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Viewing Function and Booking Details in the Function Space Diary

By moving the mouse over elements in the Function Space Diary, users can view additional information in the ToolTips that appear. Icons and colored indicator bars are also used to indicate different types of bookings and so on. See Icons in the Function Space Diary for more information on the icons used in the diary.

Viewing ToolTip Information in the Function Space Diary

Users can view a summary of function details through the ToolTip feature. The information displayed in the ToolTip depends on the option selected from the Display drop-down list. For example, if users select Function Name, the function name appears on the booking indicator bar and not in the ToolTip.

To view a summary of function details

• Position the mouse pointer over the booking in the diary, and in the ToolTip that appears, review details such as:
  • Function name
  • Function type
  • Function status
  • Start time
  • End time
  • Setup style
  • Expected number of attendees

NOTE:  If a sales or event manager has been nominated for the function, these details can also be included in the ToolTip.

To review setup and tear-down information

• Position the mouse pointer over the setup or tear-down time, and in the ToolTip that appears, review the start and end date and time periods.
  • If the Turn Times check box is selected, the time periods for each booking's setup and tear-down are displayed according to the pattern predefined by the administrator.

Active and Backup Bookings

If certain function spaces require backup spaces, an icon is displayed next to the appropriate function space names on the y-axis. Icons are also used to indicate other booking attributes, for example, bookings that are on 24-hour hold, affiliate bookings, noisy bookings, and so on. For more information about icon usage in the diary in the Function Space Diary, see Icons in the Function Space Diary for more information.

Active and backup bookings are differentiated though the use of a colored border. For example, the administrator may define blue as the active booking color and yellow as the backup booking color. When displayed in the diary, the active booking is shown with a blue border while the backup booking is shown with a yellow border.

Temporarily Assigned Category Spaces and Specific Spaces

Temporarily Assigned category spaces are shown against specific spaces in a color predefined by the administrator.

Dependency Bookings

Dependency bookings are displayed in the diary to indicate bookings that impact other function spaces. For example, if a combined space (A and B and C) is booked, then individual spaces A, B, and C have dependency bars. If, however, AB is booked, then the combined space ABC has dependency bars. The color for the dependency bars is defined by the administrator. Users cannot change the dependency bookings; a ToolTip on the dependency booking shows the function causing the dependency along with the start and end time. In many cases, dependency bookings may be the result of multiple bookings. In this situation, the ToolTip information lists the function space bookings that cause the dependency booking.

Overbookings and Optioned Bookings

When an overbooking or optioned booking occurs, the indicator bar is split vertically. Each booking can be displayed with a separate color if defined by the administrator. The predefined colors and patterns assigned to each bar represent the function's inventory status and setup and tear-down information.

Out of Order and Unavailable Function Spaces

When a function space is set to Out of Order or Unavailable, users can view this information in the Function Space Diary. The color for an Out of Order and Unavailable function space is configured by the administrator. The label shows the booking type (Unavailable or Out of Order) with no setup and tear-down time.

Reserved Beyond Capacity Bookings

Functions that are reserved beyond capacity are differentiated from other bookings through the use of a specific color as defined by the administrator. A function space can be reserved beyond capacity by setting an authorization level which is above the capacity level. For example, the capacity level for Salon A is 2 but the authorization level is set to 3. If the function space is reserved three times, it appears as Reserved Beyond Capacity.

Time-Shifted Bookings

Reserved bookings, which have been shifted to a different time period or date, are indicated by the addition of the word Shifted to the function name on the indicator bar. The color of the indicator bar also changes to the defined color for Reserved Shifted. The original booking still appears also in the diary. If the booking cannot be reserved after shifting, it does not appear in the diary.

Function Bookings in Suites

If functions are scheduled to take place in reserved suites, both the suite booking and the function booking are displayed in line with the appropriate suite name. The indicator bar for the particular suite is halved horizontally, and an additional indicator bar appears showing the start and end times for the function in the suite. A separate ToolTip appears for the reserved suite booking and the scheduled function, providing relevant information for each.

Effective Start and End Times

If effective start and end times have been added for any function spaces or categories, these can be viewed in the diary. The ToolTip shows the effective start and end times for the particular function space. The color for an Ineffective function space is configured by the administrator.

Categories and specific spaces are typically removed from the diary view if they are not effective for any of the dates currently displayed. The exception to this is if the dates shown in the diary are within the diary's cached date range. The diary caches information about a certain range of dates beyond what is currently shown and may begin showing a category or specific space up to approximately a month before it becomes effective. When such cached date ranges appear depends on the Time Scale option that users are using to view the information. For an explanation of the Time Scale option, see Using the Information Display Controls in the Function Space Diary.