The Event Details page allows you to view and edit event information. The event information is grouped into 11 sections: Details, Contact, Company, Food, Beverage Service, Kids/Dietary Needs, Table Configuration, Additional Services, Room Setup, Staffing, and Notes. 


Basic Usage 


  • EDIT - To edit any pre-existing information or add new information to a pre-existing event, you must first select EDIT at the top left corner of the page. If you are creating a new event, this button will not be present. 
  • SAVE - Select SAVE, located at the top and bottom of the page, to save any changes you made to an event. Note: When creating a new event, an end time is required in order to save an event unless the “Allow Event End Times to be left blank?” setting is selected. For more information about this setting, see the Event Management Settings page. 
  • CANCEL - Select CANCEL to cancel any changes you made to an event. Note: If you are entering information for a new event, selecting this option will return you to the Event Calendar page. 
  • DELETE - If you would like to delete an event (and not just simply classify it as canceled) select DELETE . Upon selection, a confirmation window will appear where you can confirm or cancel the deletion. 
  • RESTORE - You can restore a deleted event by selecting RESTORE. Note: To view event details for a deleted event, you must enter the event’s contact name into the ‘Find Event’ auto-fill field on the Event Calendar page, or select the document view icon on the Event List page. 
  • COPY - If you would like to copy an event, select COPY. Upon selection, the “Copy Event” window will appear where you can enter a date for the copied event. Select COPY to copy the event or CANCEL to negate the copy. 
  • BACK - Select BACK to navigate back to the Event Calendar page. 
  • PRINT - Use this drop-down field to select the type of report you would like to open and print (Event Contract, Kitchen Sheet, or Cover Letter). With each selection, you will have a number of filters that can be selected (Add Internal Notes, Hide Pricing, etc.). Select PRINT to open the selected report in a new window. 
  • Send Email? - You may directly email a report by selecting the “Send Email?” option. This can be helpful if you would like to send a report directly to a client via email. Upon selection, a new window will appear where you can enter an email address, subject, and body text. Next, select the desired report from the 'Select Report' drop-down field and select EMAIL to email the report. 
  • Email List - Hovering over the Email List icon will allow you to see information about previous emails that were sent regarding the event.


Adding or Editing Event Details 


To add or edit event details, select the ‘Details’ tab. Upon selection, you will be able to enter or edit the following: 

  • Location - Select the event’s location. By default, the location selected in the ‘Location’ dropdown field on the Event Calendar page will be selected. 
  • Start/End Date - Select the start and end date by either typing the desired dates into the fields or by selecting the calendar icons and navigating to the desired days. 
  • Start/End Time - Enter or edit the event’s start time and end time. 
  • Total Time - The total event time will automatically be calculated and displayed in this field. This field cannot be edited. 
  • Splits - Enter or edit the number of guests per demographic split. 
  • Description - The default demographics are set up under “Guest Count Split Demographics” on the Event Management Settings page. However, you may manually enter/alter the demographic descriptions here. 
  • # of Guests - The total number of guests will automatically be calculated and displayed in this field. This field cannot be edited. 
  • Status - Select the status of the event (Inquiry, Estimate, Confirmed, Canceled, or Finalized). 
  • Cancel Reason - If you select “Cancelled”, you can select the reason for which the event was cancelled in the ‘Cancel Reason’ drop-down field. These cancellation reasons can be created on the Cancellation Reasons page. For more information on creating cancellation reasons, see the Cancellation Reasons page . 
  • Check Number - If you select “Finished”, the ‘Check Number’ text field will appear where you can enter the check number of the event. 
  • Event Type - Select an event type from this drop-down field or select NEW. For more information on Event Types, see the Event Types page. 
  • New Event Type - If you select NEW, the “New Event Type” window will appear where you can create a new event type. Select SAVE to create the new event type. 
  • Occasion - Enter occasion information into this field. Note: This field is an informational tag and will not be present on any of the reports. 
  • Event Room - Select the event room. If you would like to create a new event room designation, select NEW. This is the same window that appears if you navigate to the Event Management module ? Setup ? Location Specific ? Banquet Rooms and Offsite Locations and select NEW ROOM/OFFSITE LOCATION. For more information on creating a new event room, please see the Banquet Rooms and Offsite Locations page. 
  • Offsite Location - If you select an offsite location, the address will be displayed below the ‘Event Room’ drop-down field. Note: If you are simply viewing the Event Details page (rather than editing the page), you may select the hyperlinked address to view the location in Google Maps. 
  • Room Minimum - The default room minimum will be displayed in this field. (The room minimum is set up when an event room is created). This field can be edited. 
  • Payment - Enter the payment amount and the check number. 
  • Date Deposit Due - Select the deposit due date by either typing the desired date into the fields or by selecting the calendar icon and navigating to the desired day 
  • Deposit (#1-#3) - Enter deposit amounts and check numbers. 
  • Source - If the event was acquired by an outside source or in house advertisement, you may enter the individual’s name or advertisement into the ‘Source’ field. This data will populate the Event Contract report (if “Show Internal Notes Section” is selected) as well as the Event Revenue Report. 
  • Event Number - This field displays the event number, which can be used in many of the event management reports to quickly finding information on a specific event. This cannot be edited. 
  • Booking Date - Enter the date in which the event is booked by either typing the desired date into the field or by selecting the calendar icon and navigating to the desired day. 
  • On Site Contact - Enter the name of the individual who can answer any questions the client might have about the event. 
  • Salesperson/Sales Title/Sales Email - These three fields will auto-populate with the user’s information (entered on the User Manager page in the Company Configuration module) who created the event. This information, however, can be changed. 
  • Sales Phone/Sales Fax - These two fields will auto-populate with the location’s information (entered on the Locations page in the Company Configuration module). This information, however, can be changed.


