The Party Manager allows your distributors to have everything they need to manage all of their parties in one area. The left navigation menus will take them to a dashboard that will help keep them organized and informed. Distributors will have quick access to: Upcoming Parties, Open Parties, Closed Parties, Party Invites, and Attendance.

Left Side Navigation Menus

 Upcoming Parties

The Upcoming Parties dashboard shows all of the parties that you have booked with a future date.

You will be able to see the following information on the Upcoming Parties dashboard:

• Party ID – a number that is unique to each specific party
• Party Name – the name the hostess has chosen for their party
• Date – date of the party
• Time – time the party will start
• Hostess – name of the person who is hosting the party
• Location – where the party will take place
• Guests – number of guests attending the party
• New Orders – link to place new orders for that specific party
• Party Summary – gives an overview of all order that have been place for a specific party

Open Parties

The Open Parties dashboard shows all of the parties that are currently have open.

You will be able to see the following information on the Open Parties dashboard:

• Party ID – a number that is unique to each specific party
• Party Name – the name the hostess has chosen for their party
• Date – date of the party
• Time – time the party will start
• Hostess – name of the person who is hosting the party
• Location – where the party will take place
• Guests – number of guests attending the party
• New Orders – link to place new order for that specific party
• Party Summary – gives an overview of all order that have been place for a specific party

Closed Parties

The Closed Parties dashboard shows all of the parties that have been booked and are now closed.

You will be able to see the following information on the Closed Party dashboard:

• Party ID – a number that is unique to each specific party
• Party Name – the name the hostess has chosen for their party
• Date – date of the party
• Time – time the party will start
• Hostess – name of the person who is hosting the party
• Location – where the party will take place
• Guests – number of guests attending the party
• Order Info – this link takes you to the Orders Report to view all order for a specific date(s)

Party invites

The Party Invites dashboard is the area where you can see all of the invitations that have been sent for all parties as well as where you will create party invites.

The Party Invite dashboard will be populated with the following information:

• Name – the person that was invited
• Email – the email address of the person invited
• Attending Status – if the person you invited attending the part
• Attending – how many people the person invited is bringing
• Last Message – what was the type of correspondence you had with the invited person
• Date Sent – date of last correspondence sent or received
• Comments – comments from the person invited

Attendance

The Attendance dashboard allows you to see the attendance for all parties.

You will be able to see the following information on the Attendance dashboard:

• Attending – if the person you invited attending the party, if so the number of people the person invited is bringing
• Yes – the person will be attending
• No – the person will not be attending
• Maybe – the person might be attending
• No Response – there has been no response from the person invited
• Comments – comments from the person invited

 Create a New Party

You can create parties through the Extranet via the Party Manager, where you identify who will host the party and define the details of the party.

Click on “Party Manager” located in menu bar at the top of the page.

Click on the “New Party” button.

Create a Hostess

You can type in the name of a “Hostess” to select from a current list of contacts.

Or use the “New Contact” button to create a new Hostess.

If you chose to create a Hostess by creating a “New Contact”, you will need to make sure you fill in all of the fields that are displayed when you click on the “New Contact” button. Click “Save Contact”.

Create Party Details

Once you have your Hostess created you will be taken to “Create a New Party”.

You will need to fill in the following “Detail” fields:

• Party Name – What is the name of your party?
• Date – What date will you have your party?
• Time – What time will you have your party?
• Phone – What is the Hostess phone number?
• Party Type (If Applicable) -Is it a specific type of party?
• Ref Party # (If Applicable) – Was this party booked from another party? If so fill in this field.
• Note (If Applicable)

You will need to fill in the following “Location” fields:

NOTE: The address where the party will be held.

• Street 1
• Street 2 (If Applicable)
• City
• Country
• State
• Postal Code
• Intl Region (If Applicable)

Once all of the information has been filled in for your Hostess you can click “Save Party”.

Once the party has been saved it will be displayed under “Upcoming Parties”.

Create & Send Party Invites

To create invitations to a party you will click on the “Party Invites” button in the menu on the left.

You will then see a drop down list with all of your parties. Chose the party you will be sending invitations for from the “Select Party“.

Chose the “Invite Template” you would like to send to guest.

Once you have chosen an “Invite Template”, you can add guest you would like to invite. You can add guests directly from your address book or add new guests.

If you would like to add a guest from your address book, you will click on “Add guests directly from your address book” link. It will display the content of your address book in a separate window.

Check the boxes next to all of the people in your address book that you would like to invite to your party. When you are done click on the “Add Guests” button.

To add a guest that is not in your address book, you will fill in the following fields:

• First Name
• Last Name
• Email

NOTE: The check box will add any new guest to your address book if checked.

Click the “Add Guest” button.

