How to Configure Functions Rooms and the Function Diary

Modified on Wed, 21 May at 10:19 AM

By the end of this information article you will be able to:

Create the function rooms and information.
Create the time period
Create the status colours and set up bespoke status for functions
Creating the number status
Create the function room features
Create the room set up.
Create lost business information
Create Occasions

HART enables you to configure the display of the function diary to suit your business requirements by allowing you to;

Create function rooms and information
Select and create your periods
Create status colours
Create number status
Select your viewing preference by function numbers or status

Creating Function Rooms

Navigate to Configurations >Functions and the Details tab. The top box is where you create your function rooms by right-clicking and adding an entry.

Code: free type a code.
Room name: free type your function room name.
Rates: if you have a set price for your room, type this price here, this is for information purposes only
Width: free type your width of the function room, this is for information purposes only
Length: free type your length of the function room, this is for information purposes only
Area: the area will automatically calculate, this is for information purposes only
Height: free type your height of the function room, this is for information purposes only
Volume: the volume will automatically calculate, this is for information purposes only
Shared: if you require your room to be shared tick this box.
Order: free type the order that you wish the rooms to display in on the function diary as shown below.
Max: free type the maximum number of people you can accommodate in this room, this appears in the function diary under PAX and is also used for the function room allocation wizard.

Note: if you do not add in the number of people in this field the system will not be able to use the function room allocation wizard or the function diary search feature.

Unit: choose the unit relating to the function room from the drop-down box, only applicable if your property uses units
Course: if the function room is to be used for courses tick this box.

Create the periods

Navigate to the period tab by right-clicking and adding an entry;

Order: add the order number you want this to be displayed
Code: free-type the period code
Period: free-type the name of a period
From: choose a From time from the drop-down box
To: choose a To time from the drop-down box
Colour: Select colours for the period by double-clicking in the field. This is displayed on the time fields in the diary.

Create the Status colours

Navigate to the Status Tab and under the stage column, you will see from the drop-down box the status that is hardcoded within HART. These form the basic status that the system reads from. Double click in the colour filed to add the colours.

The HART hardcoded statuses are detailed below;

Definite: tells the system the booking is definite
Waiting list: tells the system the booking is on a waitlist. This appears in the daily view of the function diary under the waitlist window but does not book a space.
Cancelled: tells the system the booking is cancelled. This appears in the daily view of the function diary under the cancelled window.
Lost: tells the system the booking is lost
Tentative: tells the system the booking is tentative
Prospect: tells the system the booking is a prospect
In: tells the system that the booking is checked in
Out: tells the system the booking is checked out
No show: tells the system the guest is a no-show
Arrived: tells the system the guest has arrived at the hotel but not checked in, this allows you to post charges to the guest’s folio
Turn down: tells the system you have turned down the booking
Option: tell the system the booking is on an option

Note:  You must ensure that you link your bespoke status to the correct hardcoded status. For example, checked in must link to In so the system can read that this status means the guest is checked in

To create your own status in this window right right-click and add an entry.

Code: free type a code for your bespoke status
Status: free type your bespoke status name
Stage: choose carefully your stage from the HART hardcoded status in the drop-down box
Colour: choose a colour for your bespoke status by double-clicking on this field
Room status: select your room status that will relate to your function booking status, if you have a group of rooms attached to your function.

Note: Using colours enables you to see your business status mix at a glance from the function diary screen once the booking has been allocated a function room

Creating the Number status

From the function diary, you can select different views either by status or numbers by clicking on view and selecting your viewing colouring options.

Navigate to the number tab right-click and add an entry then free type your number range in the Number range field, add in your to and from number range and the colour for each number range. Press F3 or save and continue to add an entry for each number range you wish to have.

Set up your Function Room Features

Navigate to the Feature tab In the left-hand side window right right-click and add an entry and free type a code for your feature and then free type your feature.

Once you have created all your features, navigate back to the Room Details Tab and in the left middle column, you can link them to your function rooms. Ensure you highlight the correct function room in the top window.

Creating your room set up

Whilst in the Feature tab, on the right-hand side, right-click and add an entry to free type your room set up. This will be used when you are adding individual events to your function.

Create your Lost Business Reasons

HART enables you to create lost, cancel and turn down business reasons. These appear when clicking the modify button in a booking.

After choosing your status option, the reasons that you have configured appear here, as shown below.

Lost Business tab

This window appears, to create your lost business, right-click and add entry and under:

Code: free type a code
Lost Business Reasons: free type your lost business
Incl.in Conversion Report: click here if you wish this status to be included in your function conversion report
Cancel: tick here if the reason relates to when you choose a cancel booking status
Lost: tick here if the reason relates to when you choose a lost status
Turn Away: tick here if the reason relates to when you choose a turn-away status

Create Occasions

HART enables you to create Occasions that relate to your function bookings. These appear in the drop-down box of the Occasion field and the relevant reports.

Navigate to the Occasions Tab and by right-clicking and adding an entry free type the code for the occasion and then free type the occasion, Press F3 or the save icon