it cannot be reconstructed so make sure all final reports are run prior to commencing this operation Backup the System This choice should be run frequently to back up the program s data as often as once a day if the program is used on a daily basis This will create a backup copy of all data files to a user selected drive and directory No
19. character all upper case Last Name Finder To find a particular participant enter the first few letters of that person s last name and click the GO key If there are multiple records that fit the entry in the Last Name Finder use the Next and Prev buttons to move ahead or back until you find the exact record All records are displayed in alphabetical order Note that changing a person s last name automatically updates the Last Name Finder Bottom Section The bottom section has the following buttons Book Activities This button brings a pop up screen that is used to book or delete activities for this participant from the inventory of activities created for this program See Section 16 for details on using this feature GroupEZ Version 2 22 Page 23 Copyright 2003 2004 Kanga Investments All rights reserved Print Itinerary This button prints a complete itinerary for this participant only If the participant has been deleted from the program the itinerary can still be printed but the user is marked as DELETED Clear Fields This button will clear all editable fields Delete Record This button deletes the participant from the database as an active participant The participant can later be undeleted When deleted the room and people count is changed to zero and all air itineraries and activites are deleted All other fields are left as is in case the participant is later rebooked Before eliminating the user is asked to confi
20. e PROGRAM ENHANCEMENT Added report that allows user to show new bookings within a range of booking dates e PROGRAM ENHANCEMENT Added message to show when export function is completed GroupEZ Version 2 22 Page 44 Copyright 2003 2004 Kanga Investments All rights reserved RELEASE OF VERSION 2 21 PROfessional dated September 1 2004 e PROGRAM FIX Add Unregister option to Start Menu e PROGRAM ENHANCEMENT Air itineraries automatically updated for individual participants when itinerary is edited e PROGRAM FIX New air itinerary can be added to individuals without reopening trip from main screen e PROGRAM ENHANCEMENT Show database file structure for the Air Bookings and Activity Bookings in the manual e PROGRAM FIX Fix potential problem with network user error on closing a program RELEASE OF VERSION 2 22 PROfessional dated October 18 2004 e PROGRAM FIX Add make sure rooms and people are always updated on main program screen without having to exit and return to screen e PROGRAM ENHANCEMENT Participants can be deleted from program and later rebooked e PROGRAM ENHANCEMENT Report listing deleted participants and rebooked participants e PROGRAM ENHANCEMENT Program now keeps track of most recent update date e PROGRAM ENHANCEMENT Reports screen reformatted to two screens one for standard reports and one for special tasks GroupEZ Version 2 22 Page 45 Copyright 2003 2004 Kanga Investments All rights reserved
21. een Program This screen is used to record client address and telephone information as well as an overview the the specific program The Program Manager field is already filled in using the Contact Name from the User Parameters file Although this can be edited in single user versions of GroupEZ only the network version see Section 19 has a file of Account Managers that can be accessed to determine the Program Manager for this program The Arrives and Returns dates are for general reporting and do not limit participants from booking outside the general group dates The Rooms Held and Estimated People are also for general reporting Specific room blocks for specific nights are determined using the UPDATE ROOM BLOCK feature The Program Hotel Note is a general note to the hotel that can be used for such purposes as identifying the group leader or key executive GroupEZ Version 2 22 Page 12 Copyright 2003 2004 Kanga Investments All rights reserved Room Types This screen allows you to define the types of rooms you will book for the group You can define up to 10 types of rooms Each room type label can be up to 20 characters long Program Information ABCDEF Double Occupancy Single Occupancy 1 Bedroom Suite 2 Bedroom Suite Staff Room UPDATE ROOM BLOCK ACTIVITI User Labels Leader Message HINT You may want to record staff rooms as a separate type of room especially if the group ra
22. er people already entered as other participants If a rooming list is needed it is better to match up participants using a User Defined field then create a custom report that matches the roommate reference e Reports do not use an extra line for Country if it is blank or contains USA e fa participant has multiple rooms and they are different Room Types you must create two separate records GroupEZ Version 2 22 Page 25 Copyright 2003 2004 Kanga Investments All rights reserved ABCDEF 123456789 SELECT ARRIV ITIN CUSTOM ARRIV ITIN SELECT DEPT ITIN CUSTOM DEPT ITIN Iu 09 05 AM Special air request goes here amp is up to 60 characters long BOOK ACTIVITIES PRINT ITINERARY CLEAR FIELDS DELETE RECORD SAVE N CLOSE Flights CC This tab contains the air and credit card information for the participant It also contains 4 special buttons The SELECT ARRIVAL ITINERARY and SELECT DEPARTURE ITINERARY buttons provide a pop up that allows you to select the proper itinerary for this participant If you use the Air Itineraries the date airline flight and time will automatically be filled in Otherwise fill these in on this page to assure Arrival and Departure reports Note that only the last four digits of a credit card number will be printed on any reports Special This tab displays six user defined fields labels are assigned on the User Labels tab of Program Information and two
