EventKey Operations Hub

Welcome to the EventKey Operations Hub.

This page is your complete operational guide for managing day-to-day sales pipeline activities, daily execution boards, live event workflows, and contract administration. From managing incoming inquiries and tracking contract signature statuses to executing bulk BEO printing, locking VIP room setups, and managing active event lifecycles, this section provides step-by-step documentation to keep sales, catering, and hotel operations fully aligned.

👥 Who is this for?

This documentation is primarily designed for:

Sales & Catering Managers: For capturing inquiries, converting leads into prospect events, managing proposal quotes, and tracking contract signature milestones.
Event Coordinators & Planners: For managing active event records, updating setup parameters, tracking contact roles (On-Site Contact vs. Booker), and handling BEO distribution.
Banquet & Operations Directors: For reviewing daily availability calendars, printing bulk BEOs, tracking product consumption, and managing "Do Not Move" space holds.
Front Office & Accounting Teams: For checking real-time sleeping room block availability, applying direct billing, processing folio charges, and finalizing closed event accounts.

📂 What you will find in this section:

To help you navigate active events and daily execution workflows, we have organized our EventKey Operations Hub guides into two key functional areas:

🎛️ EventKey Dashboard & Action Menu: Your central hub for daily operations—covering availability calendars, inquiry tracking, shift management, product stock monitoring, bulk BEO printing, and system-triggered cut-off reminders.
🖥️ Manage Events & Lifecycle Execution: End-to-end event management—including proposal building, electronic contract signing, BEO text customization, group block sync (v2), event reinstatements, audit log tracking, and event closure routines.

📂 Knowledge Base Articles

Knowledge Base Link	KBA Description
Action Menu Calendar	Learn how to use the Action Menu Calendar in EventKey to schedule internal appointments, manage reminders, and set up recurring meetings directly within the application.
Availabilities Screen	Learn how to use the Availabilities screen to view dynamic calendar schedules, check real-time space availability, and monitor Confirmed, Tentative, and Prospect event statuses.
Convert an Inquiry to a Prospect Event	Learn how to convert a won Inquiry into a Prospect Event in EventKey to advance leads through your sales funnel and initiate formal event planning.
Dashboard Navigation	Learn how to navigate the EventKey Dashboard to track event statuses, monitor estimated revenue, view real-time housekeeping and maintenance updates, and access core system actions.
Event Contract Status	Learn how to use the Event Contract Status screen in EventKey to track document signature statuses, identify outstanding agreements, and ensure timely event compliance.
Fast Posting	Learn how to use Fast Posting Charges in EventKey to apply standard or recurring fees across multiple events simultaneously, speeding up billing workflows and ensuring charge consistency.
Group Only Events	Learn how to book Group-Only Events in EventKey to reserve sleeping room blocks for groups without attaching meeting or event spaces, simplifying lodging-focused reservations and inventory management.
House Inventory	Learn how to use the House Inventory screen in EventKey to check real-time PMS sleeping room availability, prevent overbooking, and coordinate group block allocations with front office teams.
Inquiries	Learn how to use the Inquiries tool in EventKey to record new lead details, assign prospective business to team members, and track sales pipeline progression from initial request to booked event.
Managing Inquiries	Learn how to manage Inquiries in EventKey to track active leads, update event details, and guide potential business through each stage of the sales workflow.
Print Bulk BEO’s	Learn how to use the Print Bulk BEOs feature in EventKey to batch-generate Banquet Event Orders across multiple events, saving time during departmental distribution and document preparation.
Product Inventory	Learn how to use the Product Inventory dashboard in EventKey to track real-time stock levels, monitor sub-event consumption, and apply filters to prevent inventory shortages.
Shift Management	Learn how to use Shift Management in EventKey to start and end work shifts, log daily user activity, and support accurate operational reporting.
Tasks	Learn how to use Tasks in EventKey to manage manual follow-ups, set deadlines, and leverage system-triggered reminders for event cut-offs, account activity, and inquiry updates.
Task Management	Learn how to use Task Management in EventKey to track assigned follow-ups, configure system-triggered reminders, and stay on top of critical event deadlines.
Today’s Cut Offs	Learn how to use the Today’s Cut-Offs screen in EventKey to identify Prospect and Tentative events reaching their cutoff date and take immediate action to confirm, extend, or release bookings.

