Siebel Hospitality Guide > Managing the Function Space Diary > Process of Managing the Function Space Diary >

Assigning Category Bookings to Specific Spaces

If a revenue manager is satisfied with the specific space assignments that are displayed in the diary, then the manager can convert all category bookings for the day into specific space bookings. The function space inventory engine automatically accounts for new bookings as well as existing bookings and assigns the category bookings to the specific spaces.

By default, space and time optimization is enabled for assigning bookings to specific spaces. However, if large numbers of function spaces are available for the current property, then space and time optimization can slow the assigning process significantly, and the assignment can take several minutes to complete. In such circumstances, it might be more practical to disable space and time optimization.

You can disable or enable space and time optimization only when the time scale selected is Month/Day-of-Week or Week/Day. When the other time scales are selected, space and time optimization is enabled by default, and the menu options are not available.

To assign category bookings to specific spaces

1. Navigate to the Function Space Diary screen.
2. In the Properties form, query for the property record.
3. Click the appropriate view tab from one of the following: Sales/Execution, Revenue Management, Compact Diary, or Total Availability.
4. In the selected view, enter the required start date and time scale (Month/Day-of-Week or Week/Day), and then click Go.
5. On the view toolbar, click the Menu button, and do one of the following:
   • Choose Disable Space/Time Optimization.
   • Choose Enable Space/Time Optimization.
6. Click Assign to assign the category bookings to specific spaces.

Deleting Out of Order and Unavailable Designations from Function Spaces

You can delete Out of Order and Unavailable function space designations by using the following procedure.

To delete an Out of Order or Unavailable designation from a function space

1. Navigate to the Function Space Diary screen.
2. In the Properties form, query for the property record.
3. Click the appropriate view tab from one of the following: Sales/Execution, Revenue Management, Compact Diary, or Total Availability.
4. In the selected view, enter the required start date and time scale, and then click Go.
5. Perform one of the following operations:
   • Right-click the function space designated as Out of Order, and choose Delete from the context menu.

     Siebel Hospitality refreshes the display, and the function space is no longer labeled as Out of Order. If you delete an Out of Order designation from the diary, then this information is also removed from the property pricing records.

   • Right-click the function space designated as Unavailable, and choose Delete for either the specific occurrence or the entire series from the context menu.

     Siebel Hospitality refreshes the display, and the occurrence or series is removed from the diary. If you delete an entire series from the diary, then this information is also removed from the property pricing records.

Changing Booking Inventory Statuses

Booking inventory records can be updated directly from within the diary views.

To change a booking inventory status

1. Navigate to the Function Space Diary screen.
2. In the Properties form, query for the property record.
3. Click the appropriate view tab from one of the following: Sales/Execution, Revenue Management, Compact Diary, or Total Availability.
4. In the selected view, enter the required start date and time scale, and then click Go.
5. To make status changes, perform one or more of the operations described in the following table.

   To Make This Status Change	Perform This Action	Result
   Unreserve a reserved booking	Right-click the booking, and choose Unreserve.	The booking is removed from the diary views and the inventory status changes to Unreserved.
   Assign a specific space booking to a category	Right-click the booking, and choose Assign to Category.	The booking changes color to indicate that it is no longer assigned to a specific function space.
   Assign a category booking to a specific space	Right-click the booking, and choose Assign to Specific Space.	The booking changes color to indicate that it is no longer assigned to a category.
   Overbook an optioned booking	Right-click the booking, and choose Overbook.	The booking changes color to indicate that it is overbooked.
   Option an overbooked booking	Right-click the booking, and choose Optioned.	The booking changes color to indicate that it is not overbooked.
   Unreserve an optioned or overbooked booking	Right-click the booking, and choose Unreserve.	The indicator bar split is removed, and the booking is displayed as Reserved.
   Unreserve a reserved booking on the same indicator bar as an optioned booking	Right-click the booking, and choose Unreserve.	The split is removed from the indicator bar, and it changes color to indicate that the inventory status has changed to Option Reserved.
   Reserve an unreserved booking on the same indicator bar as an overbooked booking	Right-click a reserved booking on the same indicator bar as an overbooked booking, and choose Unreserve.	The split is removed from the indicator bar, and it changes color to indicate that the inventory status has changed to Reserved.
   Accept an option reserved booking	Right-click the booking, and choose Reserve.	The booking inventory status changes to Reserved.
   Reject an option reserved booking	Right-click the booking, and choose Unreserve.	The booking is removed from the diary views, and the inventory status is changed to Unreserved.

CAUTION:  When optioned and overbooked bookings are created, the indicator bar is split vertically to display different bookings for the same function space and time period. Make sure that you right-click the correct booking and not another booking on the same indicator bar. Otherwise, you might change the status of the wrong booking.