23. g names to a group block of air space List Air Itinerary by Participant Shows the entire air itinerary with frequent flyer number and special requests for each participant in alphabetical order List Participant All Activities This report shows the participants in each activity They are listed alphabetically with a total for each activity List Participant One Activity This report shows the participants in a user specified activity List All Arrivals by Time This report shows all arrivals by date time and flight It is very useful if you are having participants met at the airport for transfer to a hotel GroupEZ Version 2 22 Page 35 Copyright 2003 2004 Kanga Investments All rights reserved List All Departures by Time This report shows all departures at the end of the program by date time and flight It is very useful if you are having participants transferred to the airport Complete Participant Itineraries All Participants This sends a complete itinerary for each participant listing all key details for the participant It is typically printed right before the program departs for mailing to each participant Deleted Rebooked Report This lists each participant who has been deleted and each participant who has been rebooked with totals for each category Design and Print Custom Reports This button sends you to the Custom Report Designer DOK g Choose Order to Print 9 Select Fields to I
24. inerary HINT Legs can be created for other modes of transportation than air for instance to an island destination by boat or a transfer by bus etc Its important to note the number of legs If an itinerary has more than 4 legs it must be divided into two separate itineraries For each leg enter the date the airline and flight and time and city code information The program will remember the last leg of the arrival itinerary and first leg of the departure itinerary for any participant to which one is assigned and use those times on the Arrival and Departure reports GroupEZ Version 2 22 Page 21 Copyright 2003 2004 Kanga Investments All rights reserved Each time a user leaves the screen that allows them to edit air itineraries all individual participant records that use the edited itineraries will be updated HINT Always leave this screen and all screens using the CLOSE button to assure that all edits are saved See Section 15 to see how to book these air itineraries for individual participants 15 INDIVIDUALS Clicking the Individuals button takes you to the Participant screen which has three tabs and several buttons that appear on all three tabs Individuals e E eor NEW ABCDEF Prov Gol Nex 60007 Jonathon Elliott m TT 301 888 8888 301 999 9999 04 08 59 j elliott rntsales com Chicago Peter Elliott father 301 890 8901 Prefer lower floors BOO
25. int to file If you decide to print to file you will see a pop up asking you to name the file and assign a directory location HINT If you are running multiple programs with the software you may want to include the 6 digit Trip Code as part of the file name or else create a separate folder for all reports on this program GroupEZ Version 2 22 Page 33 Copyright 2003 2004 Kanga Investments All rights reserved Save in 3 GroupEZ z e memo temp tst CBRBO2 import tt File name ABCDEF alpha t Save as type Text t t Cancel This is a standard Windows pop up screen and is used to assign directory to Save In and a File Name Do not try to change the Save As Type Later use your word processing program to open the text file and format it as you desire Then save the report in a format supported by that software HINT You will probably be sending your reports to several vendors who may or may not have the same word processing software as you are using In fact some may be in other countries Saving the files as RTF Rich Text Format files usually ensures universal compatibility The software generates the following reports Program Info with Rooms Air and Activities This is a master report Section 1 of the report includes the information found in the Program Information section Section 2 shows the room block and bookings by night and by type of room This section
