Option Events report

The Option Events report provides a summary of booking events that have been assigned a function room option. This is the room that a group would like to book for their event; however, it is currently unavailable during that time. As such, their event has been added to the function room's "waiting list" as an option event. If the room eventually becomes available, your Catering team can determine which option event(s) should be moved into it.

Depending on your property's volume of business, you should run the Option Events report daily or weekly to do the following:

To run the report

  1. Navigate to Reports.
  2. In the All Folders list, click Booking Reports.
  3. In the list of reports, click Option Events Report.

You can also search for the report by entering its name in the search box.

  1. Set the report criteria by updating filters and choosing how to group and summarize the information.
  1. If applicable, click Run Report.
  1. Review the report data.

    By default, the report is grouped by Property, then Start Date, and then Event Status. If you changed the Summarize Information By value to something other than Property, the report will reflect that top-level grouping. In addition to the standard information (for example, the event's start/end times, function room setup, and attendance numbers), the following report details are shown:

    Function RoomThe primary space assigned to the event. If Unassigned is displayed, the event must be moved to an available function room in order to hold space at the property. If the event's Function Room Option eventually becomes available, the event can be moved into that space.
    Function Room OptionThe 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 (for example, the primary event cancels).

    Because the event is not actually holding space in this room, it will not be included in the room's conflict checking.

    Option NumberMultiple events from different bookings may be on the "waiting list" for a function room at any given time. If several events are waiting for the same space, the option number indicates their priority. This number can help your Catering team determine which event(s) should be manually moved into the room if the primary event cancels.
  1. Click one or more of the following based on your Salesforce Experience:
  • Show/Hide Details - Toggles between the report's summary and detail views. The view you select is what is shown when you download the report (see Printable View below).
  • Customize - Opens the report in the report builder so you can customize it. Be sure to save the customized report with a new name.
  • Save - Overwrites the original report using the changes you made to the report criteria.
  • Save As - Saves any changes you made to the report under a new name so the original report is not altered.
  • Printable View - Downloads the report into Microsoft Excel where you can print, save, or email it. The report's format and summary information are retained in the downloaded spreadsheet.
  • Export Details - Exports the report data into a Microsoft Excel spreadsheet or CSV (comma-separated values) file. The report's format and summary information are not retained.
  • Show/Hide Details - Toggles between the report's summary and detail views. The view you select is what is shown when you download the report (see Formatted Report below). Available toggles include:
    • Row Counts – Toggle between showing or hiding the number of records in each grouping and total number of records in the report.
    • Detail Rows - Toggle between showing or hiding the report details. Collapsing the report to only show subtotals and grand total or expanding to show the entire report.
    • Subtotals – Toggle between showing or hiding the subtotals by the groupings.
    • Grand Total – Toggle between showing or hiding the grand totals of summary columns at the top of the report.
  • Edit - Opens the report in the report builder so you can customize it. Be sure to save the customized report with a new name.
  • Save - Saves changes to the current report, overwriting the original report using the changes you made to the report criteria.
  • Save As - 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, Save As allows you to create or modify your own copy of the report.

  • Subscribe - To begin receiving report results by email according to the schedule and conditions you set.
  • Export
    • Formatted Report - Downloads the presentable report into Microsoft Excel (.xlsx) where you can print, save, or email it. The report's header, all groupings, and filter settings are exported. Formatting includes row colors/shading (ADA approved), clear report grouping, and sub/grand totals. Grouping, Sub/Grand Totals display based on the toggles defined in the report preview prior to exporting.

      For the purposes of presentation appearance, some cells are merged, making it difficult to filter data further with Microsoft Excel tools.

    • Details Only - Downloads the raw report data, exporting only the detail rows into Microsoft Excel (.xls), formatted Excel (.xlsx) or .csv file format. The report's formatting is not retained. This format is best to perform further calculations and formatting or to upload to other systems.

      For the purposes of presentation appearance, some cells are merged, making it difficult to filter data further with Microsoft Excel tools.

  • Delete - Deletes the selected report, and the report is moved to Recycle Bin. You cannot delete reports in another user's personal folders, reports used by dashboard widgets or reporting snapshots.
  • Add to Dashboard - Adds the selected report to a dashboard widget to visualize your data.
  • Enable Field Editing - Grants the ability to inline edit records directly from the report (as opposed to opening the record and updating it there).