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Function Tracker integration

Function Tracker connects to Now Book It so that functions and events created in Function Tracker automatically appear in your Now Book It (NBI) diary. This guide explains how to set up the integration and how functions behave once they're syncing.

What the integration does

  • Functions created in Function Tracker are automatically pushed into your Now Book It diary.
  • Function Tracker is the source of truth. All edits must be made in Function Tracker. Changes made to a function in the Now Book It diary will not sync back to Function Tracker.
  • Functions appear in the diary in Function Tracker blue, so they're easy to spot alongside your regular bookings.
  • Function counts and total pax are shown at the top of the diary's booking overview.

Setting up the integration

  1. Complete the API set up. In your Function Tracker software, go to Admin > Third party integrations > Now Book It and follow the API set up video.
  2. Use the set up guide. Download the Function Tracker integration guide for step-by-step help from the Function Tracker team.
  3. Map your sections, tables and statuses. Once the API set up is complete, all the sections, tables and statuses in your Now Book It diary become available to map in Function Tracker. Watch the Function Tracker mapping walkthrough for a quick overview.

Mapping

Mapping depends on the service and opening hours you've set up in your Now Book It diary. These determine which services and sections are available for Function Tracker to place events into.

  • You can't place an event outside your service hours. For example, if your venue operates between 9:00am and 10:00pm, you won't be able to create an event outside these hours.
  • Don't map sections and tables that aren't available for a running service on a given day. The diary treats these as unavailable, which can cause conflicts or stop an event from being allocated correctly.

Before you begin, have the following information on hand for each day of the week your venue operates:

  1. Service operating hours in your diary.
  2. Sections and tables allocated to each service.

Having this ready will make mapping much easier.

Setting up sections, tables and statuses

How you map your services and sections in Function Tracker depends on how your venue uses Now Book It.

Simple set ups

If your venue uses one service and space for all functions and events, your mapping is straightforward. For example:

  • Dinner runs from 5:00pm to 10:30pm and is used for all restaurant reservations, using all sections except the events space.
  • Functions and Events runs from 9:30am to 11:00pm and uses one dedicated section that's only ever used for functions.

In this case, map your Function Tracker events directly to the Functions and Events service and its dedicated section.

Complex set ups

If your venue shares sections between reservations and events, or your services change day to day, your mapping needs to reflect this. For example:

  • Monday Lunch runs from 11:30am to 4:00pm and has 2 sections available.
  • Monday Dinner runs from 5:30pm to 11:45pm and has a different 2 sections available.
  • Tuesday Dinner runs from 5:00pm to 10:30pm and has 3 sections available.

Your Function Tracker mapping needs to match this exactly  using the correct service and sections for each day and time period.

Keeping events within your operating hours

In both simple and complex set ups, an event can only be created where the service is running and the section is available. For example:

  • You can't start an event on Monday at 4:30pm if your venue isn't operating at that time.
  • You shouldn't map a section such as the Front Bar to Tuesday if that section isn't used by any service running that day.

Once you know your service hours and which sections and tables are available, you can start creating events in your Function Tracker software and they'll flow through to your Now Book It diary correctly.

How Function Tracker works in the diary

Editing a function

Once mapping is complete, functions created in Function Tracker for a specific date will appear in the matching Event Space in your Now Book It diary. From Function Tracker, you can edit a function's:

  1. Space — the section the function is allocated to.
  2. Status — this can only be changed in Function Tracker, never in Now Book It.
  3. Tables — if you map a section with all its tables available to Function Tracker, you'll need to manually assign tables to each function. Function Tracker will otherwise try to use every table in the section, so tables need to be allocated to each function individually.

Locked functions

By default, all functions pushed from Function Tracker are locked in the Now Book It diary. This stops any edits being made in Now Book It, since these wouldn't sync back to Function Tracker.

  • The padlock icon appears in the top-right corner of the function and shows as locked.
  • Status can never be changed in Now Book It — this is always locked.
  • If you unlock a function in the diary, a reminder message will appear to confirm this.

To make edits, open the function in Function Tracker using either:

  • The link on the function's summary page in Now Book It, or
  • The link in the Links area of the diary.

Either option opens the specific function in Function Tracker, ready to edit.

The Function Tracker service

All functions created in Function Tracker are automatically added to a dedicated service in Now Book It called Function Tracker.

Viewing functions on the Runsheet

Functions created in Function Tracker also appear on the Now Book It Runsheet, showing:

  • Method: FT (Function Tracker)
  • Service: Function Tracker
  • Status: reflects the current status pushed from Function Tracker
  • Links: click through to open the function directly in Function Tracker

Recurring functions

Function Tracker lets you create a recurring function that appears in Now Book It for a set cycle.

  1. When creating the function in Function Tracker, go to the final page before submitting.
  2. Select the schedule and recurrence you want.
  3. Select Submit.

The recurring function will then appear in Now Book It for each date in the selected cycle, right up until the event's end date set in Function Tracker.

Functions using multiple sections

If a function needs to take up more than one section in Now Book It, this is set up in Function Tracker.

  1. When creating the function, go to Event Space and add the additional spaces you need.
  2. Fill out the remaining details until you reach the guest allocation step.
  3. Choose how to allocate guests: a. Split the guests across the different sections — this creates one booking per section in Now Book It, each with the guest count you've set. b. Don't split the guests — this still creates one booking per section, but each booking shows the full guest count.