Editing Function Space Primary Details

1. From the Administration menu, select Inventory, select Function Space Management, and select Function Spaces.

2. Click New and complete the following fields.

3. On the Function Space presentation page click the Primary Details details link.

   1. Click Edit and complete the following:

   2. Property: Enter or select the property.

   3. Room Type: Select the pseudo room type for the function space from the list (example: MSPACE).

   4. Room: Enter a code for the function space, with a maximum of eight alphanumeric characters. Special characters are permitted with the exception of spaces.

   5. Space Type: Select the space type from the list. The space type can serve as a filter in the Function Diary. See Configuring Function Space Types.

   6. Minimum Capacity: Enter the minimum number of people required to book this function space. When associating setup styles to a function space, this is the minimum value you can enter for minimum capacity.

   7. Maximum Capacity: Enter the maximum number of people allowed in this function space (often the fire code maximum is used here). When associating setup styles to a function space, this is the maximum value you can enter for maximum capacity.

   8. Space Name: Enter the full name of this function space. The name identifies the function space on the Function Diary (link: Using the Function Diary and in other screens and reports.

      1. Manage Translations: Click link to configure localized descriptions. For more information, see Configuring Localized Code Descriptions. (Available when the Multi Language OPERA Control is active.).

   9. Click Save.

Editing Function Space Additional Details

1. From the Administration menu, select Inventory, select Function Space Management, and select Function Spaces.

2. Enter search criteria, then click Search.

3. From your search results, select the Function Space, then click the vertical ellipsis Actions menu and select Edit.

4. On the Function Space presentation page click the Additional Details details link.

   1. Click Edit and complete the following.

   2. Short Name: An abbreviated or alternate function space name. If a Short Name is provided, it appears instead of the Space Name on the Function Diary screen. For example, you can use this field to identify the Grand Continental Ballroom A as the Ballroom A on the Function Diary, if Ballroom A is commonly recognized by staff.

   3. Location: Select the location where the function space is situated. You can use Location filtering in the Function Diary.

   4. Floor: Select the floor where the function space is located. For more information, see Configuring Floors

   5. Custom Order 1-3: When you are working with the Function Diary, three custom orders are available for sorting the function space display. The custom orders are included as Sort By options in the Function Diary screen. Each custom order represents a group of selected function spaces appearing in a specific sequence. Use these three fields to identify the Function Diary custom order (or orders) to which the current function space should belong and the position of the function space in that custom order.

   6. Display in Diary: Select the check box to show the function space in the Function Diary by default. If the check box is not selected, the function space appears in the Function Diary only if you select the filter criteria, Include Hidden Spaces check box.

   7. Web Viewable: Select the check box to designate this function space as viewable on a booking website.

   8. Web Bookable: Select the check box to designate this function space as available for booking on a booking website.

   9. Shareable : Select the check box if the space is shareable (if two or more events from different blocks can simultaneously use the space). When the space is shareable, you can set the maximum capacity and a limit for the maximum number of groups that can book the space for the same date and the same or overlapping time periods. When an event is booked in the space, the application validates that both the maximum capacity and maximum number of groups are exceeded. If the maximum capacity or maximum number of groups are exceeded, and you have the Override Space Capacity task assigned, you can continue or cancel the process. (Available when the Advanced Function Space Handling OPERA Control is active). Note: When scheduling an event in a space, you can designate the space as exclusive (not shareable) at the time the function space is selected. When this is the case, you cannot schedule the function space for another event at the same time.  (Available when the Book Shareable Space as Exclusive OPERA Control is active).

      Note:

      When scheduling an event in a space, you can designate the space as exclusive (not shareable) at the time the function space is selected  (Book Shareable Space as Exclusive OPERA Control is required). When this is the case, you cannot schedule the function space for another event at the same time.

      1. Maximum Groups: If the room is shareable, enter the maximum number of groups allowed to share it. Maximum Groups controls the number of blocks that can book the space at the same time in deduct from inventory status.

