Events

On the Events page, you can create, manage, and view events at your venue. Key features include:

Creating a New Event

  • Event Type:

    Select from predefined event types, such as Entertainment (for example, concerts and performances) or Sporting (for example, football and basketball).

  • Event Template:

    Select an Event Template, which defines the available suites and associated settings for the event. This template also determines which accounts are linked to the suites and which menus are available per account and suite.

  • Event Attributes:

    • Event Name:

      Enter a unique name for the event.

    • Performer/Home/Away Teams:

      For entertainment events, list the performer(s); for sporting events, list the home and away teams.

    • Start Date and Time:

      Specify the event's start date and time.

    • Event Code:

      An auto-populated code in the format YYYYMMDD, which can be edited if necessary.

    • Pre-order Cutoff:

      Set a cutoff date and time for pre-orders. This ensures that accounts can only place orders up to a specified time before the event.

    • Event Logo:

      Upload an event-specific logo for entertainment events for branding purposes.

Account Assignment to Suites

  • Each available suite in an event can be linked to one or more accounts that can place orders for that suite. Initial account assignments are determined by the event template used when creating the event, with the option to modify those assignments after the event is opened. The template includes a list of suites and specifies which accounts can access each suite.
  • For each suite linked to an event, assigned accounts can place orders, manage their profiles, and select menu items based on their permissions (Account Holder vs. Authorized User).

Menu Control

  • Menus can be tailored by account and suite, ensuring the appropriate offerings are available for different customer types (for example, VIPs and general attendees).

Suite Availability per Event

  • You can configure suites as active or inactive for a particular event, ensuring that only relevant suites are available for booking or order placement.

Assigning Suite Attendants

  • You can assign suite attendants to individual suites. They play a crucial role in ensuring orders are processed correctly and that account needs are met throughout the event. Suite attendants can monitor orders, assist guests, and ensure services are properly executed.

Managing Orders

  • You can manage and track orders for each suite from the Suites Orders tab on the event detail page. Orders are associated with the account assigned to each suite, allowing for accurate tracking throughout the event. As the event progresses, orders can be modified, canceled, or updated, with changes reflected in both the Suites system and Simphony.
  • Orders placed by account holders or authorized users are linked to the specific suite and account, enabling event organizers to review and manage them in real time.
  • Pre-Order Management: When the event status is set to Accept Pre-Orders, accounts can place orders for their assigned suites using the available menus. Once the status changes to Pre-Order Closed, no additional orders can be placed until the event status is updated to Live.
  • Live Orders: When an event is marked Live, all orders are communicated to the POS system. During this phase, accounts can place new orders and update existing ones. Once the status changes to Live Orders Closed, no further changes or new orders are allowed. All new and updated orders are synchronized with Simphony for kitchen routing and financial processing.
  • Post-Event Order Management: After the event concludes and is marked Complete, the system automatically processes any outstanding orders. Payments are then finalized using the selected payment method (credit card or invoice).

Payments

  • The Payments tab is available when the Would you like to pre-authorize orders? option is enabled in Venue Settings. It provides real-time visibility and control over payment authorizations and captures for electronic orders during live events.
  • Each row on the Payments tab represents an event order with an electronic payment method and includes the following details:
    • Account Name: The account that placed the order.
    • Suite Name: The suite associated with the order.
    • Invoice Number: The invoice number returned by FreedomPay at authorization (when available).
    • Payment Status: The current authorization status:
      • Authorized: The payment method has been successfully authorized.
      • Declined: The authorization attempt failed.
      • Unauthorized: No authorization has been attempted.
      • Paid: The order has been fully paid and closed in Suites.
  • For each order, an action menu provides the following options:
    • View Details: Review authorization details, including:
      • Payment Method: Displayed in masked format (for example, Visa ending in 1234).
      • Status: Shows Authorized, Declined, Unauthorized, or Paid, along with the request date and time.
    • Retry Authorization: Perform an incremental authorization or retry a failed authorization attempt.

Simphony Posting

  • The Simphony Posting feature within the Events module provides suite administrators with visibility and control over posting event orders to Oracle Simphony via Simphony Transaction Services (STSG2). This page displays pre-orders transmitted to the POS system when an event is marked Live, along with any additional orders created during the event.
  • Administrators can quickly identify, address, and resolve issues that may prevent orders from being posted to Simphony, helping ensure smooth and error-free event operations.
  • Accessing Simphony Posting: Access the Simphony Posting feature from the More Actions menu on the Event Details page. Simphony Posting is available once the event status is Live.
  • The Simphony Posting page contains two main tabs: Not Posted and Posted. Each tab displays a list of event orders based on their posting status in Simphony, along with details including:
    • Order Number
    • Account Name
    • Suite Name
    • Order Total
    • Error Code/Message (for example, 400 Bad Request, 503 Service Unavailable)
  • Administrators can use the bulk Repost option to resend one or more orders to Simphony from the Not Posted tab, or investigate individual orders using the action menu options:
    • View Details: See the detailed response from Simphony Transaction Services to help troubleshoot the failed posting.
    • Re-Try Posting: Retry the posting operation for an individual order.
  • Orders that are successfully posted to Simphony automatically move from the Not Posted tab to the Posted tab.