to view the enhancements history
Contents
1. 35 6 Gigs for the selected Ensemble are checked for double bookings 7 The Engagement Schedule Report now allows you to list gigs by Ensemble Print the schedule for only one Ensemble or a range of Ensembles 8 The Update Create gig schedule on web page option on the Internet Reports menu allows you to select gigs by Ensemble 9 The Create Web Site Calendars option on the Internet Reports menu allows you to select gigs by Ensemble 10 The Rehearsal Calendar Memos report now allows you to list memos by ensemble Print the report for one Ensemble or a range of Ensembles 11 A drop down list has been added for Artist Name on the Song set up window 12 Added a Styles drop down list on the Song set up window These are the same as the Styles on the Player set up window Song Categories in the Song set up window can now be used for some of the distinctions suggested below Cover Material Original Music Original Arrangement Copyright Requested Copyright Secured BMI Registered ASCAP Registered The above are only suggestions Create categories that fit your needs 13 A new column heading has been added to the Song set up window so that songs can be shown and sorted by Song Style in addition to Song Category 14 A new Fan Club database has been added Want to populate your fan database electronically For a very small fee we can set up your fans automatically from text file lists or text file reports C2. Enter your information on the Misc Tab of the Control Options window DO NOT FORGET THIS A reset can only be done in our shop If you ve previously had a UserName and Password required to access the Control Options window this will have to be re entered as the update has erased the existing password file 9 The setup windows for Players Staff and Contacts now provide a space to display a photo of the person For best results your photos should be 124 pixels high and 124 pixels wide 10 Set Lists may now be printed in one two or three column formats 1 Fixed the display of gig Deposit Amount and Contract Amount on documents created from the Document Generator 2 Fixed the display of Amounts To Kitty and From Kitty in the list frame of the Gig Manager window 3 Fixed a bug when trying to save recall an income entry transaction 1 Have added the facility to list your databases of players staff contacts venues and fans within a given number of miles kilometers The feature was also added to the email generator so you can send email to recipients within a mileage radius of a zipcode you supply As of this release the feature is only good for USA Australian and UK postal codes Users must run the Replace Existing Zip Code Data function in the Control Options after the 17 update is complete to activate this feature Activation requires a postal code database file The update to version 4 7 1 contains these
3. Nevada for Showing this separately amp SLSTAXRATE amp Sales Tax Rate amp SLSTAXAMT amp Sales Tax Amount automatically calculated amp OTHERTAXNAMES amp Other Tax Name i e GST for Showing this separately amp OTHTAXRATE amp Other Tax Rate amp OTHTAXAMT amp Other Tax Amount amp SHIPPING amp Shipping Handling Proposal Details Formats 24 Must be formatted with a proportional font i e courier amp PROPDETAIL1 amp Shows Org Prices amp PROPDETAIL2 amp Shows Org Prices and Adjusted Prices amp OTHERAMOUNT amp Misc OtherAmount amp INVTOTAL_WT amp Invoice Total includingTax amp INVTOTAL amp Invoice Total without Tax amp SERVDESCR8 amp Invoice Service Description brief 1 Updated the State fields on Player Staff Contacts Venues and Fans setup so that no error will be generated for state codes over 2 characters 2 Fixed the Mileage and Personal Expenses report An error in the report database prevented it from running on some systems 3 Fixed report writer error that occured when an apostrophe character was included in any of the criteria ranges 4 Fixed listview sorting of GigDate and Deposit Required Date in the Gig Manager window 5 Fixed an error generated when user wanted to add an unpaid expense to the gig when there were no unpaid expenses in the system 1 The Band Leader version 4 1 3 can be used on the new Microsoft Vista operating system 2 For thos
4. he Band Leader l i Lil Ly y The Band Leader software update history Complete variable list for Document Merge can be found at hitp www thebandleadersoftware com SubVarCompleteList htm 1 Added functionality to load email parameters from previous mailings for quicker resends 2 Added prompts for users to be aware of the limits many internet providers impose on the number of emails you can send within a single day 3 In the Miscellaneous Income window we designate all sales imported into the Band Leader from our Point Of Sale software as cash transactions The Band Leader does not distinguish between the different types of financial instruments physically distributed to recipients from Merchandise Sales 4 Added the facility to subtotal imported sales transactions from our POS software by Event Name Source and Category If user chooses this subtotal option the detailed transaction information is still available in the POS system as long as a new sale has not yet been initialized 5 Added a menu option on the Gig Manager View menu to Show Gigs for Selected Ensemble When checked the Gig List shows only those gigs that use the same ensemble as the currently shown gig The Ensemble dropdown list is disabled while this option is checked To restore the list to show all gigs or show only gigs for another ensemble FIRST uncheck the menu option version 5 6 1 Bug Fixes 1 Fixed the income type designation
5. i e Cash Check or Other on recalled transactions in the Miscellaneous Income window 2 Fixed an error that halted the Google calendar file program if no Performers had been set up 3 Corrected an error in the Pay By Check feature that disabled recording of payment if only one Player Staff or Expense appeared on the gig 1 Added upto 180 user customizable fields on the Gig Manager window These can be allocated into 15 groups of 12 fields each Each group can be assigned a name of your choosing Also these fields can be used to embellish web calendars and can be included in your customized documents printed out by the Document Generator See the updated complete list of variables at hitp www thebandleadersoftware com SubVarCompleteList htm Double click one of the 180 label descriptions to change it Double click one of the 15 rule tabs to change the tab s description Any changes are reflected on all gigs Hovering the mouse pointer over one of the 180 label descriptions displays the corresponding subvar name for use on your custom documents The new customizable fields are found by clicking the Additional Rules button on the Rules tab of the Gig Manager window 1 If there is a Deposit Required By date in the Gig Manager window then it will copy onto the Document generator field Deposit to be received by when the Document generator screen shows up 2 Fixed the Auto Fill function of a variety of data field
6. 8 Repaired the Delete Income Entry function for Gig Related transactions 9 Repaired the Gig Record A Payout function to confirm that the Amount Collected needs to equal the Amount Needed 10 Added a message to advise the user to manually adjust the Amount Collected field in the Gig Manager Money Matters frame if the Deposit Received Date is blanked out 11 Fixed an error that occured when the user opened up the Gig Manager window when all gigs had been paid locked 12 Fixed an error on the Payouts report that did not print the Payee s name if a Miscellaneous expense was paid or partially paid using the Pay By Check feature 13 Repaired the Expense Entry window to show the UnPaid balance after posting a payment in the same window 14 Repaired a bug that crashed the program if user selected not to save a new expense category when added in the Expense Entry grid 1 Revamped the Agent selection and commission percentage process so that the commission amount is only automatically calculated when the rate is not zero To override the calculated commission amount set the rate to zero This was also causing trouble when trying to save the quote after removing an agent 2 Corrected the problem that displayed Quoted gigs created in the Quick Gig Setup on the Calendar of Booked and Pencilled In gigs Quoted gigs have their own calendar 3 Revamped the Document Generator to search for the subvar amp PLAYERSLIST amp
7. AG1ADD3 amp Agent 1 Address 3 amp AG1ADD4 amp Agent 1 Address 4 amp AGICTY amp Agent 1 City amp AG1IST amp Agent 1 State amp AG1PROV amp Agent 1 Province amp AG1ZIP amp Agent 1 Postal Zip Code amp AGICNTY amp Agent 1 Country amp AG1PH amp Agent 1 Voice Phone amp AG1COMM amp Agent 1 Commission Amount amp AG2NAME8 amp Agent 2 Name amp AG2FNAME8 Agent 2 First Name amp AG2LNAME8 amp Agent 2 Last Name amp AG2ADD1 amp Agent 2 Address 1 amp AG2ADD28 amp Agent 2 Address 2 amp AG2ADD38 amp Agent 2 Address 3 amp AG2ADD48 amp Agent 2 Address 4 amp AG2ZCTY amp Agent 2 City amp AG2ST amp Agent 2 State amp AG2PROV8 amp Agent 2 Province amp AG2ZIP amp Agent 2 Postal Zip Code amp AG2CNTY amp Agent 2 Country amp AG2PH8 amp Agent 2 Voice Phone amp AG2COMM4 Agent 2 Commission Amount amp AG3NAME amp Agent 3 Name amp AG3FNAME8 amp Agent 3 First Name amp AG3LNAME8 amp Agent 3 Last Name amp AG3ADD1 amp Agent 3 Address 1 amp AG3ADD28 amp Agent 3 Address 2 amp AG3ADD38 amp Agent 3 Address 3 amp AG3ADD4 amp Agent 3 Address 4 amp AG3CTY amp Agent 3 City amp AG3ST amp Agent 3 State amp AG3PROV amp Agent 3 Province amp AG3ZIP amp Agent 3 Postal Zip Code amp AG3CNTY amp Agent 3 Country amp AG3PH8 amp Agent 3 Voice Phone amp AG3COMM4 Agent 3 Commission Amount 5 File names of the documents generated for a gig are in
