EventKey Administration (Backend Setup)

EventKey Administration

Welcome to the EventKey Administration hub.

This page is your complete operational guide for configuring, fine-tuning, and maintaining the backend setup of EventKey (Sales & Catering). From mapping function spaces and defining seasonal price plans to configuring cancellation policies, package allowances, and user task workflows, this section provides step-by-step documentation to establish property standards and ensure smooth, automated sales operations.

👥 Who is this for?

This documentation is primarily designed for:

System Administrators & IT Teams: For managing application configurations, setting up custom fields, establishing staff permissions, and configuring automated task rules.
Sales & Revenue Directors: For defining market segments, setting up goal targets, configuring pricing plans, building Day Delegate Rates (DDR), and managing discount structures.
Catering & Banquet Directors: For uploading master menus, defining package classifications, organizing product inventories, and managing service charge fees.
Finance & Business Office Managers: For configuring deposit schedules, setting attrition/cancellation policy rules, establishing cut-off thresholds, and mapping policy text for client contracts.

📂 What you will find in this section:

To help you easily locate configuration controls and administrative defaults, we have organized our EventKey Admin guides into eight focused operational tracks:

⚙️ Advance Setup & Core Controls: General system configurations, custom fields, report layouts, automated task triggers, and cancellation reason codes.
🎯 Goals & Performance Metrics: Setting up property and team-level revenue targets, sales quotas, and space performance benchmarks.
💸 Discounts & Promotions: Configuring property-wide discount offers to adjust space, package, and catering rates while preserving billing records.
🪑 Event Setup & Classification Rules: Standardizing booking types, amenity attachments, market segment definitions, coordinator rules, and task categories.
🎁 Packages, Menus & Products: Building add-on packages, managing perishable/non-perishable product inventories, creating master menus, and setting up package categories.
🛡️ Policies & Financial Guarantees: Managing deposit schedules, attrition rules, cancellation terms, release cut-off policies, and contract policy text.
💲 Pricing, Price Plans & Service Charges: Setting up seasonal rate structures, Day Delegate Rates (DDR), function space pricing grids, and automated service charge percentages.
🚪 Spaces (Meeting Rooms): Administrative rules for function space capacities, room combinations, default setup styles, and venue dimensions.

📂 Knowledge Base Articles

⚙️ Advance Setup

Knowledge Base Link	KBA Description
Application Configuration	Learn how to manage Application Configuration settings in EventKey to customize space display order, time formats, default email addresses, and availability colors to match property standards.
Custom Fields	Learn how to create and manage custom fields in EventKey to capture property-specific data, internal reference numbers, and special client requests for accurate reporting.
Discount Offers	Learn how to configure and apply discount offers in EventKey to reduce charges on event spaces or packages and maintain accurate billing records.
Event Auto Actions	Learn how to set up Event Auto Actions in EventKey to automatically generate and assign tasks based on custom triggers, ensuring timely follow-ups and streamlined event workflows.
Event Cancellation Reasons	Learn how to use Event Cancellation Reasons in EventKey to track lost business, analyze cancellation trends, and refine pricing and capacity strategies.
Menus	Learn how to create, upload, and attach customized banquet menus in EventKey to streamline catering operations and share menu options directly with clients.
Reports Configuration	Learn how to manage Reports Configuration settings in EventKey to customize the display of policies, cutoff dates, and content layouts on Banquet Event Orders (BEOs).

🎯 Goals

Knowledge Base Link	KBA Description
Event Goals	Learn how to set up and track property and user-level Event Goals in EventKey to monitor space, package, and room revenue performance against target budgets.
Event Goal Types	Learn how to use Event Goal Types in EventKey to establish property-level and individual performance targets, track revenue progress, and align sales with business strategies.

💸 Discounts

Knowledge Base Link	KBA Description
Discount Offers	Learn how to configure and apply discount offers in EventKey to reduce charges on event spaces or packages and maintain accurate billing records.

