Support Center

This guide will help you understand and effectively use the event scheduling module in the hotel software.
You will learn how to activate the module, configure event rooms and groups, add new events, and manage them, thereby maximizing the utilization of facilities and additional hotel revenue.

Activate the Events Module

1. Open a ticket in the PMS and request the activation of the Events Module.
   ❗Activating the module incurs an additional cost in PynBooking.
2. Once you receive confirmation of activation, add the necessary information in the PMS.
3. Go to Menu > Administration > Events.

Add an Event Group

1. Access the last icon in the left-side menu labeled Event Rooms.
2. Click the Add Group button:
   • Group Name: Enter the group name.
   • Working Days: Check the days when the room is available.
   • Template: Specify the start and end times for room availability.
3. Click Add.

Add Event Rooms

1. Click the Add Room button:
   • Room Name: Enter the name of the room.
   • Maximum Number of People: Specify the room's maximum capacity.
   • Belongs to a Group: Select the previously created group.
     📌 Note: You can add a group directly from this screen by clicking Add Group.
2. Click Add.

Add an Event

1. Navigate to Menu > Events. You will see the event booking grid broken down by days and hours.
2. Click Add Event:
   • Event Date: Specify the date of the event.
   • Event End Date: Available if Multiple Days is checked.
   • Start Time: Specify the event's start time.
   • Multiple Days: If checked, you will also need to specify the Event End Date for multi-day events.
   • End Time: Specify the event's end time when the room becomes available for another activity.
   • Event Type: Choose between Request, Confirmed, or Blocked, depending on the event status.
   • Event Name: Enter the event name.
   • Event Room: Select the room/location where the event will take place.
   • Event Source: Specify the source of the event.
   • Billing Details: Select the legal entity or individual, depending on the organizer.
   • Contact Details: (Beneficiary, Name, Phone, Email).
   • Event Details: (Type, Adults, Children, Room Setup Methods, Menu, Event Description).
3. Click Add.

View Events

1. Click the Calendar style button.
2. You will see a grid of spaces or products available for rent, broken down by days and hours.

The grid has a vertical axis for hours and a horizontal axis for days. Each cell represents a specific hour on a specific day, offering a complete view of availability and bookings for every hour and day.

Cells already booked are color-coded:

• Green Confirmed events.
• Yellow Events with a request status.

This grid is useful for organizing schedules or multi-day activities, ensuring no overlaps or conflicts. It can also be used to check the availability of a specific venue or service and make real-time bookings.

Event Listing

1. Click the Event Listing button in the left-hand menu.
2. You will see scheduled events in a list format.
3. Click Edit to modify an event.
4. In the left-hand panel, you can view the following categories:
   • Folio:View all added products and services.Add new ones using the Add Product button or manage them using the Edit, Delete, or Transfer buttons.
     Once the invoice is generated, it will appear here. You can also access the following options: View Invoice, View Annex, Send Email, Actions.
   • Messages:
     Create effective communication by viewing and adding new messages using the Add Message button.
     Once a message is registered, you can mark it as Read.
   • Details:
     Use the Print button to print displayed details.
   • Advance Payment:
     Click Add Advance Payment and complete the necessary details.
     Once the advance proforma is generated, it will appear here. You can also access the following options: View Proforma, Send Email, Actions.
5. In the right-hand panel, you can view all event details and: Modify or Delete the event.
6. Click History to view all actions related to the event.

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