Option Events report
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.
The Option Events report provides a summary of booking events that have been assigned a function room option. This is a currently unavailable room that a group wants to book for their event. As such, their event has been added to the function room's waiting list as an option event. If the room becomes available, your catering team can decide which option events can be moved into it.
With version R54 or higher, users can be notified when option event function space becomes available. See Option event notifications.
Depending on your volume of business, you need to run the Option Events report either daily or weekly. This report can help you:
- Identify booking events whose primary space is currently the Unassigned function room. These events need to be moved into an available function room to block space at the property. See Resolve booking event conflicts.
- Decide which option events can be moved into an available function room.
To run the report
- Navigate to Reports.
- In the All Folders list, click Booking Reports.
- In the list of reports, click Option Events Report.
- Set the report criteria, which includes filter updates and selections on how to group and summarize the information.
- Click Run Report if necessary.
- Review the report data.
By default, the report is grouped by Property, then Start Date, and then Event Status. If you change the Summarize Information By value to something other than Property, the report reflects that top-level grouping. The report includes common fields such as the event start and end times, function room setup, and attendance numbers.
The following table defines less common fields found in the report.
Field Description
Function Room This is the primary space assigned to the event. If 'Unassigned' displays, the event needs to be moved to an available function room to hold space at the property. Function Room Option This is the function room where the event has been wait-listed as an option event. The event cannot be moved into this room unless it becomes available. Because the event is not actually holding space in this room, it is not included in any conflict checking.
Option Number Multiple events from different bookings can be on the waiting list for a function room at the same time. If several events are waiting for the same space, the option number indicates their priority. This number can help your catering team decide which events need to be manually moved into the room if the primary event cancels. - Select one or more of the following based on your Salesforce experience:
Classic - Delphi users only (
)
- Show Details and Hide Details - This switches between the summary and detail views. The view you select is what is shown when you download the report. See Printable View below.
- Customize - This opens the report in the report builder, so you can customize it. Save your customizations with a new report name.
- Save - This overwrites the original report using the changes you made to the report criteria.
- Save As - This saves any changes you made to the report under a new name, so the original report is not altered.
- Printable View - This downloads the report into Microsoft Excel, where you can print, save, or email it. The format and summary information are retained in the downloaded spreadsheet.
- Export Details - This exports the report data into a Microsoft Excel spreadsheet or comma-separated values (CSV) file. The format and summary information are not retained.
Lightning - Delphi and Delphi Core users (
)
- Toggles, located at the bottom of the page, switch between the summary and detail views. The view you select is what displays when you download the report. See Formatted Report below. Available toggles include:
- Row Counts – This shows or hides the number of records in each grouping and total number of records in the report.
- Detail Rows - This shows or hides the report details. Collapse the report to only show subtotals and the grand total or expand to show the entire report.
- Subtotals – This shows or hides the subtotals by the groupings.
- Grand Total – This shows or hides the grand totals of the summary columns at the top of the report.
- Edit - This opens the report in the report builder so you can customize it. Save your customizations with a new report name.
- Save - This overwrites the original report using the changes you made to the report criteria.
- Save As - This saves any changes you made to the report under a new name, so the original report is not altered.
For reports that you have access to run but cannot edit, use this option to create or modify your own copy of the report.
- Subscribe - Use this to receive report results by email according to the schedule and conditions you set.
- Export
- Formatted Report - This downloads the report into Microsoft Excel (XLSX) where you can print, save, or email it. The header, all groupings, and filter settings are exported. Formatting includes row colors and shading, clear report grouping, and subtotals and grand totals. Grouping, subtotals, and grand totals display based on the toggles defined in the report preview.
Use this export option for the best presentation appearance, however, merged cells can make it difficult to filter data further with Microsoft Excel tools.
Details Only - This downloads the raw report data. Only the detail rows export into Microsoft Excel (XLS), formatted Excel (XLSX), or CSV file format.
With this export option the formatting is not retained. This option is best to perform further formatting or to upload to other systems.
- Formatted Report - This downloads the report into Microsoft Excel (XLSX) where you can print, save, or email it. The header, all groupings, and filter settings are exported. Formatting includes row colors and shading, clear report grouping, and subtotals and grand totals. Grouping, subtotals, and grand totals display based on the toggles defined in the report preview.
- Delete - This deletes the selected report, and the report moves to the Recycle Bin. You cannot delete reports in another user's personal folders, reports used by dashboard widgets, or reporting snapshots.
- Add to Dashboard - This adds the selected report to a dashboard widget to visualize your data.
- Enable Field Editing - Use this to edit records directly in the report.