Setup
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      3. Setup

      Create/Edit your Function Spaces

      Learn how to edit your function space information and capacities in the iVvy system.

      The iVvy Venues Software will also allow you to add images of the meeting rooms, display multiple layouts for each room and enter parent rooms comprising multiple smaller rooms.

      The team at iVvy will initially set up all of your function spaces as part of your venue build. Please contact support@ivvy.com or sales@ivvy.com if you require additional spaces for your venue.

      To edit your function space:

      1. Navigate to: Setup > Function Spaces > Spaces
      2. Select the space and click 'Edit'
      3. Update the following:
        • Name- The name of the space will display on the diary as well as documents.  
        • Description- The description is essential if you are requiring the space to appear on the marketplace. 
        • Category- If applicable. Find out more about Creating Categories for your Function Spaces.
        • Image- An image is essential if you are requiring the space to appear on the marketplace.
        • Has layouts Yes/No- If you select yes will allow you to add Layouts to the function space. 
          Note: You can choose from the following; Theatre, Classroom, U-Shape, Cabaret, Boardroom, Banquet, Cocktail, Hollow Square and/or Exhibition.
        • Min Pax- Enter the minimum amount of people the function space can be booked for.
        • Max Pax- Enter the maximum amount of people the function space can be booked for.
        • Max # Bookings- Specify the maximum amount of bookings you allow to take place at one time in the one space.
          Note: This will usually be only one. Exceptions may include a Pre Function Area or Restaurant or any Common Area where you may have more than one group using the space at one time.
        • Area, Length, Width, Max Height, Min Height, Max Floor pressure-  All dimensional details for the function space are additional information for your Marketplace but are not compulsory to complete however does enhance your presence on the Marketplace.
        • Has Individual Spaces Yes/No- If you select yes: You will be required to nominate which spaces make up the parent/primary space.
          Note: If you have not yet created all the individual spaces that make the parent room, ensure you return to the parent room to tick the individual space after the set up of all rooms. This will ensure that the correct spaces are blocked when a booking is made.
        • Include In Report Dashboard Yes / No- for reporting purposes. Find out more about Dashboard Reporting.
        • Scann3D ID.
      4. Click 'Save'.

      Once saved the following tabs will be available to be filled in Images / Resources / Layouts / Floorplan.

      Create Function Spaces

      Add a layout to a Function Space

      1. Click 'Layouts' Tab.
      2. Select 'Add Layouts'.
      3. Complete  the following:
        • Layout- Select layout you wish to attach to the room.
          Note: You can choose from the following; Theatre, Classroom, U-Shape, Cabaret, Boardroom, Banquet, Cocktail, Hollow Square, and/or Exhibition.
        • Description- Enter a description of the layout if required.(used only for internal purposes)
        • Image- Upload an image if required (used only for internal purposes)
        • Minimum/Maximum Pax- Enter the Minimum and Maximum amount of people (pax) that the room can accommodate in this particular layout.
          Note: This will ensure you are not able to overbook the room.
        • Setup/Packdown Time- Enter Setup times and Pack Downtimes if required.
          Note: This can be done on a case by case basis when manually entering a booking instead
      4. Click 'Save'.

      Repeat the process until all the potential layouts of the room have been created.

      Capacities

      Create a Floorplan for a Function Space

      Floorplans help your clients visualize the layout of the area they are looking to hire.

      Find out more about Creating a Floorplan using the Floorplan Module.


      Please see a guide below on each of the buttons.

      • Edit- Allow to edit existing Function Space.
      • Delete- Allow to delete an existing Function Space.
      • Save Sort Order- On the left-hand side of each Function space is this will enable you to Click and Drag to sort to an order of your choice. The Save Sort Order button must be clicked after complete/ leaving the page. 
        Note: The order displayed on the page is the order the function diary will fall.