8. Activities menu the length of the Rehearsal memos has been increased to 80 characters and the length of the Miscellaneous memos has been increased to 90 characters The longer memo lengths will carry over to the OnLine calendars 1 Fixed the Notes link on the Web Calendars so that Calendar notes rehearsals and vacation days BY ENSEMBLE appear on the web calendars 1 Corrected issue with the reminder note not displaying a space between date and message 2 Separated the requirement that a checkmark was needed to include Talent TaxID and Pay Amount for document templates containing the amp MULTI amp subvar A checkmark is still required if you wish to include that information in the PLAYERSLIST amp subvar 3 Fixed an issue with the Web Calendar generator for single ensembles version 5 3 1 Highlights of enhancements 1 A new field on the Song Setup window allows for production notes to be associated with a song When the song is included in a set list you may check the Misc Notes box and print the set list with only the production notes This application might work good for assigning a lighting plot or show script to the songs in the order they appear in the show set 2 Included a creation date time notation on the web calendars This helps visitors to know when the calendar was last updated 3 Enhanced the pop up window on Web Calendars to allow users to copy text from it into other social media 1 Fixed an error that wou
9. When the password file is hosted on your website make sure the file has the following permissions Our support department or your web host representative can guide you Owner Read Write Execute Group Execute Only no read or write Others Execure Only no read or write This ensures that no one can view the password file except you On a Unix based host the command would be chmod 744 zbl_pwc txt to produce rwx X X View the following link for more information on setting permissions if you wish to do this yourself http www akamarketing com unix files permissions html 11 Gig Attire and player pay amounts have been added to the Web Calendars generated for individual players and staff See above 1 Added a character detection routine to replace the quotation mark in any text field that would be available on the web Calendars The quotation mark was causing the HTML code to display the pages incorrectly 2 Fixed an error that crashed the program if a Performer entry was incomplete version 4 8 1 Highlights of enhancements 15 1 This update provides a feature that allows users to enter income from Gig earnings Deposits and other sources i e Royalties Merchandise Sales etc Two new reports are Income and Expense Summary for a desired Tax year and an Income entry listing Income can be associated with a single person Entity or it can be assigned to a Gig where it would be available to distribute to any o
10. up box that displays gig time directions and extra hype when a visitor hovers over a gig on the calendar 8 The work style of web calendars can now be password protected A username password file easily maintained by yourself is stored on your website and referred to by web calendars that are generated by The Band Leader program You website must be PHP enabled Print the notes 23 during the update process for more info 9 The Control Options window can now be password protected 10 The Contract Options tab on the Control Options window has been renamed to Document Templates to accomodate the default Equipment Invoice and Equipment Proposal templates 11 Special options tab of Control Options contains a command button to erase all journal text in case the file is corrupted If you wish to save some journal text you can do a backup and we can extract the data and slam it into your emptied file 12 The new Equipment Proposals module provides a more elaborate contract and invoicing feature The following subvars are available to those who add the new module to their systems amp PurTaxID amp Customer Tax Account i e ABN amp INVNUM amp Invoice Number amp CUSTCOMP amp Customer Company amp PONUM amp Customer PO Number amp REFERENCE8 Reference amp INVDATE amp Invoice Date amp PAYTERMS amp Payment Terms amp PAYMETH amp Payment Method amp SALESTAXNAME8 amp Sales Tax Name i e
11. 3 Fixed bugs in the system where program would crash if the last character in a field was a space character and that last character caused the field to be larger than the it s allowed length 4 Repaired a problem with the Expense entry window that would crash the program if the user selected to show ONLY unpaid expenses and there weren t any Version 3 5 1 introduces some agency features to The Band Leader If you are managing working in many bands and want to keep separate 33 schedules calendars for each group this update will instruct you on the update procedures necessary IMPORTANT Some of the new features require a little tweaking by you These instructions are contained in a file named UpdtNotes_3 5 txt and this file will be copied into your Band Leader install folder during the update We have put the new enhancements through rigorous testing Despite our best efforts sometimes users find things that we didn t If you should find a bug please report it immediately and an update will be posted on the website as soon as possible The Band Leader s new Personalized Email feature works similar to the way Contracts are printed The email generator searches your Players Staff Contacts and Fans for bits of information associated with substitution variables Subvars you ve embedded into the stored text message you wish to send For example if you embed the subvar for City into a stored text message and wish to send th
12. 3 1 4 Estimated Expenses are now added to and removed from the gig by double clicking a colored box on the Expenses tab of the Gig Manager window 5 Also you can now enter an Actual Expense and assign it to the gig you are viewing by double clicking a colored box on the Expenses tab of the Gig Manager window Added quick payee lookup to this function 6 Increased the size of the Gig Link URL field on the Gig Manager Web tab to 250 characters so that you could link to a google maps URL on the Web Calendars feature 7 The text in the Contract Specs box in Gig Manager is now included in the pop up window for the Work style of the web calendars feature Logon onto http www thebandleadersoftware com SMJB W1012 htm for an example 18 1 Fixed errors writing the gig times to Google Calendar export file taking into consideration the UTC TimeZone function of iCal formatting 2 Repaired the column headings on the list frame of setup windows that would show distorted if the number of records to display was greater than the list could display at one time 3 Fixed an error on Expense Entry that crashed system if user had not saved changes to an entry before clicking the Show List Options button 1 Added CSS functionality in the Create Web Calendars feature The file named TBL_CalList css controls the styles for the CalendarList htm and the file named TBL_MonthPages css controls styles for all the individual monthly pages The s
13. Nova Scotia NU Nunavut ON Ontario PE Prince Edward Island QC Quebec SK Saskatchewan YT Yukon 20 A checkbox is provided on the Control Options window Special OPs tab that will allow substitution of the REPORTS DLL It is used where users experience a compatibility problem with a pre registered REPORTS DLL This option must only be used under strict supervision of our technical support department 21 Added Sort Order settings in the Set Up windows Gig Manager and Expense Log that will remember how you ve sorted your columns Ascending or Descending 1 Fixed an error received from clicking the Add Reminder button on the Contact Journal tab or the Venue Journal tab or the Gig Manager Journal tab when there was no selections in the Who and What boxes 2 Fixed an error received if user selected Organization as a column header on the Contact set up window when no organizations had been set up 3 Fixed an error that showed up on the calendar in the rare case that a user changed the number of consequtive days on a gig to a value less than 6 when the original value was greater than 6 then changed it back to the original value The symtom showed itself as two calendar gig buttons on the start date for the same gig The user can fix the calendar display by switching the gig status in the Gig Manager window then switching it back 4 Fixed an issue that would cause the column headings in the SetUp windows to incorrectl
14. The Band Leader main window We have put the new enhancements through rigorous testing Despite our best efforts sometimes users find things that we didn t If you should find a bug please report it immediately and an update will be posted on the website as soon as possible 1 The facility to add edit delete confirm talents required for any specific gig to a list that displays on the screen and will print to a report This list allows many players to be added to the list for the same talent and next to each a status identifying their committment to the gig A pick order is also included to keep track of who should be offered the gig first second etc If the feature is activated a button appears on the Players Tab of the Gig Manager window that allows the user to toggle between listing gigs or listing openings in the left side frame in the window 2 A new report has been added to print the Positions Available If the user has selected to Track Gig Openings a menu option 31 appears in the Gig Reports section to allow this report to be printed 3 When deleting a player from a gig Players tab on the Gig Manager window a warning message asked Do you wish to delete this Player It now asks Do you wish to delete this line This change was necessary to make the new Positions Available feature less confusing IMPORTANT This version of The Band Leader is the first version that is retail ready meaning that i
