Configuring Function Spaces

Prerequisites for Function Space Management

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, space types, room classes, setup styles, rental codes, and revenue types.

Adding a Function Space

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

2. Click New and complete the following fields.

   1. Property. The property to which this function space is associated.

   2. Room Type. The appropriate room type for the function space you are configuring.

   3. Room. Enter the code for the function space you are configuring. OPERA Cloud allows up to eight alphanumeric characters for the room. Rooms do not need to start with or include numbers and include letters. Spaces are not allowed inside the room.

   4. Space Type (available when either the OPERA Controls Catering Events or the Diary is On). Select the space type, such as BALL (Ballroom) or CONF (Conference Room) for the function space you are configuring. The space type can serve as a filter in the Function Diary.Configuring Function Space Types

   5. Minimum Capacity. Enter the minimum number of people required to book this function space. When associating setup styles to a function space, this is the minimum value you can enter for minimum capacity.

   6. Maximum Capacity. Enter the maximum number of people allowed in this function space (often the fire code maximum is used here). When associating setup styles to a function space, this is the maximum value you can enter for maximum capacity.

   7. Space Name. Enter the full name of this function space. The name identifies the function space on the Function Diary screen and in other OPERA Cloud screens and reports.

   8. Manage Translations. Select the link to provide language translations.

Additional Details

1. Enter the following additional details:

   1. Short Name. An abbreviated or alternate function space name. If a Short Name is provided, it appears instead of the Space Name on the Function Diary screen. For example, you can use this field to identify the Grand Continental Ballroom A as the Ballroom A on the Function Diary, if Ballroom A is commonly recognized by staff.

   2. Location. Select the location where the function space is situated. You can use Location filtering in the Function Diary.

   3. Floor. Select the floor where the function space is located.

   4. Custom Order 1-3. When you are working with the Function Diary, three custom orders are available for sorting the function space display. The custom orders are included as Sort By options in the Function Diary screen. Each custom order represents a group of selected function spaces appearing in a specific sequence. Use these three fields to identify the Function Diary custom order (or orders) to which the current function space should belong and the position of the function space in that custom order.

   5. Display in Diary. Select the check box to show the function space in the Function Diary by default. If the check box is not selected, the function space appears in the Function Diary only if you select the filter criteria, Include Hidden Spaces check box.

   6. Shareable (available when the OPERA Control Catering Events is On). Select the check box if the room is shareable (if two or more events from different blocks can simultaneously use the space). When the space is shareable, the property can set the maximum capacity and a limit for the maximum number of groups that can book the space for the same date and the same or overlapping time periods. When an event is booked in the space, the application validates that both the maximum capacity and maximum number of groups are exceeded. If the maximum capacity or maximum number of groups are exceeded, and you have the user task for Override Space Capacity, you can continue or cancel the process.

      Note:

      When scheduling an event in a space, you can designate the space as exclusive (not shareable) at the time the function space is selected (OPERA Controls Book Shareable Space as Exclusive parameter required). When this is the case, you cannot schedule the function space for another event at the same time.

   7. Accessible. Select this check box if the room has handicap facilities.

   8. Maximum Groups. If the room is shareable, enter the maximum number of groups allowed to share it. Maximum Groups controls the number of blocks that can book the space at the same time in deduct from inventory status.

   9. Force Alternate (available with an active OPERA Cloud Sales and Event Management Premium Cloud Service. Select the check box if you want to force users to select an alternate (backup) space when this function space is booked for an event.

   10. Excluded Event Types (available if the Force Alternate check box is selected). Use this option to select Event Types to exclude from the Force Alternate requirement. For example; if MTG (meeting) is selected as an Event Type for the Conference Room, then when booking the Conference Room for Event Type MTG, an Alternate space is not required, and you are not prompted to select one.

   11. 100% Occupancy. Defaults to 1440 minutes (24 Hours) with the creation of a function space. This value represents the amount of time the function space is considered at 100% utilization. The value is used in the Function Space Utilization report (rep_fs_utilization)

   12. Description. Enter a description of the function space type, such as Grand Continental Ballroom.

   13. Manage Translations. Select the link to provide language translations.

Dimensions and Details

The screen supports distance measurements in feet or meters and weight measurements in pounds or kilograms. As you add dimensions or weights in one unit, OPERA Cloud automatically computes the measurement in the other unit. Whether you have access to the Meter/Kg or Feet/Lb fields depends on the value selected in OPERA Controls Measurement.

1. Add the following:

   1. Area. Area of the room (length x width).

   2. Length. The length dimension of the space.

   3. Width. The width dimension of the space.

   4. Minimum Height. The minimum height of the space. Minimum height might not be necessarily dictated by ceiling height. If chandeliers or similar structures are low-hanging, you might want to note them.

