Events can be created via the:
Events diary
Search/Create event
When an event is created, a unique reference number is generated. Custom attributes can be added to events to add additional information as required. Events can be cancelled and reinstated as required.
Once an event has been created, you can then further customise the event or change this into a delegate or ticketed event.
Create an event
To create an event via the events diary, follow the steps below:
Within Rezlynx, select Advanced C&B, then within the Events menu, select Diary.
Within the diary, select the cell for the room and date of the enquiry and click Create Event Booking.
To create an event via the events diary, follow the steps below:
Within Rezlynx, select Advanced C&B, then within the Events menu, select Search/Create Event.
Click Create Event Booking.
Then proceed to create the event, continuing with the steps below:
Enter and link Contact information.
Enter Event information, including:
Enter Event Name, to be visible within the diary and function sheets.
Assign the Coordinator.
Select the Event Type.
Select the Market Segment and Media Source.
Select the Event Status.
Enter Start and End Date of the Event.
Enter the Number of Delegates.
Click Next.
Enter New Function information, including:
Function type
Function name
Status
Start and end date and time - Use 23:55 for midnight (00:00 will make the event run into the following day).
Delegates
Enter Function room information, including:
Function Space
Layouts
Set up and Breakdown Times
Rate/Rate Plan
Interface posting mode
Assign Menus
Assign Misc. Resource
Enter any Function specific notes
Allocate/Unallocate the event space
Click Save. Click Add New to add more functions if required.
📌Note: If the Event is over a number of days, the Event will require an individual Function per day to assign the rate plans, rates, menus and misc. resource too.
Click Finish & Edit when ready to proceed.
Once the event has been created, it is then possible to make this a ticketed or delegate event or add an event menu or link bedrooms to the event if required. Paylinks can also be created to request payments from event bookers and delegates.
Customise an Event
Within the Event, you can use each of the tabs at the top to enter the following information:
Events -Summary of the event, with each function listed. Values box shows the combined revenue of an rate, rate plan, misc. resources, F&B products, and bedrooms (if included).
Notes – This tab is split into sections, where you can enter any Event specific notes and a Reader Board.
Billing –
Booked to date total shows current total cost of the event, select Billing Summary to see a breakdown per function.
Deposits due can be automatically populated by an event type configuration or manually added. This will feed to the deposit due report.
Deposits can be viewed here, and action as required.
Additional notes can be used for billing information. This section can also be set (by the Support Team) to add to contracts or function sheets. You can also use quick notes within this section.
Payment Gateway to take an Account Check/Deposit.
Assign a Ledger if the account is being billed back to Aged Debtors.
Create a Master Account (If needed).
Add Charge Routing (if needed).
Process account checks and payments via the Payment Gateway.
Documents – Allows the user to upload a document to the Event i.e. a signed contract.
Delegates - This tab is for ticketed events only. If you wish to add delegates and make this a ticketed event, you should follow instructions on how to create a ticketed event.
Resources – View resources on the event, these resources should be added within the functions.
Bedrooms – Allows the user to either link an existing Group/Multi-Room booking if already created or ‘New’ will start a new Group/Multi-Room booking.
To Do’s – The user can create a pop-up reminder to the Event to remind a user or user group to do something for this Event.
Tasks - Allows the user to review any tasks set.
Using the buttons at the bottom of the Event Screen allows the users the following:
Copy – Will allow the user to copy the Event and select the copy date.
Checklist – Each event has its own checklist. This is a list of jobs that need/have been completed.
Rate Plan Breakdown – If a Rate Plan has been assigned, the user can update the costs and Analysis Codes (if needed).
Print – Will allow the user to email/print function sheets, proformas or Event letters.
Common Errors
Apply template: If the user has applied a Function Template, the templates will add the functions on the next page for you, along with function notes, menus, misc. resources, rooms, layouts and rates, and event status. If all of the functions are not required, the user can delete any that are not applicable. If more functions are required, these can be added by selecting Add New.
Interface posting mode: All allowed will allow postings from EPoS systems or other interfaces.
Incl. Bedrooms: On the front of the event, you can tick to Incl. Bedrooms. Please note that when this is selected all rooms attached within the multi-room or group will pull through and that you cannot pick up specific numbers of rooms. Upsells added to the rooms after creation will not pull through to the total.
Event times: Use 23:55 for midnight (00:00 will make the event run into the following day).
Events over multiple days: If the Event is over a number of days, the Event will require an individual Function per day to assign the rate plans, rates, menus and misc. resource too.