Welcome to Function Tracker

The set-up wizard activates when you first set up your trial and  will assist  to get you on your way to running successful events with Function Tracker.

The first stop is the Admin Menu which allows you to set up your company details, add your logo and users.

ADMIN

Company Details

Edit Profile

This is important as the information contained in this page populates your invoices and run sheets. So setting the correct details from the start is essential. Complete all fields.

Company Logo

This logo is also used on invoices, run sheets, contracts and invoices. Upload your company logo in jpg format. It will be resized to fit into the site layout.

User Management

This is where you set up users from your company with their own login. You can have as many users as you like. Each of these logins can be given an access level which is explained as:

USER SECURITY LEVELS:

Admin – These users have full rights and can add and amend Admin items found in the Admin menu. They can also override the Month Limit and Minimum Day Limit, Minimum and Maximum guests per room as outlined below.

Staff - These users do not have access to the Admin menu but have full functionality in making and amending bookings. They are restricted by Booking Limits as outlined below.

Read Only – These users can only read the data and not add or make changes.

Calendar Only - These users can view the calendar screen only. They can not access further event details or edit event information.

Read Only No Financials - These users can only read the data without financial or event cost information.

Settings

Booking Limits

Set Booking Month Limit – This limits the user from making bookings after a certain time frame – i.e. 12 means that they can make bookings in the system up to 12 months in advance. They are unable to book events after this time period. This only affects users with Staff access levels.

Set Minimum Day Limit – This option allows you to set a minimum day limit for taking new bookings. i.e. 1 means that bookings cannot be made less than 1 day in advance. This only affects users with Staff access levels. 7 means that bookings cannot be made less than 1 week in advance.

Set Menu Expiry Date - we all know that menus are seasonal and change on a regular basis. You can set the current menu to expire on a certain date which means that you are unable to allocate items from your current menu after that date.

Enable Capacity Override - If activated a user with Admin access can overide the set minimum and maximum guest numbers in a room.

Hour Setting

This should reflect your standard operating times. The Day View Calendar will display half hour increments from the times you select.

Currency

Set your local currency for invoicing and charging.

Time Zone

Set the time zone in which you operate here. This affects the time on your page and also you can track when bookings were made, and any logins in your local time.

Local Taxes

Set any applicable taxes that you need to charge your customers. This affects the systems calculations on the event charges and also adds these taxes to your invoices. You can manually apply taxes to your event or the system can automatically apply taxes based on your choices.

Invoices

Set up your invoice details on this page including your payment terms and any notes for customers. You can also select what payment types you accept and their individual details including terms, charges and banking details where required. There is a preview button so you can check your invoice layout.

Customer Terms

For each event you can generate a customer contract if required. These Customer Terms appear on these contracts.

Surcharges

You may charge a surcharge on a set day of the week or a certain holiday. Set up these details here and the system will automatically calculate your event charges and add the surcharges where applicable. The surcharge is applied to the total event costs.

General Details

Most of these fields are already populated for you with the most popular types of events, room layouts, table layouts and running order items. You can add to these lists in any of the sections.

Rooms

This is where you set up the room/s that you offer for events and any room hire fees that are associated with them.

Create/Edit Rooms

The first thing to do is to change the name of this room from "Room 1" to the name of your first function room and say how many people it can hold. The “Staff/Public Booking” set to Yes means that it will appear on the calendar for a Staff Login and is also able to be chosen on the web enquiry form that can be integrated with your website. You can also change the colour that the room appears on the monthly, weekly and daily view of the calendar.

You can then add any additional rooms that you have - updating each one as you go.

Sub Room

A sub room would be created if a Function room can be split into certain areas i.e. The Blue Room can be split into a buffet area, conference area etc. These areas can be booked individually or as the complete room. If the parent Function room is booked, then the system will not allow the sub rooms to be booked.

Types of Room Charges

We have given you 3 initial types of room charges to get you started - Standard, Conference and Weddings, and you can add any other different types of room charges here. Please note that Standard and Conference are default and cannot be deleted. When you add a room charge here it will be automatically added to the left hand side menu so you can set the rates.

