Setups

Setups are the seating or room configurations available for a space. For example, a classroom setup, U shaped setup or banquet setup. You create with your necessary items, such as tables and chairs, and you assign those setups to spaces for use with the Availability Search. 

Add a Setup

There are four (4) steps to create a simple setup:

  1. Configure the Setup 
  2. Create the Setup Header
  3. Add the Setup Header to the Price List
  4. Add Options (Substitutions) to a Setup (optional)

Configure the Setup

  1. Click the Setups link from the Main Menu. The Setups screen opens.
  2. Click the Add button. The Setups screen opens.
  3. Enter the necessary information:
    • Description - Name of the setup.
    • Minimum - Minimum capacity for the setup. 
    • Maximum - Maximum capacity for the setup.
    • U/M - Unit of measure for the capacity values.
    • Active - If checked, the setup is available for selection for spaces.
    • Code - Unique alphanumeric code.
    • Verify - If checked, a verification screen displays when placing an order. You can edit and/or verify the units, charges, and add additional setup items from this screen.
    • Price Package by Package Details - If checked, total price of all items in the setup determines the setup price. The GL distribution for each item within the setup determines the GL distribution for the setup. Only available if the Account Detail check box is unchecked.
    • Show Package Detail Pricing - If checked, the price of individual setup items displays during the ordering process and is available for invoices and reports.
    • Account Detail - If checked, the GL distribution uses the percentage for each setup detail item. Configure the percentages by editing the resource items on the Setup Details tab. Only available if Allow Package Detail Costing is checked on the Inventory Configuration screen and the Price Package by Package Details check box is unchecked.
    • Secure - If checked, only roles/users assigned to the Allow Modification of Secure Package Components in Orders access privilege can edit or delete items in the setup. If no roles/users are assigned to the access privilege, all roles/users can edit or delete setup items.
  4. Select the Setup Details tab.
  5. Click the Add button. The Select Package Details screen opens.
  6. Select the item(s) to include in the setup. Use Ctrl+Click or Shfit+Click to select multiple items.
  7. Click the Select button. You return to the Edit Setup screen with the selected items displayed in the Setup Details tab.
  8. Select an item on the Setup Details tab.
  9. Right-click and select Edit -> Edit. The Edit Package Item screen opens.
  10. Enter the necessary information:
    • Units – Used with the U/M and Per field to calculate the total ordered units for the setup item based on the ordered units of the setup header. 
    • Per - Used with the U/M and Units field to calculate the total ordered units for the setup item based on the ordered units of the setup header.
      Example Using Units and Per
      You have a room setup based on attendance. The setup contains tables and chairs. You need 1 table for every 10 people and you need 1 chair for each person.
      Configure the table setup item as:
      Units = 1
      U/M = Each
      Per = 10      		 Configure the chairs setup item as:
      Units = 1
      U/M = Each
      Per = 1
      When you order the room setup for 100 people, ordered units for the table setup item is 10 (1 table for every 10 people) and the ordered units for the chairs setup item is 100 (1 chair for each person). 
    • Round - Rounding to use if the setup item units calculation results in a decimal value.
      • None - Retains the decimal value and does not round.
      • Up - Rounds to the next whole number.
      • Down - Rounds to the previous whole number.
    • Substitution – Determines if substitutions are available for the item. See the Substitution section for more information.
    • Sequence - Order the setup item displays on screen and in reports. (1 = first, 2 = second, etc.)
    • Print – Determines when setup items display on reports.
      • External - Displays the setup item on external and internal reports
      • Internal - Displays the setup item only on internal reports. 
    • Lead Hours – Number of hours for setup.
    • Strike Hours – Number of hours for tear down.
  11. Click OK. Repeat steps 5 - 11 for each item in the setup.

Create the Setup Header

A setup header is the item you use on the price list to order the setup. For example, a banquet setup may have Banquet Setup as the setup header which contains tables and chairs. 

You first need to create a resource to use as the setup header. When you create the resource, select the setup created in Configure the Setup in the Setup/Package/Feature/Menu field. See Resources for details on adding a new resource.

Add the Setup Header to the Price List

  1. Click the Price Lists link from the Main Menu. The Price Lists screen opens.
  2. Select the price list for the setup.
  3. Right-click and select Edit. The Edit Price List screen opens.
  4. Select the Price List Items tab.
  5. Click the Add Items button. The Add Price List Items Form screen opens.
  6. Select the order form for the setup header.
  7. Click OK. The Add Price List Items screen opens.
  8. Select the package header created in Create the Setup Header.
  9. Click Select. Each item in the setup is added to the Price List during this step. Hide or delete any items from the Price List that you do not want ordered individually (see Hide or Show Package Items on a Price List).
  10. Select the setup header.
  11. Right-click and select Edit -> Edit. The Edit Price List Item screen opens.
  12. Enter the price into the Price field. 
  13. If applicable, enter a price into the Advanced Price and/or Late Price field(s). 
  14. Click OK.