Now that you have a list of all of the people you would like to invite to your party, you will check the boxes to send the actual invitation. Click the “Send Invites” button.

The individuals that were invited will receive an email with all of the party details. You will be able to monitor the individual status of each of the invites that were sent.

The Invite dashboard will be populated with the following information:

• Name – the person that was invited
• Email – the email address of the person invited
• Attending Status – if the person you invited attending the part
• Attending – how many people the person invited is bringing
• Last Message – what was the type of correspondence you had with the invited person
• Date Sent – date of last correspondence sent or received
• Comments – comments from the person invited

If you need to you can “Resend Invites” or “Send Reminders” by checking the boxes of the people you would like to resend the invites to or send reminders and then click the appropriate button.

To view who is attending by clicking on the “Attendance” button in the menu on the left.

Click on the “Select Party” drop down and select the party you would like to see the attendance for.

The Attendance dashboard will be populated with the following information:

• Name – the person that was invited
• Attending – if the person you invited attending the party, if so the number of people the person invited is bringing
• Yes – the person will be attending
• No – the person will not be attending
• Maybe – the person might be attending
• No Response – there has been no response from the person invited
• Comments – comments from the person invited

Create Party Orders

To create a party order you will go to the “Upcoming Parties” button in the menu on the left.

Click on the “New Order” link.

You will be able to search for a “Customer” or Create a “New Customer“.

*For the purpose of this guide we will use the customer search feature.

Chose the customer that would like to place an order and make sure all of their information is correct.

You have two options once all of the customer’s information is correct. You can “Save & Continue” or chose “Next”. If, you chose “Save & Continue” all of the customer’s information will be saved for future orders.

When you click the “Next” button, you will be asked to select bill to and ship to options.

Once you have selected where you would like the order to be shipped and bill to, you will click the “Continue” button.

You have now entered the shopping cart. In the shopping cart you can add as many items as you like to the order you are creating.

Click on any of the product links on the menu to the left.

In the “Quantity” box add how many of each item you would like to add the order. Click the “Add to Order” button.

This page gives you the opportunity to review the order to make sure everything is correct. You will be able to add and remove items as well as, update the shopping cart and chose a “Shipping Method”.

You have two options. You can click the “Save & Continue” or “Next” button.

NOTE: If you click the “Save &Continue” button, all of the customer’s order information will be save. This will allow you to the place the order at a later date.

Click the “Next” button.

You are now ready to double check the order you are placing and make a payment or you can void the order all together.

NOTE: This page gives you the option to “Edit” the order if desired. The “Edit” button will send you back to where you started, choosing the bill to and ship to options.

To make a payment click the “Payment” button.

Chose the payment method and the payment type via the “Payment Method” and “Payment Type” drop down.

NOTE: Within the payment pop-up window, you have the option of making the information the default payment option for this individual customer. If you check the “Make as Default” box, the payment information will automatically pop-up when you place order for this customer in the future.

Once you have collected all of the required payment information, click the “Process” button.

You will receive a message letting you know if the payment was successful or declined. If the payment was not a success, you can try again or use a different method of payment. If the payment is successful, you can click the “Close” button.

Create Hostess Order

Once all of your orders have been placed you will have four options:

• Add Another Customer Order
• Proceed to Hostess Order
• Close Party

*For the purpose of this guide we will place the hostess order so we can close the party.

When you click on the “Proceed to Hostess Order” button you will receive a pop-up. The Pop-up is there as a buffer to make sure you want to proceed with the Hostess order. Once you place the hostess order you will have to close the party.

Click the “OK” button.

 

Once you have selected where you would like the order to be shipped and bill to, you will click the “Continue” button.

Because you are placing a hostess order it is possible that there could be “Promotions” that are associated with the order.

If there are promotions, you will see a “Promotions” button that you can click on to view the promotions that are available.

Chose the promotional item(s) that are available. Enter a quantity and click “Add” or “Add All”.

You can then continue shopping by going to any of the product links on the left side menu or you can click the “Next” button.

This page gives you the opportunity to review the order to make sure everything is correct. You will be able to add and remove items, update the shopping cart, and chose a “Shipping Method”.

Click the “Next” button.

Please follow the steps from above to make a payment.

Closing the Party

Now that all orders have been paid for you can now proceed to close the party.

Click the “Close Party” button.

When click the “Close Party” button you will receive a pop-up. The Pop-up is there as a buffer to make sure you want to proceed with closing the party.

Click the “OK” button.

You will receive a second pop-up when you click “OK” on the previous pop-up. This Pop-up is there as another buffer to make sure you want to proceed with closing the party.

WARNING: This action is NOT reversible.

Click the “OK” button.

Your party is now closed.