Function Book

Functions are Events which would not normally occur at your Property, specifically created for the participants of your Group Block to partake in. A Function may be something as simple as a group breakfast; a formal meal such as a dinner banquet, a conference meeting or a Wedding reception. If you have the space, the possibilities are endless. If you have our Sales and Catering Module as part of your Skyware system, you can create and add a Function to a Group Block either during the creation of the Block, or at any point after using the Function Screen.

The Function Book provides a convenient interface for displaying your scheduling and shows the functions planned, in the corresponding location assigned for the function, helping your Property perform to its fullest potential and manage your functions or events in a concise, cohesive manner.

Functions will be specific to your Property, and your Function Types, Function Rooms and Function Room Setups are generated using the Sales and Catering Configuration Menu in the Sales and Catering Module. You may edit these to suit your Property at any time if you have the appropriate access/authorization.

If your Property does not currently have our Sales and Catering Module and you are interested in adding it, please contact us at  Sales@SkywareSystems.com.

 

 

Quick Menu

Quick Menu withFunction Book command selected OR Quick Menu section with Function book option selected, NEW look for Skyware

 

 

The Sales and Catering Menu may be reached either directly from the Quick Menu, or by using the Full Menu and selecting Sales and Catering => from the Other section.

1. Select Sales and Catering => from the Quick Menu (left side of screen).

Quick Menu with Sales and Catering command selected OR Section of Quick Menu with Sales and Catering command selected, NEW look for Skyware

OR

2. Select Sales and Catering => from the Other section of the Full Menu,

Click the icon on the left for the Full menu.

Full Menu Icon OR Full Menu option when viewed using the modern light look of Skyware

This will display the Full menu in a tabular form, with four sections, Registration, Status, Cashier and Other.

Full Menu Table OR Full Menu popup version seen in Modern Light look of Skyware

Select Sales and Catering => from the Other section.

Other Section of the Full Menu with Sales and Catering command selected OR Other section of the Full Menu with Sales and Catering => command selected, NEW look for Skyware

This will display the Sales and Catering menu in a tabular form, with four sections, Selling Tools, Groups, Sales Reports and Catering Reports.

Sales and Catering Menu screen OR Sales and Catering menu pop up shown in new Skyware look

The Function Book command is in the Selling Tools section.

Selling Tool section of the Sales and Catering Menu with Function Book command selected OR Selling Tools section of the Sales and Catering Menu with Function Book command selected, NEW look for Skyware

 

When opened, the Function Book screen will display, for today's date.

Function Book example, NEW look for Skyware

The Function Book displays your Property's function rooms and time slots throughout the day. It shows events that are scheduled within the function rooms, as well as when the function rooms are available, as an entry in the corresponding time slot(s). By default, the time slots are shown across the top of the screen, with your configured Function rooms down the side in a grid display, and today's schedule will be displayed when opening the Function screen. You may however select different view parameters, and different dates to display (including historical data to show what was scheduled on a previous date) with options on the bottom of the screen allowing you to customize the screen based on your personal preferences. These will be stored by using a "cookie" (if allowed) on the current machine, meaning you should not have to change the display each time you view the Function Book.

 

The Function Book holds a lot of information, and is designed to be customizable to your specific needs, ensuring it can be used as efficiently as possible. It is recommended that you take the time to establish the parameters that best fit your particular needs.

 

 

The place to start when customizing your Function Book display is at the bottom of the screen.

Function Book display parameters

This area contains both the guide to the different colors shown for functions in the Function Book, and the drop-down menus for selecting the options for how the Function Book is displayed. You may alter these parameters in the various drop-down menus and check boxes at the bottom of the Function Book screen to customize the view available, to what suits your Property best.

 

Function Book Display Parameters:

 

Number of days to display: This is a drop-down menu allowing you to select how many days should be shown at one time on the Function Book. Select from 1-7 (one day to one week), or 14, to show 2 weeks.

Note: The first day to be shown will be the day selected using the Function Book Date section at the top of the screen. Scroll left to right to view subsequent days.

IF you select MORE THAN ONE DAY to view, a new check box will appear on screen.

Function Book screen showing new checkbox after multiple days to diaplay option has been selected

Load multi-day functions from the top to the bottom: This box may be checked or unchecked. By default it is unchecked.

If checked, the Function Book screen will scroll (as described in the check bos description) from top to bottom to show the same function on multiple days.

Function Book screen with the load multiday funtion option checked, scroll from top to bottom

This ensures that it is easy to see if there are any multi-day functions, and if so, when the functions for the multi-day function are taking place on the different days.

