Booking an event with function(s)

  1. Select Events. The Events Calendar page is displayed.
  2. Click New Event. The Event page is displayed.
  3. Specify this information in the Event Details section:
    Site
    The site where you require to perform the event.
    Primary Contact
    The contact person related to the event.
    Note: You can search for the primary contact related to the event on the Contact Lookup page, using the Lookup option.
    Event Name
    The name of the event.
    Event Category
    The category in which the event is organized.
    Event Type
    The type of event organized such as Birthday, Conference, and Wedding.
    Market Type
    The market segment that the event is coming from such as Corporate, Government, or Leisure.
    Estimated Attendance
    The number of guests included in the event.
    Forecasted Attendance
    The number of guests forecasted to arrive at the event.
    Owner
    The default user who has logged on to the application.
    Note: The default user can transfer the ownership to another user.
    Salesperson
    The default user who has logged on to the application.
    Note: The default user can assign another user as the salesperson.
    Event Lifecycle Model
    The model identifies the lifecycle steps that will be visible in the Event Lifecycle section.
    Restricted
    Select this check box to restrict details of the event from being displayed to all users.
    Note: 
    • Users with the Manage Own Restricted Events and Manage All Restricted Events rights are authorized to select this check box.
    • A user with the Manage Own Restricted Events right can restrict the events that are created by the user.
    • All events can be restricted and all restricted events can be viewed, only if the user has the Manage All Restricted Events right.
    Lock Event Dates
    Select this check box to restrict the planned event from being rescheduled.
    Note: 
    • This check box is a custom field available on the Manage Event Custom Fields page of the Settings functionality.
    • A warning message is displayed if the event is being rescheduled, thereby, alerting the user that the selected date is not within the scheduled event timeframe.
    • The change history is updated when this check box is selected or cleared. You can view the change history details, using the View Change History option on the Event Details page.
    • The event booking dates or end of day adjustments for booking received from HMS application are added to the event, bypassing whether this check box is selected.
    • The application does not consider event booking requests that are received from the gateway.
    • This custom field can be added from the Event Lifecycle Model settings. See Adding or modifying an event lifecycle.
    • This custom field can be added when creating a workflow rule. See Adding or modifying a workflow rule.
  4. Specify this information in the Function Details section:
    Function Type
    The type of function organized for the event such as Bowling, Breakfast, and Ceremony.
    Function Date
    The date on which the function is organized.
    Location
    The location in which the function takes place.
    Note: If the required location is unavailable, select the placeholder location.
    Start Time
    The time when the function starts.
    End Time
    The time when the function ends.
    Room Rental
    The rental charge set for each location.
    Setup Minutes
    The time required to setup the facilities for the function.
    Teardown Minutes
    The time required to disassemble the facilities after a function ends.
    Use Inclusive Pricing for Room Rental
    Select this check box to include taxes and fees in the room rent.
    Auto Update Attendance
    Select this check box to update the attendance automatically based on the number of guests who arrive during the function.
    Note: If you select this check box, you cannot specify values in the Estimated Attendance, Forecasted Attendance, Guaranteed Attendance, Actual Attendance, and Set fields.
    Estimated Attendance
    The number of guests included in the function.
    Forecasted Attendance
    The number of guests forecasted to arrive at the function.
  5. Specify the payment mode and schedule along with the billing contact in the Billing Details section.
  6. Click Save.