# The function sheet

> The run sheet for a function's day, for a phone or printed on A4: times, rooms, numbers, the plan, staff, catering, the bar and the contact on the night.

Who this is for: Anyone with “See functions and enquiries” or “Run functions” or “Own shifts, availability and hours” (by default: Administrator, Bar Manager, Bar Staff, Functions, Reporting, Treasurer).
Last checked in release 2026.10.23, on 23 October 2026.
Source: https://sportsclubos.net/help/functions/function-sheet/

The function sheet is one page that tells the bar, the floor staff and the caterer what is happening on the day. It is laid out for a phone held in one hand, and prints cleanly on A4. It shows no prices, apart from a bar tab's limit.

## What it shows

- The occasion and name, its version and the day it was issued.
- The **Date**, when guests are in, the **Room** and the **Final numbers** (or the expected number).
- **Timeline:** access for set-up, guests arriving, food, speeches, the bar closing, the finish and pack-down. It starts from the function's times and the rooms' set-up and pack-down times, and the office can change it.
- **Room layout**, and **Staff on**: each person rostered, with their position and times, and whether staffing is complete, for example **Staffing not complete: 1 of 2 places on the roster filled.**
- **Numbers and dietary**, **Catering** (who arranges it, what was ordered and the club's caterer), **Bar** (club bar, a bar tab with its limit, or no alcohol, what drinks were ordered, and whether the host is a member), **Equipment**, and **Contact on the night**.
- **Special notes**.

![The function sheet for the Hartwell & Co client dinner, version 3, saying CHANGED marks what is different from version 2. It gives the date, guests in from 6.30pm to 10.30pm, the Sharman Room, 62 guests, a timeline from access at 5.30pm to pack-down by 11.30pm, the room layout, the staff on with their positions and times, the numbers and dietary needs marked Changed, the catering, the bar, the equipment and the contact on the night. A Print button is at the top.](https://sportsclubos.net/help/img/functions-sheet-1600.webp)
*Made for a phone and for printing on A4. Changes since the last version are marked. Shown in release 2026.10.29 · Function sheet · as a Functions.*

## Versions

The sheet is a **Draft until the function is confirmed**. Confirming issues version 1. After that, each change that reaches the sheet (numbers, times, the plan, staff, what is ordered) makes a new version, one a day at most, and **Changed** marks what is different from the version before. So a sheet printed earlier can be checked against the latest.

## Change the sheet

On the function's **Sheet** tab, press **Change the sheet**. Change the **Timeline** lines (time, what happens and a note; **Add a line**, or **✕** to remove one), the **Room layout**, the **Contact on the night** ("A name and a mobile, if not the hirer") and the **Special notes**. Press **Save the sheet**. A message says **Sheet saved**.

Numbers, dietary needs, catering, the bar, equipment and staff come onto the sheet from the rest of the function, so change them there.

## Open and print it

- From a function: press **Function sheet**, or **Open the function sheet** on its Sheet tab. It opens in a new tab.
- Press **Print** on the sheet to print it or save it as a PDF.

## Who can open it

Anyone who can see functions can open any function's sheet; the Bar Manager can by default. A staff member with a published shift on a function can open that function's sheet from their **My shifts** page, and that is the only part of Functions they see. See [See and answer your shifts](https://sportsclubos.net/help/me/answer-a-shift/index.md).