Create function rooms
The information in this topic applies to the functionality in R41 and above. If you are using R40 and below, refer to Create function rooms.
Any space that you want to reserve for customers and view in the Function Diary should be added as a function room.
Before you create your function rooms, make sure you understand which type to use for each - either indivisible or combination.
- Indivisible - the room can't be divided into other rooms.
- Combination - the room consists of two or more indivisible rooms. See Overview: Combination function rooms
Apart from the function rooms at your property, there is also an automatically generated function room called Unassigned. It is crucial not to make any changes to it. 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 create a function room
- In the Function Rooms section of the Property page, click New Function Room.
- Tab through the fields and enter the following information for each function room you're adding to the system. This is the first of four pages where you detail your function space. They are an important part of group sales so take your time to accurately provide all of the information.
| Room Name | This displays in the Function Diary and in documents that you send to your customers, like contracts and BEOs. |
| Function Room Type | This field can't be modified after saving, so make sure you choose carefully. Indivisible - the room can't be divided into other rooms. For example, a boardroom or a single section of a ballroom. Combination - the room consists of smaller function room components. Such as a ballroom with 3 sections that can be sold individually when air walls are used. See Overview: Combination function rooms |
| Default Rental | If you charge the same amount of rental for this room every time it is blocked, you can enter that rate here and it will automatically be applied to all events. Just realize that if you block multiple events into this room for the same group, it will be added to all of those events. For example, if you block a meeting, morning break, lunch, and afternoon break in the room for the same group, the rental will be added to all four of those events. Therefore, most properties leave this field blank and have users enter the rental on the applicable events as they are blocking them. |
| Inclusive | If your property uses the inclusive pricing feature, select this if the amount you put in the Default Rental field is the inclusive price. |
| Shared Space | When selected, this room can be sold to multiple definite groups at the same time. Use this for places like the lobby or a restaurant where multiple small groups often go for lunch. |
When you've entered all the applicable information, click + Add Room.
As you add rooms to the grid they are in draft status, giving you the opportunity to tweak your entry, adjust the sort order, or correct typing mistakes. Existing rooms display as saved and can't be edited on this page. If you need to step away before you're done, click Save. When you've entered your full list, click Save & Next.
Hint: Even if it's not a proper meeting room, you might want to create your lobby, restaurant, or poolside bar as a function space if a group can organize activities there. This ensures that space will show on the reader board and in the group's agenda. For example, a bus tour group might meet in the lobby to depart for an outing at 5:00 PM. It would be nice for them to see that on the reader board and even your events TV channel.