🖥️ Manage Events

Knowledge Base Link	KBA Description
Applying Direct Bill Payment	Learn how to apply Direct Bill (Bill to Company) payment in EventKey to invoice event charges to a corporate client account and process settlements based on established credit terms.
BEO Text	Learn how to use the BEO Text feature in EventKey to add customized client messages, thank-you notes, and critical reminders directly to Banquet Event Orders.
Billing Information	Learn how to use Billing Information in EventKey to post event charges, process payments, manage multiple folios, make audit-tracked adjustments, and generate final invoices.
Cancel an Event	Learn how to cancel an event in EventKey to formally close the booking, trigger automated system actions, and release all associated venue resources.
Closing the Event	Learn how to close and finalize an event in EventKey to complete billing, prevent further edits, and preserve accurate operational and financial records for reporting.
Comments	Learn how to use Event Comments and Replies in EventKey to post updates, attach files, and create threaded discussions on event records for transparent team collaboration.
Create Event Proposal Meeting Room Only	Learn how to create a Meeting Room Only Event Proposal in EventKey to reserve function spaces and define event requirements without attaching sleeping room blocks.
Create Event Proposal with a Group Block	Learn how to build event proposals that include sleeping room blocks to streamline group event sales from initial quote to client execution.
Create Group Block (V2 Groups) in EventKey	Learn how to create and configure Group Blocks (V2) in EventKey to manage room allocations, set rates, and automatically sync group inventory with HotelKey PMS without manual double-entry.
Do Not Move	Learn how to use the "Do Not Move" feature in EventKey to lock assigned meeting spaces, preventing unauthorized room reassignments for VIP bookings, specialized setups, or finalized event schedules.
Edit Event Record (Reservation)	Learn how to edit Event Records in EventKey to update dates, guest counts, room setups, and billing details, keeping all operational departments aligned on current booking information.
Event Audit Logs	Learn how to view and use Event Audit Logs in EventKey to track user modifications, review event history, and maintain operational accountability across all booking changes.
Event Life Cycle (Prospect, Tentative, Confirmed, Started and Ended)	Learn how to navigate and manage the Event Life Cycle in EventKey—from Prospect and Tentative to Confirmed, Started, and Ended—to keep sales, catering, and operational teams aligned at every stage.
Event Quotation Letter	Learn how to generate and issue an Event Quotation Letter in EventKey to present preliminary event details, estimated pricing, and deposit requirements to clients during early-stage sales.
Manage Group Blocks	Learn how to manage PMS Group Blocks in EventKey to adjust room allocations, update group rates, and track real-time pick-up directly within the Event Record.
Manage Started Events	Learn how to manage Started events in EventKey to track active bookings, understand automated status transitions, and oversee real-time charge postings to the Event Folio.
Managing Tasks From the Event Record	Learn how to manage tasks directly from the Event Record in EventKey to delegate responsibilities, set staff follow-ups, and track event-specific action items in one centralized place.
Menu	Learn how to use the Banquet Menu feature in EventKey to select pre-loaded menus or create customized menu offerings directly from the Event Record to send to clients for review.
Print Banquet Event Orders (BEO)	Learn how to generate and print Banquet Event Orders (BEOs) in EventKey to distribute essential event details, menus, setup styles, and timelines to operational teams.
Reinstate a Cancelled Event	Learn how to reinstate a cancelled event in EventKey to restore active status, reopen associated spaces and billing accounts, and preserve audit tracking history.
Sending and Signing BEOs & Contracts Electronically	Learn how to send and sign BEOs and Contracts electronically in EventKey to streamline document approval, eliminate manual printing, and store signed copies directly on the Event Record.
Tracking Contacts on an Event	Learn how to track contacts on an event in EventKey to assign distinct roles—such as Bookers, Onsite Contacts, and Contract Signers—ensuring targeted communication and smooth execution.