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Function Space Diary Views

Figure 12 shows the one-day time scale in the Function Space Diary, with the Property form at the top of the screen and the Sales/Execution Diary, Revenue Management, Compact Diary, and Total Availability view tabs. The Property form shows the name and type, the number of function rooms, and number of sleeping rooms for the first property record. From the form, users can query for a different property.

The Function Space Diary's Compact Diary view is shown in Figure 13. Unlike the other diary views, the function spaces are not grouped according to category, but instead are grouped according to their parent-child relationships (biggest parent, smallest child on the y-axis).

NOTE:  Associated functions do not appear for nonparticipating properties. If users query for a nonparticipating property within the Function Space Diary, the views contain no information. See Adding Property Records for more information.

Figure 12. Function Space Diary Screen

Function Space Diary Sales/Execution Diary View

The Function Space Diary's Sales/Execution view is the default view for the diary. Most of the function booking information that sales representatives and event managers require appears in this view.

Function Space Diary Revenue Management View

The Function Space Diary's Revenue Management view is similar to the Sales/Execution view with one exception. The Revenue Management view shows all of the functions that are associated with the selected property.

The Functions information shown in this diary view is similar to the list that appears on the Functions screen. From this view, users can update and copy function records, reserve and launch the best-fit process, and overbook, option, and cancel functions. For more information on performing any of these actions, see Management of Functions at the Quote Stage.

Function Space Diary Compact Diary View

The Function Space Diary's Compact Diary view, as shown in Figure 13, is used to display function spaces in the more compact form of biggest parent, smallest child on the y-axis.

Unlike the other diary views, the function spaces are not grouped according to category, but instead are grouped according to their parent-child relationships (biggest parent, smallest child on the y-axis). This view can be useful when a property contains large numbers of function spaces.

For example, if a property has a large function space called Salon ABCD, which is formed by connecting Salons A, B, C, and D, each of these salons is displayed under the biggest parent, Salon ABCD, in the Compact Diary view.

Figure 13. Function Space Diary Compact Diary View

Users can expand or collapse the parent-child relationships by using the Expand All and Collapse All buttons. If the user moves the mouse over the category names on the y-axis, the ToolTip displays a list of the function spaces that are included in the particular category.

All indivisible function spaces are also listed in the Compact Diary view. They appear separately according to parent-child relationships and within the compact sequence, which is the order of display.

The function spaces can be displayed in a particular order in the Compact Diary view. This compact sequence is configured using the Property Administration screen's Specific Space and Category views.

As with the other diary views, users can drag and drop bookings onto different function spaces and time periods within the Compact Diary view. However, unlike the other diary views, when users attempt to drag and drop a booking, they must confirm their action by selecting the appropriate function space from the Pick Function Space dialog box that appears.

NOTE:  The Pick Function Space dialog box shows only function spaces that are related to the space where users are dragging the function.

Bookings that are made using configured function spaces are displayed as separate indicator bars within the Compact Diary view to show that each of the function spaces is in use at a particular time. For example, a function is booked in Salon ABC. Within the Compact Diary view, an indicator bar appears adjacent to each of these function spaces for the appropriate time period. Salon A, B, and C have the same function name outlined in white against their individual indicator bars.

Function Space Diary Total Availability View

The Function Space Diary's Total Availability view is used to display function bookings in the context of inventory displays. In addition to all the information contained in the Sales/Execution Diary view, this view also shows total sleeping room availability. Sleeping room availability information appears in the Total Group Availability list.

NOTE:  Users must make sure that they query for the required date in the Total Group Availability list. This list and the diary information shown above in the Gantt chart are not linked, which means that the information shown can relate to different dates. To match the chart information and the Total Availability list information to the same date, users can click the Refresh button on the diary's Property form.

Users can also review sleeping room availability from the Function Space Diary by clicking the major time axis (Date field). This action takes the user to the Property screen's Total Availability view, which shows property availability records starting from the selected date. Unlike the diary's Total Availability view (which just shows the Total Group Availability), the Property screen's Total Availability view shows total, group, and transient availability.