How to Manage Event Facilities/Locations

To create an event in Jonas Activity Management (JAM)/Encore Event Management Module, a Facility must be set up to associate the event with. The facilities created will appear online in the Event Calendar as a location and used to create information only events directly from the website.

Activity Management/ Encore Facilities

The Facilities within Activity Management/Encore are created for the use of the reservation modules such as Court Booking, Dining Reservations and Lessons Management. For the purposes of Event Management, a Facility is used as the location the event will take place at. In order for a Facility to be available for an event, the Event Management options must be enabled and configured. Reminder Sales Items should be set up from Jonas Club Management/Encore prior to setting up a Facility, this will be used when that facility charge is billed. At least one Sales Item has to be created from JCM to setup the Facilities properly.

How to add a new Facility for Event Management video
Create/Manage Facility
This option will allow you to configure the following sub-menus for Event Management use:

1. Login to Jonas Activity Management/Encore
2. Select System Administration
3. Select Facilities
4.  Click New Button to create a new facility
   • From the available Facilities list, select the Facility to be configured
5. Below the table of facilities General Tab
   • Main Information sub tab should be selected by default
     • Description: name of the room/location
       • displayed for members to see on the website
       • 30 character max
     • Display Name: internal name optional
       • max 5 characters
       • Default Sales Area:
     • Default Sales Area: this has to be selected - otherwise the pricing tab will not be accessible under the Event Management Tab
     • Active: Check the box for the facility to be accessible
6. Go to the Event Management tab
   • General sub-tab
     • This Facility can be reserved for Events: check the box for Facility to be used in Event Management
     • Sales Area: 
       • specify a Sales Area or select -Use Default- 
       • The pricing for the facility cannot be set up without this defined
       • Select which Sales Area the usage of this Facility will apply to when it has been reserved for an event
     • Event Types Select Event Types this Facility can be reserved for. By checking the Eligible box for each applicable event type
   • Seating Styles sub-tab
     • add Seating Styles that apply to the facility
     • The system allows for a Maximum number of attendees to be specified, as well as setting the default requirement for seats to be assigned by using the Seating Assigned: field. Setup and Teardown times in minutes can be specified also.
     • Tasks icon can be used to enter tasks specific to the seating style/facility combination in a pop-up screen. Direction as to how long before or after the event (lead or lag) they are to be done can also be indicated on that event tasks screen.
   • Tasks sub-tab
     • Optional - indicate things that need to be done specific to the facility. The same directions as to when they are to be accomplished, as are seen in the Seating Styles sub-tab's Tasks icon, are present.
   • Pricing sub-tab defines the billing item to be used for the facility. The billing item comes from the POS Sales Categories identified as "F – Event Facility Category" in the Jonas integration.
7. Click on the Save button the menu bar above the Facilities list.