Add Options (Substitutions) to a Setup

Substitutions allow you to make choices when ordering a setup. For example, a setup may include a tables and you can select either 8 seat tables or 10 seat tables.

When building setups with substitutions, you can use a setup place holder to indicate that you need to select an option during the order. For example, you can use Choose Table as a setup place holder to indicate additional choices are needed. To create setup substitutions, you need to create the setup place holder and then create the substitution.

Create a Package Place Holder

  1. If one does not already exist, best practice is to create a resource type for all the setup place holders. See Resource Types for more information.
  2. Create a resource for the setup place holder. See Resources for more information.
    mceclip0.png

Configure the Setup Substitution

  1. Complete steps 1 through 3 in Configure the Setup.
  2. Select the Setup Detail tab.
  3. Click the Add button. The Select Package Details screen opens.
  4. Select the setup placeholder(s) for the setup. Use Ctrl+Click or Shfit+Click to select multiple items.
  5. Click the Select button. You return to the Edit Setup screen with the selected items displayed in the Setup Details tab.
  6. Select an item on the Setup Details tab.
  7. Right-click and select Edit -> Edit. The Edit Package Item screen opens.
  8. Enter the necessary information:
    • Units – Used with the U/M and Per field to calculate the total ordered units for the setup item based on the ordered units of the setup header. 
    • Per - Used with the U/M and Units field to calculate the total ordered units for the setup item based on the ordered units of the setup header.
      Example Using Units and Per
      You have a room setup based on attendance. The setup contains tables and chairs. You need 1 table for every 10 people and you need 1 chair for each person.
      Configure the table setup item as:
      Units = 1
      U/M = Each
      Per = 10      		 Configure the chairs setup item as:
      Units = 1
      U/M = Each
      Per = 1
      When you order the room setup for 100 people, ordered units for the table setup item is 10 (1 table for every 10 people) and the ordered units for the chairs setup item is 100 (1 chair for each person). 
    • Round - Rounding to use if the setup item units calculation results in a decimal value.
      • None - Retains the decimal value and does not round.
      • Up - Rounds to the next whole number.
      • Down - Rounds to the previous whole number.
    • Substitution – Determines the type of substitution available for the item. 
      • Bundle – More than one item is selected for substitution. Use this for setups with generic items that can have multiple substitutions. For example, a chairs item where you can select 2 different chairs.
      • Mandatory - Item substitution is required. Use this for setups with generic items that must have specific items selected. There is a prompt to select mandatory substitute items during the order process, and you cannot move past the prompt without selecting a substitute item. For example, a generic table item has a mandatory substitution to select an 8 person table or 10 person table.
      • Optional (No Prompt) – You can substitute an item, but it is not required. There is no prompt during the order process and substitutions are made on Edit Service Order screen. Use this  for items that you can substitute by request. For example, a standard setup comes with a wood lectern, but a digital lectern is available by request only.
      • Optional (Prompt) – You can substitute an item, but it is not required. There is a prompt to select substitute items during the order process, but you can move past the prompt without selecting any substitute items. Use this for items that are often substituted but have a standard selection. For example, a setup includes black chair covers, but white chair covers are also available as an option.
    • Sequence - Order the setup item displays on screen and in reports. (1 = first, 2 = second, etc.)
    • Print – Determines when setup items display on reports.
      • External - Displays the setup item on external and internal reports
      • Internal - Displays the setup item only on internal reports. 
    • Lead Hours – Number of hours for setup.
    • Strike Hours – Number of hours for tear down.
  9. Click the Save (disk) button. The information saves and the Edit Package Item screen remains open.
  10. Select the Substitutes tab.
  11. Click the Add button. The Select Package Substitute screen opens.
  12. Select the items available as substitutions. Use Ctrl+Click or Shfit+Click to select multiple items.
  13. Click the Select button. You return to the Edit Package Item screen.
  14. Repeat steps 11 - 14 for each available substitution.
  15. Click OK when complete.
  16. Continue with the add setup process.

Change a Setup

You can change the information for a setup after you have created it. When you change the information for a setup, it updates wherever the setup is used. If you don't want to update the already existing setup data, then you must add a new setup using the steps in Add a Setup.  

  1. Click the Setups link from the Main Menu. The Setups screen opens.
  2. Select the setup to edit.
  3. Right-click and select Edit. The Edit Setup screen opens.
  4. Update the desired information.
  5. Click OK.

Inactivate a Setup

If you no longer use a setup but want to keep record of it for reporting or other purposes, you can make it inactive. When you make a setup inactive, it is no longer available for selection for spaces.

  1. Click the Setup link from the Main Menu. The Setups screen opens.
  2. Select the setup to make inactive.
  3. Right-click and select Edit. The Edit Setup screen opens.
  4. Uncheck the Active check box.
  5. Click OK.