   5. Maximum Height. The maximum height of the space.

   6. Weight. The maximum load the floor can support in the function space.

   7. Notes. Any additional information of importance about the space.

2. Select Next to move to the Setup Styles panel.

3. Select New in the Setup Styles panel and complete the following fields:

   1. Code. Select the appropriate Setup Code. Refer to Configuring Setup Styles.

   2. Default. Select the check box if this Setup Style should be selected automatically when the function space is added to an event. You can select only one Setup Style per function space as the default. Note: Selecting this check box deselects the check box on another Setup Style where it has already been selected.

   3. Minimum Capacity. Enter the lowest number of attendees needed to book the function space with this setup style. If the attendee number on the event is lower than this number, OPERA Cloud prompts you about the discrepancy. The value entered here cannot be lower than the value entered in the Minimum Capacity field in the Primary Details section.

   4. Maximum Capacity. Enter the highest number of attendees allowed to book this function space with this setup style. If the attendee number on the event is higher than this number, OPERA Cloud prompts you about the discrepancy. Note: the value entered here cannot be higher than the value entered in the Maximum Capacity field in the Primary Details section.

   5. Setup Time. Enter the default number of minutes required to set this room up in the setup style. The number entered here defaults to the event when this function space and setup style are selected, but you can update the value at any time.

   6. Setdown Time. Enter the default number of minutes required to break down this room in this setup style. The number defaults to the event when you select this function space and setup style, but you can update the value at any time.

4. Click Save to save and close or click Save and Continue to save and add another setup style.

5. Select the Next button to move to the Rental Codes panel.

6. Select New on in the Rental Codes panel and complete the following fields (the Rental Code CUSTOM defaults when this panel is first selected):

   1. Code. Select the appropriate Rental Code. Refer to Configuring Rental Codes.

   2. Revenue Type. Select the appropriate Revenue Type from the LOV. Refer to: Configuring Catering Revenue Types. The value entered in the OPERA Control Default Space Revenue Type defaults to this field.

   3. Charge Type. Select the appropriate value based on whether the rental Amount should be calculated Per Room (flat charge) or Per Person (Rental Amount * Number of Attendees).

   4. Amount. Enter the Rental Amount for this Rental Code and function Space.

   5. Set as Default. Select the check box if the Rental Code should be automatically selected when you add the function space to an event. You can select only one Rental Code per function space as the default. Selecting this check box deselects it on another Rental Code where the check box is already selected.

   6. Hourly Rate. Select the check box if the Amount you entered should be charged based on the number of hours the function space is booked, for example, if the Amount you enter is 100.00 and space is booked on an event from 09:00 - 11:00, the Rental Amount calculates as 100.00 * 2 Hours).

7. Click Save to save and close or click Save and Continue to save and add another rental.

8. Select the Next button to move to the Combo Elements panel. This panel need only be accessed if the function space you are configuring is a Combination space (meaning that it can be broken into smaller function spaces that can be sold on their own and will be configured as a separate space).

   1. From the list on the left, select the function spaces that make up this combination space (you can select more than one space using the space bar).

   2. Move the selected spaces to the right side using the appropriate arrow button.

Editing a Function Space

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

2. Enter or confirm the Property name, enter any additional search criteria, and click Search.

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

4. To edit the Additional Details panel, Dimensions and Details panel, or the Setup Styles panel:

   1. Click Edit.

   2. Make the required changes.

   3. Click Save.

5. You can delete a Setup Style only if it is not assigned to an event.

   1. Select Delete from the vertical ellipsis on a Setup Style record.

   2. Confirm by selecting Delete when prompted.

6. You can delete a Rental Code only if it is not assigned to an event.

   1. Select Delete from the vertical ellipsis on a Rental Code record.

   2. Confirm by selecting Delete when prompted.

7. Click the Back to Function Spaces link.

Deleting a Function Space

You can delete a Function Space only if it is not assigned to a Function Space.

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

2. Enter or confirm the Property name, enter any additional search criteria, and click Search.

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

4. Click Delete to confirm.

Copying Function Spaces

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

2. Enter or confirm the Property name, enter any additional search criteria, and click Search.

3. From search results, click the row level vertical ellipsis and select Copy.

4. Enter or edit the following fields:

   1. Room. Enter the code for the function space.

   2. Space Name. The full name of the function space.

   3. Short Name. An abbreviated or alternate function space name.

   4. Custom Order (1–3). A custom order represents a group of selected function spaces appearing in a specific sequence. Use the three Custom Order fields to identify the Function Diary custom order (or orders) to which the current function space should belong and the position of the function space in that custom order.

   5. Combo Element (available only if the source function space is marked as a combo room). This is the name of the function space associated with the combo room.

5. Click Save.