Imagine having a personal assistant who could keep track of your entire organization’s schedule, and send out consistent reminders, notifications, and reports to the right people at exactly the right time, 24/7 without ever needing a break... That’s what EventPro’s Virtual Assistant (EVA) Suite can do for you!
EventPro Virtual Assistants (EVAs) scan your EventPro database at scheduled intervals, looking for certain situations or changes that trigger specified actions, such as sending notifications and reminders, updating or syncing online calendars, generating and sending reports, and more.
Notification-based EVAs can send automated reminders via email and, in most cases, SMS text. You define the custom subject and text templates for the notifications, which can even include Merge Fields that automatically pull in relevant recipient data, just like EventPro Letter Templates. Email notifications can typically contain multiple attachments, including EventPro reports, internal documents, letters, calendar attachments (if the recipient is linked to an event), and more. You can also indicate whether you want the automated notifications saved in the communications log for future reference.
Any EventPro Virtual Assistant (EVA) can be purchased separately, or you can take advantage of the convenience of the entire integrated suite.
EventPro "Tasks" are to-do reminders assigned to specified Users or User Groups. The Task Assistant, EVA-Tasks, works off EventPro Tasks, automatically sending email and/or SMS text notifications to the assigned User(s) or other recipients when a Task is Created, Reassigned, or Completed, or reaches its Start, Reminder, or Overdue point. Overdue Tasks can be followed up with automated repeat notifications at set intervals until the Task is Complete. The Task Assistant allows Users to get task reminders via email or text, even if they’re not logged into the EventPro application to view their Task List or pop-up notifications.
With the Change Notification Assistant, EVA-Change Notifications, you can create email and/or SMS text notifications that are automatically sent to specified Users, departments, and/or other recipients when a defined change occurs in the EventPro Audit Log. Which “defined change” can you use? Well, pretty much any activity or situation you want to track in EventPro: new events created, catering added to events, event resources changed, new CRM companies entered, and many more. The notification emails can include multiple attachments, such as EventPro reports, letter templates, and other files.
The Invoice Export Assistant, EVA-Invoice Export, allows you to schedule automated exporting of invoice data, with filtering capabilities to determine the criteria of invoices that are marked for export. The format of exported invoice data is determined by your Invoice Export System Settings. EventPro can export invoice data in a variety of formats ready for import into many commonly used accounting software products, including QuickBooks, MYOB, Sage 50, Microsoft Dynamics GP, SAP, Adept, Pastel, and many more.
The A/R Assistant, EVA-A/R, sends automated Client Invoice Reminders for upcoming and overdue invoices, via email and/or SMS text. Reminder emails have the relevant invoice or other related report attached. The notification timing is based on the Invoice Due Date, meaning you can set the Assistant to send a reminder X days before an Invoice is due and/or Y days after an Invoice is due. The built-in filter ensures that notifications are not sent for voided or already paid Invoices.
The Event Assistant, EVA-Events, can be scheduled to send email and/or SMS text notifications...
The notification emails can also include multiple attachments, such as EventPro’s event-related reports.
The Event Attendee Assistant sends automated email and/or SMS text notifications to Event Attendees. Notifications can be scheduled to occur “x” days before or after the Event Start/End or Function Start/End, or upon a status change. You can also set the Event Attendee Assistant to automatically cancel or delete Event Attendees based on certain criteria, such as non-payment. Email notifications can contain multiple attachments, including EventPro reports, calendar (.ics) attachments, and other files.
The Report Assistant, EVA-Reports, sends email notifications with attached reports to specified recipients on a scheduled interval basis. Any report – system or custom – can be used, with extensive filtering abilities. You can automatically run and email reports that you use on a regular basis, for example:
…and many more options.
There are two different Calendar Assistants available: EVA-Calendar Publish and EVA-Calendar Sync.
EVA-Calendar Publish sends your EventPro events and restrictions (optionally) to be published to third-party calendars, automatically updating those shared event calendars with new information on scheduled intervals as you work in EventPro. EVA-Calendar Publish can accommodate a wide variety of third-party calendar applications: Google Calendars, Exchange Calendars, Outlook Calendars, and a variety of iCal subscription calendars.
EVA-Calendar Sync includes the functionality of EVA-Calendar Publish (pushing updated event information out to shared calendars), and adds two-way event location sync for Exchange, MSGraph, and Google Calendars, meaning that locations booked from those calendars can be synced back to your EventPro application. In other words, EVA-Calendar Sync allows you to publish and gather event information with shared calendars.
To learn more about Calendar Assistants, click here.
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