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Function Diary (Shift + F9)
To access the function diary, select Business Management>Function Diary. You may also select the [Shift+F9] Quick Key.
Note: When the Sales & Catering license code (OPS <version number>) is not active, and the PMS license code (OPP <version number>) or the Opera XPRESS license code (OPE <version number>) is active, the Blocks>Diary application function may be set to Y in order to activate an abbreviated version of the S&C function diary within Opera PMS or Opera XPRESS. The simplified function diary is accessed by selecting Reservations>Blocks>Function Diary. When the function is active, the Blocks>Use Single Block Status application parameter is automatically set to Y.
Note: When using the Diary Function in SFA (Sale Force Automation) it is possible to view the Function Diaries of remote Opera properties and to book events into function spaces of remote properties (Diaries and Events in the same schema as SFA are also available) with event information being transported between SFA and the remote properties via OXI-Opera. Resources, apart from the function space, are NOT exchanged and NOT available in SFA.
Use the function diary to view availability for function spaces and for PMS sleeping rooms that have been configured with the Can Be Meeting Room option selected in room type setup. View the function room inventory (including combination, sharing, individual, and sleeping rooms that can be sold as meeting rooms) by the hour, day, week, or by multiple weeks. Loud events, events held in shareable spaces, events with sub-events, and catering only events are clearly marked in the function diary and easily recognized at a glance.
You can tailor the function diary to your preferences, for example, by assigning distinctive colors to display each status (to do so, select System Configuration>Reservations>Codes>Status Codes to display the Status Codes Edit screen). The Show Diary option on the same screen lets you choose whether to display events of this status by default on the diary, or only to show them when specially requested by switching the appropriate status flag on the diary screen itself. You may also specify how many function spaces are displayed per screen without scrolling by using the Catering>Number of Rooms per Diary Page application setting.
If a room is configured to double as a meeting room (that is, if the Can Be Meeting Room flag is selected on the Room configuration screen), a PMS reservation against the room can impact its availability for catering functions. When using the Function Diary to review and set up catering events, it may be desirable to know when such rooms are reserved for PMS guests. On the other hand, because querying for PMS reservations involves performance overhead, the property may not wish to query PMS reservations automatically, especially if its Can Be Meeting Room rooms are only rarely used for catering functions.
A new application setting, Catering>Function Diary Query PMS Reservations, can be used to control whether or not the Function Diary (SC_DIARY) queries for PMS reservations when the screen is opened and when a search is performed using the screen.
The application setting is automatically set to Y when the property has configured at least one room with the Can Be Meeting Room flag selected. When the parameter is set to Y, the Function Diary always looks for PMS reservations every time it is opened or refreshed using new search criteria.
Note: When a room designated as Can Be a Meeting Room that is reserved as a PMS sleeping room is displayed in the Function Diary, the views will always display as close to the check-in time and check out time as is possible. For Example, in the above screen capture, guest Woods checks in at 4:00pm on 12/21/05 and is scheduled to check out at 6:00pm on 12/22/05. For this reason, the entry for this guest spans the space on the diary that most closely represents this time period.
To improve Function Diary performance, the property may wish to forego checking for PMS reservations associated with Can Be Meeting Room rooms. To sidestep queries for PMS reservations, the Function Diary Query PMS Reservations application setting may be set to N. When this is done, the Function Diary will not automatically query for PMS reservations. A check box added to the Function Diary search criteria, however, will allow the user to 'manually' include PMS reservations in the query.
This feature applies only to S&C installations that are integrated with PMS (OPP<version number> with OPS<version number>). At standalone S&C installations, there is never a query for PMS reservations. At PMS installations without S&C, and at Opera Express installations, the Function Diary will always query PMS reservations.
Note: Opera will save certain values by user when this screen is closed and default those values the next time that user opens the Diary. These values are: Property, View Type, Start Time, Selected Status Codes, Event Label, Sort Order (Advanced Tab), Individual / Combo / Both (Advanced Tab), Status 1 and Status 2 (Show Rooms).
To display events in the function diary event grid use any combination of these search fields to define your search criteria. Then click the Search button. A search can also be executed by selecting the tab key. Search criteria include:
Property. Select the down arrow to choose the property to search. (This feature is available when the OPP MHT2 license is active.)
Start Date. Defaults to the date of the block or event from which the function diary is accessed; if you open the function diary prior to selecting a block or event, the date defaults to the system date. Select any date using the calendar tool or enter a date manually.
Space. Select the down arrow to choose one or more rooms to search for. If a short name was provided on the Room configuration screen, it will be shown in the list; if no short name was assigned to the function space, the full name will be shown. Once you have made a choice, the pick box displays Selected. If you do not make a choice, the pick box will display All and all function spaces are searched by default.
