Function Room

You can configure the spaces available for rental, and which rooms/spaces should be considered for inventory related analyses.

The Function Room configuration screen has these columns:

Function Room*

Function space code that is extracted from the Sales and Catering system. The code cannot be edited in Infor EzRMS.

Description*

Description of the function space. This column cannot be edited.

Macro Function Room*

The codes of the macro function space are extracted directly from the Sales and Catering system. With this, you can group function spaces and gain a high-level overview of the results.

The mapping has to be performed in the S&C system directly.

Function Room Type

Using this field you can define the function space by type, if required. This qualifies the room type, such as, outdoor, pre-function space, and meeting space.

The function room type mapping is performed in Infor EzRMS directly.

Min Guest*

Minimum number for guests for the function space. Extracted directly from the S&C system and cannot be edited in Infor EzRMS.

Max Guest*

Maximum number of guests for the function space. Extracted directly from the S&C system and cannot be edited in Infor EzRMS.

Length*

Length of the function space in feet or meters. Extracted directly from the S&C system and cannot be edited in Infor EzRMS.

Width*

Width of the function space in feet or meters. Extracted directly from the S&C system and cannot be edited in Infor EzRMS.

Area*

The total area of the meeting space in square meters or feet. It is automatically calculated based on the length and width received from the S&C system. If data cannot be extracted from the S&C system, this can be manually configured in Infor EzRMS.

Note: The area information should only be manually inserted in Infor EzRMS if the S&C system does not support extraction of the space length and width. Else, the area information should be configured in the S&C system directly.

The area information is important as it impacts analyses such as, the Revenue per Available SqM or SqFt or Revenue per Occupied SqM or SqFt.

Shareable*

Indicates whether the function space is shared with another function space.

A function space that is configured as shareable enables more than one event to be booked in that space; until either the maximum capacity or max number of events is reached.

Max Shared*

The area information impacts analyses such as, maximum number of events that can be booked to a function space when configured as shareable. The default figure in Infor EzRMS is nine unless a different amount is configured in the S&C system.

Combo*

You can use this field to define if the function space is a combo room. Infor EzRMS considers this field each time you run an analysis by function space; to not double count analyses between the physical rooms and the combo rooms.

Modifications to the configuration of the combo rooms must be done on the Sales and Catering system directly. Infor EzRMS then picks up this information in the next snapshot.

In Inventory

You can use this field to determine whether a function space is in inventory or not. The flag has these meanings:

• In Inventory = Yes: The associated function Space is included in the analysis. This flag impacts any inventory related analysis such as, the occupied space, delegates, or available per sold surface.
  Note: Revenues are summed regardless of the In Inventory flag.
• In Inventory = No: The Associated function space is not included in the analysis.

This flag impacts the analyses that the property will run. You can, for example, exempt certain function spaces from the analysis, that is, take out surface levels.

Example: A car park that is configured as a function space. The outside catering or a pantry, whereby the area of this function space should not be considered as sellable inventory.

Replaced By

You can use this field to replace the existing function room in the configuration to a different function room. Use the replaced functionality to map the data to the new function room accordingly. This is recommended to be used when same room code is used to replace similar inventory due to the uniqueness of the rooms. For any queries, you can contact the Infor EzRMS Customer Success team.

Valid

Currently not in use.

If production is received against a function room that is mapped as not valid, it will still be reported; unless the room type has a replacement by mapping.