Configure Availability settings

Corporate Administrators can configure the Availability page to show certain details and color settings. These options are initially set at the corporate level and default to all properties in the org. When users open the Availability page, they'll see the options that have been set for their default property. If they don't have a default property assigned to them, they'll see the options set for their org's default property.

To access the Availability Settings page, Availability 2.0 must first be enabled in your org (available in R18). This is typically done when you upgrade to R18 or higher. If Availability 2.0 is not enabled, a Corporate Administrator can enable it.

Before you begin configuring the Availability page, please note the following:

• Availability options should be initially set at the corporate level. That way, if all properties in your org will be using the same options, you'll only have to set them once. This also makes it easier to tailor the availability settings for an individual property. Rather than starting the entire configuration process from scratch, you'll only need to modify those options that are different for that property.
• If a property's availability settings are changed from the corporate defaults, any changes you make on the corporate level will not flow back down to that property. Only those properties that retain the original corporate settings will reflect any changes made on the corporate level. Additionally, once a property's settings have been modified, it is not possible to automatically revert to the corporate configuration.
• A quick way to tell if a property's availability options have been modified is to look at the Select Property field at the top of the Availability Settings page. If an asterisk appears next to the property name, its settings have been changed.
• It doesn't matter which property a user has selected on the Availability page—they will always see the options that have been set for their default property.
• The following availability options are also found on the Amadeus User Settings tab: Prevent Availability Autoload, Hide Unassigned Function Rooms in Diary, and Function Diary Start Hour. Initially, these options will be set according to the user's default property; however, they can be modified by the user. Any changes the user makes will override their property defaults and will be applied to all properties that are viewed on the Availability page.

To configure Availability settings

1. Navigate to Amadeus Settings.
2. Click Availability Settings.
3. In the Select Property picklist, select All Properties to set the corporate options that will apply to every property in the org.
4. Set the following options, as needed:

