Configuring Function Spaces

The Function Space features enables you to identify rooms and other spaces as sellable for events such as weddings, conferences, banquets, pool parties, and so on. Before you configure function spaces, your property must have configured room types, configured room classes, and configured room styles available.

Creating Primary Details

  1. From the Administration menu, select Inventory, select Function Space Management, and select Function Spaces.

  2. Click New.

  3. In the Primary Details panel, enter your Property name.

  4. Enter a Room Type.

  5. In the Space Name field, enter a formal name for the function space.

  6. In the Room field, enter a room number or a room code identifying the space.

  7. Enter a Space Type for the room, such as conference room, gazebo, and so on.

  8. Enter the Minimum Capacity your property accepts for booking the room.

  9. Enter the Maximum Capacity of the room.

Creating Additional Details

  1. In the Short Name field, create a short description of the room. If you create a short name, it appears in the Function Diary in place of the formal name of the function space.

  2. Enter Location from a list of pre-configured room locations.

  3. Enter the Floor location of the room.

  4. Assign the function space to Custom Order 1, Custom Order 2, or Custom Order. This is an optional step.

    Note:

    A Custom Order is a convenience feature enabling you to organize certain function spaces under three available titles: Custom Order 1, Custom Order 2, or Custom Order 3. When working in the Function Diary, you can filter the screen to display a custom order of function spaces in either ascending or descending order.

  5. Select the Display In Diary check box to show the function space in the Function Diary by default.

  6. Select the Sharable check box if two or more events can simultaneously use the space. If you select Sharable, enter the number of Maximum Groups allowed to share the room.

  7. Select the Accessible check box if the space is handicap accessible.

  8. Select the Force Alternate check box to require selecting an alternate function space any time this function space is added to an event. This might be useful for outdoor spaces in cases of bad weather or for any space that might be booked already.

    Note:

    Note: Force Alternate is dependent on the function for Alternate Space being active in OPERA Controls. Also, this function is available only with the Premium OPERA Sales and Event Management license.

  9. Select Excluded Event Types to exclude specific event types from the force alternate requirement.

  10. Enter the 100% Occupancy of the room or space. The number you enter should indicate the percentage of time this room needs to be sold to be at 100% occupancy in a 24 hour period

  11. Use the Description field for adding any additional details.

Adding Dimensions and Details

  1. In the Dimensions & Details panel, enter the room’s physical dimensions and details using the available fields.

  2. Click Next to move to the next panel.

Selecting Setup Styles

Setup Styles provide pre-configured room and space layouts for tables, chairs, and other amenities. They help hotel staff efficiently plan resources for the function space.

  1. In the Setup Styles panel, click New.

  2. Enter a Style Code.

  3. Select the Default check box to make this style the default setup style.

  4. Enter the Minimum Capacity for the function space.

  5. Enter the Maximum Capacity for the function space.

  6. Enter a Setup Time and a Setdown Time indicating the amount of time expected to set up and break down a room for a particular Setup Style.

  7. Click Save, and then select Next to continue.

Adding Rental Codes

The Rental Code represents the cost of renting a function space. You can set up the room cost on a per room basis or a per person basis.

  1. In the Rental Codes panel, click New.

  2. Enter a Code.

    Note:

    Configured rental codes might specify a length of time such as per half day, per day, per hour, and so on.

  3. Select the Revenue Type for accounting purposes.

  4. Select a Charge Type check box based on whether you are charging per room or per person.

  5. Enter the cost Amount.

  6. Select the Set as Default check box to make this new rental code a default Rental Code.

  7. Select the Hourly Rate check box to charge the amount by the hour.

  8. Click Save or select Save and Continue to configure another Rental Code.

  9. Click Next to continue.

Selecting Combo Elements

The Rental Code represents the cost of renting a function space. You can set up the room cost on a per room basis or a per person basis.

  1. From the Combo Elements panel, select one or more rooms under the Available section of the screen.

  2. Click the appropriate direction icon to move your selection(s) to the Selected area.

  3. Click Save.

Editing Function Spaces

  1. From the Function Spaces screen, search for the Function Space by Property and optionally by Room Type, Room, Space Type or Space Name.

  2. From the search results, click the row level vertical ellipsis and select Edit.

  3. Click Edit to update the record and then click Save.

Deleting Function Spaces

  1. From the Function Spaces screen, search for the Function Space by Property and optionally by Room Type, Room, Space Type or Space Name.

  2. From the search results, click the row level vertical ellipsis and select Delete.

  3. Confirm your decision and click Delete.

Parent topic: Inventory Administration