Events

The Event functionality lets the user create an event record, specify the period the event takes place, and add notes and attachments. It also lets you reserve the resources needed to prepare and operate the event (without having a reservation) to make sure all the needed resources are available at the given date and time.

The functionality also allows the user to assign reservations to the related event, which thus unblocks the resources that had previously been assigned to the event.

The Bookings Role Center has two Event cues: Draft which shows the number of draft events for the selected location, and Active which shows the number of currently active events.

From the Event Card, the user can easily navigate to the related reservations and also simply keep track of which reservations have been finalized and fully paid.

To edit the Event Card from the Role Center

Click Events in the top menu pane.
Click an entry in the list to display the Event Card, or click +New to create a new event entry.

The tables below list and describe the fields on the Event Card.

General FastTab

Field	Description
No.	In this field assign a unique code for reference to the Allotment offer. If Event No. Series is set in the activity setup, this field is automatically populated by the next sequence number from that series.
Description	The general description for the event. The description is used to populate the "unavailability" records for the reserved resources related to this event. See the event resource schedule section.
Starting/Ending Date	Specifies the starting and ending dates of the event. Also used as default for the resource schedule settings.
FactBox Status	The current status of the event. The internal status options are Draft, Confirmed, Canceled, Waiting List, and Closed.

Activity Settings FastTab

Field	Description
Event Type	Specifies the Event Type, which is a grouping option for the events as well as sets the default assignment for Reservation Type and Price Group.
Reservation Type	Specifies the Reservation Type that is used for the related reservations and also defines which status setup is used for the event status assignments (optional).
Activity Location	Specifies the default activity location for the event, and used for filtering the Role Center Cues, as well as default setting for the resource schedule lines.
Starting/Ending Time	Specifies the starting and ending times of the event. Also used as default for the resource schedule settings.
Event Group	Specifies the event group for statistical and summary purposes in pages and reports.
Price Group	Specifies the default price group that are assigned on related reservations. Note: If the customer has specific price group set, that overrides this setting.
Expected Attendance	The general expected attendance for the event, used for statistical purposes.
Actual Attendance	The actual attendance for the event, used for statistical purposes.

Note: The event details and schedule lines can only be edited according to the status assigned and if the related status setting is defined as editable.

Event Resource Schedule Lines FastTab:

Field	Description
Location	The activity location of the resources.
Resource Group	Specifies the resource group to reserve (or make unavailable for other reservations then for this particular event).
Resource No.	The specific resource to assign. If left blank, then all resources in the given location and resource group will be reserved (made unavailable for other events).
Resource Description	The name/description of the resource if assignment is specific.
Date From/To	The date period of the assignment.
Time From/To	The time period of the assignment.
Resource Status	The indication of the current resource reservation status, that is Draft, Resources Reserved, Resources Released.
Availability	The display of availability for the given resource(s) and period.

Actions on the Event Card

Change Status	Changes the status of the event. The user is shown a list of available status options depending on the reservation type of the event.
Items	This feature is related to the retail functionality. See the help on the event setup in the Retail section.
Distribution	This feature is related to the retail functionality. See the help on the event setup in the retail section.
Related - Charge Restrictions	This feature opens a page where the user can set up POS charge and additional charge restrictions on the related event reservations. These restrictions would be specific to the event only, but you can also setup restrictions that are more general (based on the event type) or even more specific, based on the Member Account assigned to the reservation. The restrictions can be assigned to Deal, Item Categories, Item Product Groups, Item Special groups or to a specific item. If the restriction amount is set to 0, then it means that the related product or products are not to be assigned/charged at all to the reservations, and are not available at the event. Restrictions can either be to completely refuse a charge based on the restriction amount set to 0, or it can be set to limit the amount allowed to be charged to the client for that product or group of products. Note: If a product is not allowed on an event or event type level (limit amount is 0), then that setting is not overwritten based on customer/member account. This means that events can have products that are not sold at the event and no customer/member can order them.
Related - Reservations	Displays a list of all related reservations assigned to this event.
Related - Tasks	Displays a list of all tasks assigned to the event and also allows the user to manage those tasks.
Attributes	Displays a list of attributes and their assignment values. The attributes are additional information (fields) the user can structure and assign to the event. See Setting Up Attributes to create new attributes and add them as options for the Event card.
Item Summary	Opens the Reservation Item Summary page which displays summary of all items which have been assigned to event related reservations. The user can review all orders related to the event and sum based on either quantity, cost or sales amount. The page is set to filter the information based on event related reservations and is preset to the period set on the Event Card.

Actions on the Event Resource Schedule Lines

Search Resources	Displays a list of available resources for the selected schedule line. Can also be accessed from the Assist Edit button in the Resource No. field. From this list the resource can be selected and assigned to the line.
Resource Assignment	Displays the unavailability entries for the selected line, for the given period. Note: This only shows entries if the event has been assigned a status that reserves resources, normally internal status set as Confirmed.
Resource Status	Displays availability of the resource group in the selected line, for the given period.