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Function and Booking Details in the Function Space Diary

Color-coded indicator bars and icons are used to indicate different types of functions and bookings. For more information about icon usage in the diary in the Function Space Diary, see Icons in the Function Space Diary.

Color-Coded Day Indicators

Color-coded indicators differentiate between weekdays, weekends, and holidays in the Function Space Diary. If a holiday occurs on a weekend, then the weekend color takes priority. The same color coding applies to the Availability views. Holidays are also marked by an icon in all views except the Month/Day view, where they are marked only by color. The Holiday icon is shown in Table 91.

Users can customize the colors for holidays and weekends in the Function Space Administration screen, Function Space Diary Administration, Function Color Schema view.

Active and Backup Bookings

If certain function spaces require backup spaces, then 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.

Active and backup bookings are differentiated though the use of a colored border. For example, the administrator might 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.

Dependency Bookings

Dependency bookings are displayed in the diary to indicate bookings that affect 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 can 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, Unavailable, and Temporarily Assigned 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. Temporarily Assigned category spaces are shown against specific spaces in a color predefined by the administrator.

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 higher than 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, then 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, then it does not appear in the diary.

Function Bookings in Suites

If functions are scheduled to take place in reserved suites, then 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, then 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 cached date range of the diary. The diary caches information about a certain range of dates beyond what is currently shown and can 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 Changing the Way Information Is Displayed in the Function Space Diary.