Event Profiles

Navigate to Home > Event Administration > Event Setup > Event Profiles

Accessing and Creating Event Profiles

The Event Profiles screen displays a list of all existing event profiles available for use with an event.

To create a new event profile:

1. Navigate to the Event Profiles screen.

2. Click the blue Add New button in the top-right corner to begin creating a new event profile.

Adding a New Event Profile

When you click Add New Event Profile, the Add Event Profile screen will appear. You will begin on Step 1: Basic Data.

Step 1: Basic Data

1. Select App ID

   • Choose: HK_EVENT_MANAGEMENT

   • Note: This will always be the App ID used for event profiles.

2. Select Event Type

   • Choose the Event Type for which you're creating the Event Profile.

   • ⚠️ Important: The Event Type must be created in advance. You cannot reuse an Event Type that is already assigned to another Event Profile.

3. Folio Type

   • Select: General

   • Note: This should always be set to "General" unless instructed otherwise.

Once all fields are completed, click the blue "Next" button to proceed to Step 2: Restrictions.

Step 2: Restrictions

In this step, you will define the rules and behaviors that apply to the Event Profile. Use the toggles to turn each option ON or OFF, depending on the needs of the profile.

Below is a description of each setting:

🔘 Allow Company History

Enable this option to allow access to the company's booking history within the event.

🔘 Enable Multiple Sub Events

This option allows the creation of multiple sub-events (or spaces) under a single main event.

Example:
Main Event: HotelKey Technology Conference

• Sub Event 1: PMS Demo – Space A

• Sub Event 2: EventKey Demo – Space B

• Sub Event 3: RetailKey Demo – Space C

🔘 Allow Custom Pricing

Enable this to allow users to define custom pricing for the event during the booking process.

🔘 Require Deposit Policy

When enabled, users will be required to select a deposit policy when creating the event booking.

🔘 Require Cancellation Policy

This requires users to select a cancellation policy during event creation.

🔘 Require Cut-Off Date

Enables a field that requires users to set a cut-off date for the event (e.g., reservation or booking deadline).

🔘 Enable Card Capture

Allows a credit card to be added as the payment source for the event booking.

🔘 Enable Digital Signing for BEO

Activates the ability to digitally sign the Banquet Event Order (BEO) through the contract signing flow.

🔘 Show Groups on BEO

When enabled, group block information will be displayed on the printed or emailed BEO.

Once all applicable settings are configured, click the blue "Next" button to proceed to Step 3: Steps Configuration.

Step 3: Steps Configuration

In this step, you'll define the screens that appear during the Event Creation Flow. The order and selection of screens are critical, as they determine the workflow when users create an event.

⚠️ Important Note:

The screens must be added in a specific order, and the configuration differs depending on whether the event includes a Group Block.

There are two types of configurations:

1. Events with Group Blocks

2. Events without Group Blocks

📘 Events With Group Blocks

To begin:

1. Click the "+" (plus) icon next to the Steps dropdown to add a screen.

2. Repeat this process 16 times, once for each screen listed below.

3. If a screen is added out of order, you can drag and drop to rearrange them into the correct sequence.

Required Screen Order (with Group Blocks):

1.  BASIC_DATA  
2.  CONTRACT_INFORMATION  
3.  SUB_EVENT_SETUP  
4.  PACKAGE_SELECTION  
5.  GUARANTEE_INFO  
6.  GROUP_BLOCK  
7.  GB_CREATE  
8.  GB_SET_RATES  
9.  GB_REVIEW_ALLOTMENTS  
10. GB_PRICING  
11. GB_CUT_OFF_DATE  
12. GB_BILLING_CONFIGURATION  
13. GB_GUARANTEE_TYPES  
14. GB_CONTACT_INFORMATION  
15. GB_FINISH  
16. CONFIRM

📘 Events Without Group Blocks

Follow the same process to add the following screens in order:

Required Screen Order (without Group Blocks):

1.  BASIC_DATA  
2.  CONTRACT_INFORMATION  
3.  SUB_EVENT_SETUP  
4.  PACKAGE_SELECTION  
5.  GUARANTEE_INFO  
6.  CONFIRM

Once all applicable screens are added in the correct order, click the blue "Next" button to proceed to Step 4: Event Coordinators.

Step 4: Event Coordinators

In this step, you will define which coordinators can be assigned to events using this Event Profile and whether their selection is optional or required during the event creation process.

🔹 Adding Coordinators

1. Click the blue “+” button to add a new coordinator.

2. In the Role dropdown, select the appropriate coordinator role. Available role options include:

   • Catering Manager

   • Conference Coordinator

   • Event Manager

   • Group Sales Administrator

   • Group Sales Representative

   • Other

3. In the Coordinator Name dropdown, select one or more coordinators who should be available for this role within the Event Profile.

4. In the Required toggle:

   • Switch to ON if selecting a coordinator for this role should be mandatory during event creation.

   • Leave it OFF if the coordinator selection is optional.

5. Repeat this process for each additional role you need to add to the Event Profile.

Once all applicable coordinators have been added and configured, click the blue “Next” button to proceed to Step 5: Instructions Configuration.

Step 5: Instructions Configuration

In this step, you will define any special instructions that should be captured during the event booking process. These instructions may be directed to specific departments such as:

• Kitchen

• Housekeeping

• Maintenance

• Other (any additional instructions not covered above)

🔹 Making Instructions Mandatory

For each instruction type, use the Required toggle to indicate whether users must enter information before completing the event booking:

• Toggle ON to make the instruction mandatory

• Toggle OFF if the instruction is optional

Once all instruction fields have been configured as needed, click the blue “Next” button to proceed to Step 6: Event Sources.

Step 6: Event Sources

In the final step, you will attach the event sources that should be available for selection when using this Event Profile during the event booking process.

🔹 Selecting Event Sources

1. Review the list of available sources.

2. Use the checkboxes to select the sources that should be linked to this Event Profile.

✅ These sources will appear as selectable options when users create an event using this profile.

Once all applicable sources have been selected, click the blue “Save” button to complete and create the Event Profile.

Confirmation

After clicking Save, you will be returned to the Event Profiles listing screen.

• Your newly created Event Profile will now appear in the list.

• When this Event Profile is associated with a booking type, it will be applied automatically during the event creation process.

⚠️ Important Notes

• Event Profiles cannot be deleted or deactivated once created.
  ➤ Be sure to review and plan carefully before adding new profiles.

• You can edit existing Event Profiles if changes are needed.
  ➤ Simply click on the profile in the list to open and update its settings.