   10. Accessible: Select this check box when the space has facilities for people with an impairment or special needs.

   11. Force Alternate : Select the check box if you want to force users to select an alternate (backup) space when this function space is booked for an event. Available when the Alternate Space OPERA Control is active. For more information, see Managing Alternate Space Events.

       1. Excluded Event Types : Available if the Force Alternate check box is selected. Use this option to select Event Types to exclude from the Force Alternate requirement. For example; if MTG (meeting) is selected as an Event Type for the Conference Room, then when booking the Conference Room for Event Type MTG, an Alternate space is not required, and you are not prompted to select one.

   12. 100% Occupancy: Defaults to 1440 minutes (24 Hours) with the creation of a function space. This value represents the amount of time the function space is considered at 100% utilization. The value is used in the Function Space Utilization (rep_fs_utilization) report. For more information, see Event Reports.

   13. Exclude From Forecast: Select check box to default the Exclude from Forecast check box in  Event Revenue Summary for events in this function space.

   14. Description: Enter a description of the function space type, such as Grand Continental Ballroom.

       1. Manage Translations: Click link to configure localized descriptions. For more information, see Configuring Localized Code Descriptions. (Available when the Multi Language OPERA Control is active.).

   15. Click Save.

Editing Function Space Dimension and Details

The panel supports distance measurements in feet or meters and weight measurements in pounds or kilograms. As you add dimensions or weights in one unit, OPERA Cloud automatically computes the measurement in the other unit. Whether you have access to the Meter/Kg or Feet/Lb fields depends on the value selected in Measurement OPERA Control.

1. From the Administration menu, select Inventory, select Function Space Management, and select Function Spaces.

2. Enter search criteria, then click Search.

3. From your search results, select the Function Space, then click the vertical ellipsis Actions menu and select Edit.

4. On the Function Space presentation page click the Dimension & Details details link.

   1. Click Edit and complete the following:

   2. Area: Area of the room (length x width).

   3. Length: The length dimension of the space.

   4. Width: The width dimension of the space.

   5. Minimum Height: The minimum height of the space. Minimum height might not be necessarily dictated by ceiling height. If chandeliers or similar structures are low-hanging, you might want to note them.

   6. Maximum Height: The maximum height of the space.

   7. Weight: The maximum load the floor can support in the function space.

   8. Notes: Any additional information of importance about the space.

   9. Click Save

Adding Function Space Setup Styles Details

1. From the Administration menu, select Inventory, select Function Space Management, and select Function Spaces.

2. Enter search criteria, then click Search.

3. From your search results, select the Function Space, then click the vertical ellipsis Actions menu and select Edit.

4. On the Function Space presentation page click the Setup Styles details link.

   1. Click New in the Setup Styles panel and complete the following fields:

      1. Code: Select the appropriate Setup Code. Refer to Configuring Setup Styles.

      2. Default: Select the check box if this Setup Style should be selected automatically when the function space is added to an event. You can select only one Setup Style per function space as the default. Note: Selecting this check box deselects the check box on another Setup Style where it has already been selected.

      3. Minimum Capacity: Enter the lowest number of attendees needed to book the function space with this setup style. If the attendee number on the event is lower than this number, OPERA Cloud prompts you about the discrepancy. The value entered here cannot be lower than the value entered in the Minimum Capacity field in the Primary Details section.

      4. Maximum Capacity: Enter the highest number of attendees allowed to book this function space with this setup style. If the attendee number on the event is higher than this number, OPERA Cloud prompts you about the discrepancy. Note: the value entered here cannot be higher than the value entered in the Maximum Capacity field in the Primary Details section.

      5. Setup Time: Enter the default number of minutes required to set this room up in the setup style. The number entered here defaults to the event when this function space and setup style are selected, but you can update the value at any time.

      6. Setdown Time: Enter the default number of minutes required to break down this room in this setup style. The number defaults to the event when you select this function space and setup style, but you can update the value at any time.

