Using the Function Diary

Use the function diary to view the availability of event spaces and manage the events scheduled to occur in each space on a selected date/time. You can view the event spaces by the hour, day, week, or by multiple weeks. Loud events, events held in shareable spaces, events with sub-events, or events in alternate spaces are clearly indicated. The events shown on the diary are color coded according to the event status and appear only when the status is configured to show in the Function Diary. For more information, see Configuring Block Status.

Note:

When the Include Inquiry in Non Deduct Inventory Calculation OPERA Control is active, non-deduct calculations will include status code configured as non-deduct and inquiry for the Room Status Type.

Note:

When the Opportunities OPERA Control is active and the Include Opportunity check box is selected, events in an Opportunity status are included in search results. The Opportunity check box is enabled for users with New/Edit Opportunity task granted.

Note:

When the Activate the Sell Message Functionality OPERA Control active, date-driven sell messages are displayed at the top of page. Click X to close or click Sell Messages to toggle the Sell Message panel.

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Guest (inventory) rooms with the option set to be a meeting room (event space) also appear in the Function Dairy. For more information, see: Configuring Rooms.

For each function space the following icons indicate the properties of the space:

This image shows the events and symbols associated with the events.

A function space that is out of order or out of service for a period is indicated by in the chart for the respective dates.

For each event, the following icons indicate the properties of the event:

Viewing the Function Diary

From the OPERA Cloud menu, select Bookings, select Events, and then select Function Diary.
Select the Property, Start Date, and Number of Days in View.
1. In 1 Day View, optionally select a Start time, which is retained for future sessions. If no Start Time is selected the display will start from midnight.
2. Click Advanced Property Search to enter property search criteria from a hub location.
  1. You can search for properties by Country/Region, Marketing Region, Marketing City, and Property Type.
3. Include Hidden: Select check box to show function spaces configured not to appear in the Function Diary.
4. Show Rooms: Select check box to display the guest room availability for each date.
5. Show Only Available Spaces : Select check box to display function spaces with no event bookings in non-deducted status.
Click Search.
Use the date navigation to scroll forward or back through the dates if required.
Update View to change the number of days shown on the chart.
Update Days of the Week to show only selected days of the week on the chart.

Viewing Room Availability

To view a summary of property availability above the Function Diary click Show Rooms.

The availability panel displays a summary of deduct and non-deduct blocks and the Maximum Available Rooms per date. Click a Maximum Available figure to launch Property Availability for the selected date.

Note:

When searching for multiple properties, click + to expand the Available Rooms to view the details for each property.

Viewing Calendar Events

To view a summary of property availability at the top of the Function Diary, select a multi day view then click Show Rooms. The Room Availability panel displays a summary of deduct and non-deduct blocks and the Maximum Available rooms. In multi-property operations, you can display availability for all properties associated with a hub location. Click + to expand the details.

The Function Diary displays a color line above the date/day with special events set up from the property calendar.

Click Day Details to open the panel showing details about special events occurring on the date.

You can clearly identify the days with blocks indicated for rate protect and/or non-compete. A line appears above the weekdays to indicate if any bookings on that date are identified as Rate Protect and/or Non Compete on the Business Block screen Details tab.

Rate Protect . This indicates that no other groups should be booked using rates lower than those assigned to the block that is identified as rate protect.
Non Compete . This indicates that no competing accounts (accounts with the designated NC Industry code) should be booked at the same time as this block.

Viewing Function (Event) Space Information

To view the details of a function space, click the Function Space name on the far left side of the chart.

The details of the function space appear across four tabs:

Overview: Displays details of the space, the setup styles, and capacities supported per style.
Image Gallery: Displays images of the function space.
Rate Details: Displays the function space pricing information.
Dimensions: Displays the room dimensions in imperial and metric measurements.

Changing Event Label Display

By default, each event displays the Booking Name as the event label that appears in the chart.

Other choices include:

Booking Name: Displays the business block name to which the event is linked.
Event Type: Displays the type of event that it is.
Set Up Style: Displays the style of setup to be used for the event.
Attendees: Displays the number of attendees for the event.
Attendees and Setup Style: Displays the number of attendees and the setup style for the event.
Event Name: Displays the name of the event.

To change the event label display:

From the Function Diary, click Modify Search Criteria to open the Search panel.
Select an option from the Event Label list.
Click Search.

Viewing and Managing Event Information

To view the details of an event, the related block, and linked profiles, double click the event in the chart.

The Event Information panel opens.
Sub events are available in the sub-events tab.
Use the actions available to manage the event. For more information, see Events.