How to
Find a function: the board, the list and the calendar
Use the function board, the searchable list and the month and week calendar to see every function, what needs attention, and which rooms are taken when.
Who this is for: Anyone with “See functions and enquiries” (by default: Administrator, Bar Manager, Functions, Reporting, Treasurer).
Functions has three ways to see every function: the board, by stage; the list, to search; and the calendar, by date and room. Pressing a function in any of them opens it.
Before you start
You need to be able to see functions. The Functions role, the Administrator and the Bar Manager can by default. Seeing a function shows the hirer's name and contact details.
The board
Open . Each stage is a column: New, Quoted, Accepted, Confirmed and Completed, with how many functions are in it and their value. Each card shows the function's name, the hirer (and company), the date, the room, the guests, and the quote's value or Not quoted.
Below a card, a flag shows the one thing to look at, if there is one. The flags, most pressing first:
| Flag | What it means |
|---|---|
| Clash | A room it needs is booked for another function. |
| Hold lapses in 3 days, Hold has lapsed | The quote's hold on the rooms is running out. |
| Deposit due in 2 days, Deposit overdue | It was accepted, and the deposit is not paid. |
| Overlaps a hold, Date is held | Another function holds the same room at that time. |
| Close out | Its day has passed and it is still confirmed. |
| Guest numbers due by …, Guest numbers not confirmed | The final numbers cut-off is near, or has passed. |
| Balance overdue | An invoice is past its due date. |
| Staff not yet rostered, 1 staff place not filled | In the week before, its slot on the roster has open places. |
| No reply yet | A new enquiry two days or more old. |
Completed shows the last six weeks. Lost and cancelled functions are in the list. On a phone, choose the stage to show from the list above the board.
The list
Press List. Every function is a row: Date, Function (with its occasion and times), Hirer, Room, Guests, Value, Status (and the reason, for a lost one) and its flag. Narrow it with Search name or hirer, Any status, Any room and Any month.
The calendar
Open .
- Month shows each day with its functions and their start times. Beside it, the month's functions are listed by day.
- Week shows a row for each room, and the courts closed, with a bar under each function showing where it sits in the day, from 6am on the left to midnight on the right. The lighter ends are set-up and pack-down. A function in a room made of others, such as a whole clubhouse, shows on each room it takes.
Move with ‹, Today and ›. Choose Every room or one room, and Open and completed or one status. By status and By room choose what the colours mean. A hatched block is a tentative hold, and a dashed one an enquiry holding nothing.
Pressing an empty day opens New enquiry for that day, for someone who can run functions.
Also on the board
- The public page opens the venue page visitors see. See The public venue page and enquiry form.
- Foyer screen opens the page for a TV in the foyer. See Welcome a function on the club's TVs.
- New enquiry, for someone who can run functions. See From an enquiry to a quote.
Inside a function, the trail at the top reads Functions, its stage, then its name. Press Escape to go back to the board.
Last checked in release 2026.10.23, on 23 October 2026.