   2. Click Save to save and close or click Save and Continue to save and add another setup style.

Editing Function Space Setup Styles Details

1. From the Administration menu, select Inventory, select Function Space Management, and select Function Spaces.

2. Enter search criteria, then click Search.

3. From your search results, select the Function Space, then click the vertical ellipsis Actions menu and select Edit.

4. On the Function Space presentation page click the Setup Styles details link.

5. Select the Setup Style, then click the vertical ellipsis Actions menu and select Edit.

   1. Update details.

   2. Click Save.

Deleting Function Space Setup Styles Details

1. From the Administration menu, select Inventory, select Function Space Management, and select Function Spaces.

2. Enter search criteria, then click Search.

3. From your search results, select the Function Space, then click the vertical ellipsis Actions menu and select Edit.

4. On the Function Space presentation page click the Setup Styles details link.

5. Select the Setup Style, then click the vertical ellipsis Actions menu and select Delete.

6. Click Delete to confirm.

Adding Function Space Rental Code Details

1. From the Administration menu, select Inventory, select Function Space Management, and select Function Spaces.

2. Enter search criteria, then click Search.

3. Select the function space in the search result, then click the vertical ellipsis Actions menu and select Edit.

4. On the Function Space presentation page click the Rental Codes details link.

   Note:

   The Rental Code CUSTOM defaults when this panel is first selected.

   1. Code: Select the appropriate Rental Code from the list.

   2. Revenue Type: Select the appropriate Revenue Type from the list. The value selected in the Default Space Revenue Type OPERA Control defaults to this field. See: Configuring Catering Revenue Types. 

   3. Charge Type: Select a value from the list:

      • Per Room (Flat charge amount)

      • Per Person (Amount * Number of Attendees). 

   4. Amount: Enter the Rental Amount for this Rental Code and Function Space.

   5. Set as Default: Select the check box if the Rental Code should be automatically selected when you add the function space to an event. You can select only one Rental Code per function space as the default. Selecting this check box deselects it on another Rental Code where the check box is already selected.

   6. Hourly Rate: Select the check box if the Amount you entered should be charged based on the number of hours the function space is booked, for example, if the Amount you enter is 100.00 and space is booked on an event from 09:00 - 11:00, the Rental Amount calculates as 100.00 * 2 Hours).

   7. Click Save or click Save and Continue to save and add another rental.

Editing Function Space Rental Code Details

1. From the Administration menu, select Inventory, select Function Space Management, and select Function Spaces.

2. Enter search criteria, then click Search.

3. Select the function space in the search result, then click the vertical ellipsis Actions menu and select Edit.

4. On the Function Space presentation page click the Rental Codes details link.

5. Select the Rental Code, then click the vertical ellipsis Actions menu and select Edit.

   1. Update details.

   2. Click Save.

Deleting Function Space Rental Code Details

1. From the Administration menu, select Inventory, select Function Space Management, and select Function Spaces.

2. Enter search criteria, then click Search.

3. Select the function space in the search result, then click the vertical ellipsis Actions menu and select Edit.

4. On the function space presentation page click the Rental Code details link.

5. Select the Rental Code, then click the vertical ellipsis Actions menu and select Delete.

6. Click Delete to confirm.

When the Advanced Function Space Handling OPERA Control is active, you can configure combination (combo) function spaces when more than one function space can be combined and booked for an event. Configure the actual function space components prior to setting up the combination spaces. Select the various component spaces that comprise the combination function space.

Editing Combination Function Space Components

1. From the Administration menu, select Inventory, select Function Space Management, and select Function Spaces.

2. Enter search criteria, then click Search.

3. From your search results, select the Function Space, then click the vertical ellipsis Actions menu and select Edit.

4. On the Function Space presentation page click the Combo Elements details link.

   1. Click Edit.

   2. From the list in the left panel, select the function spaces that make up this combination space (you can select more than one space using the space bar), then move the selected spaces to the right panel using the > arrow button.

   3. Click Save.