15. ab of the Control Options window For example the user could have a generated contract saved as John Smith Wedding_06 12 2012 Contract 1_MyBand rtf by pressing the element buttons in the following sequence Event Name Gig Date Template Name and Ensemble Name 3 Added the functionality to include the Ensemble name and player s talent or staff service on the individual player web schedules if the user had selected Show pay amounts on schedules 4 The Email Manager can now send a single email message to a single recipient by typing in an email address or selecting one from your Address Book Leaving the To Email box blank returns the Email Manager to Multiple Recipient mode 5 A button on the Document Generator will open the Email Manager window in Single Recipient mode and allow the user to attach the recent document to an email message directed to the Contact of record on the Event 6 The Create Web Schedules function now creates and transfers an index htm file to the web along with the schedule pages This adds more security to the web site 7 Enhanced the 8DOCNUM amp subvar to be a combination of the Event s internal ID number plus the auto incrementing document number This way all documents printed for a certain event will all have the same prefix 8 Added 12 additional User Defined fields to each Gig Click the Additional Rules button on the Rule tab of the Gig Manager window To change the field s descriptio
16. ame holds true for Work Calendars the files are named TBL_WorkCalList css and TBL_WorkMonthPages css All four are loaded into the installation folder by the software update Each time your website is updated via FTP by The Band Leader these four files are uploaded along with the new calendar pages The Band Leader does not edit these files Testing your changes to these files before uploading them to your website is the sole responsibility of the user 2 Extended the limit length of Email messages to 50 000 characters 1 Corrected the display of Contact Name and Contact Phone columns in the Venue setup list frame 2 Fixed error received when removing the Set 1 label from a new set list 3 Fixed errors in generating a calendar interface file for Google Calendars 4 Repaired the email function to remove formatting tags from messages that had Bookings appended to them 1 ReVamped the Expense Entry window to make it easier to add expenses 19 and assign them to gigs The new window presents a grid like look and allows you to copy information down the grid using click and drag New Misc Payees can be added on the fly without having to visit a separate window 2 New feature allows removal deletion of Misc Payees 3 New feature to Make a copy of an existing set list so you don t have to start from scratch if you wish only to make a few changes 1 Repaired the display and sort of the Gig Mileage field if selecte
17. anged the PURNAME amp sub embed variable to print the Contact s name if Purchaser is blank name will print as First name then Last name 3 Increased the length of City names in Player Staff Contact Venue and Fan setup to 50 Characters 4 Increased the length of Ensemble names to 50 Characters 5 The Gig Manager window added Venue and Purchaser to it s column headings 6 Added a tab on the Ensemble setup window to accomodate the need to keep notes pertaining to the Ensemble 1 Fixed an error in the Mail Generator if a recipient s State was longer that 2 characters This caused the procedure to fail and return the message that no recipients were found 2 Fixed an error that displayed the wrong Gig Times on Web Calendars if nothing was selected in the Gig times matrix on the Gig Manager window version 4 8 5 Highlights of enhancements 12 1 Introducing the Fan Email Collector module Install it on your laptop and locate it on your merch table so fans can join your email list by typing in their email addresses themselves When finished with the evening you can automatically import the fan information into The Band Leader and export it to outside email delivery systems Only 10 with purchase of the update 2 The Document Generator now generates a Document number for each type of Document and makes a journal entry on the Event recording the date time and document number Document numbers are automatically increme
18. ating to the expense will reflect this change In effect they too are re classified 5 A new field has been added to the Column Heading list for the Expense Entry window The Expense ID is an automatically generated unique number assigned to all new expenses By including it as a column on the Expense Entry window it offers a solution to the problem of identifying which expense is which when the descriptions are identical Please take time now to set up columns on the Expense Entry window and include Expense ID as one of them selected 6 The name of the Current Expenses Summary Report has changed to Expenses Summary Report and an Expense ID field has been added to it This helps to keep separate those expense descriptions that tend to look the same on the report The line item on the report can easily be tracked back to the new Expense ID box in the Expense entry window 7 The name of the Current Expenses Transaction History Report has changed to Expenses Transaction History Report and an Expense ID field has been added to it This helps to group expense transactions on the report and easily identify those that belong together As expense descriptions can be identical to other expenses this new field will sort the transactions correctly The line item on the report can easily be tracked back to the new Expense ID box in the Expense entry window 8 The Purge Paid Expenses function will now remove the expense itself and all
19. can be used to compile the duration of each set list 5 You can now print Entertainment Invoices using the Contract Letter generator The following substitution variables have been added amp DEPOSITRECDATE amp Date the Gig Deposit was received amp GIGQUOTEDATE amp Date the Quote was prepared amp VENUEDIRECTIONS amp Directions to the Venue amp VENUEMAXCAP amp Maximum capacity of the venue amp CONTADD3 amp Contact s Address 3 amp CONTADD4 amp Contact s Address 4 amp CONTCITY amp Contact s City amp CONTSTATE amp Contact s State amp CONTZIP amp Contact s Zip Postal Code amp CONTPROV amp Contact s Province amp CONTCOUNTRY amp Contact s Country amp VENUEADD3 amp Venue s Address 3 amp VENUEADD4 amp Venue s Address 4 amp VENUECITY amp Venue s City amp VENUESTATE amp Venue s State amp VENUEZIP amp Venue s Zip Postal Code amp VENUEPROV8 amp Venue s Province amp VENUECOUNTRY amp Venue s Country amp LEADERADD3 amp Leader s Address 3 amp LEADERADD4 amp Leader s Address 4 amp LEADERCITY amp Leader s City amp LEADERSTATE amp Leader s State amp LEADERZIP amp Leader s Zip Postal Code amp LEADERPROV8 amp Leader s Province amp LEADERCOUNTRY amp Leader s Country 6 You can now generate and download a file containing your gig schedule to your iPod and or PDA that uses the Vcal format 7 City State Province Zip a
20. cluded in a journal entry posted to the Journal tab of the Gig Manager window 6 Added to facility to select an Ensemble when entering a gig using the Quick Setup function If a Band Leader has not been assigned to the Ensemble the default Band Leader will be used for the gig 7 The Event Name drop down list in the Pay by Check module can now be sorted in four ways By GigDate Ascending By GigDate Descending By EventName Ascending By EventName Descending The default is By GigDate Ascending 1 Repaired the feature that overrides contact info on the Gig Manager if user wishes to use the contact info already entered for the Venue 2 Fixed the selection of Agents in the Gig Manager window 3 Fixed an error that would crash the Proposal Profitability report in the Equipment Module because of too long of Expense descriptions 4 Fixed an error that would disallow printing the Equipment Proposal if the Gig Manager window was open 1 Added a Control Options flag to disable the restriction that requires every player or staff member included on the gig to have a pay amount before a payout can be recorded On the Gig options tab of the Control Options window check the box if you want to allow a player to be 9 included on your gigs without pay 2 Added the functionality for the user to customize the file name assigned to documents created using the Document Generator Customize the file name by selecting elements on the Gig Options t
21. column in your left side list view window it does not appear WorkAround Select a non dollar amount column for the right most column A fix for this issue may not present itself in the near future The above workaround will allow all dollar amount columns to show in the list window 19 A Start Over process has been developed This allows new users to play around with the system enter in bogus test info and get familiar with features before using it for real This process will erase all information in all the data files and return you to ground ZERO This is also fully documented in the new version of the User s Manual version 3 4 1 20 The social security box on the Player Quick Setup window has been fixed It was only allowing one character to be entered 21 Fixed two errors on the Gig Quick Setup window Gig Date validation and and an error that would halt the program when the user was trying to exit 42
