How to Create a New Function Booking

Attach a group to an event

By the end of this training article, you will be able to;

• Create a function booking and function sheet
• Using the allocation wizard
• Add financials to a function booking 
• Add a deposit
• Generate a Pro forma
• Add attendees
• Add activities
• Add a pre-configured menu
• Attach a group to an event
• Understand what the HART buttons do

Creating a Function booking and Function sheet

Go to Reservations > Function booking

The below screen appears;

First, fill in the function name and the arrival and departure. Next, you can choose to fill in either the guest, company, or agent depending on your requirements. At least one of these must be filled in.

 Select the status, number of people, and billing agreement. Then you can already press save or F3 on your function.

NB: You can fill in as much of the top screen as required in accordance with your hotel procedures. Any box in yellow is a mandatory field. View the Function Walk Through Training Guide to see what the additional fields do.

When you first press save you will be asked if you wish to add events. By clicking yes, this will drop in an event template that relates to the meeting type you have selected. By clicking no, they will not drop in.

For information on setting up event templates for functions, view our How to Configure Functions Guide 

Creating and modifying events

Event tab

Under this tab, by right-clicking and adding an entry, this window appears. The event window is where you add details of each part of your event.

Create each event by filling in the event screen fields by free typing your event in the event field, choose the setup, and type from the drop-down box. Ensure the date, status and a maximum number of people is correct for each event. Add in your times for the event and any notes in the notes window.

To allocate your function space you can either use the drop-down box in the space field or the function allocation wizard by double-clicking into the space field.

Using the function wizard

NOTE: for the allocation wizard to work you must ensure you press save after adding your event.

The allocation wizard shows you the following information, Date, time, and set up of the event.

By ticking tentative and enquires and then search, you will see that the system will look for any available space and inform you of any rooms that are not available, and which function they are booked for.

Select the available space you wish to allocate, and press Select.

Pressing the Filter button allows you to filter the spaces by space and/or capacity.

Pressing the Exit button exits the allocation wizard.

Continue to add events and allocate your function space by right-clicking and adding entry until all your events within the function are completed.

If you click the Add Notes button, this will prepopulate the notes that are set up for this event.

To preview your function sheet/contract click the Sheet button on the right-hand side of the main window and choose a function sheet or contract.

Adding and editing financial charges 

Go to the financial tab and this window appears, right-click, and add an entry to add your financials. Fill in all the fields relating to your charges.

• From: choose the from date.
• To: choose the to date. 

NOTE: the to and from dates must match your function master date(s) for the financials to work.

• Service: choose your service from the drop-down box.
• Rates: free type your price for the service.
• Charge: choose from the drop-down box the appropriate charge. Choose from;
  • People: this charge will multiple the rate by the number of people set in the people field of your function master on the top right
  • Function: this is a one-off charge for the function
  • Rooms: this will multiple the rate field by any bedroom that are linked to the function
  • Guests: this will multiple the rate field by the number of guests that are in the hotel bedroom that are linked to the function
  • Custom: this will multiply the rate filed by the quantity field
  • Attendees: this will multiply the rate field by any attendees that have been added to the function under the attendees tab

• QTY: this field relates to the custom field where you free-type the quality in the QTY field that you wish to charge. This will then multiply the rate field by the quantity field
• T: if the charge includes VAT
• C: Under development
• Revenue centre: choose the revenue centre from the drop-down box.
• Notes: free type any notes here that you wish to appear on the Pro forma and bill

View our Function Rate Plan guide for more information on using rate plans and levels.

Adding Deposits 

The middle window of this tab is where you can add your deposits by right-clicking and adding a deposit entry.

View our Deposits guide to find out more about using deposits in HART.

To Generate a Proforma

Once your financials are completed, press the Proforma button on the main function booking window and select who the Proforma is to be for.

Adding attendees

HART enables you to add attendee names to an event for example an in-house event that individuals can book onto.

Navigate to the attendee’s tab and by right-clicking and adding an entry, you use the guest wizard to add your attendee name and any details required.

View our guide to Function Attendees for more information on using this function.

Adding activities

There are two ways to create activities

Option one:

By meeting type, the activities will automatically drop in depending on your meeting type configuration.

Option two:

By manually creating, add the activities by right-clicking and adding an entry.

For more information, please see how to configure Activities in HART 

Adding a pre-configured menu

Navigate to the menu tab, left-hand window. By right-clicking and adding an entry use the drop-down box to choose your menu. Next click breakdown and the menu choices appear. Tick the choices you require and save. They will then appear in the right-hand side window.

Read our guide on Creating Menus for Functions for more information.

Adding a menu

Navigate to the menu tab and free type your menu.

To add a Group of Rooms to a function

Press the group button on the main function window and this window appears. Add in all your group details, click save then double click on the ID number and proceed to make your group booking.

Note, the dates must be within the function master dates.

Adding documents

Under the document tab, you can right-click and add any document that relates to the function. Documents need to be stored on a shared drive within your company so that they are accessible to all people.

Notes tab

This is where you can add any equipment that your function requires which will take this out of your stock once configured Under redevelopment