🪑 Event Setup

Knowledge Base Link	KBA Description
Booking Types	Learn how to use booking types in EventKey to classify events, automate rules and pricing structures, and streamline operational workflows across different event categories.
Event Amenities	Learn how to configure Event Amenities and link them to Event Types to ensure standard setup items are automatically included with event bookings.
Event Classifications	Learn how to use Event Classifications in EventKey to group events by business segment, optimize resource allocation, and drive reporting and forecasting analytics.
Event Coordinator	Learn how to assign and manage Event Coordinators in EventKey to establish dedicated points of contact, streamline communication, and oversee event execution from planning through completion.
Event Profiles	Learn how to use Event Profiles in EventKey to define booking workflows, apply event restrictions, manage required coordinator assignments, and set available booking sources.
Event Sources	Learn how to configure and track Event Sources in EventKey to identify booking channels, evaluate marketing performance, and improve lead generation analytics.
Event Task Type	Learn how to use Event Task Types in EventKey to categorize tasks, track critical event deadlines, and standardize activity tracking across operational workflows.
Event Type	Learn how to configure and use Event Types in EventKey to categorize events, apply appropriate workflows, and drive Event Profile rules across sales and service teams.
Market Segments	Learn how to use Market Segments in EventKey to classify guest business, support accurate forecasting, and analyze revenue trends across market categories.
Event Cancellation Reasons	Learn how to use Event Cancellation Reasons in EventKey to track lost business, analyze cancellation trends, and refine pricing and capacity strategies.

🎁 Packages

Knowledge Base Link	KBA Description
Menus	Learn how to build, upload, and attach catering menus in EventKey to tailor food and beverage offerings and share them directly with clients.
Package Categories	Learn how to configure Package Categories in EventKey to organize event packages, simplify navigation during event record setup, and maintain consistent package grouping.
Package Classifications	Learn how to use Package Classifications in EventKey to group packages into high-level categories for rolled-up financial reporting, performance tracking, and trend analysis.
Package Setup	Learn how to configure Event Packages in EventKey to offer add-on services like AV or catering, set flat-rate or per-person pricing, and ensure accurate proposal and billing setup.
Products	Learn how to configure Products in EventKey—including perishable food items and non-perishable equipment—to build packages, customize menus, and ensure accurate item pricing and service delivery.

🛡️ Policies

Knowledge Base Link	KBA Description
Attrition Policy	Learn how to configure and apply Attrition Policies in hotel group block agreements to establish pickup thresholds, calculate unused room fees, and protect property revenue.
Cancellation Policy	Learn how to configure and apply Cancellation Policies in EventKey to define client financial obligations, protect venue revenue, and automate cancellation fee processing.
Cut Off Policies	Learn how to configure Cut-Off Policies in EventKey to automatically release unconfirmed event spaces, manage meeting inventory, and prevent revenue loss from unbooked holds.
Deposit Policies	Learn how to configure Deposit Policies in EventKey to set payment schedules, generate automated payment tasks, and track advance collections on the event folio.
Other Policy Text	Learn how to configure Other Policy Text in EventKey to customize guest-facing terms, standardize property branding, and display specific policies on BEOs and Quotation Letters.

💲 Pricing

Knowledge Base Link	KBA Description
Package Pricing	Learn how to configure Package Pricing and Price Plans in EventKey to set seasonal or tier-based rates, streamline pricing management, and maintain consistent client quoting.
Price Plans	Learn how to configure Price Plans in EventKey to apply flexible rate structures for packages and spaces based on seasonality, day of the week, and customer segment.
Price Plans Day Delegate Rates (DDR)	Learn how to configure Day Delegate Rates (DDR) in Price Plans to bundle meeting spaces, F&B, and A/V equipment into standard per-person daily meeting packages.
Service Charges	Learn how to configure Service Charges in EventKey to automatically apply percentage-based fees to food, beverages, and space rentals for administrative and operational coverage.
Space Pricing	Learn how to configure Space Pricing in EventKey by linking event spaces to Price Plans to set flexible rates based on seasonality, client type, and day of the week.

🚪 Spaces (Meeting Rooms)

Knowledge Base Link	KBA Description
Spaces (Meeting Rooms)	Learn how to configure Spaces (Meeting Rooms) in EventKey to manage capacities, setup styles, and space-type mappings to avoid booking conflicts and maximize room revenue.
Space Arrangements	Learn how to set up and assign Space Arrangements (Room Layouts) in EventKey to define table, seating, and equipment configurations for banquet and operational teams.
Space Types	Learn how to configure Space Types in EventKey to link individual meeting spaces to Event Types, streamlining availability and simplifying room selection workflows.