22. d as one of the columns 2 Repaired the display and sort of the Gig Personal Expenses fields if selected as one of the columns 3 Fixed the following fields on the Players Staff Fans Venues Contacts and Equipment set up windows so that there could be a blank in the field if there had been information entered there previously City State Zip Province Country User Defined fields 1 4 4 Fixed display of values for Player Pay Percentage column 5 Fixed display of the Email manager window when displayed on larger screens 6 Fixed display of the main window s Background image when selected from Control options window 7 Fixed Mileage report to reflect change in Gig Manager window display above 8 Repaired many issues with the Repetoire Set List maker including a addition of a new printable Set List that allows many more songs per page in whatever font you choose b increased window height c Pointer remains at the position a new song is added instead of being reset to the top of the list d Enhanced Show Song Duration functionality on Set List Maintenance to allow Set Lists created without Song Durations to automatically be updated if Song Durations are added to the repetoire at a later date e able to see changes to the Set List name without having to close and re open the window 1 Added a warning to the user to explain that a column displaying a dollar amount cannot be selected as the first or last c
23. dars please contact our customer support department if you need any help centering the heading DO NOT place a check mark in the box next to Send default calendar Style Sheets with upload as it would set the format of your web calendars back to the factory default style 3 Engagement calendars were revised for individual players staff Individuals now publish a link to their engagement calendars that includes a CodePhrase in the URL Each player wanting to take advantage of this must have their specific CodePhrase as the third part of the UserDefined password string on their setup window The updated format of the string must be as follows username password codephrase The string values are separated with semi colons and no spaces are allowed Those that do not want to use this feature must have the pipe symbol as their codephrase as shown below username password Assuming that one player uses the CodePhrase willyboy and your Engagement Calendar 3 list file was named ecalendarList php the URL for his public access engagement calendar is http www yourdomain com BandLeaderPlayerSchedules ecalendarList php bIn willyboy The look of the engagement calendars can be customized using CSS commands given in the TBL_MonthPages css file 4 Added a new Gig List link on the Web Calendars that opens up a Gig List in text format for easy cut and paste to various social media event calendars 5 On the Internal calendar
24. database files from Free sources but does not copy them onto your system USA ZipCodes471 csv http www boutell com zipcodes Aust ZipCodes471 csv http Awww corra com au support downloads UK ZipCodes471 csv http www cycle route com Postcode Latitude Longitude Conversion html No warranty is given of their completeness or accuracy however they are good start to help you utilize the functionality of the feature More complete databases are available for purchase from a variety of sources on the internet The import file must contain ZipCode Latitude Longitude City and Country for it to be compatible with The Band Leader software If you have any questions regarding the importability of a database please contact our support department for help 2 The system now allows the setup of Performers through the Control Options window All FTP and EMail login data is stored by Performer This way you are able to create Web Schedules Web Calendars and send email out for separate performers keeping all their web pages separate The new feature also allows you to combine gigs for any number of ensembles into the web pages emails created for a performer Video tutorials will soon be available on YouTube com to illustrate this 3 Reversed the restriction that excluded expenses owed to miscellaneous vendors from those that could be selected on the Expenses tab of the Gig Manager window This restriction was introduced in version 4
25. de the mailing at a later time A menu option is provided to Purge Email Log an is recommended at the conclusion of your mailings Note The system does not save the message text nor link a message text with the Email ID stored in the Email Log 2 A Song List report has been added 1 Fixed error in Export Recipients file that caused email address to be blank 21 2 Fixed inconsistency between Player and Staff setup where invalid Sex value had be entered 3 Fixed the tabbing order at the six row on the Players 1 tab of the Gig Manager window 4 Aligned the Phone numbers on the Purchaser Contact tab of the Gig Manager window with those on the Miscellaneous tab of the Control options 5 The Gig Type field wasn t being read correctly when chosen to be included as a column heading on the Gig Manager window 6 Fixed the Gig Info Sheet to reflect the amount of Deposit Received 7 Fixed error in Expense Template List that incorrectly displayed template if no Staff or Estimated Expenses were included this requires report ExpTempl2 rpt to be included in update 8 Allow user to remove a venue from an expense template 9 The Personal Expenses report call in some versions was pointing to the wrong file This has been corrected by including the personal1 rpt file in this update 10 The Gig Type field on the Venue tab of the Gig Manager window will now function the same as the Sound Check and Load In times allowing you to overrid
26. e individuals keeping track of their mileage you may now enter it on the Gig Manager window for each gig and choose to display it as a column heading 3 The Gig Manager window now provides three 3 fields to enter simple personal expenses These values are not deducted from the Gross Amount prior to calculating pay for the players as are the group expenses These fields are found on the revised Payment Specs tab 25 now called the Misc Financial tab of the Gig Manager window You are able to assign whatever description you wish to the three fields This can be done in the Control Options window 4 A new report allows you to print the amounts you have entered for Mileage and Personal Expenses on each gig based on a range of Gig Dates 5 The Gig Calendar has been expanded allowing for longer gig names on the colored buttons The length of a gig name can now be up to 22 characters long 6 Ticket Prices Best Time To Call Load In time and Sound Check time that come into the gig from the Venue can now be overridden on the gig If the override is cleared from the gig the default from the Venue will reappear When the user overrides the Venue s default on the Venue tab of Gig Manager window the value entered appears in BOLD lettering 7 The Contract Letter generator is now called the Document generator and can be found under the Reports menu It has been expanded to allow you to merge gig information with web page t
27. e message to all your Players all players will be searched for City and the information will be merged into your message Missing information is displayed in a report allowing you to make corrections A list of the email subvars is below Embed them exactly as shown and treat them just as if they were another word in your message sub var Purpose amp MFULLNAME amp Full Name Last First Middle amp MFNAME amp First Name only amp MMNAME amp Middle Initial only amp MLNAME amp Last Name only amp MADDR1 amp Address 1 amp MADDR2 amp Address 2 amp MCITY amp City amp MSTATE amp State amp MZIP amp Zip Code amp MPHONE amp Voice Phone Number amp MEMAIL amp Email Address amp MAPP amp Entry Type i e Player Staff etc amp SALUTE amp Salutation Fans and Contacts only 34 kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkk Calendar enhancements Appointments scheduled on the ToDo list are now noted on the Calendar A marker a capital letter A will appear to the right of the day number if there has been an appointment scheduled for that day When you right click on the day number you are presented with a popup menu and from there if you select View Appointments the ToDo list will open The only way to clear the marker from the Calendar is to remove the appointment from the ToDo list Appointments are NOT Ensemble specific kkkkkkkkkkkkkkkkkkkkkkkk
28. e the value on the Venue setup if a Venue is selected on the Venue tab 11 Gig Openings list date sort fixed to work like the Gig list date sort 12 Fixed Gig Openings list to reflect changes of Gig Date on the entries 13 Made a decision to exclude expenses owed to miscellaneous vendors from those that can be selected on the Expenses tab of the Gig Manager window These expenses cause unexplained errors on the Gig Manager window 1 Fixed an error that would restrict printing a gig contract if there were no Contacts or Venues entered into your system In addition to the update a new add on module is available to manage equipment and or any production proposals The module provides the ability to add any kind of item to a gig and track specific expenses against the amount you had submitted as your bid price quote Each gig can have many different proposals and each can be assigned a separate expense account to report profitibility These items can be setup as individual pieces or kits of other items New reports include Proposal requirements checklist Equipment Invoices Master Listings and Proposal Profitibility The equipment module can be used in many ways to track side production 22 proposals relating to a gig See www thebandleadersoftware com f_eqp htm for more ideas Existing users can add the new module to their systems for only 25 00 USD This special is not available on the website Contact admin thebandleade