Event Label. Select the down arrow to choose how you wish to have events labeled on the display. By default events are labeled by booking name. Other choices include number of attendees, setup style, type of event, or combinations.
Include PMS. Include PMS reservations that are booked into rooms which are configured as Can Be a Meeting Room.
Select the Advanced button to display additional search options.
Set Up Style. Select the down arrow to choose the set up style you wish to search for.
Location. Select the down arrow to choose the location of the function space you wish to search for.
Space Type. Select the down arrow to choose the type of room you wish to search for.
Area Minimum. Enter the minimum area of the rooms you wish to search for. Rooms having at least this area will display.
Attendees Minimum. Enter the minimum number of attendees the space you are searching for can hold. Spaces having at least this capacity will display. This search will be based on the minimum attendees configured for the space itself – not for any specific setup-style.
Type of Room. Select the radio button for the type of function space you wish to search for:
Include Hidden. This check box works in conjunction with the Display in Diary option which was set when the function space was defined in room configuration. If Display in Diary is set to N for the space (as may be the case for function spaces that are also used as sleeping rooms), selecting Include Hidden here will display that space. If Display in Diary is set to Y for the space, it will be shown here by default.
Closed for Web. When the S&C/OWS license code Webservices Sales & Catering WCS_<version number> or Webservices Conference Center WCC_<version number> is active and a function space has been designated as Bookable via Website, it may occasionally be necessary to make the function space unavailable for booking the internet. Select this option to view function spaces that are placed in a Closed to OWS status, meaning that the room (while still available to be booked through S&C) cannot be booked via website. Rooms that have been placed in a Closed to OWS status will display a magenta colored line through the date/time span for which is has been made unavailable for booking via the website. See Internet Bookings for more details on this functionality.
Advanced Sort. Select the sort features you wish to apply to the search result display.
Function Space Name. List function spaces in alphabetical order (the default). The order will be based on the function space name; however, if a short name has been provided for a space, the short name will be used. This is the default.
Attendee Capacity. List function spaces by the maximum attendees specified in the function space room configuration screen. Spaces will automatically be displayed from smallest to largest attendee numbers.
Area Size. List function spaces from smallest square-foot or square-meter area to largest square-foot or square-meter area. If there is a space that has no information in this field then it will appear on the top of the list.
Amount of Revenue. List spaces by lowest revenue to highest revenue. Revenue is based on the room charges and resources with prices which are attached to the event, not the forecast revenue, if any.
Custom Order 1/2/3. List function spaces by these custom listing alternatives designated for the function spaces in room configuration.
Property. Select this check box to sort function spaces alphabetically by property first, then in the sort order indicated by the Advanced Sort radio button.
Descending. This check box works in conjunction with the radio button selection to display spaces in descending order rather than in the default or ascending order. For example, if you are sorting on Area, by default the list is displayed from smallest to largest square feet or meters. By selecting this check box the display will run from largest to smallest area.
Advanced Display. Select the display to further narrow your search.
Event Type. Select the down arrow to select a specific event type.
Snap to Grid. On creation of an event from the function diary directly, Snap to Grid will lock the event start and end time to the closest grid cell line that the cursor is clicked on, rather than on random times (e.g. 10:00 rather than 09:57) as event start time.
The function diary includes many features that may not be immediately obvious. The following description gives you an overview of the many tools and conveniences built into this screen.
Just below the search criteria section, you will see an area that allows you to set the "scope" of your view of the function diary events displayed in the grid. Select the down arrow on the view field to choose the period of time for which you wish to see events. Options include 5-Hour View, 10-Hour View, Day View (the default), 5-Day View, 7-Day View, and 21-Day View. The names of the days of the week appear when a day view is selected, even for the 21-Day View.
The grid adjusts to include the selected period, and the date and time gradations adjust appropriately.
Note: If a date is shown with a green background, an event is scheduled for that date on the property calendar.
You might wish to start with the widest view (21 days), then "zoom in" to 5 days or 1 day for more detail. The << and >> and < and > buttons below the grid let you slide the "viewing window" left or right to look at adjacent time periods. The << and >> move a full window at a time, while < and > move a single grid division at a time. For example, if you are set to a 5-hour view, selecting >> will slide the window to the right and display the 5-hour period that follows the 5-hour period you originally were viewing. If you slide the window to the left using the < button, the window will slide to the right by one division to show a 5-hour period starting 15 minutes earlier than the original display.
