Create function rooms

The information in this topic applies to the functionality in R40 and below. If you are using R41 and above, refer to Create Function Rooms

The function rooms you create for a property are displayed in the Function Diary. Each function room can be one of the following types: indivisible(cannot be divided into smaller rooms but can be combined with other function rooms to create a combination room) , standalone(cannot be divided into smaller rooms or combined with other function rooms to create a larger combination room), or combination(consists of smaller function rooms).

Function rooms are defined at the property level.

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

1. In the Function Rooms section of the Property page, click New Function Room.
2. Select to create an Indivisible, Combination, or Standalone function room, and then click Continue.

   The New Function Room page opens.

3. Complete the fields on this page, as needed. In addition to its Name and Abbreviation, you can provide the following details about the function room:

   Information
   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.
   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 setup 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.
   Comments Enter any additional information about the function room that users, especially new employees who are becoming acquainted with the property, may find helpful.

The required fields are displayed with a red indicator. These fields must be completed before you can save the record.

4. Click Save.
5. Use the other areas of the Function Room page to do the following:

• Assign different setup capacities to the function room.
• Add part rooms to a combination room.

Explore more...

View function room details

Edit function rooms

Overview: Function rooms

Work with function room groups