Target Roles: System Administrators, Property Managers, Operations Leads
Last Updated:
Executive Overview
The Application Configuration module allows administrators to manage global system and display rules governing how EventKey functions across property operations. From defining space display hierarchies and edit permissions to controlling document generation, tax rollouts, and calendar availability color schemes, adjusting these settings ensures that the user interface (UI) aligns directly with property-specific operational standards.
Home > Event Administration > Advanced Setup > Application Configuration
Step
Action
Platform Guidance & Operational Details
Access Module
Navigate to Application Configuration under Advanced Setup.
Displays all global UI parameters, operational toggles, time formats, and color configurations.
Adjust Preferences
Select dropdown preferences, toggle feature switches ON/OFF, and set display parameters.
Refer to the detailed setting breakdown below for specific operational impacts.
Verify Email (If Applicable)
Enter default sender email under Email From and click Verify.
Validates sender authenticity for outgoing client BEOs and contracts.
Configure Palette
Click status color boxes under Availabilities Configuration to customize grid indicators.
Sets visual color coding for calendar views (e.g., Prospect, Tentative, Confirmed).
Save & Deploy
Click Save in the top-right header.
Displays a success notification banner and deploys updates system-wide.
📷 VISUAL CALLOUT:
Application Configuration Walkthrough
Detailed Configuration Field Breakdown
Display & Permission Preferences
Space Display Order Preference: Controls how meeting rooms appear across UI dropdowns. Choose Alphabetical or Display Order (uses the custom display value defined on each space).
Allowed Special Fields: Defines special integration parameters (set to AP Approver or WBS Element).
Event Editors: Multi-select dropdown designating which user roles (e.g., Catering Manager, Event Manager, Group Sales Representative) have permission to edit events created by other users.
Time Format: Select 12-hour clock or 24-hour clock to control time formatting on BEOs, schedules, and dashboard views.
Email From: Sets the default sender email address for outgoing system communications. Must click Verify to activate.
📝 Operational Note: This step must be completed for BEO’s and Contracts to be emailed for digital signature and storage.
Commission Agent Posting Charge Type: Selects the charge code used when posting travel agent commissions (e.g., Travel Agent Commission Breakout).
Operational & Workflow Controls
Deposit Policy Blocks Night Audit: Toggle ON to block Night Audit execution if an event has an unpaid deposit due.
Hide Type Signature: Toggle ON to disable typed (keyboard-entered) signatures on electronic BEOs and contracts.
Show Dashboard Revenue with Tax: Toggle ON to include taxes in dashboard revenue figures.
Use Copy Prefix: Toggle ON to automatically add the "Copy" prefix when duplicating events or packages.
Allow Event Downgrade: Toggle ON to allow Confirmed events to be downgraded back to Tentative status.
Allow Event Ending with Balance: Toggle ON to permit events to move to Ended status with an open balance. (Note: If disabled, Night Audit will block events remaining in Started status with a balance due).
Enable Tax Fee Rollout: Toggle ON to default rates and revenue in event creation flows to Taxes Included.
Allow Event Status Selection: Toggle ON to allow users to select Tentative or Confirmed status during event creation. If disabled, all new events default to Prospect status.
Enable Event / Close HA On Last Event Close: Governs automated house account (HA) behavior and closing sequences upon final sub-event completion.
Document & BEO Management
Custom Report BEO / Custom Report Proforma: Toggles custom reporting formats for generated Banquet Event Orders and Proforma invoices.
Allow Doc Generation On Prospect: Toggle ON to permit document and contract generation for events still in Prospect status.
Enable BEO Versions: Toggle ON to enable version control tracking across BEO revisions.
Availabilities Configuration (Calendar Color Schemes)
Customizes visual color indicators across calendar grids for each event stage (Inquiry, Prospect, Tentative, Confirmed, Started, Cancelled, Ended). Clicking any status tile opens the Configure Colors hex-code picker.
Related Setup Steps
📌 Space Display Hierarchy Tip: If setting Space Display Order Preference to Display Order, ensure a numeric position is assigned to every meeting room under Spaces > Spaces > Basic Data > Display Order. Lower numbers display first on operational dashboards.