26. is product as described in this manual at any time and without notice GroupEZ Version 2 22 Page 4 Copyright 2003 2004 Kanga Investments All rights reserved GroupEZ including this manual and the discs provided is copyrighted and contains proprietary material All rights are reserved One copy of each of the software discs can be made for backup purposes only This manual may only in whole or part be printed copied photocopied reproduced translated or reduced to any electronic or other machine readable form for the use of the purchaser Any other reproduction may only be made with prior consent in writing from Kanga Investments Willful violations of the Copyright Law of the United States of America can result in civil damages plus criminal penalties 6 TECHNICAL SUPPORT Kanga Investments will provide 45 days of free technical support via Email from the day a Registration Password is purchased For technical support beyond 45 days or support via phone or Email Kanga Investments offers Annual Support Subscriptions which may be purchased at the current prevailing rates For users who desire to have Kanga Investments perform the installation and provide on site training this can be arranged on a custom quote basis The fastest way to reach our customer service representatives with questions comments or technical questions is via Email at info kangagold com Defective disks should be returned to Kanga Investments 116
27. is essential for assuring that additional rooms and cancellations are handled promptly and within the terms of any contracts Section 3 is a list with details of all air itineraries created for the program Section 4 is a list with details of all activities created for the program This report is very useful to speed up the process of adding and editing participants in the program Room Pickup Report Only This report only includes Sections 1 and 2 from above GroupEZ Version 2 22 Page 34 Copyright 2003 2004 Kanga Investments All rights reserved Available Activities Listing Only This report only includes Sections 1 and 4 from above Name Address Phone Listing This report provides a name and address listing for each participant in the program including DELETED participants Alphabetical Master Hotel Air Activities This report provides all the essential information for each participant in the program It is very useful for the hotel to assign rooms and for the program manager to use as a reference to all critical information Master by Booking Date This report provides the same information as the Alphabetical Master Hotel Air Activities report for each participant in the program By entering a range of booking dates it allows only a portion of the total number of participants to be listed List Participants by Air Itinerary This report shows the participants to include for each air itinerary It is very useful for addin
28. isk Using a text editor like Notepad add or edit the following lines to be at least FILES 40 BUFFERS 20 GroupEZ Version 2 22 Page 2 Copyright 2003 2004 Kanga Investments All rights reserved 4 REGISTERING YOUR PROGRAM AND UPGRADES When you enter the program the first time you will be asked for a User ID and a Registration Password These must be received from KangaGold Software prior to using the program The Registration Password determines which version of the software you are running Group EZ 2 0 Gf x Process Password Trial Run After you enter the User ID and Registration Password the first time click the Process Password button You will not be asked for this information in the future You should also fill out and return the Registration Form included as Appendix B of this manual This assures prompt technical support in the future as well as notification of all upgrades and fixes Note that if you have not received a Registration Password you can use the software in Trial Run mode To enter in Trial Run mode click the Trial Run button This mode allows you to create one program with up to ten participants for testing purposes If you wish to upgrade from your current version to a newer version as released follow the instructions that come with that upgrade GroupEZ Version 2 22 Page 3 Copyright 2003 2004 Kanga Investments All rights reserved If you wish to upgrade to a version that ha
29. lity to apply automatic activities to all participants e PROGRAM ENHANCEMENT Add fields for emergency contacts credit card info and frequent flyeer info e PROGRAM ENHANCEMENT Add user defined fields for participant records e PROGRAM ENHANCEMENT Create GroupEZ Lite as economical alternative for one group at a time users GroupEZ Version 2 22 Page 43 Copyright 2003 2004 Kanga Investments All rights reserved e PROGRAM ENHANCEMENT Enable users to backup restore data files automatically e PROGRAM ENHANCEMENT Add security password for all file maintenance operations RELEASE OF VERSION 2 1 PROfessional dated November 15 2003 e PROGRAM ENHANCEMENT Import function enhanced to allow importing of activity and air bookings at the same time as individuals Also allows user to select file to import and location of file Template added to show users structure of Excel files to import Program Code on imported records must agree with Program Code of GroupEZ master e PROGRAM ENHANCEMENT Additional messages added to File Maintenance section to show completion of tasks More warnings added for Program Deletion and File Backup and Restore RELEASE OF VERSION 2 2 PROfessional dated January 15 2004 e PROGRAM FIX Fix error in user designed custom report to show proper rooms with entry e PROGRAM FIX Fix error in editing participant s air itinerary later after entering the original participant itinerary earlier
