Functions are specific parts of your event that happen in a specific place at a specific time, such as breakout sessions, meals, performances, rehearsals, and so on. Functions are also used for schedule items that aren't specific to a certain place in the venue, such as when to open the building doors. These functions together reflect the event schedule.
Functions also can contain details about the specific part of the event: inventory items needed (such as tables, chairs, AV equipment, catering needs, and so on), instructions, attendance, room layout documents, and more. Functions also hold instructions or items which are not specific to a certain time or place during the event but pertain to the overall event, such as wi-fi, parking, or security (we use an Event-wide Function for this information). For more information about adding details to functions, see Detail Your Events.
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Before you start creating functions, we recommend you create function types, set a default function status, and enable change tracking.
- Function Types: Function types are used to denote what type of an activity a function is. This type can be shown on the calendar, used to filter list views and reports, and more. You are also able to set default information for each function type. See Manage Function Types for more information and instructions.
- Function Status: Functions can have one of three statuses: Planning, Ready, or Canceled. We recommend having a standard workflow for how these statuses are used, including what status should a function be created at and when (and who) changes the function to ready. You are able to set the default status for new functions (see Set the Default Function Status).
- Change Tracking: You are able to track changes to items, instructions, and functions via the Change Tracking feature. Changes to items, instructions, and the function itself will be tracked once the function has a Ready status. See Track Changes to Event Details for more information.
Create and Edit Functions
Functions can be created and edited in several places:
- On the event's detail page in the Detailing tab.
- On the event calendar in the event summary slider on the Functions tab.
- On the function calendar.
For more information about each method and the advantages of each, see:
Most functions you create represent something happening at a specific time in a specific place. You can also create a no-room function. No-room functions do not have a room associated and are generally used for schedule items, such as when the venue doors open to the public. For those event details and instructions which are not specific to a time or place (such as the wifi password), create an event-wide function. Event-wide functions generally span the entire event date range and do not have times or a room.
Functions can be viewed in several places. Each of these allow you to filter which functions appear and also select what information displays; saved views can be created from these selections.
- Event Details Detailing Tab: The detailing tab on an event's details page will list all function on the event, grouped by date. This page is best for creating a large number of functions and for adding details to functions.
- Function Calendar: The function calendar allows you to view all functions across all events in a calendar format.
- Function List: The function list allows you to view all functions across all events in a list format. To access the Function List, click Events in the left sidebar and go to the Functions tab. This view can also be exported to Excel.
- Operations Daily View: The Operations Daily View is used to view all functions and their details, a day at a time. You can also view changes to functions, items, and instructions in this view. See Operations Daily View for more information.