Edit function rooms
Use the Function Room Edit page to modify the details that have been entered for a function room. Additional changes can be made to a function room using the following areas:
- Combo Room Components (for combination rooms)
- Function Room Capacities (for all function room types)
The Unassigned function room should never be modified. This room acts as a virtual placeholder for events that either haven't been assigned a function room or run into conflicts with function room availability. To resolve these conflicts, users should move the event to a different available function room. For further details, please refer to Resolve event conflicts.
To edit a function room
- In the Function Rooms section of the Property page, click Edit next to the function room.
- Update the function room details, as needed.
| Information | |
| Room Name | This displays in the Function Diary and in documents that you send to your customers, like contracts and BEOs. Modify the function room name only in cases of spelling errors or when there has been a name alteration at your property, provided that the room itself remains unchanged. If your property has undergone renovations resulting in modifications to the function room's layout, it is advisable to deactivate the current room and create a new one. This approach will ensure that your historical data remains intact, and your reports will display accurate information. |
| Active | When selected, the function room is available to users. When cleared, the function room is deactivated and no longer appears in picklists for selection. |
| Description | Enter the function room description. The text you enter is displayed in the Function Diary when a user hovers over the function room name. It can also be used in merge documents. Use the buttons on the formatting toolbar to customize the appearance of the text in merge documents (the Description appears as plain text in the Diary). |
| Sort Order | Enter the order in which the function room should be listed in the Function Diary (1 indicates the room should appear first, 2 indicates the room should appear second, and so on). By default, the Unassigned function room appears first in the list. |
| Web Page URL | The URL for a page on the property's website that shows pictures of the function and other information (dimensions, capacity, etc.). |
| Default Setup | The default setup that should be used when the function room is selected for a booking event that does not have an event classification. A different setup can be selected by the user on an event-by-event basis. If the booking event is assigned an event classification, the default setup associated with that classification will be used instead. |
| Allow Multi-Group Blocking (Shared Space in newer versions) | Select this check box if the room allows for more than one group at a time (for example, a restaurant or pre-function space). |
| Default Rental Rate | The default rental fee for the function room. This rate will be used to determine the booked and actual rental revenue on the booking event. A user can modify the rental rate for a function room on an event-by-event basis. If your property uses packages, do not enter a default rental rate on the Function Room page. This ensures that room rental revenue is calculated accurately on your packages. Instead, use the revenue breakdown on the appropriate package event (for example, a meeting) to enter the per person rental amount. See Overview: Package event revenue breakdowns. |
| Default Values for Function Room Capacities These values will be inherited by the individual setups you assign to the function room. Modify the defaults for each setup, as needed. |
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| Default Min and Max Capacity | The minimum and maximum number of people the function room can hold using the default setup. |
| Default Comfort Capacity | The number of people the function room can comfortably hold using the default setup. |
| Setup and Teardown Time | The amount of time, in minutes, needed to set up and tear down the function room for a booking event. These times are displayed as diagonally striped extensions of the space block in the Function Diary. A conflict notification is displayed when two events on different bookings have overlapping setups or teardown times. See Conflict checking. |
| Dimensions | |
| Area | The area of the function room. |
| Length and Width | The length and width of the function room. |
| Moveable Walls | The number of moveable walls in the function room (if applicable). |
| Max Height and Width | The minimum and maximum ceiling height of the function room. |
| Max Access Height and Width | The maximum door height and width in the function room. |
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Comments Enter any additional information about the function room that users, especially new employees who are becoming acquainted with the property, may find helpful. |
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The required fields are displayed with a red indicator. These fields must be completed before you can save the record.
- Click Save.