30. ll appear at the lower left asking you to assign a 6 digit Program Code for the program E Group EZ 2 0 Create New Group Travel Program Open Group Travel Program Delete Group Travel Program List Group Travel Programs Screen Print Group Travel Programs Printe Update User Parameters The code must be unique and can only be 6 characters It can include both letters and numbers Note that the program automatically converts all letters to upper case HINT Use a code that is easy to remember for this program If you forget a code you can always look up a listing of all open programs by clicking the List Group Travel Programs Screen button Once you have entered a 6 digit code click the OK button to enter the program Clicking this button takes you to the Program Information screen The one shown below is already completed but when you first create a new program all fields are blank As always use the Tab key to move from field to field GroupEZ Version 2 22 Page 11 Copyright 2003 2004 Kanga Investments All rights reserved Program Information olx ABCDEF f o Rf Rae 9 ME AIR ITIN MASTERS UPDATE ROOM BLOCK ACTIVITIES AUTOMATICS REPORTS INDIVIDUALS SAvE CLOSE Room Types User Labels Leader Message Note that the Program Information is actually stored on four screens each accessed by tabs at the bottom Enter the proper data for each field on each scr
31. n activity click SHOW ACTIVITIES This will generate the screen shown below with a listing of all activities that are possible to book for this group Use the mouse to scroll through the list of possible activities and highlight one to select that activity Click ADD to book the activity or CLOSE ACTIVITIES to close the screen without making a selection GroupEZ Version 2 22 Page 28 Copyright 2003 2004 Kanga Investments All rights reserved Book Activities olx Booking Activities tRecope ABCDEF Participant 00007 Name Jonathon Elliott 1W Welcome Reception Poolside 11 11 03 Evening F 2G Golf 11 12 03 Afternoo 2K Scuba Lessons in Pool 11 12 02 PM 2S Shopping Tour 11 12 03 1 4 pm 2W Wine Tasting Party 11 12 03 4 30 pm 3G Golf 11 13 02 AM CLOSE ACTIVITIES ADD Let s assume 3G Golf on 11 13 03 was chosen Once the activity is booked the pop up will appear as shown below HINT Make separate activities for each date an activity is offered This way the participant can see all activities booked After a number of activities have been booked the PREV and NEXT buttons can be used to review the bookings If an activity needs to be deleted use the DELETE key It can always be rebooked later ES Book Activities Booking Activities trecope ABCDEF Participant 00007 Name Jonathon Elliott Code 3G Notes Tee time 11 15 AM Needs to rent clubs RH PREV NEXT
32. nclude Lengths Shown Include 2 Extra Spaces for Formatting EE E 32 32 32 Simply check the fields you want to include normally up to a width of 122 characters The report can be generated alphabetically or using the entries in the User defined Numeric field Several of the field widths can be edited there are maximum and minimum widths enforced to allow more fields to be included in a report For example if one of the User Defined fields is used for GroupEZ Version 2 22 Page 36 Copyright 2003 2004 Kanga Investments 11 rights reserved Social Security number you can change the field width on the report to 13 2 spaces wider than the 11 spaces needed for the Social Security number You can design a report wider than 122 columns but a warning is issued that the report will be too wide for normal 8 1 2 x 11 paper It recommends printing the report to a file for later use in a word processing program If you print to the printer instead of a file the fields will be truncated Note that custom report parameters cannot be saved Labels This button sends you to the Label Designer You can use it to generate three different types of labels and two types of address labels for all participants in the program GroupEZ Labels Bile x ABCDEF Name Badges for All 3 3 8 x 2 1 3 inch Style 1 Name Badges for All 3 3 8 x 2 1 3 inch Style 2 Name
33. opyright 2003 2004 Kanga Investments All rights reserved ES Program Information Bel Es ABCDEF Paul Clements Order A V early Some items will need to ship into Cancun Check LOA for payment deadlines This hotel is very strict Please send all payments to our P O Box address For off hours emergencies use my cell 666 777 8888 Program Room Types User Labels jj Use this screen to input specific program notes like e Payment terms e Off hours phone numbers Once you have created a program you can exit the Program Information screen at any time click SAVE CLOSE and all information entered will be saved 10 OPEN GROUP TRAVEL PROGRAM You can enter a specific program created earlier using the Open Group Travel Program button on the main screen As always clicking this button will prompt you to enter a 6 digit program code then click OK GroupEZ Version 2 22 Page 15 Copyright 2003 2004 Kanga Investments All rights reserved ES Group EZ 2 0 Create New Group Travel Program Open Group Travel Program 1 j 1 D Delete Group Travel Program Main Menu Update User Parameters This returns you to the Program Information screen LTLLLT MEME Program Information aatia Paul Clements janders abc com USA 2003 Sales Incentive Trip 11 11 03 11 18 03 Cancun Mexico Playa Del Carmen This is place to put a special note to hotel client request Iv L AIR ITIN MASTER