Adding or Editing Contact Information 


To add or edit contact information, select the ‘Contact’ tab. Enter the name of the contact into the auto-fill field at the top of the tab. Once you enter the contact’s name, the contact’s information will automatically appear in the “Contact Details” table. 

  • EDIT - To edit the contact’s information, select EDIT. For more information on editing a contact’s information, see the Contacts page. 
  • NEW - To create a new contact, select NEW. This will open the same window that appears if you navigate to the Event Management module ? Contacts and select ADD NEW CONTACT. For more information on creating a new contact, please see the Contacts page. 


Adding or Editing Company Information 


To add or edit company information, select the ‘Company’ tab. Enter the company name into the autofill field at the top of the tab. By default, the company name that is automatically listed in the auto-fill field will be the company assigned to the contact on the ‘Contact’ tab.


NEW: If you would like to create a new company, select NEW. Upon selection, the “New Company” window will appear where you will need to enter the company name and select SAVE to create the new company. For more information on companies, see the Companies page. 


Adding or Editing Food Information 


To add or edit food information, select the ‘Food’ tab. Upon selection, the Food table will appear. This table displays dining options, menus, courses, and event menu items as well as the associated quantities, prices, and notes. Note: To utilize this tab, dining options must be set up on the Event Menu Designer page. To add food information, complete the following steps: 

  • ‘Select Dining Options’. Select ‘Select Dining Options’ to open the “Select Dining Option” window. This window will display a list of all your created dining options. For more information on creating dining options, see the Event Menu Designer page. 
    • Select - To add one or more dining options to the Food table, select the desired dining option(s). 
    • OK - Select OK to confirm the selection. Upon selection, the dining option(s) will appear in the Food table, denoted by a blue pawn icon. 
    • CANCEL - Select CANCEL to close the “Select Dining Option” window without saving any selections. 
  • ‘Select Menus’. Next, select the ‘Select Menus’ link to select one or more menus. Upon selection, the “Select Menus” window will appear with a list of your menus. Select the desired menu(s), then select OK to add the menu to the Food table. Upon selecting OK, the menus, denoted by a red pawn icon, as well as the associated courses, denoted by a green pawn icon, will be displayed. 
  • ‘Add Items’. Thirdly, select which event menu items will be served at the event by selecting ‘Add Items’. Note: Only courses with items that have been added will be displayed on the Event Contract report. Upon selecting ‘Add Items’, the “Add Items to Menu” window will appear: 
    • Select - Select the desired menu item(s). 
    • Serve with Alternate Course - If you would like to serve an event menu item with an alternate course, select the desired course form the ‘Serve with Alternate Course’ drop-down field. 
    • Price - While uneditable in this window, the “Price” column displays the price entered for the event menu item on the Event Menu Items page. However, upon selecting OK, you will be able to edit the associated price. For more information on editing the price, see Adding/Editing Additional Food Information. 
    • OK - Select OK to confirm the event menu item selection. Upon selection, the event menu item will be added to the Food table, denoted by a white pawn icon. 
    • CANCEL - Select CANCEL to close the “Add Items to Menu” window without saving any selections. Adding/Editing Additional Food Information: 
      • Quantity - The “Qty” column allows you to identify the quantity of each item. Note: If the “Assume 1 for Qty” option is selected for a menu on the Event Menu Designer page, then the entered price will be calculated once if the value under the “Qty” column is left blank. If this option is deselected, the “Total” section will use guest count as the quantity multiplier. 
      • Price - You can adjust the price of a menu and/or menu items in this column. 
      • Delete - Select the red x icon to delete a dining option, menu, or event menu item. Notes: Enter any pertinent notes you would like to associate with a course or event menu item. 