Note: When you choose the 5 Hour View, the scale is divided into 15-minute increments. If you use the > or < buttons to slide the viewing window so that the scale starts with a time other than a full hour (e.g., 08:15, 08:30, 08:45, etc.), the scale will continue to start on the quarter hour, half hour or three-quarters hour if you switch from the 5 Hour View to the 1 Day View. If you want your scale to start on the full hour, change the 5 Hour View scale to start with a full hour before switching to the 1 Day view. Gray shading implies that the times are PM and the white implies AM.
DOW. When the 5-, 7-, or 21- Day Views are chosen for the grid display, Days of the Week (DOW) check boxes appear in the lower screen allowing you to choose the days of the week you want to show in the grid. The default is the Day View with all days of the week selected. A red block following the DOW boxes means that the DOW option has been changed and the Search button should be selected to re-display information for the new DOW options.
The following logic applies to Day Type and Event Codes and how they impact the display of the Function Diary:
Rooms List. Listed in the left- most column are the names of the function rooms. <C> next to a room name indicates a combination, or combo, room; <S> indicates a shareable space. <A> indicates that a space requires the booking of an alternate space. Double-click the left mouse button to view detailed room information about the function space.
Note: Use the Catering>Number of Rooms per Diary Page application setting to chose whether you wish to display a maximum of 6, 9, or 18 rooms in the room list at a time (18 is the default).
Single-click with the right mouse button to display these options:
Info. The following information is available:
Main. This selection links to the main Room Set Up screen in Configuration. You can view the overall structure of the room.
Set Up. This selection links to the Room Set Up screen in Configuration. You can view the set up styles applicable to this room.
Rates. This selection links to the Rate Set Up screen in Configuration. You can view the Rate Name and values applicable to this room.
Combo. If this room is marked as a Combination room (<<C>>), you will have access to the Combo Set Up screen where you can view the single-rooms that combine to create this room.
Dimensions. This selection links to the Dimensions screen where you may view the measurements of this room.
Images. Display view-only graphics showing the function space in various setup styles (if available).
OO/OS. If the function space is Out of Order/Out of Service, this option shows the reason. You may set a room Out of Order or Out of Service if your permissions allow. Only displayed when the Rooms Management>Out of Order and Rooms Management>Out of Service application functions are active.
Event Grid. The event blocks are the colored areas that represent scheduled events on the grid. (See the Function Diary Legend for an explanation of the "language" of the event blocks.) Briefly, the color of the block is determined by the status of the event. If additional time is required for set up or set down before and/or after the event, plus signs will be added before the event block for set up (++++), and minus signs will be added after the event block for set down (----). To highlight an event, place your mouse in the color bar and clicking the left key on your mouse. Make sure that the event you wish to work with is completely in the view of the function diary. A (W) appears in front of the event name in the grid if it is a Waitlisted event.
You can easily schedule additional events directly from the Function Diary screen. To do so, zoom in on the day when you want the event to start. Choose the grid row for function space where the event is to be held and click in the grid column for the approximate start time. Then click in the column for the approximate end time. You may refine the start time and end time when the Event screen displays.
You are prompted to select whether the new event should be associated with a new block, with an existing block, or whether you wish to create a Quick Event (when the Catering>Quick Event application function is set to Y.)
When Quick Event is selected, entries on the Event screen may be directly made into the Account and Contact fields and will be used as parameters in the Quick Profile screen. Default reservation types for deduct and nondeduct reservations associated with the Quick Event are set by the Catering>Default Res Type Deduct and the Default Res Type Nondeduct application settings.
Grey markers will appear to notify you of the times you chose. Prompts will guide you through the process. You may add the event to an existing business block or to a new business block. See Show Me, below.
Note: When booking subsequent events into a function space that has been booked as shareable for the first event, a screen is displayed notifying the user of the events that are already booked for that room. The screen displays the booking name, event type, and attendees for the already booked events.
With the cursor on an event, the following features are available using the mouse:
Left click on an event to display event details.
Account. Name of the account associated with the business block.
Contact. Business block contact.
Keep in mind that account and contact information is displayed according to the following profile type hierarchy:
Block Name. Name of the business block.
Event Name. Name of the event.
Event Start Date. Date when the event starts.
Event End Date. Date when the event ends.
Function Space Start/End. Reflects the Start and End times of the Event (or Master event if sub events are also scheduled). For example, if company A were to have a cocktail reception from 5:00pm to 6:30pm and a dinner & dance from 6:30pm to 9:00pm the Block Start time would be 5:00pm and the Block End time would be 9:00pm.
Status. Event status (block status/catering status).
Event Type. Event type code (e.g., LUN, MTG, CKT, etc.).
Attendees. Number of attendees (guaranteed) for the event.
Function Space. Name of the function space that is booked for the event.
