Creating & Using the Function Sheet
After reading this article you'll be able to create a Function Sheet for an event, configure it, fill in target/actual quantities and food/beverage splits, print it, and share it as a link with external partners.
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.
Creating a Function Sheet
The Function Sheet is created directly inside an event.
- Open the desired event and switch to the Documents tab.
- Click New Document and select the Create Function Sheet tile.
- The system immediately creates a new sheet and automatically opens the configuration dialog so you can set the title and filters right away.
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 — limits the bookings overview to selected categories
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
- 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
Click Save to apply the settings. The sheet updates immediately.
Structure of the Function Sheet
The generated document is divided into the following sections:
Event Info — Event name, date, guest count, organizer, person responsible, contact details, venue, and notes.
Contributors — Table with the name, phone number, and email address of all contributors from the selected groups.
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 category type (Food, Beverages, Services, Equipment, Other) and then by product category. When Show Target / Actual is enabled, an empty Actual column appears next to the booked quantity. When Show Product Prices is enabled, unit price, subtotal, and total are displayed.
Floor Plan — An image of the location's floor plan, if one exists and the option is enabled.
Refreshing Data
Have bookings, shifts, or schedules changed since the sheet was created? Click Regenerate in the header. The sheet will be rebuilt with the current data from the event.
Printing
The Function Sheet is print-optimised. Open the print dialog in your browser (shortcut Ctrl+P / Cmd+P). Margins, shadows, and backgrounds are automatically hidden when printing, producing a clean A4 document.
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.
- Click Share in the header.
- Optional: Under Expires, enter a date and time after which the link should no longer be valid. Leave blank for unlimited access.
- Click Create Link.
- 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 a filter is set under Product Categories that excludes certain categories. An empty filter means all categories are visible.
The Actual column is missing. Open Configure and enable the Show Target / Actual checkbox.
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.
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.