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Insert Group window
The Insert Group window allows you to enter details for a group with two or more members. This is useful for quickly adding a group of friends or work colleagues. To display this window select Insert>Guest Group or the equivalent Insert tool bar button.
Note Guests added as a group will share the same group notes and contact details. If this isn't appropriate add them as individual guests with Insert>Single Guest instead.
Members is the number of members in the group. You can set this to 0 to create an empty group.
Check Anon if you don't know the name of the guest. Guests below will also be set to anonymous by default.
Title is the guest's title. You can type the title or select it from existing choices in the drop-down list. Once you have typed it in once, it will be available to select next time you create a guest in this plan. Common titles can also be configured in the Preferences window.
First name(s) is the guest's first (given) name(s). You can also record middle names or initials, if you wish.
Last name(s) is the guest's last (family) name(s).
Suffix can be used for anything that appears after the guest's name, such as a: job title (e.g. 'Director of sales'), role (e.g. 'Master of ceremonies'), qualification (e.g. 'BSc') or post-nominal title (e.g. 'OBE'). Common suffixes can also be configured in the Preferences window.
Note The Title, First name, Last name and Suffix will be automatically capitalised (e.g. mr john smith converted to Mr John Smith) if you have checked automatically capitalise new guest names in the Notes tab of the Preferences window.
Display name is the name in the format you want to display it, e.g. Mr John Smith Phd, Master of Ceremonies. PerfectTablePlan sets a default display name from the Title, First name, Last name and Suffix (according to the Default display name format field in the Names tab of the Preferences window), but you can change this at any time. You can also use HTML tags to control the appearance of the guest Display name field. See names and titles for more details.
Gender is the gender of the guest. This can be useful information when assigning seats. The automatic assignment will endeavour to alternate men and women where it can (unless you have disabled this in the Preferences window). PerfectTablePlan will try to guess the gender from the Title where it can, but you can change this at any time.
Age is the age of the guest, adult or child. Typically a child is anyone under the age of 16. This can be useful information when assigning seats. PerfectTablePlan will try to set the age from the Title where it can, but you can change this at any time.
Meal is the meal choice for a guest. You can type the meal choice or select it from existing choices in the drop-down list. Once you have typed it in once, it will be available to select next time. If you have a choice of more than one course you should enter the courses separated by commas, e.g. soup,fish,flan, the Report pane will then show a total for each course separately.
Special req. is for any special requirements the guest has, for example: nut allergy, elderly or in a wheel chair. Once you have typed it in once, it will be available to select next time. If there is more than one special requirement they should be separated by commas, the Report pane will then total each separately.
Notes is for any general notes relevant to the guest. This can be used to store any other relevant information. Click on Stamp >> to add a time and date stamped comment to the top of the Notes.
Check VIP if the guest is an important guest, for example a guest of honour or a member of a wedding party. The automatic assignment will take special care assigning their seat, trying to assign them to a VIP table if there is one.
Select the RSVP status according to whether an invite has been sent, accepted, declined or cancelled.
Note You need to scroll down using the scroll bar to fill out all the details for the other guests in the group.
All fields are optional, except that each guest must have either a First name or a Last name.
You can jump bewteen guests using Page Up and Page Down keys.
Select create new if you wish these guests to be the only members of a new group. Select add to existing and select a group if you wish these guests to be added to an existing group.
Name is the name of the group. PerfectTablePlan will try to construct a display name from the members of the group, but you can change this at any time.
Notes is for any general notes relevant to the group. This is shared by all members of the group. Click on Stamp >> to add a time and date stamped comment to the top of the Notes.
This tab contains contact details for all members of the group. This information is optional.
Contact data is shared by all members of the group.
Click Insert guest to add another guest. Click Delete guest to delete the last guest.
Click Add to accept the changes and close the window. You will be warned if you are adding a guest with the same First Name, Last name and Title as an existing guest. Click Cancel to discard the changes and close the window.