Groups, events and venues · blocks, the BEO and the hourly calendar
The Groups tab tracks room blocks with a cut-off date and real pickup. The Events tab shows the property's events, the revenue lines and the banquet event order (BEO), frozen on publication. The Quotes tab issues three-tier proposals with the exchange rate frozen, and the Venues tab runs the hourly calendar for function space, counting setup and teardown.
Groups: the block and the pickup
A group (a wedding, a conference, a tour) books a block of rooms: a contracted number of room nights, a period and a cut-off date. The Groups tab lists the blocks for the chosen property with the name, the dates, the Cut-off date and the status (Tentative, Definite, Cancelled, Closed). A tentative block can be promoted with the Make definite button, and tentative or definite blocks can be cancelled. Click the block name to open Block pickup: how many nights of the block have actually been taken, night by night. That is the number sales looks at, because a block that is full on paper and empty on pickup is revenue that never arrives. The cut-off date exists to return to inventory whatever the group did not use, while there is still time to sell it again. The block rooming list and the attrition floor are managed through the system API.
Events and the frozen event order
The Events tab lists the property's events with the name, the dates and the status. Click the name and the detail shows the event's Revenue lines (rooms, food and beverage, rental, audiovisual and other categories, each with its description). The document that governs the day of the event is the banquet event order, the BEO: it is written as a draft and, once published, it is frozen and distributed to the departments (kitchen, service, audiovisual, housekeeping, security, setup), which acknowledge receipt. A change after publication becomes a new version, never an edit of the previous one: the kitchen and the client always read the same document. Writing, publishing and departmental acknowledgement, along with the operational checklist and the actual consumption of the event, are handled through the system API; the screen shows the revenue lines and the freeze notice.
Three-tier quotes, with the exchange rate frozen
The Quotes tab lists proposals with the title, the status (Draft, Sent, Accepted, Expired, Declined), the currency and the Rate as of column, which shows the date of the frozen rate. A quote is built in up to three tiers, Good, Better and Best, each with its product, dates and quantity. On sending, the day's exchange rate is frozen into the proposal: the amount the guest read is the amount you honor, even if the currency has moved since. When the client decides, select the tier on the row itself and click Accept: the accepted option becomes a booking. Building the tiers and generating the proposal PDF are done through the system API; the guest can also accept the quote on their own from the guest portal.
Venues: an hourly calendar, with setup and teardown
The Venues tab shows the calendar of a function room (or of any unit of the space type) on a chosen day. Each booking appears with the time, the title and the preparation buffers in the format 30 min before · 45 min after. That detail is the heart of the tab: what causes a clash is not the length of the event, it is the setup and the teardown. A space free at 3 pm with teardown running until 3:30 pm is not free. The clash check considers both windows, and two simultaneous requests for the same slot never both end up with the room: the system settles the dispute safely, even when the requests arrive in the same instant. A booking in the tentative venue hold status can be confirmed straight from the table with the Confirm button.