Setup. Set up style for this event.
Catering Manager. Name of the primary owner of the Catering section of the business block.
Sales Manager. Name of the primary owner of the Room section of the business block.
Rooms. Yes or No, indicating if there are rooms (i.e., sleeping rooms) attached to this business block.
Sub Events. Yes or None, indicating if there are sub-events attached to this event.
Catering Decision. Catering decision date.
Catering Follow Up. Catering follow up date.
Rooms Follow Up. Rooms follow up date.
Waitlisted Events. The number of waitlisted events for this space and time slot.
Prospective Events. The number of booked events on a non-deduct or inquiry status for this space and time slot.
Events Created On. The event creation date and time.
New. Create a new event. Links to the Business Block screen to create a new business block.
Copy Event. Copy the current event within the current business block or to another business block. Links to the Copying Events screen.
Move Event. Move the current Event within the current business block or to another business block. Links to the Moving Events screen.
Delete Event. Delete this event. A confirmation message will appear requesting you to confirm this action.
Reassign Room. Go directly to the Event Space Setup screen, where the current room, rate and set up are in the selected area. You must de-select and select another room.
Event Info. This option provides access to more options, you can view the attached profiles (including Account and Contact), Business Block, and Resources. Click the Event arrow to access the following options: Edit, Sub Events, Shared and Overbooked Events.
Waitlist Events. If there are any events waiting for this room for this date and time, this option will be available to you. This will take you directly to the Waitlist screen where you will see the event that you have highlighted in the Current grid (lower grid). On the Waitlist grid (the top grid) you will see the events waiting for this room.
PMS Reservation. If a room is configured with the option Can Be Meeting Room, that room can be booked as a regular PMS reservation, without an associated business block or event. Select this option to see the reservation.
PMS Profile. Select this option to see the profile associated with a reservation for a meeting room which has been reserved using a PMS reservation. Room must be configured with the Can Be Meeting Room option.
Do Not Move. If you do NOT wish to have this event moved, then select this option. When you select this option, it changes to Allow to Move so that you can reverse your decision.
Show All. Select this option to show both master and sub-events at the same time.
When you click on an event block, the following buttons are available, as appropriate.
Account. If an account is attached to the highlighted event, use this button to display the primary account linked to this event.
Contact. If a contact is attached to the highlighted event, use this button to display the primary contact linked to this event.
Block. Display the business block that is attached to the highlighted event.
Event. Display the Events screen for the highlighted event.
Resources. Display the Resource screen for the highlighted event.
Subevents. If there are sub-events attached to this event, use this button to display them.
Shared. Display the list of shared events; from the list you can display each shared event separately.
OB Events. Display the list of over booked events, from the list you can display each over booked event separately.
Waitlisted. If there are any events waiting for this room for this date and time, this button will be available to you. This will take you directly to the Waitlist screen where you will see the event that you have highlighted in the Current grid (lower grid). On the Waitlist grid (the top grid) you will see the events waiting for this room.
Resv. If a room is configured with the option Sleeping Room Can Be Meeting Room, that room can be booked through a regular PMS reservation, without an associated business block or event. Select this button see the reservation.
Profile. Select this button to see the profile associated with a reservation for a meeting room which has been reserved using a PMS reservation. (Room must be configured with the Sleeping Room Can Be Meeting Room option.)
GRC. This button links to the GRC (Group Rooms Control) screen with the Start Date and Property field information passed from the Function Diary. The GRC button displays by default except in the following scenario: no active S&C is present and the application function Diary is set to Y.
Layout. If the MeetingMatrix interface is installed and the function space selected for this Event has a MeetingMatrix layout diagram available, this button launches MeetingMatrix. Meeting Matrix can be used to customize the function space layout for this Event.
Show Rms. Display the Rooms grid. Only visible if the Day View is 5 days or greater. The Show Rooms option provides such useful information as: the Sales Allowance Availability for the day, House Availability for the day, and the total number of blocked rooms for two different statuses which can be seen for each day.
Note: When Show Rms. is selected, another button, Ref. Rooms, becomes available to refresh the room's availability display without having to exit/reenter the Function Diary screen.
Note: House Availability figures Include Overbooking Rooms, Out of Order and Out of Service Rooms, Master Allocation Rooms, but do NOT Include Non Deduct reservations.
No Space. This button displays when the grid display period includes at least one event that has no function space attached, if that Event has been assigned the Catering section "trigger" status set by the Catering>Diary Warning for No Space application parameter. Select this button to go to the Event Search screen from which you may display the Event and assign a function space. Once a function space is assigned to the Event, this button no longer appears.
Show Me
See Also
