Creating & Using the Function Sheet

The Function Sheet is the central handover overview for an event: contributors, schedule, shifts, and all booked products on one page — ideal for kitchen, service, and event management teams.

The video shows how a function sheet is created, how you tailor it with filters and display options, and how you share it via link with your team and partners.

Play video2:25

You’ll find the individual steps written out below as well.

Creating a Function Sheet

The Function Sheet is created directly inside an event — in one of two ways.

From the document list:

1. Open the desired event and switch to the Documents tab.
2. Click New Document and select the Create Function Sheet tile.
3. The system immediately creates a new sheet and automatically opens the configuration dialog so you can set the title and filters right away.

The title is optional — leave it empty and the sheet is named after the event automatically. Sheets that come from an automation or from the chat get that name too. The document no longer starts with an extra heading carrying the event name; the sheet name already appears above the paper.

From the quick-access button in the header: At the top of the event — visible on every tab, not just Documents — you'll find the Create Function Sheet button. Click the small arrow next to it to open the Create from template dropdown, listing all saved display-option templates (see the Saving display options as a template section further below). Selecting a template creates the new sheet with that template's display options applied right away; the filters stay at their defaults and can be adjusted afterwards in the configuration dialog.

The sheet then appears in the document list and can be reopened at any time.

Configuring the Function Sheet

Click the Configure button (pencil icon in the header) to open the Configure Function Sheet dialog. Two sections are available.

Filter — controls which records appear:

• Contributors — filters by contributor groups
• Jobs — shows only shifts for selected jobs
• Schedules — restricts the schedule to specific plans
• Product categories — hides categories from the bookings overview. No selection = all categories visible
• Print scale — shrinks text and rows for printing and PDF (60–100%). The page boundary in the editor uses the same value

If you leave a filter empty, all existing entries are shown. Use Add All or Remove All to quickly populate or clear a selection.

Display Options — checkboxes control what is visible in the document:

• Include Floor Plan — inserts the location's floor plan (if one has been saved)
• Show Product Description — displays the description column for each booking line
• Show Product Prices — shows the unit price, subtotal, and total for each line. Whether those are net or gross follows your workspace price basis (Settings → Finance Documents → Enter prices as) — the same setting your quotes and invoices use. The columns are labelled accordingly: Net unit price and Net total, or Gross unit price and Gross total.
• Show Target / Actual — adds an empty Actual column next to the booked quantity that can be filled in by hand on-site
• Show Booking Time — displays the time window for each booking line
• Show bundle contents as their own rows — on by default: the components of a booked bundle also appear as their own rows in their category (food, drinks, …). Switched off, they only appear in the "Contains:" line below the bundle — handy when a bundle has its own category and should show up as one block. If the bundle itself is not on the sheet (category selection), its component still stays as a row.
• List positions in booking order instead of by category — off by default: bookings are grouped by product category, each category with its own heading and subtotal. Switched on, you get one continuous list in the order you booked the items — a bundle first, its components directly underneath. This is the switch for menus: the course sequence stays the way you put it together instead of being split across starters, sides and dessert. Category headings and subtotals disappear; the grand total stays.

Click Save to apply the settings. The sheet updates immediately.

Saving display options as a template

Do you always use the same display options for certain kinds of events (e.g. always with target/actual and booking time, but without prices)? The configuration dialog has a Templates section below the display options for exactly this.

Save as template:

1. Set the display options you want (Include floor plan, Show product description, Show product prices, Show target / actual, Show booking time, Show bundle contents as their own rows, List positions in booking order instead of by category).
2. Click Save as template.
3. Enter a Name and, optionally, a Description (optional).
4. Click Save.

A template only remembers these seven display-option checkboxes — filters (Contributors, Jobs, Schedules, Product Categories) and the title are not saved.

Applying a template: Select a saved template from the Apply template … dropdown. The current sheet's display options are applied immediately — click Save afterwards so the change is written to the sheet.

Managing templates: Click Manage templates to see all saved templates in a list. From there you can:

• edit the name directly in the text field and confirm with Rename
• delete a template using the trash icon — a second click on Really delete? confirms permanently

Saved templates are also available when creating a new sheet, via the Create from template dropdown (see the Creating a Function Sheet section above).

Structure of the Function Sheet

The generated document is divided into the following sections:

Event Info — Event name, date (with weekday, e.g. "Freitag, 19.06.2026") and time on its own line below it (e.g. "12:00 – 14:00 Uhr"), guest count, organizer, person responsible, contact details, venue, and notes.

The Location row shows the address of the event — that is, where you deliver. It comes from the same source as on the quote: the linked venue, otherwise the address kept on the event itself. It deliberately sits apart from the Customer address row, because billing and delivery address are often not the same. If no address is maintained, the row is omitted.