29. emplates HTML files The same set of substitution variables is available for creating these web pages Web page templates must have a filename extension of HTM There is a new training video posted on our website that gives a quick overview of the Document Generator and how it is used to create contracts The same process applies to creating web pages 1 Fixed a bug that generated an error if you deleted a phrase from the Gig Manager booking journal 2 Fixed a bug that generated an error if you clicked the Paste button on the Select Contacts pop up window from the Gig Manager Agents tab when there were no Organizations set up on your system 3 Repaired a situation where an error was generated when you removed a player from a Mail Group while he was the 26 selected player on the left side frame 4 Fixed a problem that caused the Gig Sheet report to re print the last gig selected instead of the gig currently shown in the Gig Manager window 5 Repaired a situation that caused a gig payout to abort if there were group expenses on the gig The payouts that were not recorded will still display the green warning message below the Event Description box in the Gig Manager window You will need re run the record payout function on these gigs 6 Web Calendars were not showing the correct date day associations in the International Version This is now fixed 7 Repaired the Left frame of the Setup windows for Players Staf
30. ersion of the User s Manual Version 3 4 1 It is available now for download from the website 11 Added the Gig Date to the Payouts Report 12 Calendar shows vacation memo HELP in the legend area when adding a vacation memo The legend returns when the memo is complete 13 The button color of a Penciled In gig on the Calendar that either falls within the warning period or who s gig date has past has been changed to a deeper shade of BLUE to help distinguish it from BOOKED gigs GREEN button color 14 In light of the fact that a gig can be BOOKED that doesn t pay money i e a benefit volunteer performance or audition the requirement of an non zero Amount on the Quick Gig Setup window has been lifted 15 The requirement of a phone number before you could add a Player Staff member Contact or Venue has been lifted 16 Fixed a bug that would halt the program if the user was entering their first item in a SetUp window and before a SAVE they opened the Confirm Promo Mailings 41 window Users who began using the Expense Entry window right away and mistakenly clicked the Confirm Promo Mailings menu option would more than likely have experienced the problem 17 Fixed a bug that would halt the program if the utility that searches the disk for the Windows Calculator did not find it 18 The following quirk has been noted Applies To All SetUP windows Symptom If a dollar amount is selected to be the right most
31. f Contacts and Fans that generated an error if you had selected to see only those in a particular Mail Group and the last of those had been deleted 8 Repaired an Email address selection by Mail Group error that had been introduced in version 3 8 1 Note If your version is less than 4 0 0 you must have our support department convert your datafiles and update your software There is a small fee for this service Apple Users A new product called Parallels Desktop for Mac is gaining respect from Apple users that need a way to load and run windows based applications like The Band Leader on their Mac systems Spread the word around http www parallels com 1 You can calculate payouts to players based on percentages of gross pay less any commissions expenses staff and leader fees or kitty donations A new gig loads the last used percentage scheme as a default Percentages entered on the player s entry override those entered for him her on the Gig Manager window The pop up menu for Pay Methods Gig Manager window now includes the option to use percentages 27 2 You can assign all Fans Players Staff and Contacts to as many as 50 e mail groups You are also able to display only those who belong to a certain mail group on the left side of the setup screen 3 Address fields have been added to accomodate lengthier international addresses 4 You can assign a duration value to each song in your repetoire This
32. ill automatically be added to the drop down list for future use Typing in the first few letters of a the name will search the drop down list and display the full name 3 Enter the expense amount and select an expense category 4 A new box for an Invoice Number is optional 5 Click the SAVE icon on the tool bar and the expense has been entered Making a Payment Expense Entry Window 1 Click the Make or Reverse a Payment tab 2 The UnPaid balance of the expense will automatically fill into the Amount box Verify the Pay To name select a PayDate and click the Make Payment button to record the payment 39 Reversing a Payment Expense Entry Window 1 Click the Make or Reverse a Payment tab 2 Enter the amount you wish to reverse from a previous payment You cannot reverse an amount that exceeds the amount you ve paid to date on the expense 3 Verify the Pay To name select a PayDate and click the Reverse Payment button to record the reversal 4 The Expense Transaction History report should show all Payments and reversals for a given expense grouped together 4 The following policies have changed 1 If an expense is deleted all payment and reverse payment transactions relating to the expense are also deleted It is advised that before deleting an expense that the expense reports are printed 2 If a user changes the expense category on an expense all previous payment and reverse payment transactions rel
33. in If the characters match that of a venue the dropdown pointer positions itself at that venue This should make scrolling the drop down easier to locate your venue in the list If the Venue is not found then the user is asked if they want to add a new venue If they choose to add and save the new venue the user is returned to the Gig Manager automatically 14 10 Web Calendars can now be generated for individual players and staff Players must be confirmed on the gigs Individuals will be required to enter a username and password to gain access to their pages on the web Usernames and Passwords are kept in a password file created automatically and transfered to the appropriate folder on your web site For more information regarding this password file contact our customer support This password file uses the information stored in the User Defined Field Other4 on the Misc tab of the Player and Staff setup windows The entry must be in the format of username password with no spaces No duplication of usernames is allowed Passwords must be numbers and characters only No punctuation marks Vacation rehearsal and Memo notes are not available on the individual calendars It is sugggested that you create a separate Performer entry to contain your website logon parameters and use that Performer when generating calendars for individuals In order for this feature to run correctly your website must be PHP enabled IMPORTANT NOTE
34. in a document template prior to deciding if it would compile the list or not 4 Repaired the Equipment Proposal Invoice document generator to allow an invoice to be generated without being linked to a gig Opened up all Invoice header fields i e Event Name Company Customer Name and Address and Customer Tax for input Note If the proposal is linked to a gig only the fields that are included in the template are opened for input 1 Extended the functionality of Quick Gig Entry to include the option to add Quotes 2 Expanded the internal calendar to allow user to display gigs that are in a Quoted Only status You may choose to view Quotes for all ensembles or all venues or a single ensemble or venue If viewing a calendar for venues Booked Penciled In and Quotes show up on the same screen Quotes are shown in orange colored boxes 3 Added a field to the Ensemble setup that allows a Band Leader to be assigned to the Ensemble When selecting an Ensemble for a gig any Band Leader already named for the gig is replaced with the Band Leader for the Ensemble 4 Added the following subvars to the Document generator amp CONTCAT amp will provide the Contact s Category only if the contact selected for the gig is from your contact database amp AG1NAME amp Agent 1 Name amp AG1FNAME8 amp Agent 1 First Name amp AG1LNAME amp Agent 1 Last Name amp AG1ADD1 amp Agent 1 Address 1 amp AG1ADD28 amp Agent 1 Address 2 amp
35. kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkk Review both of the following files for additional tips on using The Band Leader Install Folder Forms Letters Letters_ReadMe txt Install Folder Backups Backups_ReadMe txt kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkk Items 1 10 below are related to the agency features added in this update 1 The facility to assign an Ensemble ID to a gig has been implemented Assigning an Ensemble to a gig will initially load the gig with players from the Ensemble Selecting an Ensemble for an existing gig will replace all existing players with players from the selected ensemble and recalculate earnings Player substitutions on the gig do not change the original Ensemble 2 A new column heading Ensemble as been added to the Gig Manager list window so that gigs shown can be sorted by Ensemble 3 The Calendar can now be displayed for a selected Ensemble A button has been added to the Calendar window to select the Ensemble for which the Calendar will apply 4 The Control Options window now allows selection of an Ensemble that will be the first Ensemble shown when the Calendar is opened 5 Calendar memos vaction rehearsal and misc notes created on the calendar now specifically apply to the ensemble you were viewing at the time they were created In otherwords for example vacation memos created for Ensemble A will not appear on the calendar for Ensemble B
