Configuring Function Space Additional Details

Editing Function Space Additional Details

From the Administration menu, select Inventory, select Function Space Management, and select Function Spaces.
Enter search criteria, then click Search.
From your search results, select the Function Space, then click the vertical ellipsis Actions menu and select Edit.
On the Function Space presentation page click the Additional Details details link.
1. Click Edit and complete the following.
2. 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.
3. Location: Select the location where the function space is situated. You can use Location filtering in the Function Diary.
4. Floor: Select the floor where the function space is located. For more information, see Configuring Floors
5. 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.
6. 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.
7. Web Viewable: Select the check box to designate this function space as viewable on a booking website.
8. Web Bookable: Select the check box to designate this function space as available for booking on a booking website.
9. Shareable : Select the check box if the space is shareable (if two or more events from different blocks can simultaneously use the space). When the space is shareable, you 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 Override Space Capacity task assigned, 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 (Book Shareable Space as Exclusive OPERA Control is required). When this is the case, you cannot schedule the function space for another event at the same time.
  1. 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.
10. Accessible: Select this check box when the space has facilities for people with an impairment or special needs.
11. Force Alternate : 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. Available when the Alternate Space OPERA Control is active. For more information, see Managing Alternate Space Events.
  1. 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.
12. 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 (rep_fs_utilization) report. For more information, see Event Reports.
13. Exclude From Forecast: Select check box to default the Exclude from Forecast check box in Event Revenue Summary for events in this function space.
14. Description: Enter a description of the function space type, such as Grand Continental Ballroom.
  1. Manage Translations: Click link to configure localized descriptions. For more information, see Configuring Localized Code Descriptions. (Available when the Multi Language OPERA Control is active.).
15. Click Save.