The Debtor number row shows the customer’s debtor number. If the event’s customer is a person without a debtor number of their own who is linked to a company via Associated company, the row shows that company’s number. A number entered on the person always takes precedence. If neither the person nor the company has a number, the row is omitted. Sheets that already exist show the number after Regenerate.

Contributors — Table with the name, phone number, and email address of all contributors from the selected groups. This row is omitted entirely when no contributors are assigned.

For every phone number on the sheet — the contact, the on-site contact, and the contributors table — the rule is: if the contact only has a mobile number, that number is printed. If phone and mobile differ, both appear side by side ("0662 … / 0664 …"); if it is the same number, it appears once. So you do not need to enter a mobile number in the Phone field as well.

Schedule, Shifts, and Bookings, on the other hand, always appear on the sheet — if one of the three has nothing to show, the section instead shows a short line such as "No schedule items." That way an empty section is clearly distinguishable from one that's accidentally missing.

Schedule — Chronological overview of schedule items with location, time, and assigned contributors.

Shifts — All shift assignments with name, role, date, and time.

Bookings — All booked items grouped by product category. Items without an inventory product (added via "add item") are included, as are the contents of a booked bundle — each in its own category and without their own amount, because their price is part of the package. Below the package row you also see a short summary ("Contains: 30 pcs chicken nuggets · 10 pcs lemonade"); it is informational only, the quantity to produce sits in the category row. If you want the components to appear only below the bundle, switch off Show bundle contents as their own rows in the display options — the separate rows under food, drinks etc. then disappear. Categories appear in the order you set under Inventory → Categories; within a category, items keep the order they have on the document. Each category starts with a bold heading row. The quantity matches the Bookings tab: a product billed per guest appears with the scaled quantity (quantity 1 with 125 guests shows 125) — even when no quote or invoice exists for that item yet. When Show Target / Actual is enabled, an empty Actual column appears next to the booked quantity. In the Target column, a quantity of 1 per person now shows only the number of people (“34 pax”); with more than 1 per person the calculation stays visible (“9 pax × 2 pcs = 18 pcs”). A function sheet you already generated only picks up the new wording after Regenerate — which overwrites manual changes to the sheet; the kitchen and partner views show it immediately. When Show Product Prices is enabled, unit price, subtotal, and total are displayed — in your workspace price basis, which the column labels spell out (Net unit price / Net total, or Gross unit price / Gross total).

Unit price times quantity always equals the amount in the total column. That is what the labels are for: pairing a rounded gross unit price with a net calculation costs a cent at some tax rates — 9 pieces at 4.50 € reads as 40.50 €, while the exact amount is 40.49 €. Both numbers are correct on their own, they just do not belong in the same row. So the sheet keeps both columns on the same side.

The quantities of package contents are derived from the package position: if you change the package's quantity or number of people on the document, the contents are recalculated. The quantity of a content row is the total quantity for this event (e.g. 25 portions for 50 guests), not the quantity per guest. The same happens when you change the event's guest count and let the documents recalculate. Contents you adjusted by hand, removed, or swapped stay as they are; only unchanged contents get recalculated.

To swap a component for this event only (for example, replacing the meat course of a menu with another dish): open the Positions view in the Bookings tab, expand the package and click Edit position on the component row. Pick the other product there and save; remove a component you no longer want via Remove line item. The function sheet then shows the new dish — as its own row in its category and in the “Contains:” list under the package. The swap survives when you only change the note, supplier or category on the package row in the Bookings tab — and it also survives when you change the package quantity or number of people on the document. If you swap a recipe-based dish for another one, its ingredients are replaced with the new dish's ingredients too. If you also want to make sure the kitchen sees the hint, add it via Add note on the package row — the note appears in the function sheet’s “Note” column and is never overwritten.

Floor Plan — An image of the location's floor plan, if one exists and the option is enabled.

Reordering Rows

Bookings appear grouped by category. If the booked order should apply instead — typical for a menu whose course sequence would otherwise be split across several categories — switch on List positions in booking order instead of by category in the display options. After saving, confirm the regeneration so the table shows the new structure.

If you need a different order — for example all items for one meeting or one room together, across categories — you can also move individual rows yourself:

• Drag: Hover over the table. A narrow handle appears to the left of each row. Drag it up or down; a line shows where the row will land.
• Step by step: Hover over a row's handle. In the toolbar that appears, the up and down arrows move the row one position at a time.

Header rows stay at the top and cannot be moved.

Important: The order belongs to the document, not to the booking data. Clicking Regenerate rebuilds the sheet from the current event data, which discards your manual order — the same as manually edited text. So it is best to sort once the bookings are final.

Writing your own text and saving

The Function Sheet is a real document: you can type anywhere in it, add rows, adjust tables and apply formatting.

