Learning Objectives

At the end of this lesson you will know… 

1. How to move an event from the function diary by opening and editing the event

2. How to move an event by clicking and dragging it on the function diary

3. When you can’t move an event 

Moving an Event 

There may be situations where an event needs to be moved to accommodate another event from either the same booking, or a different booking altogether.  Sometimes events may be moved to maximise function room occupancy and optimise revenue. 

Moving an event is easier and more visual, when you are looking at the function diary to see if there is space available for your new event. 

Couple of Methods to Move an Event

If the event is not locked (i.e. you are not to move it without approval from your leadership), you can move the event from the function diary in two ways: 

1. By editing the event by opening the event and editing it there, or 

2. By dragging and dropping it to the new space

To Move an Event by Editing it

To edit an event from the function diary, follow these steps: 

1. Go to the function diary and find the date and event you wish to move.

2. Click into the event to open the ‘Edit Event’ window.  Here, move your cursor to the ‘Meeting Room’ and click on the x on the right of the originally assigned function room. This blanks out the field and you can enter in the new function space here.  

3. If you need to change the times, you can also edit these in this same ‘Edit Event’ window.

4. When done, click on ‘Save’

To Move an Event by Dragging & Dropping

A more visual way of moving an event is by dragging and dropping it to where you want to move it to. To do this, again from the function diary, follow these steps: 

1. Go to the function diary and find the date and event you wish to move.

2. If you find an event that doesn’t have a lock icon on it, this means you can move it without needing approval.  

3. Click and drag it to a different function space. When you drag it you will see a little window follow your cursor as you drag it. The screenshot shows the window as I drag the event.

4. You will see a pop up window asking: ‘Do you want to update prices?’  If the function space you have selected has a default rental fee, that question is asking if that rental fee is to be added instead of the current price.

5. Once you have dragged the event, you don’t have to do anything else.  You have moved the event.  However, be very careful when you use this method because it is easy to drop an event into the wrong function space, and/or the wrong start/end times! 

Best Practices for Moving an Event from the Function Diary

• While you can drag & drop your event in the function diary as a very visual method, we recommend that you actually click into the event and edit the meeting room and times in the ‘Edit Event’ window. This is because the drag & drop could lead to inadvertent placement into the wrong function room, or to the wrong date/time.

• Remember that if an event has a lock icon, this means, you cannot move it without approval from your director. Regardless of which method you use, if you try to move, you will get a message saying that the meeting room cannot be changed. You’ll need to go to the owner of the booking with the lock or your director. 

Resources

1. How to lock your event so it can’t be moved - Knowledge Base article 

2. How to edit a booking - Knowledge Base article

3. How to check space in the function diary and block an event - Knowledge Base article
   

4. How to lock your event so it can't be moved - Knowledge Base article