Adding or Editing Beverage Service Information 


To add or edit beverage information, select the ‘Beverage Service’ tab. Upon selection, the Beverage Service table will appear and display all previously created beverage services, number of selected beverage menu items, prices, and notes. For more information on beverage services, see the Beverage Service page. 

  • Select - To select the beverage services that will be offered during the event, select the check boxes for the desired beverage services. 
  • # Items - To select which drinks will be offered, select the link in the “# Items’ column. Upon selection, a window will appear that displays all beverage menu items that are associated with the corresponding beverage service. Note: You will not be able to select a beverage menu item for beverage services that have been tagged as not being a beverage group. For more information on assigning beverage menu items to a beverage service, see the Beverage Service page. 
  • Select - Select the desired beverages. 
  • OK /CANCEL - Select OK to confirm the selection or CANCEL to close the window without saving any selections. 
  • Price - By default, the price displayed is the same price that was entered when the beverage service was created on the Beverage Services page; however, you may edit the price in this field. Also, you can select whether the amount is per guest or per unit. 
  • New Beverage Service - It is possible to create a new beverage service by entering the beverage service name and price into the table header and selecting ADD; however, beverage items will not be available for selection until you navigate to the Beverage Services page and assign beverage menu items. 
  • Notes - Enter any pertinent notes you wish to appear with your beverage service(s). 


Adding or Editing Kids/Dietary Needs Information 


To add or edit kids/dietary needs information, select the ‘Kids/Dietary Needs’ tab. This tab will provide you with a text box where you can add or edit kids/dietary needs information. 


Adding or Editing Table Configuration Information 


To add or edit table configuration information, select the ‘Table Configuration’ tab. Upon selection, the Table Configuration table will appear. This table will display all previously created table configurations, created on the Table Configurations page, and notes. For more information on table configurations, see the Table Configurations page. 

  • Select - To select the table configurations that will be used during the event, select the check box to the left of the desired table configuration(s). 
  • Viewing an attached file - If you attached a file to a table configuration on the Table Configuration page, you may view the file by selecting the table configuration name. Note: Table configurations that have attached files will be underlined. 
  • Notes - Add or edit any pertinent notes you wish to appear with the selected table configurations. 
  • New table configuration - It is possible to create a new table configuration by entering the table configuration name and any notes into the table header and selecting ADD. However, you will not be able to upload an attachment on this page; this must be done on the Table Configurations page. For more information on uploading an attached document, see the Table Configurations page. 
  • Notes - Add or edit any general notes you wish to appear with your table configurations. Note: These notes will appear below the table configuration section in the Event contract report.


Adding or Editing Additional Services Information 


To add or edit additional services offered during an event, select the ‘Additional Services’ tab. Upon selection, the Additional Services table will be displayed. This table includes additional service names and whether or not the services are taxable. Also, you may enter any pertinent notes to associate with additional services. For more information on additional services, see the Additional Services section. 

  • Select - To select an additional service, select the check box to the left of the desired additional service(s). 
  • Price - By default, the price displayed is the price entered when the additional service was created on the Additional Services page; however, you may edit the price. Also, you may choose to select whether the entered amount is per guest or per unit. 
  • Taxable? - Select whether or not the additional service is taxable. 
  • Notes - Add or edit any specific notes you wish to associate with the selected additional service. 
  • New Additional Service - It is possible to create a new additional service by entering additional service information into the Additional Services table header and selecting ADD. Upon selection, the newly created additional service will be sorted alphabetically into the Additional Services table. For more information on creating a new additional service, see the Additional Services page. 
  • Notes - Enter or edit any general notes used in detailing all additional services. Note: On the Event Contract report, notes entered in this section will appear bellow all additional services and will be bolded.


Adding or Editing Room Setup Information 


To add or edit room setup information, select the ‘Room Setup’ tab. Upon selection, the Room Setup table will be displayed. The table includes all room setups previously created on the Room Setups page. For more information on room setups, see the Room Setups page. 

  • Select - To select a room setup, select the check box to the left of the desired room setup. 
  • Viewing an attached file - If a file was attached to a room setup on the Room Setups page, you may view the file by selecting the room setup’s name. 
  • Notes - Add or edit any specific notes you would like to associate with a room setup. 
  • New room Setup - It is possible to create a new room setup by entering room setup information into the Room Setup table header and selecting ADD; however, you will not be able to upload an attached file from this page. Files can only be attached to a room setup on the Room Setup page. For more information on room setups, see the Room Setups section. 
  • Notes - Enter or edit any general notes about the room setup(s). Note: Notes entered in this section will appear below the room setup. 