34. rm DELETING PARTICIPANT 9 WARNING You have chosen to DELETE this participant in the program Are you sure you want to proceed and DELETE No Save n Close This button returns the user to the Program Information screen General This tab contains name and address information as well as emergency contact It is also the screen to book the number of rooms and people as well as the Room Type a number from 1 to 10 correlating with the types defined for the group HINT The Program Information Report see Section 17 shows the list of Room Types It s useful to print this report when the program is first set up to have available when assigning Room Types to individual participants GroupEZ Version 2 22 Page 24 Copyright 2003 2004 Kanga Investments 11 rights reserved ABCDEF Prev J O O 12345 Main Street m 301 888 8888 301 999 9999 04 08 59 j elliott rntsales cor Chicago Peter Elliott father 301 890 8901 Prefer lower floors BOOK ACTIVITIES PRINT ITINERARY CLEAR FIELDS DELETE RECORD SAVE N CLOSE T Flights CC Special All fields are are free form except telephone numbers and dates A few notes to consider e The Badge Name is created by the Last Name and First Name entries but can subsequently be edited However if the First Name or Last Name is later edited the Badge Name may need to be re edited too e Usually the Rooms With field should not be used to ent
35. ry For instance if everyone is invited to a welcome cocktail party make that party an automatic activity Other possibilities are group meal functions morning meeting sessions and other required functions See Section 15 to see how to book these activities for individual participants 13 AUTOMATICS Clicking the Automatics button adds the current database of Automatic Activities to every participant When you click the button this message appears WARNING This will add all activities marked as AUTOMATIC to each participant s file Do you want to proceed Make sure you want to add the automatic activities The system will then add each activity to each participant taking care not to add an activity more than once Because this all happens in the background the following is displayed on completion UPDATE COMPLETE e Automatic activities added to Participant files for this program GroupEZ Version 2 22 Page 20 Copyright 2003 2004 Kanga Investments All rights reserved 14 AIR ITINERARIES Use this screen to create and edit air itineraries that will be used by participants in the group E Itineraries Setup olx a 2 ABCDEF Previ Next unus NEA N w oro 10 00 AM uum Emm SAVE AND CLOSE Create a new itinerary by clicking the NEW button Each itinerary is one way either a Departing on Trip itinerary or a Returning from Trip it
36. s greater capabilities such as from Lite to Professional or from Professional to Network Pro you must first unregister your current version To unregister go to the Start Menu choose the GroupEZ Program Group then the Unregister Icon HINT You must have exited from GroupEZ prior to running the Unregister program Next restart GroupEZ and enter the new Login ID and Registration Password when requested 5 WARRANTIES BY KANGA INVESTMENTS Kanga Investments warrants the discs on which the software is recorded to be free from defects and faulty workmanship under normal use for a period of 90 days after the date of original purchase If during this 90 day period a defect in the discs should occur the discs may be returned for replacement without charge provided that you have previously completed the registration form enclosed as Appendix B and returned it to Kanga Investments After 90 days all defective discs can be replaced for a handling fee of 10 00 per set Your sole remedy in the event of a defective disc is replacement as provided above EXCEPT AS PROVIDED ABOVE FOR THE MEDIA KANGA INVESTMENTS MAKES NO WARRANTIES EITHER EXPRESS OR IMPLIED WITH RESPECT TO THE SOFTWARE ITS MERCHANTABILITY OR ITS FITNESS FOR ANY PARTICULAR PURPOSE THE SOFTWARE IS LICENSED SOLELY ON AN AS IS BASIS THE ENTIRE RISK AS TO ITS QUALITY AND PERFORMANCE IS WITH YOU Kanga Investments reserves the right to make improvements in th
37. s to all group travel programs and is targeted to each individual participant in the program It can be used for such purposes as e Who to contact if itinerary changes are necessary e Wishing the participant a safe and good trip e General information about credit cards and baggage e Travel hints GroupEZ Version 2 22 Page 9 Copyright 2003 2004 Kanga Investments All rights reserved The Program Message 5 lines up to 60 characters per line is for more detailed but general information targeted to the Group Leader of all group travel programs It appears as General Notes on the Program Master Report see Section 11 and can be used for such purposes as e Separate addresses for payments or other purposes e Hours of operation e General terms and deadlines for payments When all data is edited click the SAVE AND CLOSE button to return to the Main Screen These parameters can be reviewed and or edited whenever desired in the future 9 CREATE NEW GROUP TRAVEL PROGRAM The first thing you will need to do from the main screen is create a new group eate Open Group Travel Program Delete Group Travel Program List Group Travel Programs Screen Print Group Travel Programs Printe lew Group Travel Proqram Q D Update User Parameters GroupEZ Version 2 22 Page 10 Copyright 2003 2004 Kanga Investments All rights reserved From the main screen click the Create New Group Travel Program button A pop up wi
