The Event Categories are used to categorize (or group) the activities in a reservation. This is normally needed to handle Banquet Event Orders (BEO), where the activities need to be assigned to responsible persons (for each category), as well as be presented in the BEO view grouped by the event category assignment on each activity and the related additional charges.
| Field | Description |
|---|---|
| Code | The code used to reference to the Event Category. |
| Description | General description. |
| View Sequence | The sequence order in which the category will be displayed on the BEO view or a related report. |
| Show Date & Time | Specifies if the Activity line will be displayed along the related date and time in the BEO view or if the date and time is withheld from view. |
| Product Type Filter | When an activity line has been assigned this category, the related additional charges can be filtered to simplify and control the possible retail items to be added to the activity charges. This filter can be assigned based on Item No. filtering, Item Category filter, Item Product Group filter, or Special Group filter. The filtering will then be assigned when the user is entering or looking up retail items during additional charge entry on the activity. |
| Product Filter | Specifies the filter according to the Product Type Filter setting. |
| Show Comments | Specifies if the related activity comment line entries are shown in the BEO View for this Event Category. |
| Show in Agenda | The BEO View starts with a section of the Agenda for the event. This specifies if the activities assigned to this Event Category are displayed within the Agenda section or not. |
| Show Total | Specifies if the BEO View will summarize all Activities and Retail items within the category and display as sub-total entry in the BEO View. |
| Show Line | Specifies if the BEO view will display a line in the category section to underline and/or overline the section. |
| Default Charges Category | When an activity line gets assigned an Event Category in the reservation, it is assumed that the related additional charges belong to the same event category by default. However, that might not be the best or the most common approach. Although the user can assign a different event category on each additional charge manually, it might be a more efficient approach to set a different category as the default for the additional charges. For example, an activity line which reserves the meeting room might have Event Category set as Room Rental, but the additional charges assigned to the same activity line might belong to the Food and Beverage category. In this case the user can assign a Food and Beverage category as the default charges category on the Room Rental Event category setting. |
| Notification Days | The persons assigned as responsible for the event category can be set to receive a notification email when there is a change on the reservation, on charges or activities belonging to their category assignment. The Notification Days setting is used to limit the notification period, that is so the persons responsible are not notified until an X number of days prior to the reservation (event) date. So for example, by setting 10 here, the notifications are not sent until 10 days or earlier before the event takes place. Default value is 0 (blank), which will issue a notification every time a new BEO is issued. |
Responsibility action
The Responsbility action opens the Event Responsbility list. Here you assign employees or contacts who are responsible for the related Event Category. These settings will then be used as default assignments when new event reservations are created. You can adjust the settings for each individual reservation.
| Field | Description |
|---|---|
| Reservation Type | The reservation type which the assignments apply to. Note: Leaving this field blank will assume that the assignment is general for all types of event reservations. |
| Type | The type of person responsible, either an internal employee or a contact from the CRM module. |
| No. | Specifies the employee or the contact according to the Type setting. |
| Name | The name of the contact or the employee assigned. |
| Work Role | Optional assignment for clarification of the persons role. |
| Comment | General comment line. |
| Notify of Change | Specifies if the person should be notified of any changes related to this event category via email. |