The facility events page contains functionality to manage organization’s calendar of events, and charge customers for use of their facilities. When an event is created, a receivable record is automatically generated for the participant or payee assigned to the event based on the rates assigned to the resources.
Organization Mangers, Assistants, and Event Coordinators have access to this page and can perform all page functions.
This page has two header filters: Organization and Location.
See the article titled Navigating the Calendar for additional information on navigating the calendar.
See the article titled Navigating the Tables for additional information on navigating the calendar.
For customer billing to work correctly, the resources utilized will need to be setup with rates on the Resources page.
Colors are customizable on the Preferences page, General tab.
Event Categories are customizable on the Preferences page, Events & Resources tab.
Event Type: Event or Blocked Out Date.
Location: Location of the event.
Title: Event title.
Internal Notes: Internal event notes kept private to the organization.
Public Notes: Public event notes that display on the public calendar.
Event Category: Category assigned to event.
Person: Participant charged for resource use for this event (if applicable).
Payee: Payee charged for resource use for this event (if applicable).
All Day: Enable to make the event all-day.
Start: Event start date and time.
End: Event end date and time.
Repeat: Make this event recurring.
Event Color: Color assigned to the timeslot on the calendar.
Display Publicly: Enable to display this even on the public calendar.
Event Resources: Resource(s) utilized at the location for the event.
Note: If a resource is already booked during this timeslot, it will still allow you to add it for this timeslot, but will display “unavailable” as a visual reminder.
Event Inventory: Add inventory for this event that will be charged back to the customer. Inventory can be either in whole or partial numbers.
Event Employee Shifts: A list of employee shifts connected directly to this event. These shifts will also appear on the employee shift calendar.
Event Tasks: Tasks assigned to employees for this event. These tasks are separate from Tasks on the Task Lists page.
To block out a date, set the Event Type to Blocked Out Date. To edit the date, click the Edit icon in the blocked out date box.
Note: Blocked out dates sometimes won’t show on the calendar if it’s set up for a specific location/resource and your filters are set to All Locations or All Resources.