Standard / Conference Room Hire

Here is where you set the rates that you charge your clients to hire the space. You can have individual charges per days of the week and we have given you both a standard and discounted rate on these fields. When creating a booking, you set which one of these rates is chosen.

Menus

This is where you add your menus.

Create/Modify Packages

Click the Add Button. Type in the Title of the Package and add the inclusions. You can either add the exact menu items which are included or a general overview. These details will appear on the event run sheet. Then add the cost per person.

Add as many packages as you need.

Cocktails / Platters / Refreshments

Click the Add Button. Add the name of the item and the cost. You can separate these into a Cocktail Item, an Individual Item, a Platter or a Refreshment.

When entering your event details, if you choose a  Package, at a set price, the system automatically disregards any individually priced item prices included in that package. When you choose items priced individually not in a package) it will calculate the costs based on the prices set here.

Entree's / Mains / Desserts / Sides

In each of these fields add the Menu Item and price per person. These items are available to be selected when choosing either a set menu or items priced individually.

When entering your event details, when you choose a Set Menu at a Set Price, the system automatically disregards the price set here. When you choose items priced individually it will calculate the costs based on the prices set here.

Beverage Packages

Click the Add Button - Enter the package details ie "Standard Package - 2 Hours" Add a description and a Cost per Person. Add additional packages as required.

This does not calculate the beverage price per hour, each hourly rate must be entered here individually.

Dry Till  (or Open bar)

This is where you add in the different types of dry till, for example – “standard” with standard house drinks, “premium” with premium drinks and spirits, “soft drinks only” etc. You set the dry till amount when entering your event.

Equipment & Decorations

Click the Add button. Add any equipment and decorations and the cost as required.

Add-Ons

We have given you a couple of tools to use on your own website.

Enquiry Form

You can simply add an event enquiry form to your website that integrates with Function Tracker. If this is in use, enquiries will appear in the "Internet Requests" option on your home page. An email will also be sent to the site admin when a customer completes this form.

This page allows you to view this enquiry form and also enter any text in the thank you page that your customers will be directed to.

Event Calendar

The first is an event calendar which displays any event which you have made a "Public" event. This could be anything from a band playing to a bingo night. When you create a “Public” event there is the option to add extra information about the event which will appear as a pop up when someone clicks on this event.

Your website developer can integrate this page into your website with some very simple code.

You are now ready to add your first event.

Click on either the calendar menu or the events menu.

Adding an Event from the Calendar Menu

If you click on the calendar menu, navigate to the date of the event using the mini side calendars. When the day view appears, click on the start time of the event in the room you wish to book.

Complete the fields on this page to add an event. If the customer has already been added to your database you only need to add the customer ID. If you have not added this customer, when you complete this screen, the details that you have recorded for the customer will automatically be added to the customer database and assigned an ID.

Once you have completed all the details on this page, click on continue. You are taken to a confirm page and once you have confirmed the details the event will be added to your calendar. This event then shows as a shaded area on the left hand side calendar, and the event details appear in the month/week and day view calendars.

'Add Event' from the Events Menu

Complete the fields on this page to add an event including the date and the venue. If the customer has already been added to your database you only need to add the customer ID. If you have not added this customer, when you complete this screen, the details that you have recorded for the customer will automatically be added to the customer database and assigned an ID.

Once you have completed all the details on this page, click on continue. You are taken to a confirm page and once you have confirmed the details the event will be added to your calendar. This event then shows as a shaded area on the left hand side calendar, and the event details appear in the month/week and day view calendars.

Adding Food / Beverage / Additional Costs / Discounts / Invoices etc to an Event

To add food, beverage, additionals, discounts, invoices, and everything else that you need for the event, you need to navigate to the to the day view page by either clicking on that day in the left hand side calendar, or clicking on the event in the calendar page.

This will bring up the edit event details page and allow you to add / edit or delete any of the above event details.

After your set-up is complete you are ready to add your first event!

If you need any assistance please email us directly from the help link on the top of the screen, or call us and one of our friendly staff will be happy to assist you.