Database Setup - Settings

Settings define some of the basic configurations for your property. For example, which currency you use and if you measure meeting space in metres or feet. These settings apply to the calculations, filters, and data in all system dashboards and reports.

See Multi Property Mode to learn how this page functions when you have access to several venues Any business that sells function space. For example, hotel, conference centre or a sporting arena..

Using Settings

On the Database menu, click Database Setup. The Database Setup page displays.
Click the Settings tab.
Click Edit to update the information in the table.
Make the appropriate changes.
Click Save to keep your changes.

Data Details

Section	Item	Action
Room size unit of measurement	Room size unit of measurement	Select square metres or feet. SmartSpace uses your selection on the Function Rooms tab in Database Setup and to calculate the Revenue Per Square Area in Space Utilisation.
Attendee Groups	Show Attendee Groups (Small, Medium, and Large)	Select this checkbox if you want to forecast and view demand by size of the event, based on the number of attendees. This option is useful if your demand varies by size of event. For example, there are times when your demand for small events is high, while demand for large events is low. If you select this option, type the appropriate lowest number of attendees for Small, Medium, and Large events in the respective fields. For example, you type zero for small, 16 for medium, and 101 for large. These settings mean that you consider a small event to have 0-15 attendees, a medium event as 16-100 attendees, and a large event as 101+ attendees. Once you set up the attendee groups, you can create a different Demand Forecast for each attendee group. In SmartSpace modules that show data by attendees, you can filter by your defined attendee groups. Two examples are Daily Demand by Attendees and Enquiries by Attendees By Lead Time.
Minimum room hire for pricing table %	High, Medium, Low, and Distressed Demand	In Pricing Strategy for Meetings (daily package rates), SmartSpace uses this percentage to calculate the Minimum Room Hire The minimum room rental amount that you require when a client wants a “room only” booking. In other words, they want to book only the function room, but no catering. for a function room. To calculate Minimum Room Hire, the system applies the percentage to the required total revenue. Select a percentage value that converts your total required revenue for a function room into the required revenue for a room-only booking. The value depends on your pricing strategy and the profitability of your different revenue streams. Let’s use a simplified example. The required Minimum Revenue for a function room is 1,000. This total revenue is based on a 50:50 split between catering and room rental. Catering revenues have a profit percentage of 30%, Room Rental 90%. Therefore, your profit from 1,000 revenue is 150 (500 × 0.3) + 450 (500 × 0.9) = 600. If you sell the function room without catering revenues and require 1,000 room rental, your profit is 900 (1,000 × 0.9), so much higher. To achieve a profit like 600, it is enough to charge 700 in room rental: 700 × 0.9 = 630. Thus, in this case a Minimum Room Hire of 70% ensures that you make at least the same amount of profit. The default value is 75% for all Demand levels. Use 75% if you are unsure how to determine this setting. You can adjust this setting after you use SmartSpace and see the impact on your pricing strategy. You can also set lower percentages at lower demand levels if you are willing to accept less revenue than at higher levels.
User Defined Pricing Strategy tab	Meeting and Rental/Catering	Select one or both options to add custom tabs to your Pricing Strategy page. The tab reflects either the Meeting or Rental/Catering functionality, respectively. The name that you enter here displays as a new tab on the Pricing Strategy page, so that you can manage another Pricing Strategy category.
Other Settings	Currency	Select the currency type to use in all SmartSpace displays and reports. If you select None, no currency symbol is displayed.
	Default Revenue Threshold	Your selection defines which bookings display on the Critical Booking Report. The report shows bookings with Prospect and Tentative statuses that exceed this number. We recommend that you enter a number that will include only the top 10-15 bookings in the Critical Booking Report, so your team can focus attention on those key bookings. This setting allows the Critical Booking Report to only display your most valuable prospects.
	Default optimum attendee for occupancy % calculation	In Function Room configuration, you can define different Optimum Attendee Occupancy values for each event type (Meeting, Wedding, or Banqueting). Select the event type that you want SmartSpace to use when it calculates the optimum attendee occupancy and attendee density for the Performance reports. Select the type of event that is sold the most for your property. For many clients, that is the Meeting event type.
	Show Budget Forecast Report	Select this checkbox to enable the Budget Forecast report (under Trend Analysis, Business Pace). If enabled, and once you configured Budget and Forecast values, the report displays business on the books next to budget and forecast targets.
	Show Team Member Filter	This checkbox enables the Team Member filter that displays in Conversion Metrics by Arrival Date and Conversion Metrics by Create Date. This filter is disabled when its use is not permitted by local privacy laws.
	Show Booking Owner, Meeting Class, Lead Source on drill down	These columns display when this option is enabled: Booked By Meeting Class Lead Source This setting affects Trend Analysis and Performance reports.
	Include Enquiry Status	Some Sales and Catering systems The system that you use to manage the bookings for your function rooms. Also known as a diary management, or meetings and events reservation system. Examples include Delphi and Opera. have a booking status for requests that don't represent true demand The amount of business that wants to book your function rooms. It equals the number of enquiries for a time period and includes all statuses. You define four demand levels, from High to Distressed, in the Daily Demand pages. for your venue. For example, because the requirements are too vague or because it is only a brochure request. It is a status that is less likely to become Definite than Prospect. If such a status is imported into SmartSpace, it is called Enquiry. Select this checkbox to include Enquiry bookings in the Prospect status by default in all reports and dashboards. You can change the default and exclude Enquiry from Prospect by clicking the Status filter in any report.
	Exclude Internal Lost Reasons	Select this checkbox if you want to exclude bookings with a Lost Reason that contains the words Test, Error, or Duplicate from the system's calculations. We recommend that you select this option since it improves data quality and makes it easier for you to analyse the data. These lost reasons typically appear on reports as INTERNALLOSTREASON.
	Show Accommodation option on Revenue Stream Filter	Adds the Accommodation option on the Revenue Stream filter. The filter allows you to view total revenues for bookings, consisting of catering and hotel bedroom revenue streams. If enabled, this filter appears on the Critical Booking Report, Conversion Metrics, Business Pace reports (Year on Year Revenue and Business Pickup), and Space Utilisation.