Manage Started Events

Navigate to Home > Event Management

To begin, navigate to the Dashboard and use the Search box to locate the event.

Enter the full or partial Event Name into the search field. The system will display a list of matching events, or, if there is an exact match, it will appear directly.

Once you’ve identified the correct event, simply click on the event name to open it.

When viewing an event that is currently in Started status, you will notice that the space and package charges associated with the event have already been automatically posted for today's date.

🔄 How Automatic Posting Works:

• If an event is in Confirmed status, the system will automatically update the event to Started status on the first day of the event.

• At that time, all first-day charges (including space rental and package fees) will be automatically posted to the Event Folio.

• ✅ No manual action is required to post these charges — the system handles this transition and posting process.

📅 For Multi-Day Events:

• For events spanning multiple days, charges are posted daily as the event progresses.

• Each night during the Night Audit process, EventKey will automatically:

  • Advance to the next business day

  • Post the corresponding day's space and package charges to the Event Folio

Tip: Ensure that all event details, including pricing and packages, are finalized before the event begins to avoid billing discrepancies or manual posting.

🧾 Manually Posting Charges to an Event

While charges are typically posted automatically, there may be situations where you need to manually post charges to an event. This can be done quickly through the Billing Information screen.

Follow the steps below to add a charge manually:

🔹 Step 1: Access the Add Charge Function

1. Open the event's Billing Information screen.

2. Click the blue “Add Charge” button.

🔹 Step 2: Select a Charge Type

1. The Add a Charge screen will appear.

2. In the search box, begin typing the name of the charge type you wish to post — or scroll through the list to locate it.

3. Click to select the appropriate charge type.

Note: Some charge types may automatically populate with a fixed amount that cannot be edited.

4. Confirm or enter the Amount.

5. Click the blue “Next” button to proceed.

🔹 Step 3: Set the Charge Frequency

• By default, the Charge Frequency is set to One Time.

• To post the charge on multiple days, select Recurring.

  • Enter the Start Date and End Date to define the charge period.

🔹 Step 4: Enter Quantity

• Enter the Quantity for the charge.

• 📌 Example: If you're manually posting a plated dinner, enter the number of dinners served.

🔹 Step 5: Add the Charge

• Click the blue “Add Charge” button to finalize and post the charge.

🔹 Step 6: Review the Charge

You will be returned to the Billing Information – Folio screen, where the newly added charge will now be visible.

✅ Tip: Double-check the posted charges for accuracy, especially when entering manual amounts or quantities.