38. tations Windows NT or 2000 network server At least 64 megabytes of memory on workstations Microsoft Windows 98 or higher on workstations CD ROM or DVD drive for install on workstations A minimum of 20 MB of free hard disk space on workstations Printer GroupEZ Version 2 22 Page 1 Copyright 2003 2004 Kanga Investments All rights reserved 3 INSTALLATION The install program will not change any system files To install CD ROM Version 1 5 Exit all other programs 2 Insert the GroupEZ CD ROM into your CD drive 3 4 When asked tell the setup program which directory name to Start the setup program SETUP EXE use to store the program and data files When installed the program can be started from the GroupEZ icon on the desktop or the GroupEZ Program selection in the Start Menu Downloaded Version 1 5 Download the file GroupEZSetup exe from the Internet Store it in a temporary directory of your choice 2 Exit all other programs 3 4 When asked tell the setup program which directory name to Run GroupEZSetup exe use to store the program and data files When installed the program can be started from the GroupEZ icon on the desktop or the GroupEZ Program selection in the Start Menu Under rare circumstances you may need to adjust two settings in your CONFIG SYS file in the event they are not set high enough To do so find the CONFIG SYS file usually on the root directory of your hard d
39. te is different for the staff rooms When deciding how many types of rooms to create ask yourself how you want the hotel to understand which room to use for which participant User Labels In addition to the standard fields for each participant you can define up to 6 custom fields Each label can be up to 20 characters long Plan your labels for the types of fields e Fields 1 and Z2 are 60 characters long e Fields 3 and 4 are 20 characters long e Field 5 is a date field GroupEZ Version 2 22 Page 13 Copyright 2003 2004 Kanga Investments All rights reserved e Field 6 is a numeric field up to 12 digits with no decimals allowed Program Information ABCDEF Paul Clements Names of Spouse Kids Passport UPDATE ROOM BLOCK ACTIVITIES AUTOMATICS REPORTS INDIVIDUALS SAVE CLOSE Program Room Types Leader Message These user fields can be used for anything you desire and later reported using the Custom Reports feature Examples of common uses are to record passport numbers driver s license information birth and anniversary dates children s names staying in same room meal preferences for a specific banquet etc Leader Message This screen allows you to input up to 6 lines 60 characters per line of text that is specific to this program and appears on the Program Master report As such it is typically only seen by the group s leader or coordinator GroupEZ Version 2 22 Page 14 C
40. te that the drive and directory must previously exist DO NOT BACKUP THE SYSTEM TO THE SAME DIRECTORY AS THE WORKING DIRECTORY Typically it s best to save your backups to another computer or hard drive Restore the System This choice should only be run when the data files are corrupted or lost It will restore the system to the status as of the last backup 20 NETWORK CONSIDERATIONS All versions of GroupEZ can be run from a network drive However GroupEZ Lite and GroupEZ Professional can only be used by a single user at any one time In addition there is no practical way to know which agent has updated records GroupEZ Network Professional is a fully functional networkable program with complete file and record protection It allows unlimited users to use the software seamlessly at any one time GroupEZ Version 2 22 Page 41 Copyright 2003 2004 Kanga Investments All rights reserved The network version also contains a database of Account Managers that are not used by the non network versions those versions assume that the Contact identified in the User Parameters is the only account manager who can be assigned as the Program Manager If you have purchased the network version of the software your Main Screen has an additional button the Add Edit Account Managers button For security reasons this can only be accessed using the Registration Password supplied with GroupEZ Group EZ 2 0 x zs N Ul
41. will supply you with the current drivers As an alternative to displaying printing the Current Card Report most reports can be printed to a text file and stored on disk for later formatting and printing using a word processing program When you select to do this you are asked to name the text file ABCDEF Program Info w Rooms Air and Activities Room Pickup Report Only Available Activities Listing Only Name Address Phone Listing Alpha Master Hotel Air Activ Master by Booking Date List Participants by Air Itinerary List Air Itinerary by Participant Export Participants to Comma Delimited File Import Participants from Comma Delimited File When you choose List Participant One Activity a pop up asks you for the 2 digit Activity Code for the activity you desire GroupEZ Version 2 22 Page 32 Copyright 2003 2004 Kanga Investments All rights reserved Enter the correct Activity Code then click GO to proceed with the report When you choose to print the Alphabetical Master for Air Hotel and Activities you are asked if you want to include your Private Notes see Section 15 PRIVATE NOTES Do you want to include your Private Notes Click Yes or No as appropriate For all reports which offer the choice to print to printer or print to file you will see the following PRINT OR FILE 22 Do you want to send report to PRINTER Click NO to send to file Click Yes to print to printer click No to pr
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