36. ld pop up when trying to save the first Ensemble in the database 2 Fixed an error that selected all variables to be included in the PLAYERSLIST amp subvar when printing a document for Multiple recipients regardless if they had been chosen to be included in the document or not 3 Repaired the Refresh Set List routine so song durations show up if they had not been entered prior to the set creation 1 A new option on the Tools menu allows you to Unlock a Paid Gig When a gig is unlocked the payout information specified in the Gig Manager window and recorded when the gig was locked is erased and the gig status is reset to Booked Miscellaneous expense payout information specified in the Gig Manager window and recorded when the gig was locked is reversed Any adjustments to payments made by check need to be dealt with separately as they are independent of the Gig Manager To reverse or void a check enter the check number and respond to the prompts 2 Users can open up a paid locked gig in the Gig Manager window by right clicking the gig button on the Calendar 3 The Document Generator will now produce multiple copies of documents created in the RTF or HTM formats if the amp MULTI amp subvar is included in the document text see below in enhancement 12 of version 5 1 1 highlights for more information about the amp MULTI amp subvar 4 The system now includes Income entries from miscellaneous sources that are linked t
37. mp amp GIGDATES amp amp GIGDATELNG amp amp LEADERNAME amp amp LEADERADD1 amp amp LEADERADD2 amp amp LEADERCSZ amp amp LEADERADD3 amp amp LEADERADD4 amp amp LEADERCITY amp amp LEADERSTATE amp amp LEADERZIP amp amp LEADERPROV amp amp LEADERCOUNTRY amp amp LEADERPHONEV amp amp GIGQUOTEDATE amp amp INVNUM amp amp PONUM amp amp REFERENCE amp amp INVDATE amp amp SERVDESCR amp 5 The Document variables CONTNAME amp and amp LEADERNAME amp has been changed so that the names appear in the format of First Name Middle Name and Last Name For example instead of Smith John E you will now see John E Smith 6 The characters amp TBL_PB amp have been internally reserved within the document template function DO NOT INCLUDE THEM IN YOUR DOCUMENT TEMPLATES 7 Anew subvar amp PLAYERSLIST amp is available in the body of document templates The players list compiles a line for each player and optionally each Staff member on your event and includes this information as a single chunk of data The Document Generator allows you to configure the line to include the following The Player s name Instrument tax ID and Pay Amount 8 The missing photo message for Player Staff and Contact images has been replaced with a message in the Photo box that doesn t require action 9 The Venue Name field on the Gig Manager window has been enhanced to find your venue based on a few characters typed
38. n double click the colored box A change in the field s description affects all gigs 9 Added 24 additional subvars to the Document Generator to accomodate the user defined Additional Rules 12 are for the descriptions named amp QAR1N amp amp QAR2N amp amp QAR3N amp etc and 12 are for the corresponding data named amp QAR1 amp amp QAR2 amp amp QAR3 amp etc Please be aware that changes to the description of an Additional Rule as noted above may also effect the verbage that is printed on a document template merge 10 You can now inquire of or add a player directly from the Player tab in the Gig Manager window by first clicking a player s name already listed on the gig and then clicking the Player Maint button Same applies for staff members on the gig 11 You can now enter a string of Black Out Dates for players that will be checked each time you include a player on a gig A specific format for the string is required List specific dates individually Separate a consecutive range of dates with a dash Place a comma between the date ranges For example In the USA the Black Out Date string 7 2 2012 10 12 2012 10 16 2012 11 15 2012 designates that the player is unavailable on 7 2 2012 from 10 12 2012 through 10 16 2012 and on 11 15 2012 The same functionality is available for 10 Staff 12 The Document Generator can now create a separate document for each Player and Staff on the gig This feature req
39. nd Country on Setup Windows offer suggestions when you begin typing Version 3 8 1 Bug Fixes 28 1 Transaction dates for payouts to Staff Commissions and Leader fees changed to reflect selected Payout date 2 Calculated commission amounts were not being stored correctly thus not displaying in the columns 3 Purge Payout date was not comparing correctly to transactions in the Pay History file Transactions can now be purged 1 Users can now store and reference their active dataset ina folder drive other than the one set up when the program was initially installed This allows the following two flexibilities a The dataset can be placed on a network drive b The dataset could be stored on a removable or external media for easy portability 2 English speaking foreign countries using a decimal monetary system are now able to use The Band Leader Their regional settings will determine whether to display dates in either the mm dd yyyy or dd mm yyyy format 3 Added calendar buttons on the report windows to make date range selections easier For users printing contracts with The Band Leader Version 3 7 1 has changed the subvar COMPWORDED amp This subvar no longer includes the words U S Dollars at the end of the phrase If you wish for these words to print after the contract amount you will have to add them to your contract templates 1 Corrected a crash situation when entering and escaping from the firs
40. ne on the gig With this functionality you could create a distribution event gig that handles the payout of misc income and with the new checkbox on the Gig Manager window you can elect to or not to Show this Event on Gig Calendar Income transactions will be summarized and displayed in the Gig Manager window in the new Amount Collected field see 5 below or in the From Kitty Account field depending on how the user chooses the transaction to be designated as If both a Deposit Amount and Date Depost Required have been entered for a gig an income transaction is Linked to a gig as earnings the system will compare the total of the Amount Collected against the depost amount required and post a date in the Deposit Received Date field when the Deposit requirement has been fulfilled The new Income Entry feature can be found under the Activities menu 2 You can now automatically import merchandise sales data from our Point of Sale module The export import uses an exchange file posex bls that can be placed on a stick drive and carried between systems if desired The sales entries in the exchange file are summarized and are automatically imported when the user visits the Income Entry window see 1 above They can be listed on the same reports as above 3 You can now change the registrant s name that prints on all reports See Alternate Registrant on the Tax Info tab of Control Options 4 The Denomination Dist
41. nted however the user can reset the starting document number at any time Use the reset feature with caution See variable below to embed the Document Number into your template 3 The Document Generator has added the following sub embed variables to find and replace data in Document templates amp DOCNUM amp Document Number Digits only Contract Letter or Proposal Invoice amp DEPOSITQUOTED amp Amount of Deposit Quoted amp BALDUEAFTERDEP amp Amount Quoted less Deposit Quoted amp GIGDATELNG amp a long description of Event Start through End Date for example Thursday April 28 2011 through Sunday May 1 2011 amp GIGDATELNGSING amp a long description of all consecutive dates within the Event Start and End dates for example Thursday April 28 2011 Friday April 29 2011 Saturday April 30 2011 and Sunday May 1 2011 amp ATTIRE amp a phrase from the Gig Manager window describing the attire for the event amp CONTFIRSTNAME amp The Contact s first name only amp CONTLASTNAME amp The Contact s last name only 4 The Document Generator has been expanded to find and replace sub embed variables in MS Word document Headers and Footers The variables available are listed below amp DOCNUM amp amp EVENTNAME amp amp ADAY amp amp GROUPNAME amp amp PURNAME amp amp CONTNAME amp amp VENUENAME amp 13 amp VENUEADD1 amp amp VENUEADD2 amp amp VENUECSZ a
42. o a gig in the Amount Collected field on the Gig Manager window 5 New Income entries cannot be linked to Paid Locked gigs 6 Tax ID on Player setup is not limited to Social Security number format 7 The Gig Income for Tax Year report has been modified to clarify that the income displayed on the report is accumulated ONLY from either 1 entries made through the Income Entry window or 2 the final amount collected on Paid Locked gigs 8 Added a prompt to preview the Email Errors report after an email campaign has finished 1 Fixed an error caused by viewing a contact in Contact setup when the contact was used on a gig and that gig was open in the Gig Manager window 2 Fixed the Master Player List subvar in the Document Generator 3 Fixed the Expense Entry window to retain data for a new expense if the window lost focus prior to saving the entry 4 Fixed a bug that delected the Venue selected from the drop down box of the Gig Manager window if the user afterwards clicked the City State Zip box 5 Fixed an error that kept generated documents from displaying when completed if template was in the RTF or HTM formats 6 Fixed a bug that prevented using the Start Over function that allows a user to erase all information in the databases and start over from the beginning as if from a fresh install 7 Fixed an error that did not display the Event Name on a Gig Related Income entry when the Income Entry widow first opens