Start Time: This is a drop-down menu allowing you to specify the range of time slots shown in the Function Book in conjunction with the "Load multi-day functions from the top to the bottom" check box. By default, the Function Book will show the whole 24 hour time range, however a start time for functions can be specified, narrowing the window of the Function Book display.

End Time: This is a drop-down menu allowing you to specify the range of time slots shown in the Function Book in conjunction with the "Load multi-day functions from the top to the bottom" check box. By default, the Function Book will show the whole 24 hour time range, however an end time for functions can be specified, narrowing the window of the Function Book display.

Number of lines to display: You can specify how many lines per function room are displayed if there is no entry in any of the time slots. This is a drop-down menu of available choices, from 1-6. Your selection here can determine how many function rooms can be viewed on the screen without scrolling. Select an option that displays the Function Book to your preferences.

Minute Increments to display: This is a drop-down menu of time slot increments to show on the Function Book screen. Time slots may be 15 min, 30 min, 60 min, 120 min, 240 min or Day in length, depending on the selection made.

Note: If the Day option is selected, only ONE function per Function room will be shown. If you have multiple Functions occurring in your Function rooms in the same day, this option is not recommended. However it can be useful for viewing your Function Book over multiple days without it being overcrowded.

Example with Day option selected:

Function Book example with Day option selected

Show Part Rooms ONLY: This box may be checked or unchecked. by default it is unchecked. Check this box to view ONLY the part rooms (rooms which are considered to be multi-rooms, made up of more than one room, will not be shown).

Schematic showing multi-part room removal from display on Function Book when check box "Shoew part rooms only" selected

As can be seen in this example, the multi-part room conference room (conf ABC) is not shown when the Show Part Rooms ONLY option is checked.

Row and Column parameters: This is a drop-down menu that may be used to alter the Function Book screen display grid parameters. By default the Function book is shown using the parameters Row:Room and Column:Date. This may be switched here to Row:Date and Column:Room if desired.

Function Book Example: Row and Column parameters switched.

Function Book example with row and column parameters switched

 

The Function Book is highly customizable, ensuring the needs of your Property can be met efficiently and effectively. It is recommended that you take the time to establish the parameters that best fit your particular needs.

 

 

The Function Book is arranged in a scrollable grid form, with the details of any Function entered into the schedule displayed in the appropriate location within the grid.

 

The function rooms entered into Skyware as available (via the Function Rooms configuration screen) will be listed on the left of the Function Book screen if using the Row:Room and Column:Date display grid parameters (default display option) or across the top if using the Row:Date and Column:Room parameters.

Function Rooms shown on left of screen OR Function Rooms shown across the top of the Function Book screen

Any function room which HAS A SCHEDULED FUNCTION within the date range selected shows a darker color in the Function Room name cell field. This allowing you to recognize that a function has been entered even if the function itself is not visible in the current viewing field, as the entire Function book may not display completely on the screen at one time.

 

Scheduled functions are shown on the Function Book using different colors in the time slots occupied (relevant cell(s) on the Function Book), to indicate their status (level of "hold" for the function assigned). Currently, the functions in the Function Book are shown using one of eight different colors.

Function Book color coding guide for time slots

Definite: If a Function has the definite status it will be shown in a BLUE cell. A definite status takes the room(s) out of inventory, and indicates the function will take place.

Tentative: A GREEN cell for the function indicates it is a tentative hold. A tentative hold takes the rooms out of inventory, meaning the room cannot be re-assigned accidentally unless the tentative hold is removed. However, a tentative function may still not actually take place.

Prospect: A YELLOW cell indicates the function is a prospect. If the function is merely a prospective event, it will be shown on the function book, but this does NOT take rooms out of inventory for use if a more firm commitment can be made for its use.

Note: Definite, Tentative and Prospect reflect the Group Block status - if a Group booking is tentative, then any functions associated with it will also be designated tentative.

Unavailable: A DARK GREY cell with BLACK words indicates that the function room is unavailable during this time slot.

Note: Some function rooms may not be available because they are "multi-rooms" (rooms that are made up of more than one room) or "component rooms" (rooms that make up a Multi-Room).  When a component room is blocked by itself, the multi-room that the component is part of will not be available because one of the component rooms is being used.  If the multi room is blocked, none of its component rooms will be available because they are all being used in that Multi-Room.

Do Not Move: If a function absolutely has to take place in the specific room at the specific time, it can be designated with the "Do Not Move" status. Functions designated as Do Not Move functions are shown in RED cells.

In-Progress: The Function Book displays a specified time span. If you are viewing the current time, any functions currently taking place will not be able to be moved or altered. A function currently taking place (whatever its previous designation) will be shown in a DARK GREY cell with WHITE words.

