Event Schedule

The Event Schedule command allows you to generate a report showing what is going to happen on a specified date range, the times an event is scheduled and what needs to be prepared for the scheduled Function to occur in a particular room. It contains all the information your staff need to be able to set up the room for its intended use in an efficient and timely manner, it can be further modified to show different types of function (for example, functions with meals only is one of your report options) and may be sorted by Function Room, Booking Name or Date/Time, depending on your preference. The Event Schedule may be may be viewed online, printed out to hand out to your staff, or posted on a Function Room door as desired, making it a useful tool in ensuring the efficient management of all of your facilities and staff in a concise, cohesive manner.

The Event Schedule command is found in the Reports section of the Sales and Catering Area of Skyware.

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.

 

 

 

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 Event Schedule command is in the Catering Reports section.

Catering Reports section of the Sales and Catering Menu with Event Schedule command selected OR Catering Reports section of the Sales and Catering Menu with Event Schedule command selected, NEW look for Skyware

 

When the Event Schedule command is selected, the Event Schedule screen opens.

Event Schedule (Report) screen example (with Date Range option selected)

Search Type: The Event Schedule may be displayed by Date Range OR by Group Booking. By default, Date Range is selected.

 

When Date Range is selected you will see From and To Date options:

Dates: You will need to specify the Date Range to show for the Report, using the From and To options. This identifies the date(s) the Event Schedule will be shown for. Click within the field(s) to open the calendar icon(s) to select the date range you wish to have displayed on the report. By default the date selected is today's date for both From and To fields, indicating that the report will display details of today only.

Note: This option will display ALL events scheduled for the selected date(s).

 

When Group Booking is selected you will see the Group Booking option:

Event Schedule (Report) screen example with Group Booking option selected

Group Booking: This is a drop-down menu allowing you to select the group booking you wish to display the Event Schedule for. Choose the appropriate group booking from those listed.

Note: This option will display events scheduled for the specific group booking selected ONLY, but for all dates the events are scheduled over.

 

Report Options: The Event Schedule has several different report options to select.

Sort By: This is a drop-down menu allowing you to select Function Room, Booking Name or Date/Time to sort the displayed events by on the schedule. By default Function Room is selected.

Function Room: This is a drop-down menu listing all the configured Function Rooms for the Property. You may select any to be shown on the schedule. By default, ALL rooms with functions occurring in them on the specified date will be included.

Group Status: This is a drop-down menu allowing you to select to show only events with a specific status on the schedule if you wish, rather than every event. Select from Definite, Tentative or Prospect. By default ALL will be shown.

Show Menu Presentation and Inventory Items?: This box may be checked or unchecked. By default it is checked. If checked, the menu items and inventory items assigned to the function/room will be listed on the Event Schedule.

Show Function Comments?: This box may be checked or unchecked. By default it is checked. If checked, any comments associated with the relevant function will be shown on the schedule.

Page Break for every day: This box may be checked or unchecked. By default it is checked. If checked, the Event schedule will be separated onto different pages for different days within the date range selected for viewing, to enable easier viewing and separation of the individual functions in the results.

Show Functions with Meals ONLY: This box may be checked or unchecked. By default it is unchecked. If checked, only catered functions will be listed on the schedule (not those simply utilizing one of the function rooms).

 

When finished, click the button Show Report.

By Date Range:

Event Schedule Report example

The Event Schedule report shows the date, the function room used for the event and the time it has been scheduled for - multiple functions may be scheduled to occur in one day, or in one room over the course of a day, and each function will have a separate entry for each date shown. It has sections for entries in Booking Name, Function Name, Setup, Serve (Serve Time), #Ppl (number of people), Cvrs (Covers), Set, A/R, Contact and the associated SM, if any. This enable your staff to see at a glance if special arrangements are required for the room's use, and how many people the room should be configured to hold.

 

By Group Booking:

Event Schedule Report by Group Booking example

Similarly to the Event Schedule by Date Range report, if the Event Schedule report is shown by Group Booking, the report shows the date, the function room used for the event and the time it has been scheduled for. Multiple functions may be scheduled to occur in one day, or in one room over the course of a day, and each function will have a separate entry for each date shown. It has the same sections for entries in Booking Name, Function Name, Setup, Serve (Serve Time), #Ppl (number of people), Cvrs (Covers), Set, A/R, Contact and the associated SM, if any; however for this report ALL Booking Name (and therefore Contact) entries will be the same. Again, this enable your staff to see at a glance if special arrangements are required for the room's use, and how many people the room should be configured to hold.

 

By default, the report is generated in PDF form and opens in a separate browser window. From there you can select to save or print the report, among other options. You can, instead, check the Generate report to Excel checkbox to generate the report to view or print as an Excel file instead of PDF. The information in this case will then be correct for importing into another document rather than immediate viewing.

NOTE: The generated report appears as a pop-up window through your browser. If your browser is set to block pop-ups, you may receive a warning banner at the top of the browser. Click this banner and select to allow pop-ups so that you can view the Event Schedule.

 

Date Updated May 07, 2024