The Function Calendar provides a calendar view of the functions occurring in a specific space across events. The Function Calendar allows you to filter for specific departments, usages, statuses and function levels.
To access the Function Calendar, click the Function Calendar link from the Main Menu. The Function Calendar opens with spaces listed on the left and the dates/times at the top of the screen. The following tabs are available: Home, Tools and Settings.
Home Tab
Use the Home tab to configure your Function Calendar display.
- Date - Current date for the view. The entered date is the first day on the calendar.
- Single Arrows - Moves the date back or ahead one day.
- Double Arrows - Moves the date back or ahead based on the Display option selected (see below).
- Triple Arrows - Moves the date back or ahead one month.
- Display - Controls the number of days displayed on the calendar. View a 1, 3, 7, 14, or 28 day calendar or a Monthly or Quarterly calendar.
- Select Spaces – Opens the Select Spaces screen to select which spaces to view on the calendar. See Manage Spaces on Calendars for more information.
- Filters – Opens the Filters screen to filter the functions that display on the calendar.
Tools Tab
Use the Tools tab to export the Function Calendar to:
- PDF - Opens the Export To PDF screen where you can enter the Heading and Subheading for the export file and the orientation for the export (Portrait or Landscape). Exports to a PDF file.
- Excel - Opens the Export to Excel screen where you can enter the File Name, Heading and Subheading for the export file. You can also select your desired formatting for the information in the export. Exports to a .xlsx file.
- Email - Opens the Send Email screen with a PDF of the Function Calendar as an attachment.
Settings Tab
Use the Settings tab to configure how information displays on the Function Calendar.
- Display Notices - Toggle the button to the right to show notices or toggle it to the left to hide notices.
- Select Notices - Opens the Select Notices screen to select the notices to display on the calendar. Use Ctrl+Click or Shift+Click to select multiple notices. Click the single right arrow button to move the selected notice(s) to the Selected section of the screen. Use the up and down arrows to the right of the Selected section of the screen to change the order of the notices.
- Configuration - Opens the Calendar Configuration screen where you can configure:
- Positioning On - Default date when the calendar is first opened.
- Display Spaces Using - Determines which space descriptions are used for the space names.
- Show Tool Tips - Determines which tool tips are available on the calendar.
- Auto Refresh - If checked, updates to the calendar appear automatically.
- Intervals Section - Time columns to use on the calendar for each day for each available display option.
- Spans Section - Displays the calendar in a stacked mode. For example, if using the 7 Day calendar view and the calendar is configured for 2 spans for the 7 Day view, one 7 Day view displays with the next 7 days underneath it. Enter the number of spans to use for each display option.
- Customize Lines - Opens the Customize Lines to configure the information that displays for a function on the calendar. You can customize up to 4 lines of information. If no fields or text are selected for a line, the line does not display on the calendar.
- Select the information to display for the line from the Fields & Text drop-down.
- Click the green plus sign to add an additional field or to add static text.
- Click the X to the right of the field to remove the field from the line.
- Select the function color to use (Function Usage or Function Status) from the Function Colors drop-down.
- Select the Font type and size from the Font drop-down.
- Select to align the text left, middle or right from the Alignment section.
- Change the order of the display lines by clicking the squares on the left of the screen and dragging and dropping to the desired order.
- View a preview of the display at the bottom of the screen.
- Function Sort Order - Opens the Function Sort Order screen where you can set the order the functions display if there are multiple functions in one space on the same day.
- Calendar Templates - Opens the Calendar Templates screen where you can create new calendar intervals.
Adjust Column Widths
You can adjust the width of the space column by hovering to the left of the dividing line between the space listing and the calendar dates until the double headed arrow displays. Drag the column to the left or right for the desired width.
To adjust the interval widths, hover on the line dividing the interval to adjust until the double headed arrow displays. Drag the arrow to the desired width.
Edit a Function or Event
To edit a function or event from the Function Calendar:
- Click the Function Calendar link from the Main Menu. The Function Calendar screen opens.
- Right-click on the function to edit.
- Select Edit to open the Edit Function screen or select Edit Event to open the Edit Event screen.
Missing Functions on the Function Calendar
For a function to display on the Function Calendar, the function must have a space assigned in the Space drop-down on the Edit Function screen.
If the function has a space assigned and is still not showing, check the following:
- Verify the view you are using includes the assigned space and the correct date.
- Review your filters to make sure you don't have a filter set that would prevent the function from displaying.
- Check the time intervals and function dates and times to make sure the function dates and times are within the displayed interval(s).
- If there are multiple functions in the space for the date range you are viewing, click the plus (+) sign next to the space name to expand the row to show all functions.
- Check any access management, access privileges or restrictions that might prevent you from seeing the function.
Comments
8 comments
Is it possible to bold or italicize the font of particular lines on the function calendar in v20? Or is that feature only available in v19?
0 upvotes
Hi Alex-
There is some configuration you can do in the Function Calendar, however bolding and italicizing currently cant be added to how the functions appear. Font and font size are able to be modified. You also have the ability to change the Spaces to be "bolded" or a different color.
Greg
0 upvotes
Thanks, Greg.
0 upvotes
How can I influence the sort order of functions displayed on the function calendar? For example, I'd like to "Crew Call" usage to appear at the top of the space and all other functions appearing below it.
0 upvotes
Hi Tony,
There currently are no sort options on the Function Calendar. This would be an enhancement request. The default sort is by date and time.
You could set up a view to show only functions with the Usage of "Crew Call" but you would not then see the other functions, so that might not be what you are looking for.
Wendy
0 upvotes
We jumped from v19 to v30...anyway in 19, if I was on an event, I was able to click the function calendar and it would open specific to the event I was in. I do not see that option in v30 or am I missing it?
The only way I can get an event specific function calendar is to go to the function calendar from the GNB, enter the event's move in date and use the filters to put the event ID in. Is this the only way?
0 upvotes
Hi Joey,
You can still go from the Event to the Function Calendar, which will open to the date range of the Event, but not filter to the specific Event.
To go from the Event, click the View menu > Event Planning > Function Calendar. The Calendar will open to whatever your last view was or the default view, depending on your configuration, set to the In Date (or month) of the Event. Note that this only works if you don't already have the Function Calendar open to a different date, and may or may not include the Space for the Event. You can then use the Filters to select the specific Event.
You can also do this from the Booking Calendar and the Booking Agenda.
Your request would be great to add to Venue Product Ideas.
Regards,
Wendy
0 upvotes
Thank you Wendy, I have submitted it under Venue Product Ideas.
0 upvotes
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