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Events

Nota

The Events editor is only available when Event-Based Accounting is enabled for the company by the system administrator.

Use the Events editor to create and manage user-defined calendar events that influence or affect sales and business operations at one or more sites. Examples of events include: Football Game, Banquet, Highway Construction.

Create Event

Xenial Cloud Portal Events

To create an event:

  • From the Events homepage, select Create Event.

    The following introduces the sections of the Events editor.

    Section

    Description

    General

    Define general settings about an event, including its name, price point, and sales start time.

    Availability

    Define availability settings for an event, including the applicable sites.

    Appearance

    Select images to display in the SuiteSpot Ordering app for this event.

General

To define general settings for an event:

  1. From the menu pane on the left, select General.

  2. From the General page of the event record, define the following:

    Setting

    Description

    Event Name

    Type the name of the event.

    This is the name that is displayed on the Suite Catering Admin Portal, which is used by venue staff.

    Event Display Name

    Type a name to identify the event in SuiteSpot, which is designed for end users.

    • If this field is left blank, the value from the Event Name field is displayed in SuiteSpot.

    • This field supports rich text formatting.

    • This field does not support multiple lines.

    • If text is pasted in this field, all formatting is removed, including line breaks. The text is dispayed on a single line.

    Description

    Type a description of the event.

    Event Type

    From the dropdown, select the event type.

    To create event types, see Event Types.

    Price Point

    From the dropdown, select the price point to associate with this event.

    To charge the base price for all products for this event, select Base Price.

    To use the price point associated with the selected event type, select Inherit From Event Type.

    Multi-site users: To the right of the field, select the globe icon to define values for each site.

    Define price points using the Price Pointseditor.

    ADO Price Point

    This field is only available when the company has an active subscription to Xenial Suite Catering.

    From the dropdown, select the Advanced Day Ordering (ADO) price point to associate with this event.

    To charge the base price for all products for this event, select Base Price.

    To use the price point associated with the selected event type, select Inherit From Event Type.

    To use the price point associated with the selected event, select Use Price Point on Event.

    Multi-site users: To the right of the field, select the globe icon to define values for each site.

    Status*

    From the dropdown, select the current status of the event: Pending, Open, or Closed.

    *When subscribed to Xenial Venues Inventory, status options are limited by the stand worksheet status.

    Event Date

    Select the calendar icon to select the date when the event is scheduled to occur.

    Sales Start Time

    Select the clock icon to select the time of day when sales will start being accepted for the event.

    Sales End Time

    Select the clock icon to select the time of day when sales will stop being accepted for the event.

    Event Start Time

    Select the clock icon to select the time of day when the event is scheduled to begin.

    Display in SuiteSpot

    This field is only available when the company has an active subscription to Xenial Suite Catering.

    Toggle Yes for access to the event from the SuiteSpot Ordering app

    Sync ADO Orders to POS ahead of Sales Start

    Toggle Yes to automatically sync the Advanced Day Ordering (ADO) orders to the POS at the scheduled Sales Start Time.

    Toggle No to NOT automatically sync ADO orders to the POS at the scheduled Sales Start Time.

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Advanced Day Ordering (ADO)

From the Advanced Day Ordering (ADO) section of the General page, define the following:

Setting

Description

Start Date

Type the date when ADO is available for the event in SuiteSpot -OR- select the calendar icon to select a date from a popup calendar.

Start Time

Type the time when ADO is available for the event in SuiteSpot -OR- select the clock icon to select the time from a popup clock.

Cutoff Date

Type the date when ADO is no longer available for the event -OR- select the calendar icon to select a date from a popup calendar.

Cutoff Time

Type the time when ADO is no longer available for the event -OR- select the clock icon to select a time from a popup clock.

Transition Cutoff Date

(Optional) Type the date to transition to the transition menu -OR- select the calendar icon to select a date from a popup calendar.

Transition Cutoff Time

(Optional) Type the time to transition to the transition menu -OR- select the clock icon to select a time from a popup clock.

Notes about ADO for Xenial Suite Catering and SuiteSpot:

Nota

  • When the Start Date and Start Time are not configured, ADO is immediately available for the event in SuiteSpot.

  • When the Cutoff Date and Cutoff Time are not configured, the event does not appear on the Suite Catering Admin Portal or in SuiteSpot.

Notes about ADO for Xenial Venues Inventory:

Nota

  • When marking an event as open, all open pre-event orders are canceled.

Event Day Ordering (EDO)

From the Event Day Ordering (EDO) section of the General page, define the following:

Setting

Description

Start Date

Type the date when EDO is available for the event in SuiteSpot -OR- select the calendar icon to select the date from a popup calendar.

Start Time

Type the time when EDO is available for the event in SuiteSpot -OR- select the clock icon to select the time from a popup clock.

End Date

Type the date when EDO is no longer available for the event -OR- select the calendar icon to select the date from a popup calendar.

End Time

Type the time when EDO is no longer available for the event -OR- select the clock icon to select the time from a popup clock.

Availability

Xenial Portal Events

To define availability settings for an event:

  1. From the menu pane on the left, select Availability.

  2. From the Condition dropdown, select the applicable availability option.

  3. The availability option selected in Paso 2 directly influences the procedural flow. If the Sites section is visible, continue to Paso 4. Otherwise, proceed to Appearance.

  4. From the upper-right of the Sites section, select Add Sites.

  5. From the Site Selector, select the sites.

  6. From the lower-right of the Site Selector, select Select Site(s).

  7. From the upper-right of the Availability area, select Save.

Availability Options

Xenial Portal Events

Event Availability Options:

Option

Description

All Sites

Default option. The event is available for all sites in the company. No further steps required.

Only the Following

The event is only available for selected sites.

Exclude the Following

The event is available for all sites excluding the selected sites.

Appearance

To select images to display in the SuiteSpot Ordering app for this event:

  1. From the menu pane on the left, select Appearance.

  2. From the Event Images section, select a SuiteSpot app display component.

  3. From the Event Images action bar, select Edit.

  4. In the Description field, type a name or description of the image.

  5. From the Image Source field, select the source of the image:

    Field

    Description

    Image Source

    Select the source of the image:

    In the Address field, type the URL for the image file.

    Upload Image

    Upload an image to the cloud.

    Select Choose File to locate and select the image file.

    The image is displayed in the Preview section. Select the image to zoom in.

    Nota

    All Image Sets with a Usage type of Product are listed in this section. To add an Image Set, use the Image Sets editor.

  6. From the lower-right of the Edit Event Image window, select Save.

Edit Event

Xenial Cloud Portal Events

To edit an event:

  1. From the list of events on the Events page, locate the event.

  2. From the right of the event, select the 3-dot menu.

  3. From the 3-dot menu, select the desired option. The available options are determined by the current status of the event.

    Option

    Description

    Edit

    Edit the settings of the event.

    Open Event

    Change the status of a Pending event to Open.

    Close Event

    Change the status of an Open event to Closed.

    View

    View the event details.

    Delete

    Delete the event.