Delete a Setup

If you no longer use a setup and don't want to keep a record of it, you can delete it. If a setup is assigned to spaces, you receive a warning before the delete process begins. You cannot undo the delete process.

  1. Click the Setups link from the Main Menu. The Setups screen opens.
  2. Right-click on the setup to delete.
  3. Select Mark for Delete.
  4. Click the Save button.

Assign a Setup to a Space

Assigning setups to spaces is used with Availability Searching and for the space tool tips in the Booking Calendar. The Requested Setup drop-down on the Bookings tab for a space booking is not limited to only the setups available to the space. If you assign a setup to a space, an order is not automatically created for the items in the setup; you need to create your own order for that setup.

  1. Click the Spaces link from the Main Menu. The Spaces screen opens.
  2. Select the space for the setup.
  3. Right-click and select Edit. The Edit Space screen opens.
  4. Select the Setups tab.
  5. Click the Manage button. The Select Setups screen opens.
  6. Select the setup(s) for the space from the Available section of the screen. Use Ctrl+Click or Shift+Click to select multiple setups.
  7. Click the single right arrow button to move the selected setup(s) to the Selected section of the screen.
  8. Click Save.
  9. Show the Minimum Quantity and Maximum Quantity columns. See Column Settings for information on showing columns. are displayed. The Minimum Quantity and Maximum Quantity values default to the values assigned to the setup.
  10. If necessary, update the minimum capacity for the setup in the Minimum Quantity field and the maximum capacity for the setup in the Maximum Quantity field. 
  11. Click OK.

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Comments

9 comments

Date Votes
  • Permanently deleted user

    Hi - is there a way to restrict the Requested Setup against a booking to only show those Setups defined against the relevant space? 

    Scenario: I've got 5 setups in total, and against Space 1 I've selected 2 of those setups in the Space Master.  When I book an event for that Space and go to the Requested Setup dropdown it shows all 5 options - not just the 2 that are valid for that Space!

    Am I missing part of the puzzle or is this the way UB works?

    0 upvotes

  • Brad Hinton

    Hi Jerry,

    You are correct that when booking a space, you will see all of the setup options that have been configured in your system.  It will not restrict the available setups to only those assigned to the space in the Space Master.  

    The function of assigning setups to the space in the space master is for use with the Venue Availability (VA) iEBMS module, and the availability search feature within the booking calendar.  In both of those areas, searching for space by the requested setup with limit the results to only spaces that have the requested setup assigned in the space master.  

    0 upvotes

  • Lee Tickett (Tickett Enterprises Limited)

    When we book a space against an event and select a "requested setup" should an order automatically be created? I think we may be missing a step somewhere.

    We have configure the setup with detail items, attached it to price list/resources/space but when we use the setup on a booking line no service order is created.

    Thanks

    0 upvotes

  • Wendy Thompson

    Hi Lee,

    No, selecting a Requested Setup on the booking does not create an order in v20.

    Wendy

    0 upvotes

  • Lee Tickett (Tickett Enterprises Limited)

    So is there any real purpose in using it? It seems like half finished functionality? Is this on the cards?

    0 upvotes

  • Wendy Thompson

    It is primarily a reference that perhaps a Booking person can add, then the Event Coordinator would know what the customer requested and could add the actual setup to the appropriate function.  I believe in v19 there was a way to generate an order, but that was never implemented in v20.  It has been discussed, but I don't believe it is on the roadmap at this time.

    I would encourage you to add something to the Feature Requests area if this is something you would like to have.

    Wendy

    0 upvotes

  • Lee Tickett (Tickett Enterprises Limited)

    Will do- thanks Wendy

    1 upvotes

  • Joel Rogol

    Hi, 

    I am totally with Lee here.

    Before the user can select the requested setup, he has to hover the space in calendar to see which setups are possible. In another scenario where people add or edit the booking form the Edit Event window, they have no chance to know which room setup is available/possible. If the requested Room Setup field would be limited, it would be already a great help.

    I don't understand how something simple like this is not available? Can you tell me how the user can request the correct setup for the room without checking the space in calendar by hovering over the space?

    Thanks,

    Joel

    0 upvotes

  • Chelsea Dolman

    Hi Joel,

    Thanks for your post. You have a great point and this is something I think our Product team would be interested to hear about.

    If you have time to raise this as an enhancement request, it would be good if you can give us an example of how your Users ideally see this working. For example, would it be helpful for the list of Setups available in the the Requested Setups column to be restricted to those configured on the Space chosen? Would a hover functionality on the Space column be helpful? Or maybe a new column that pulls the list of Setups configured on the Space, once a space has been chosen?

    Understanding how you would like it to work helps a lot when Product are reviewing the enhancement requests.

    Many thanks,

    Chelsea

    0 upvotes

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