Configure Categories

A category represents something that can be added to a booking. Examples include catering, audio visual equipment, furniture, security, notes, attendee names, and agendas.

When you configure a category, you must select one of the following category types:

  • Activities
  • Attendees
  • Catering
  • Notes
  • Resources with Service Orders
  • Resources without Service Orders

The category type determines how EMS manages the category when users add it to a booking.

Categories configured as Activities, Attendees, or Notesdo not require resources to be configured, but Catering, Resources with Service Orders, or Resources without Service Orders do.

Configure a category

  1. Select Configuration > Administration > Categories.

    The Categories window opens and displays the active categories configured in EMS.

  2. Optional: To display all categories regardless of status, select Inactive in Show.

  3. Select New.

    The Category window opens on the Category tab.

  4. Enter the category information.

  5. Select the Everyday User Applications tab and configure the settings that apply to EMS Web App, EMS for Outlook, and EMS Mobile App.

  6. If Available to All Buildings is not selected, open the Buildings tab.

  7. Select one or more buildings from the Available list and move them to the Selected list.

  8. Optional: Open the Calculations tab and assign calculations to the category.

  9. Optional: Open the Provider tab and enter provider information.

  10. Optional: Open the Terms and Conditions tab and enter the message users must acknowledge before requesting items from the category.

  11. If Use States is selected, open the States tab.

  12. Define one or more states for the category.

  13. Optional: Select a state and then select Set Color to assign a color.

  14. Select OK.

    You can now configure resources for the category.

Category fields

Field Description
Category Name or description of the category. Maximum length is 30 characters, including spaces.
Print Sequence Controls the order in which category information appears on confirmations and reports.
Category Type Determines how EMS manages the category and whether resources are required.
Default Service Default service assigned to resources in the category.
Default Time in Use Determines whether resources are reserved for event time or reserved time.
Default Quantity Default quantity value applied when resources are selected.
Currency Currency used for pricing resources in the category.
Available to All Buildings Makes the category available to every building.
Allow Resource Notes Edit Allows EMS Desktop Client users to edit resource notes.
Exclude from Services Indicator Excludes the category from service indicators displayed on bookings.
Use Production Items Enables production item functionality for the category.
Use States Enables workflow states for services in the category.
BEO Column Determines the column in which the category appears on Banquet Event Orders.
External Service Identifies services that are provided by an external vendor.
Attendees are Visitors Automatically marks attendees added through the category as visitors.

Category types

Category type Description
Activities Agenda-style entries that describe event activities.
Attendees Lists individuals attending an event.
Notes Stores informational text related to an event.
Resources without Service Orders Resources assigned for the entire event. Commonly used for equipment and furniture.
Resources with Service Orders Resources that require specific service delivery times.
Catering Food and beverage services with support for estimated, guaranteed, and actual counts.

Everyday User Applications settings

Setting Description
Display to Everyday Users Makes the category visible to EMS Web App and EMS for Outlook users.
Expand Groupings Automatically expands groupings when users browse category resources.
Use Specific Cutoff Time Restricts when users can add, edit, or cancel category items based on a specific cutoff time.
Cutoff Hours Restricts modifications based on a specified number of hours before the event.
Default Quantity Sets the default quantity value for users when selecting category items.
Available at Checkout Makes the category available during the initial reservation process.
Prompt for Billing Reference Prompts users to enter a billing reference when selecting resources.
Prompt for PO Number Prompts users to enter a purchase order number when selecting resources.
Allow Add On Weekend Allows users to add service orders to weekend bookings.
Sequence Controls the order in which categories display in EMS Web App and EMS for Outlook.
Minimum Amount Defines the minimum purchase amount required to submit a service order.
Inactive Marks the category as inactive.