Skip to content
Contact us
  • There are no suggestions because the search field is empty.

Calendar - Function diary

With Function diary, you can manage your meeting room bookings, RFPs, and time blocks from an adjustable calendar view.

You can find your function diary from the main menu under Calendar section. You get two options

  • Function diary – view and manage your bookings for meeting rooms
  • Event diary – view and manage your bookings with accommodation and multi-day bookings. You can read more about Event diary from here.

Function diary KB-article

Click the above virtual tour to see how the function diary works in MeetingPackage. 

💡 If you want to see basic details of the booking, just hover your mouse over the colored block in the calendar and click to view the basic details shown in a pop-up modal. You can then further drill-down to specifics of the booking.

Here’s the full knowledge base article on how to use the MeetingPackage Function Diary, designed to help your venue team manage Meetings & Events (M&E) bookings efficiently.

How to Use the Function Diary in MeetingPackage

What Is the Function Diary?

The Function Diary is an internal calendar tool that provides a real-time overview of your venue’s meeting and event spaces. It allows your team to manage availability, create bookings, RFPs, booking requests and coordinate schedules (i.e. block times from the diary)—all in one centralized view. This tool is exclusively for venues's employee use and is not visible to clients.

Accessing the Function Diary

  1. Log in to your MeetingPackage admin dashboard.

  2. Navigate to the Function Diary from the main menu under the calendar section.

The diary displays a timeline view of your event spaces, allowing you to manage bookings at a glance.

Navigating the Interface

  • Venue selection: Select one or multiple venies to be viewed in the same diary.

  • Timeline View: Choose between 1-day, 3-day, weekly, 14-day or monthly overviews to suit your planning needs.

  • Filters: Sort rooms by type, capacity, or availability to streamline your search.

  • Color Coding: Easily identify booking statuses with distinct colors (e.g., confirmed, tentative, blocked).

  • Options: Refresh the calendar, sync with your external ICS format calendar (such as Google or Outlook calendar), Print order report, change default calendar view. 

This intuitive interface helps your team make informed decisions quickly.

💡 TIP: Your organisation admin can select the default view for the whole organisation for both calendars, Function diary and Event diary.

When using the Print orders feature you can select the timeline and whether you want all bookings or only confirmed bookings. 

calendar order report

By clicking the Download XML -button you download excel sheet with the following data:

  • Order ID, Customers account name, customer first name, customer last name, Venue name, Venue address, Country, Status of the booking, Room, Layout, Create date, Event start and End dates, Delegates/Attendees, Total amount, Currency, and Source of the booking

Creating and Managing Bookings

To create a new booking:

  1. Click on the "New booking or time block" -button in the Function Diary.

  2. Fill in the booking details, including:

    • Block type: Meeting room booking, Package booking or Time block
    • Customer type: Corporate or individual

    • Account and contact name (or agency name and contact)

    • Venue

    • Start and end times and dates

    • Room selection (and package selection if applicable)

    • Room layot

    • Booking status (defined by your organisation admin)

    • Count of delegates/attendees

  3. Save the booking to update the calendar.

To modify a booking, simply click the colored booking block and Manage booking button on the pop-up window.

📝 NOTE: Depending on the customer type selection, the fields to be filled in adjust automatically. 

Real-Time  or request-based syncing

All changes made in the Function Diary are instantly synchronized across your MeetingPackage system. This ensures that your team always has access to the most up-to-date information, reducing the risk of double bookings or scheduling conflicts. 

You can sync manually at any given time to update your integrated ICS calendar immediately. Click the options dropdown field and select Google calendar Sync. The same sync works with other universal ICS (.ics) file format calendars.

Google calendar sync

 

Integration with Other Tools

The Function Diary seamlessly integrates with other MeetingPackage features:

  • Global Lead Passing (GLP): Manually assign leads to the most suitable property, ensuring personalized service.

  • eProposal: Generate professional proposals directly from the diary, streamlining the sales process.

  • Your external ICS calendar such as Google or Outlook. Read more about ICS calendar settings.

These integrations enhance efficiency and provide a cohesive workflow from lead generation to booking confirmation.

📝 NOTE: Contact your customer success manager to see available integrations with various backend systems such as PMS and Sales & Catering software.

Best Practices

  • Regularly update the Function Diary to reflect real-time availability.

  • Utilize filters to manage high-demand days effectively.

  • Leverage the drag-and-drop feature for quick adjustments.

  • Collaborate with your team using shared visibility and color-coded status indicators. Read more about booking status settings from here.

By following these practices, your venue can optimize the booking process, improve team coordination, and enhance client satisfaction.

For further assistance or to explore more features, please contact your customer success manager or visit our Knowledge Base.