Selected: Clicking on any function shown in the book ONCE will turn it TEAL, from whichever color it was before. This indicates the function has been selected, and can now be moved to a different time slot, or room, within the function book. This allows you to edit both room and time scheduled for the function easily, without having to open the function screen via the Group Folio.

White Hold: A PINK cell indicates a White Hold has been placed in the Function Book. Less firm than a prospective hold. White Holds are functions not yet attached to a particular Group booking, and are a temporary hold on the space involved. A function can be added to the calendar to show that someone is interested in using the room at that particular time. A white hold can then subsequently be attached to a Group. However, a white hold can be removed and replaced by a different function at any time.

 

By default, the Function Book will show the current Date. This may be altered using the Function Book Date option at the top of the screen. Clicking on the field where the Date is displayed will open a calendar where you may then select the appropriate Date.

Function Book screen with calender for selecting starting date to display shown

The currently selected date is highlighted in YELLOW on the calendar. The number of functions scheduled on any date is also shown, in BLUE in parenthesis. Hovering the mouse over this number will open a screen tip with a list of the functions.

Function Book calender display with screen tip list of functions shown for the date

Click on a new Date to choose it for display. Choosing a new date will automatically refresh the Function Book. Once you are viewing the Function Book for the Date desired, you will see the details of the functions assigned to the day.

You can also use the buttons << Previous and Next >> to navigate manually through the Function Book calendar, one day at a time.

Note: IF you have chosen to display more than one day at a time on your Function Book, the date you select here will be the first date that the Function Book shows. For example, if you selected the option to show 2 days, choosing the 27th via the calendar would mean the 27th AND 28th would be displayed.

 

Next to the Function Book Date option are some potentially useful buttons.

Reset, print and show or hide comments section of screen

Reset: You may use the button Reset to refresh the screen as needed (especially if your computer uses cookies).

 

Print: The Function Book currently displayed on screen may be printed by clicking on the printer icon. This generates the view in PDF form and opens in a separate browser window. From there select to save or print the view, among other options. This may be useful if you wish to print out a copy of the Function Book to share with staff.

 

Expand or Minimize: Any comments associated with the functions (added in the Comments tab of the Function Screen) shown on the Function Book may be displayed using the Expand (down) icon, or conversely hidden using the Minimize (up) button.

 

 

Usually, the Function Book is used to display functions. However, it is possible to add or edit functions through this screen. Functions may also be moved using the screen, from one cell to another (allowing the function to be moved to a different date, time, or room). The explanation is shown at the bottom of the screen.

Function screen example with Add, Edit or Move instructions highlighted

"Double click to edit or add. / Single click to select to move. Then select an empty cell to finish the move".

 

To ADD a function to the Function book using the Function Book screen, you will normally DOUBLE CLICK on the appropriate time slot. This will allow you to add a function, if desired. Double clicking will cause a pop-up message to appear, asking if this is a White Hold.

Pop up message from Skyware, asking if function to be added on Function Book is a white hold

Click "Yes" to add a White Hold. ONLY a white hold function may be added directly to the Function Book. The white holds can then subsequently be attached to the relevant booking. If you wish to add an actual, definite function, you may click "No" and the Reservation Wizard screen will open, allowing you to enter the reservation details for the group requiring the function, and work through the Wizard to the Functions screen section to add the Function details. More usually, to add a definite function you would use the Function Screen already associated with a particular group to generate the function (as functions are specifically created for the participants of your Group Block to partake in) as the resulting function will automatically be displayed on the Function Book.

 

You may EDIT a function already shown in the Function Book by double clicking on it. This will open the Function screen for that particular function, where you can edit the function as wished.

 

Please see our White Holds and Function Screen Help pages for more details on creating or editing functions.

 

To MOVE a function, click the function once. The color of the displayed function will change to TEAL, indicating that the function has been selected.

Schematic of selecting the function, prior to moving

Next, click the EMPTY cell you wish to move the function to (you must select a different, empty time and/or room - a function cannot be moved to an already occupied cell in the Function Book, as multiple functions cannot be scheduled for the same room and time). A pop up message will appear, asking if you wish to move the function.

Pop up message for Function Book, asking if the selected function should be moved

To move the function, click the "Yes" button. The function will be automatically moved to the new selection. Again, a function cannot be moved to an already occupied cell.

 

There IS a check box option to allow you to select for SINGLE click editing, which if checked allows the User to click once instead of twice to edit a function. This check box is located above the Function Room name cell fields. If checked, the ability to move a function using the Function Book is removed, as a single click on any function will open the Function screen for editing.

Single Click Edit check box option position highlighted on Function Book screen

 

Date Updated October 07, 2024