Your input is saved automatically while you work. The current state is always shown at the top right, next to the Save button:

• Unsaved changes — you just changed something, saving is about to run.
• Saving … — the change is being transferred.
• Saved automatically — everything is safe.

If you leave the sheet via the back link, pending changes are still carried over. If you close the tab or reload the page while something is still pending, the browser asks first. You can always secure the current state yourself with Save — for example before sharing or printing the sheet.

If two people work on the same sheet at once, the last input does not simply win: whoever saves later gets the note Changed elsewhere and reloads the current state.

Floor plan and seating in the header

In the sheet’s header (General information) you find the event’s Floor plan with its name and seats and, below it, the Seating as free text. The seating appears even if no floor plan is chosen.

Refreshing Data

The function sheet is deliberately a snapshot: it is generated once from the event data and then belongs to you — your notes, sort order and formatting stay put even when something moves in the event. Nothing is updated behind your back.

The “Source changed” notice. So you do not have to keep track yourself, the sheet speaks up as soon as the data behind a section has changed since it was created. A yellow strip appears above the sheet naming the affected sections — for example “Bookings” or “Shifts, Bookings”. It also reports a change to Floor plan & seating (a different floor plan chosen, a floor plan deleted, different seats, or a new seating text). This applies to sheets created or regenerated from now on — older sheets only show this section after a Regenerate. That tells you straight away where to look.

A typical case: you charge for two trips, the customer later decides to bring things back themselves — quote and function sheet were written long before. The item changes in the event, and the sheet points right at it.

The notice appears only in your internal view. It is not on the printout, in the PDF or in the shared link — there the sheet stays a clean working document.

Bringing it up to date: click Regenerate — either in the strip or in the header. The sheet is rebuilt from the current event data and the notice disappears. Careful: manually edited text and your custom sort order are lost in the process; you will be asked first.

As long as you do not regenerate, the sheet stays exactly as it is — the notice is only a notice, not a change.

Sheets created before this notice was introduced have no basis for comparison. They show no strip at first; the next Regenerate brings them in.

Printing

The Function Sheet is print-optimised and always prints as A4 portrait with a fixed page margin — regardless of what the print dialog is set to. Open the print dialog in your browser (shortcut Ctrl+P / Cmd+P) or click Print / PDF at the top — in the print dialog you pick your printer or choose “Save as PDF”.

So you can see what fits while editing, the editor is exactly as wide as an A4 sheet and shows a thin red line where the page ends. If your content ends before the line, it fits on one page.

When a sheet runs over several pages, the table column headers are repeated on every following page, individual rows are never cut in half by the page break, and every page shows its page number in the bottom-right corner (e.g. "Seite 1 von 2").

Sharing with External Partners

The Function Sheet can be shared with external partners (e.g. kitchen team, service manager) without a password — they do not need a Univents account.

1. Click Share in the header.
2. Optional: Under Expires, enter a date and time after which the link should no longer be valid. Leave blank for unlimited access.
3. Click Create Link.
4. Copy the generated link using the copy icon and send it to the desired recipient.

Recipients see the Function Sheet in read-only mode — no editing is possible. Under Active Links you can see all previously generated links. Click the trash icon to revoke a link immediately.

Frequently Asked Questions

The sheet shows fewer items than expected. Check in the configuration whether categories are deselected under Product categories. No selection means all categories are visible. If items booked after the sheet was created are missing, use Regenerate.

The Actual column is missing. Open Configure and enable the Show Target / Actual checkbox.

The components of a bundle appear twice on the sheet – as their own rows and under "Contains:". Switch off Show bundle contents as their own rows in the sheet's settings; only the "Contains:" line below the bundle then remains. After saving, confirm the regeneration so the table shows the new state.

The floor plan is not showing. The sheet only displays the floor plan if a floor plan has been saved for the location and the Include Floor Plan option is enabled in the configuration dialog.

Booked items are out of date. Click Regenerate — the sheet will then pull all current booking data fresh from the event. Whether anything has changed at all is answered by the Source changed strip above the sheet (see Refreshing Data).

The “Source changed” strip will not go away. It disappears only once you click Regenerate — as long as the sheet shows the old state, the notice stays. That is intentional: it describes a difference, not an event you have read.

I only changed something small and still get the notice. The strip reports every content change to contributors, schedule, shifts, bookings or guest data — including a changed phone number or note. Simply opening and saving without a change does not trigger it, and neither does merely re-sorting identical entries.

The "Apply template …" dropdown shows "No templates available". No template has been saved yet. Open a Function Sheet, set the display options you want, and click Save as template in the Templates section.

I want to delete the sheet. Click the trash icon in the header. The confirmation dialog Delete Function Sheet will ask once more — the sheet is permanently removed only after clicking Delete.