   General
   Enable 4 Week View	Select this option if you want users to be able to check space four weeks at a time. A 4 Weeks option will be added to the top of the Availability page.
   Prevent Availability Autoload	This option determines whether or not availability data is automatically loaded when users open the Availability page. When this option is selected, the Availability page waits to load data until you select a property and click Go. This can speed up availability checking for properties that have a large number of function rooms. When this option is cleared, the Availability page automatically loads data for the last property and date that were selected. You must wait until this data has finished loading before you can select a different date and property. Individual users can override this default setting by selecting or clearing the Prevent Availability Autoload check box on the Amadeus User Settings tab.
   Shaded Weekend Days	Shading is used as an indicator of a weekend day on the Availability page. Select the days you want to appear shaded to users and click the Add arrow button. To remove the weekend designation from a day, select it in the Chosen list and click the Remove arrow button. To select multiple days at a time, press the CTRL key while clicking each day.
   Daily Information
   Select Daily Information Rows	Select the daily guestroom and revenue totals you want displayed and click the Add arrow button. To remove a row from the Daily Information section, select it in the Chosen list and click the Remove arrow button. To select multiple rows at a time, press the CTRL key while clicking each row.
   Guestroom Bookings
   Additional Booking Tooltip Fields	The Guestroom Bookings tooltip includes the following fields by default: Arrival, Departure, Status, Cutoff Date, Decision Due, Account, Contact, and Business Phone. You can customize this tooltip by adding additional fields from the Booking object. The fields you add are displayed on the right side of the tooltip. Steps for adding fields Please select your Salesforce experience. Classic Go to Setup > Create > Objects > Booking. Locate the field's API name (for example, nihrm__BlendedGuestroomRevenueTotal__c) and copy and paste it in the Additional Booking Tooltip Fields area of the Availability Settings page. Use a comma to separate fields. If you're adding a booking source field (for example, Catering Manager or Service Manager) to the tooltip, use the following syntax : nihrm__<API name>__r.Name. For example, to add the Catering Manager to the tooltip, you'd manually enter: nihrm__CateringManager__r.Name. Lightning Open a booking. Click Setup at the top-right of the page and select Edit Object. Under Fields & Relationships, locate the field's API name (for example, nihrm__BlendedGuestroomRevenueTotal__c) and copy and paste it in the Additional Booking Tooltip Fields area of the Availability Settings page. Use a comma to separate fields. If you're adding a booking source field (for example, Catering Manager or Service Manager) to the tooltip, use the following syntax : nihrm__<API name>__r.Name. For example, to add the Catering Manager to the tooltip, you'd manually enter: nihrm__CateringManager__r.Name. Commonly used tooltip fields Blended guestroom revenue: nihrm__BlendedGuestroomRevenueTotal__c Housing method: nihrm__HousingMethodName__c Booking market segment: nihrm__BookingMarketSegmentName__c Booking source: nihrm__OtherSource1__r.Name
   Function Diary
   Default Function Diary Start Hour	Select the default start time for the Function Diary. Individual users can override this default by selecting a different time on the Amadeus User Settings page.
   Hide Unassigned Function Rooms in Diary	When this option is selected, the Unassigned function room is hidden by default in the Function Diary. This can speed up availability checking for properties that have a large number of function rooms. Users can override this default by clearing the Hide Unassigned Function Rooms in Diary on the Amadeus User Settings tab. They can also right-click in the Function Room column and select or clear the Hide Unassigned Function Rooms check box.
   Enable Booking Filter Button	Select this option to show the Booking filter button in the Function Diary. This button allows users to select a booking and view only those events in the Diary. Events from other bookings will appear as shadows to allow users to focus on the events they've selected. Additionally, a booking must have events in the visible time range to be listed as a Booking filter option. By default, the inline Function Diary on the Booking page always filters to show events for the current booking (other booking events display as shadows).
   Show Event Shadows on the Property Row	When this option is selected, users can glance at the Property row and quickly determine if there are gaps in the day where no events are blocked. By default, event shadows are hidden on the Property row.
   Enable Event Bar Text	Select this option to show the Event Label button in the Function Diary. This button allows users to display certain labels on events (for example, the event name, booking post as, or cutoff date). You define which text fields are available using the Selectable Text Fields option.
   Enable Event Bar Colors	Select this option to show the Event Color button in the Function Diary. This button allows users to display events in different colors based on the selected field. For example, you might assign the Event Status field the following colors: red (Prospect), blue (Tentative), green (Definite). To help users quickly identify events with distributed BEOs, you might also assign yellow (distributed) and gray (not yet distributed) to the Distributed field. You define which fields can be color-coded using the Selectable Color Fields option. You then assign colors to these fields in the Color Settings area.
   Selectable Text Fields	Add the fields that can be displayed on events in the Function Diary. Users select from these fields using the Event Label button. You can add fields from the Booking Event object or another directly related object (Booking, BEO, Function Room, etc.). You can also add custom fields you've created. Event Name is automatically included as a selectable text field. Steps for adding fields Please select your Salesforce experience. Classic To add a Booking Event field Go to Setup > Create > Objects > Booking Event. Locate the field's API name (for example, nihrm__ForecastEventAttendance__c) and copy and paste it in the Selectable Text Fields area of the Availability Settings page. Use a comma to separate fields. To add a field from another object or a custom field Go to Setup > Create > Objects > object name (for example, Booking). Locate the field's API name. Manually add the field to the Selectable Text Fields area of the Availability Settings page using the following syntax: nihrm__<object>__r.<API name>. Use a comma to separate fields. For example, to add Booking Post As to the list of text fields, you’d enter: nihrm__Booking__r.Name. This tells Amadeus to reference the Booking object when displaying the Booking Post As on events. Lightning To add a Booking Event field Open a booking event. Click Setup at the top-right of the page and select Edit Object. Under Fields & Relationships, locate the field's API name (for example, nihrm__ForecastEventAttendance__c) and copy and paste it in the Selectable Text Fields area of the Availability Settings page. Use a comma to separate fields. To add a field from another object or a custom field Open a record for the desired object (for example, a booking). Click Setup at the top-right of the page and select Edit Object. Under Fields & Relationships, locate the field's API name (for example, nihrm__ForecastEventAttendance__c). Manually add the field to the Selectable Text Fields area of the Availability Settings page using the following syntax: nihrm__<object>__r.<API name>. Use a comma to separate fields. For example, to add Booking Post As to the list of text fields, you’d enter: nihrm__Booking__r.Name. This tells Amadeus to reference the Booking object when displaying the Booking Post As on events. Commonly used text fields Booking post as: nihrm__Booking__r.Name Function room setup: nihrm__FunctionRoomSetupName__c Booking account: nihrm__Booking__r.Account__r.Name Expected attendance: nihrm__ForecastEventAttendance__c