43. o the Positions Open list from Player Setup window 4 Repaired the way the Positions Open list is cleaned up after a gig date has passed 1 Changed the warning message text when accidentally clicking the Purge Payout Information button and no data had existed to purge 30 2 The dialog window to warn user that a window needed to be closed before a delete could be performed was not displaying correctly 3 The confirmation checkboxes on the Players tab of the Gig Manager window were not being automatically checked when an ensemble was imported 4 Fixed errors received in the Organization setup window when there were no Contacts in the system Version 3 6 1 introduces the ability to track and manage what players have been contacted and confirmed for your gigs This feature would appear to be very helpful to Band Leaders who put together many unique ensembles to fill casual gigs or for managers who just need to fill the entertainment needs of a small venue By activating the feature on the Gig Options tab of the Control Options window you can switch the list view in the Gig Manager window from listing gigs to listing openings IMPORTANT Once you update your software to version 3 6 1 you will not be able to restore from backup datasets made prior to the update For this reason it is EXTREMELY important to perform a data backup IMMEDIATELY AFTER applying the update The data backup utility is found under the File menu of
44. olumn on the left frame of the SetUp Entry windows 20 1 Fixed an error generated in Equipment Item Setup when a change was being made to an item without having selected a category first In addition to the update a new add on module is available to record payment of earnings to your players staff and contacts by check The new module will search for gigs that the payee has not received payment for and provides 5 new reports to document the payments and deductions 1 Pay By Check module added 5 new reports Check Stub Gig Services Not Paid Posted Check Listing Universal Deductions Withheld Check Advances In and Out 2 Reversed the restriction that excluded expenses owed to miscellaneous vendors from those that could be selected on the Expenses tab of the Gig Manager window This restriction was introduced in version 4 3 1 3 Estimated Expenses are now added to and removed from the gig by double clicking a colored box on the Expenses tab of the Gig Manager window 4 Also you can now enter an Actual Expense and assign it to the gig you are viewing by double clicking a colored box on the Expenses tab of the Gig Manager window Added quick payee lookup to this function 5 Added quick payee lookup to the Expense Entry setup window 1 If the number of Email recipients is greater than the number you are allowed to send in one mailing the system will track in an Email Log who has been sent the mail so you can conclu
45. ontact customer support to find out more 15 An Email Generator has been added Two user defined selection fields have been added to each of your Fans Contacts Players and Staff In addition a troupe date has also been added to each of the above 36 User can use all three of these new fields to select groups of recipients when sending email On the Email Generator window you can also select a range of bookings that will automatically append to an email you wish to send Email can be sent using messages typed on the fly or from stored messages Stored messages can contain substitution variables to make messages personalized for each recipient or a generic message can be emailed to all recipients Before personalized email is generated a report can be displayed of missing information in your databases At this time the Email Generator only interfaces with MAPI compliant email systems that must be already installed on your computer Microsoft Outlook and Microsoft Exchange are a couple examples of MAPI compliant email systems However the new Export Addresses feature will write out all your address information in a text file format for easy import into other systems You can also use the Export Addresses feature to create a text file needed to import recipients into third party mail merge software To send email your email account s User Name and Password need to be entered onto the Internet tab of the Control Options windo
46. payment transactions relating to it if it is considered Paid In Full as of the purge date you give it If not no information for that expense 40 is purged removed 9 This update to version 3 4 1 includes a supplemental program that will automatically change the pay date on all gig payouts that have already been recorded The pay dates will be set to equal the ending date of the gig The user will be asked during the update if they want this change to be made to their existing data A dialog box will display the progress as the supplement is running 10 A brand new feature has been added to create HTML calendars This feature can be found under the Reports Internet menu The HTML calendars can be run in two formats The first format The Engagement Calendar creates an HTML web page calendar for each month selected showing only booked gigs This would be good for general public visitors to your website The second format The Work Calendar creates an HTML web page calendar for each month selected showing booked gigs penciled in gigs vacation days rehearsal and note memo links Did you know you could show vacation days rehearsal days and create notes on the existing calendar Read up on it under Memos in the User Manual This format is good for sharing knowledge with other band members having a secret place on your website for them to go and get up to speed on what s going on The process if fully documented in the new v
47. ple ensembles it is recommended that you devise a convention of naming your gigs so that the ensemble is represented in the Gig Description For example if you have 32 an ensemble named Boogie Boys and they are playing at Joe s Bar you may want to enter a gig description of BB Joe s Currently only 11 characters are allowed on the Calendar gig button 4 The position of the window splitter bar on the Gig Manager window is now remembered when you click the Gig List box 5 Changed Gig Manager window to automatically assume that the date portion of a gig time has advanced by one if the time is greater than 12 00 am 6 An Import module has been created It will be sold separately from The Band Leader It allows you to import Fans Players Staff Personnel Contacts Song List and Gigs from plain comma delimited text files of less than 50 fields per record These test files can be exported from most softwares or created from spreadsheet programs 7 Increased the size of the Workability Ratings boxes on the Player setup window Styles Tab so that you can see all of the digits entered 1 Fixed program crash when clicking the Save Window position option while on the ToDo list and either of the Internet reports windows Save Window Position is not available on either of these three windows 2 Fixed a bug that crashed the program when the Quick setup function was used to enter the very first Player Staff or Contact
48. ribution Gig Manager window is now calculated on the Amount Needed 5 An Amount Collected box has been added to the Money Matters frame on the Gig Manager window Income transactions posted from the new feature described in 1 above are summarized in this box You can enter a value here as well however an amount entered here cannot be less than the amount summarized from Income transactions This field can also be selected as a column in the Gig Manager list frame 6 The restriction has been lifted that required a BOOKED gig to have an 16 Amount Quoted that exceeded the total of any monies to be paid out on the gig From this version forward the Amount Quoted combined with any amount from the kitty is still used to calculate commissions equal pay to players and pay percentages However it is NOT used to approve if a payout can be recorded The Amount Collected must be equal to or greater than the monies to be paid out before the payout can be recorded 7 You are now able to remove mistakes made in the naming of Cities States Provinces Countries User Defined field values Equipment Descriptions Makes Performer Names Bank IDs Universal Deduction Descriptions and more The Remove Misc Payees Vendors option on the SetUp menu has been changed to Remove Cities Provinces etc and is the place to remove the mistakes 8 A new feature allows you to require a UserName and Password to start up The Band Leader software
49. rsoftware com directly 1 Fixed a display issue in the Gig Times matrix of the Gig Manager window when the number of consecutive days a gig runs is greater than 1 1 Contract templates can now be created in the WebPage htm format and MS Word doc format This new feature allows users to put the sub vars in tables and align the data in the cells to keep it better contained 2 A new report Gig Schedule by selected Player allows you to print a different schedule of dates for each player If you wish to include pay amounts on the report they must be entered manually on the gig 3 Contacts can now be sorted into Categories Add categories on the Contact setup window 4 Added the capability to send HTML email Note In this enhancement it was necessary to change the name of the bookings html file to bl_bookings htm Links from your website to the bookings html file MUST BE changed to reflect the new name 5 The Email generator is not restricted to work with only MAPI compliant email clients I E Microsoft Outlook Now you simply need a valid SMTP server name user account and password and you can send mail 6 In addition to the powerful email grouping functions messages can now be sent to players and staff for only the gigs they are scheduled on The message can included venue address directions hype gig times and player pay amounts Gigs can either be penciled in or booked 7 Web Calendars now have a pop
