Manage option events
The content of this page is specific to the Delphi product type only. If you are using the Delphi Core product type and want to learn more about the Delphi product type, contact your sales representative.
If a function room is already booked by another group, you can add your event as an option for that function room. An option is sometimes called a waiting list. If the primary event in the function room is cancelled, you can review all options and decide which event to move into it.
Option event fields
The following columns in the events grid can help you work with option events:
- Function Room - This is the function room blocked for the event. If the Unassigned room displays, the event is not holding space at the property due to a function room conflict. This conflict needs to be resolved by moving the event to an available function room or changing the start or end times. After you move the event, the new function room displays.
- Function Room Option - This is the function room the group wants to book if it becomes available. Because the event is not holding space in this room, the event is not included in the room's conflict checking. You can manually select the Function Room Option for an event. Otherwise, you can have the system automatically add the event as an option in that room when a conflict occurs. See Create Options on Conflict.
- Option Number - This is the priority of the event. Multiple events from different bookings can be on a function room's waiting list at any given time. If you have several events waiting for the same space, you can rank them by assigning each an option number. This number helps your property decide which event needs to be moved into the room if the primary event is cancelled.
Function Diary
The Function Diary displays a wait-listed event as an option in the function room. The option event displays as an outline of the same color as the event. This visual indicator helps you identify that this event is waiting for the room if the primary event is cancelled.
If you drag the primary event to a new date or time, the option event is automatically updated to reflect your changes.
Create Options on Conflict feature
When you try to block an event in a function room that is unavailable, the system sends your event to the Unassigned room. See Conflict checking. If your administrator has enabled the Create Options on Conflict feature for your property, the event is also added to the original function room's waiting list as an option.
An event sent to the Unassigned room needs to be moved to ensure the event is blocking space at the property. If the event's preferred function room becomes available, you can work with your property to move it again. To see a list of events in the Unassigned room, run the Option Events report.
Function space availability notifications
As of R54, users can be notified when option event function space becomes available. Two fields on the Property page help manage these notifications:
-
Enable Option Event Notifications - When selected, this feature is enabled and users receive automatically generated tasks when option event function space becomes available.
-
Consolidate Option Event Notifications - When selected, users only receive one task for each booking that requested the function space. When this checkbox is cleared, users receive one task per event, even when the events are on the same booking.
Events are not automatically moved into option event space when the space becomes available. Instead, tasks are generated for all booking or event owners waiting for the function space. Your property can then review the different option events and decide which booking to move into the available space.
Reassigning function rooms
If the group's preferred function room becomes available, you can reassign the event's function room by changing the value in the Function Room column. After you make this change, the event begins holding space in that room and is included in conflict checking.
You also need to clear the Function Room Option column for the event to ensure that it no longer displays as an option.