Event Release Date Field

The Release Date is an informational field used to indicate the date when space(s) booked for an event are considered to be available to be booked for another event should the original event not have moved to a Firm/Definite status. Your administrator may configure Event View(s) to filter on the Events Release Date and Status - then add the view to Dashboard(s) so Users can track and administrate Non-Firm Events that have exceeded their Release Date. 

NOTE: The event's spaces are never automatically released by Enterprise, and the Release Date has no impact on Booking Conflict Checking.

Once an event moves to a Firm/Definite status, the Release Date is no longer editable. If you need to change the Release Date for a Firm event, you need to set the status for the event to a status lower than Firm so the Release Date field becomes editable.

You can manually add the Release Date or you can automate the Release Date if your organization has a standard/default number of days defined to hold a space. If you configure a default Release Date, you can still override the Release Date on the Add Event or Edit Event screen if needed.

The default release date is set as a number of days after the current date since it is set on the day the event is added. If the event is created for a date that is within that number of days of the default (booked today for a date that is less than 10 days out if the default date is set to be 10 days after the current date), then the default release date is set to the In Date on the event (which may or may not be the same as the Start Date of the event). Since releasing space should always happen before the date of the event, Enterprise does not allow you to enter a release date that is after the In Date on the event.

 

To configure a default release date:

  1. Click the Event Management Configuration link from the Main Menu. The Event Management Configuration screen.
  2. Select the Defaults tab.
  3. Enter the number of days from the day the event is created to default in the Release Date Day From Today. (Org Parm - BK-020)
  4. Click OK.

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Comments

6 comments

Date Votes
  • Eric Swenson

    Is it possible to not have the release date?  We don't use it, but it seems like a default item and we run into issues when a firm event needs to change to an earlier date.  

    4 upvotes

  • Eric Swenson

    Thank you Wendy for the help.  Per our conversation there seems to be a default setting when events are created via the iEBMS VA that the release date defaults to the start date of the event. 

    0 upvotes

  • Sean Tame

    Is this field available on the Booking Configuration window or is it only available via the Org Master | Parameters?

    0 upvotes

  • Wendy Thompson

    Hi Sean,

    The field is actually available on the Event Management Configuration window, on the Defaults tab, in addition to the Org Master | Parameters.  There are a few other BK parameters there as well. 

    Regards,

    Wendy

    0 upvotes

  • Marcus Roberts

    Hi 

    Can someone confirm the below.

    Does this mean that the release date drives the prepayment journal?

    0 upvotes

  • Maggie U.

    Hi Marcus,

    The Release Date is for informational purposes only. It is not used during any processing within Ungerboeck.

    Thanks,

    Maggie

    0 upvotes

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