   Selectable Color Fields	Add the fields that can be color-coded on events in the Function Diary. Users select from these fields using the Event Colors button. You can add fields from the Booking Event object or another directly related object (Booking, BEO, Function Room, etc.). You can also add custom fields you've created. All color fields must be picklists or check boxes. Event Status and Date Collections are automatically included as selectable color fields. The colors assigned to Event Status are also used to color code bookings in the Guestroom Bookings section of the Availability page. Steps for adding fields Please select your Salesforce experience. Classic To add a Booking Event field Go to Setup > Create > Objects > Booking Event. Locate the field's API name (for example, nihrm__IsDone__c) and copy and paste it in the Selectable Text Fields area of the Availability Settings page. Use a comma to separate fields. To add a field from another object or a custom field Go to Setup > Create > Objects > object name (for example, Booking). Locate the field's API name. Manually add the field to the Selectable Text Fields area using the following syntax: nihrm__<object>__r.<API name>. Use a comma to separate fields. For example, to add Booking Market Segment to the list of color fields, you’d enter: nihrm__Booking__r.nihrm__BookingMarketSegmentName__c. This tells Amadeus to reference the Booking object to get the picklist values for the Booking Market Segment field. Those values are then displayed in the Color Settings area so you can assign each one a color. Lightning To add a Booking Event field Open a booking event. Click Setup at the top-right of the page and select Edit Object. Under Fields & Relationships, locate the field's API name (for example, nihrm__IsDone__c) and copy and paste it in the Selectable Text Fields area of the Availability Settings page. Use a comma to separate fields. To add a field from another object or a custom field Open a record for the desired object (for example, a booking). Click Setup at the top-right of the page and select Edit Object. Under Fields & Relationships, locate the field's API name. Manually add the field to the Selectable Text Fields area using the following syntax: nihrm__<object>__r.<API name>. Use a comma to separate fields. For example, to add Booking Market Segment to the list of color fields, you’d enter: nihrm__Booking__r.nihrm__BookingMarketSegmentName__c. This tells Amadeus to reference the Booking object to get the picklist values for the Booking Market Segment field. Those values are then displayed in the Color Settings area so you can assign each one a color. Commonly used color fields Event is marked done: nihrm__IsDone__c Event's BEO has been distributed: nihrm__DistributedInternally__c Event is moveable: nihrm__IsMoveable__c Booking market segment: nihrm__Booking__r.nihrm__BookingMarketSegmentName__c Lead source:nihrm__Booking__r.nihrm__LeadSourceName__c
   Additional Event Bar Tooltip Fields	Add the fields that will display in event tooltips. You can add fields from the Booking Event object or another directly related object (Booking, BEO, Function Room, etc.). You can also add custom fields you've created. Steps for adding fields Please select your Salesforce experience. Classic To add a Booking Event field Go to Setup > Create > Objects > Booking Event. Locate the field's API name (for example, nihrm_FunctionRoomSetupName c) and copy and paste it in the Selectable Text Fields area of the Availability Settings page. Use a comma to separate fields. To add a field from another object or a custom field Go to Setup > Create > Objects > object name (for example, Booking). Locate the field's API name. Manually add the field to the Selectable Text Fields area using the following syntax: nihrm__<object>__r.<API name>. Use a comma to separate fields. For example, to add the Function Room Name field to this list, you'd enter nihrm__FunctionRoom__r.Name. This tells Amadeus to reference the Function Room object when displaying the function room name in the tooltip. Lightning To add a Booking Event field Open a booking event. Click Setup at the top-right of the page and select Edit Object. Under Fields & Relationships, locate the field's API name (for example, nihrm_FunctionRoomSetupName c) and copy and paste it in the Selectable Text Fields area of the Availability Settings page. Use a comma to separate fields. To add a field from another object or a custom field Open a record for the desired object (for example, a booking). Click Setup at the top-right of the page and select Edit Object. Under Fields & Relationships, locate the field's API name. Manually add the field to the Selectable Text Fields area using the following syntax: nihrm__<object>__r.<API name>. Use a comma to separate fields. For example, to add the Function Room Name field to this list, you'd enter nihrm__FunctionRoom__r.Name. This tells Amadeus to reference the Function Room object when displaying the function room name in the tooltip. Commonly used tooltip fields BEO#: nihrm__Beo__r.nihrm Number>r.nihrm__BookingTypeName__c Function room: nihrm__FunctionRoom__r.Name Function room setup: nihrm__FunctionRoomSetupName__c Cutoff date:nihrm__Booking__r.nihrm__CutoffDate__c
   Color Settings
   This section displays your list of Selectable Color Fields along with their values. Click a color to assign it to a value. For check boxes, Yes = the check box is selected; No = the check box is cleared. Events will be color-coded accordingly in the Function Diary. In addition to the fields you've added, Amadeus includes Event Status as a default color field (red = Prospect, blue = Tentative, green = Definite). You can change this color scheme if needed. If your property is using date collections, you'll also see the list of date collection categories you've defined along with three default categories: Default, MultiColor, and Public Event. You should assign colors to these categories along with the other categories you've created. Default is used for date collections that don't have an assigned category. MultiColor indicates there are multiple date collections assigned to the selected date (for example, August 24 may be both a citywide and a holiday). When users hover over that date, they'll see details for all its date collections. Public Event is used for events you add to a public calendar.

5. Click Save.
6. To modify the corporate options for an individual property, select the property name.
7. Make the necessary changes and click Save.
8. When you're finished configuring all availability options, click Save and Close.

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