50. s all over the system to allow storage 2 of shorter names closely resembling ones that had already been stored 1 Revised the Web Calendars routine to require that Performers be setup first before generating Web Calendars For generating individual player schedules a separate performer must be setup in advance AND it requires that BandLeaderPlayerSchedules be used as the named subfolder for the performer Only one performer using BandLeaderPlayerSchedules as the named subfolder may exist per FTP host A couple of changes have been made to the Create Web Calendars window When the performer for individual player schedules is selected the option to show Pay Amounts is displayed and the list of ensembles is hidden 2 Centered the heading on the Web Calendars This was accomplished by changing commands in the following two Cascading Style Sheets i e CSS files that were a part of the original installation of the software and can be found in your installation folder TBL_MonthPages css TBL_WorkMonthPages css If you HAVE NOT previously customized the above two CSS files on your website you should place a check mark in the box next to Send default calendar Style Sheets with upload the next time you generate and post web calendars This only needs to be done once for the change to be reflected on your website If you HAVE changed commands in either of the above two CSS files in an effort to customize the look of your on line web calen
51. t Song and Set List 2 Reduced the font size of the Date Labels on the calendar grid of the Gig Manager window to accomodate lengthly date displays 3 Fixed the button allowing users to close the Help window 29 from the Confirm Promo Mailing utility 4 Darkened the color of selected entries in the ToDo list 5 Fixed error received when generating web schedule and web calendar updates on systems where user had not set up at least one musical ensemble 6 Fixed a problem with the sort capability of the Gig Manager window when two date columns were chosen to view 1 The Web Site Schedule update now allows the Gig Time to be included in the listing for booked gigs 1 Fixed an intermittent problem occuring with the Web Site Schedule update that warned File Already Open Error 55 Notice Some inquiries have asked if The Band Leader can export Contact information to PDA s or Cell Phones Yes A CSV file can be exported from The Band Leader however it s up to the software handling the transfer to the portable device to find the file and update the device The Data Pilot software from Susteen Inc for Cell Phones and Palm devices is an example of one that seems to be able to import data from a CSV file 1 Corrected the variable name that allows you to personalize a SALUTATION on emails 2 Fixed the player confirmation checkboxes when importing a new ensemble into a gig 3 Fixed error received when coming back t
52. t soon be available at retail outlets throughout the USA For this reason a Startup code may be required the first time you restart the program after applying the update This was the same procedure you went through when you first installed The Band Leader on your computer You can obtain a Startup code from the website or by contacting our support department Sorry for the inconvenience 1 Over Extended gigs those where amounts paid out exceed the amount quoted can now be shown as BOOKED on the Calendar The over extended amount must be entered into the box for from kitty account in the Gig Manager window If manual pay amounts exceed all income on a BOOKED gig the gig status is automatically switched to PENCILED IN 2 Default Booking Journal and Contract Specs text can now be created and automatically inserted into each new gig To create the default text follow these steps A Create a new gig Enter a description B Enter the text you wish to be saved as the default Booking Journal or Contract Specs C Save the gig Quoted Only D Delete the gig On each new gig the default text will automatically be inserted To remove any default text delete it when performing step B above 3 The calendar has been modified to allow display of gigs for all ensembles at once This is the default presentation unless a preferred ensemble is set as the default on the Gig Options tab of the Control Options window If you are using multi
53. udget Report shows the Amounts Quoted and lists the Player Staff Contacts Leader Fees and Expenses for each gig It gives you the options to print the report for Events or a specific Player Staff Agent or Leader Both reports allow you to select the range of dates you want to consider and elect whether you want to print the standard report or export the data to a CSV text file 16 The Add Reminder function now allows you to link a reminder with an Event Gig If linked the event name and date will prepend itself to the beginning of the reminder text and double clicking the reminder text on the ToDo list will open up the gig manager window with that event selected for viewing 1 Repaired the Posted Check Listing and the Check Advances In and Out reports that were not subtotaling the entries by Bank ID as originally designed 11 1 Allows a recorded payout to be corrected by using a Reversal Gig that contains negative amounts 1 Fixed an error in the Control Options that would not allow the program to start if the option to verify postal codes was turned off and then on again 1 The Document Generator has added the following sub embed variables to find and replace data in Document templates amp PURFNAME amp First name of Purchaser on the Gig Defaults to First name of Contact if Purchaser is blank amp PURLNAME amp Last name of Purchaser on the Gig Defaults to Last name of Contact if Purchaser is blank 2 Ch
54. uires that the new amp MULTI amp subvar appear somewhere in the document template The amp MULTI amp subvar itself gets removed in the newly created documents Four more subvars have been added to the system and can be used to print recipient specific information in the body of the output documents for example this will accomdate the need to print Artist Agreements for confirmed Players and Staff on the gig amp ARTISTNAME amp Prints the First Middle Initial and Last Name of the Player or Staff on the gig amp ARTISTAMT amp Prints the pay amount for the Player or Staff on the gig amp ARTISTTALENT amp Print the talent or service the Player or Staff is hired for on the gig amp ARTISTSOCIAL amp Prints the social security number of the Player or Staff on the gig 13 The calendar now allows you to display all dates for a selected Ensemble or a selected Venue Click the Ensemble Venue button to select a single identity 14 Added the functionality to include the 12 Additional Rules in the generation of individual player web calendars Place a check in the box next to the rule to include that rule in the PopUp window on the calendar when you hover over a gig If a rule is left blank for a specific gig nothing will print on the calendar for that specific gig 15 Added new reports Deposits Outstanding sorts the Deposits due descending by their Due Date and notes if they have been received or are still outstanding The B
55. w Note Due to the recent condemnation of HTML email universal compatibility issues and recent viruses being spread around within HTML email The Band Leader does not currently support the encoding for HTML email Be kind to your email recipients Give them something they all can read 16 A miscellaneous Other Notes box has been added to the Gig Manager Rules tab This can be used to include addtional contract provisions in a contract if the substitution variable amp CSPECS amp is included on the contract template you use This new substitution variable does NOT require information to be present as many of the other variables do 17 Appointments made on the Todo List are now signaled on the Calendar The Letter A displays to the right of the day number on the Calendar if at least one reminder has been added to the ToDo list for that day These appointments are not ensemble specific as are the other memos that can be created on the Calendar i e vacation rehearsal and miscellaneous memos Right click the day number and select View Appointments to open the ToDo list When a reminder is removed from the ToDo list it is also removed from the Calendar 18 The ToDo List has been set to open maximized by default 37 19 State codes have been added for the Canadian Provinces as listed below AB Alberta BC British Columbia MB Manitoba NB New Brunswick NL Newfoundland and Labrador NT Northwest Territories NS
56. y display the full column name 5 Fixed an error on the Engagement Schedule report that would incorrectly display the through date 38 6 Fixed an error that would crash the system if you tried to select the same column heading twice on any of the setup windows 1 Added copy cut and paste functionality to the Journals in Contact Gig and Venue maintenance 2 Added feature to handle more than 3 gigs per day Items 1 8 all deal with either the Expense Entry window or Expense Reports 1 The Expense Entry window has been enhanced and simplified A new List Options feature provides the user different ways to include or exclude expenses from the list The user can now choose to view only Paid expenses only UnPaid expenses Past Due expenses Expenses due in the next 30 days or All Expenses 2 Items in the Expense Category dropdown list are now sorted alphabetically 3 The facility to Make Payments or Generate Reverse Payments has been simplfied The process for entering and paying an expense is described below Entering Expenses Expense Entry Window 1 Type in a expense descripiton 2 Select a name from the Owed To drop down list of either your players signified with the letter P after their name your staff signified with the letter S after their name your contacts signified with the letter C after their name or you can type in a Vendor s name If the Vendor s name hasn t been used before it w
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