Siebel Hospitality Guide > Managing Hospitality Inventory > About Managing Functions at the Quote Stage >

About Function Detailing

Customers often block a large, configurable function space in which multiple, smaller breakout sessions are held. When the space is initially blocked, the detailed agenda of the breakout sessions is typically not known, and the space is blocked with a high-level agenda consisting of large contiguous blocks of time. This process is known as a space hold. For more information about space holds, see About Space Holds.

As the event date approaches, sales representatives or event managers detail the function by creating subagendas in smaller time increments for the breakout sessions (within the start and end dates of the original function), and assigning breakout sessions to portions of the larger function space that is already blocked.

A user can book detailed subagendas into a space that is already held without double-booking the inventory by creating subfunctions for a function. A function that has associated subfunctions is known as a parent function. A user can also create subfunctions of a subfunction, known as child subfunctions. However, users cannot select a function space for a child subfunction.

In the case of a space hold, the parent function is a space hold record. The subfunctions associated with the space hold record represent the functions for the space hold. These subfunctions must use space that is part of the space hold and take place within the time frame of the space hold. These subfunctions can also have another level of child subfunctions (grandchildren of the space hold) that represent the subfunctions for the space hold. The child subfunctions do not hold space and can take place at any time.

When the detailing is complete, a user can detail out the parent function. All subfunctions become functions, all child functions become subfunctions, and the parent function is deleted.

Characteristics and Constraints of Detailing and Space Holds

This topic describes characteristics and constraints for detailing and space holds, as they apply to parent functions, subfunctions, and child subfunctions.

Parent functions. In parent function records, the following characteristics and constraints apply:

• Undetailed functions can have only two levels of hierarchy: function and subfunction. However, detailed functions can have three levels of hierarchy: function, subfunction, and child subfunction.
• If you select the Detail flag on a function and reserve it, you cannot clear the Detail flag until the function is released.
• You cannot change the primary function space for a function that is detailed and reserved, while the Next Fit, Option, and Overbook buttons are disabled.

Subfunctions. In subfunction records, the following characteristics and constraints apply:

• You can detail both category space functions and specific space functions.
• If you select a category as the Function Space value for a parent function, you cannot select and reserve a function space for a subfunction. However, if you select a specific space for the parent function, you can select an associated function space for a subfunction.

  For example, if you select Salon AB as the function space for a detailed parent function, you must select either Salon A or Salon B for the subfunction.

• In a subfunction record, the Function Space field lists only those function spaces included in the parent function space for selection.
• You can reserve function spaces for subfunctions if the primary function space for the parent function is reserved. If the primary function space for a parent function is released, all the function spaces for the subfunctions are also released.
• The date and time of a subfunction are constrained by the date and time of the parent function. A subfunction must have the same date as its parent function, and the start and end times of the subfunction must be within the start and end times of the parent function.
• If a function becomes a subfunction, the subfunction loses previously held inventory.

Child subfunctions. In child subfunction records, the following constraint applies:

• The Detail check box in the parent function must be selected for you to be able to create a child function for a subfunction. If the Detail check box is cleared in the parent function, when you select a subfunction, the Create Sub Function button and the Indent to child button are disabled.