Adding or Editing Staffing Information 


To add or edit staffing information, select the ‘Staffing’ tab. Upon selection, the Event Staffing table will be displayed. The table displays all employees scheduled to work the event as well as their start/end times and coverage percentages. Note: This tab is populated from the Labor Scheduling module. If you are not utilizing the Labor Scheduling module, you will not be able to add staffing information. 

  • Select - To select an individual to work an event, select the check box in the “Sel” column for the desired individual(s). Note: If a staff member is scheduled for more than one shift in that day, the system may have populated the table with all of their shifts. This may return a 'multiple entries' error alert, preventing you from making further changes. This can be resolved by saving your staffing, exiting the event, and returning to change the details.
  • Coverage - This column displays whether or not an individual’s shift is being covered by another employee. Ideally, you would want to select employees that have 100% coverage, since their scheduled shifts can be picked up by other scheduled employees. 


Adding or Editing Notes 


Select the ‘Notes’ tab to add additional notes and information about the event. The ‘Notes’ tab is divided into three sections: 

  • Calendar Notes - Notes entered into this section will appear on the Event Calendar page when you hover over an event. 
  • Internal Notes - This section can be used for internal notes. Note: “Add Internal Notes” must be selected on the Event Details page to view these notes on either the Kitchen report or the Event Contract report. 
  • Post Event Notes - This section can be used to enter notes about the event after the event occurred. Note: “Add Post Event Notes” must be selected on the Event Details page to view the entered notes on either the Kitchen report or Event Contract report. 


Calculating the Total 


On the left side of the Event Details page is the “Total” section, which displays a cost breakdown of the event. This section is comprised of four main metrics (Food, Beverage, Additional Services, and Discounts). The service charge percent and the tax rate are also displayed here. 

  • Room Minimum - The room minimum, defined on the ‘Details’ tab, will be displayed in green. If the event total does not exceed this amount, a message will appear that reads, “Minimum Booking requirement not met!” A warning icon will also be displayed between the room minimum and minimum charge. 
  • Minimum Charge - The minimum charge for an event, located directly right of the room minimum, is calculated by adding the food cost, the beverage cost, and any other metrics selected in the “Items to Add to the Minimum Charge for an event” setting on the Event Management Settings page. For more information on this setting and the metrics available for selection, see the Event Management Settings page. 
  • Food - The “Food” line displays the total price of all menu items on the ‘Food’ tab. 
  • Beverage - The “Beverage” line displays the total price of all event beverage menu items entered on the ‘Beverage Service’ tab. 
  • Additional Services - The “Additional Services” line displays the total price of all additional services entered on the ‘Additional Services’ tab. 
  • Discount - The “Discount” line displays the amount that will be subtracted from the event’s subtotal. To add a discount, select a previously created discount in this drop-down field. For more information on creating and configuring discounts, see the Event Contract Discounts page. 
  • Sub Total - The “Sub Total” line displays the sub total (calculated before tax) of all metrics selected from the “Items to Include in the SubTotal line”. 
  • Service Charge - This field displays the service charge. The service charge is calculated by multiplying the sub total by the service charge percent. You can change the default service charge percent on the Locations page in the Company Configuration module. Additional Service Charge: You may enter an additional service charge into this text box. 
  • Total Service Charge - The “Total Service Charge” line displays the total service charge (calculated by adding the Service Charge amount and the Additional Service Charge amount). 
  • Tax - This field displays the calculated total tax of all metrics with an associated tax icon. This field is editable, which allows you to alter the tax percentage of a particular event. You can edit the default tax percentage on the Locations page in the Company Configuration module. 
  • Additional Tax - You can use this field to add an additional tax percentage. 
  • DEFAULT - Select DEFAULT to have the Service Charge, Tax, or Additional Tax set to the default percentage. The default percentage for these metrics can be set up on the Locations page in the Company Configurations module. 
  • RECALCULATE - If you make any changes to any of the values in the “Total” section of the Event Details page, select RE-CALCULATE to re-calculate the Total. Icons: Various icons may appear throughout the “Total” section: 
    • ‘Plus sign’ - This icon will be displayed if the metric is being calculated in the minimum charge. 
    • ‘Summation’ - The summation icon will be displayed if the metric is being calculated in the “Sub Total” line. 
    • ‘Scissor’ - This icon will be displayed if a discount is applied to an event. The metric(s) denoted with this icon can be configured on the Event Contract Discounts page. 
    • ‘Tax rate’ - The tax rate icon will be displayed if the metric is being taxed. Note: This icon will not be displayed next to the Additional Services line, even if the additional service has been selected as “Taxable”. It will, however, be calculated in the tax total. 
    • ‘Dollar sign’ - This icon will be displayed if the metric is being multiplied by the service charge percent.