Adding a Function/Sub-Event to an Event

This article will walk you through adding Functions/Sub-Events to an event. These will allow you to add detailed information for each space for each day of your event.

Function and Sub-Event are both terms used in the events industry. We have some accounts that use Function and some that use Sub-Event. Both terms refer to the same feature set.

There are two ways that you can add functions/sub-events to your event: 

Both methods have their advantages, and both methods can be customized to include additional information. With the Mass Edit, you will be able to see a list of your functions as you work and you can copy functions, but you will have to know the name of your spaces in order to search for them and you cannot set a status per function. With the Add Sub-Event, you will have your calendar tree to add spaces and you will be able to assign a unique status to each function, but you will only see the function you are entering. Try both methods to see which works best for you!

Adding a Function/Sub-Event via the Mass Edit

1. On the Event details page, navigate to the Functions (or Sub-Events) tab and click Mass Edit.

On your account, Functions may be its own tab, or it may be on the same tab with Spaces Used.

 

2. In the pop up box, click +Add.

 

3. A row will be created for your function. In this row, type in the name of your function.

 

4. Search for the space where your function is to be held; select the space.

 

5. Update the time and date of your function.

 

6. Note that you cannot update the status; the status of your function will be the same as the status of the event it is a part of.

 

7. Assign an event type to your function if needed.

This list may be customized for your venue (certain accounts that are a part of a venue network may have restrictions).

 

8. Click +Add to add another function to your event, or if you have another function similar to the first, you can click the copy icon by an existing function to copy it and then make any edits necessary.

 

9. Once you have added all your functions and all their details are correct, click Save.

 

10. Your functions will be booked. They will be listed on the Functions tab, and each function's name is a clickable link to the function details page.

 

11. If you add a function where either the space isn't booked as a part of the event, or if the time you are booking the space for isn't a part of the event, you will receive a warning that "You've Gone Outside the Reserved Space". You will have the option to:

  • Don't do it: The function will not be created.
  • Make a change: You will be given the opportunity to change the space or the date/time.
  • Do it Anyway: Book the function outside of the reserved space.

Make your selection and click Retry.

 

12. If you Do it Anyway it is extremely important that you then go to the Event's Spaces Used tab. You will see a red warning that there is a space outside the range. Click the blue Add to (your event name) link.

 

13. In the pop up, check the space to add to your event and then click Add.

 

14. The date/time of the event (under When) as well as the spaces used will now include all the spaces/times needed for your functions.

 


 

Adding a Function/Sub-Event via the Actions menu.

1. In the upper right corner of the event details page, click on Actions and then click Add Sub-Event.

 

2. In the pop up, name your function

 

3. Set the status of your function. Usually, leave the status on Inherit so that the status of the function matches the status of your event. Or, you may choose a different status for your function.

 

4. Choose the space where your function will be held.

 

5. Update the time and date of your function.

 

6. Once all the details of your function are correct, click Add Another to add another function. Once you have added all your functions, click Save.

 

7. If you add a function where either the space isn't booked as a part of the event, or if the time you are booking the space for isn't a part of the event, you will receive a warning that "You've Gone Outside the Reserved Space". You will have the option to:

  • "Don't do it" - the function will not be created
  • "Make a change" - you will be given the opportunity to change the space or the date/time
  • "Do it Anyway" - book the function outside of the reserved space

Make your selection and click Retry.

 

8. If you Do it Anyway it is extremely important that you then go to the Event's Spaces Used tab. You will see a red warning that there is a space outside the range. Click the blue Add to (your event name) link

 

9. In the pop up, check the space to add to your event and then click Add.

 

10. The date/time of the event (under When) as well as the spaces used will now include all the spaces/times needed for your functions.

 

 

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