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, 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

You create the Function Sheet directly in the event, in two ways.

From the document list:

1. Open the event and go to the Documents tab.
2. Click New document and choose the Create function sheet tile.
3. A new sheet is created at once and the configuration dialog opens so you can set title, layout and filters.

From the quick access in the header: At the top of the event, visible on every tab, you'll find the Create Function Sheet button. Use the small arrow next to it to pick a layout right away.

Live layout or free document? What gets created is set under Settings → Templates (filter Layout template, then the Function sheets tab) in Create new function sheets as. It applies to the Create Function Sheet button, creating from the document list and the AI chat:

• Live layout (default): the sheet uses your workspace default layout and updates itself. You add your own text through the free texts.
• Free document: the sheet is created straight away as a free document from the current data, which you write in freely like before. It does not update itself (see Edit as free document further down).

If you explicitly pick a layout from the arrow (including Workspace default), it is always a live layout. Sheets created by an automation or by Plan from quote are always live layouts too. Existing sheets do not change. If the bookings can't be read at the moment of creation, Univents creates the sheet as a live layout and shows a notice; you then create the free document in the sheet with Edit as free document.

The title is optional: if you leave it empty, the sheet is named after the event.

Layout mode: the sheet always shows the current state

A sheet in layout mode always prints the current event data. If a booking, a shift or a schedule item changes, it is immediately correct on the sheet, in the preview, in the PDF and in the shared link. There is no "Regenerate" any more, so nothing gets lost.

What is on the sheet and how it looks is decided by the layout: blocks, columns of the bookings table, standard texts. How to create and adjust layouts is explained in Function Sheet Layouts.

Switch layout: Open Configure and choose a different one under Layout. The sheet changes immediately.

Hand notes: Enter your own remarks per sheet under Configure → Free texts in the layout's free-text fields. They stay in place when the data changes.

Hint under the header: A short hint under the sheet header explains that the sheet updates live, that you enter your own texts per sheet under Configure → Free texts, and that Edit as free document makes it freely editable.

Configuring the Function Sheet

Use the Configure button (pencil icon in the header) to open the Configure Function Sheet dialog.

Filters control which records appear:

• Contributors — filters by contributor groups
• Jobs — shows only shifts for selected jobs
• Schedules — limits the schedule to specific plans
• Product categories — hides categories from the bookings overview. When the sheet is created, the layout's preselection is copied in; you can change it per sheet. No selection = all categories
• Print scale — shrinks font and rows for print and PDF (60–100 %)

If you leave a filter empty, all available entries are shown. Add all and Remove all fill the selection quickly.

Which columns and sections are visible is no longer set here but in the layout: target/actual, booking time, description, prices, package contents and grouping by category are settings of the Bookings block. Whether prices appear net or gross follows your workspace price basis (Settings → Financial documents → Enter prices as); the columns are labelled Unit price net and Total net or Unit price gross and Total gross accordingly.

Structure of the Function Sheet

Your layout decides which sections appear. The built-in layout Overall (same content as before, in the new look) contains:

Event info — event name, date with weekday, time, guest count, organizer, person in charge, contact, venue and remarks. The Venue line shows the event's address, i.e. where delivery goes, separate from the Customer address. The Debtor number line shows the customer's number; if a person has none of their own, the number of the associated company is shown.

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.

Contributors — name, phone and email of all contributors in the chosen groups. If only a mobile number is stored, it appears on the sheet; if phone and mobile differ, both are shown side by side.

Schedule — the schedule items with place, time and contributors.

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

Bookings — all booked items, grouped by product category in the order from Inventory → Categories. Items without an inventory product and the components of booked packages are included; components have no amount of their own because their price is part of the package. The quantity is the same as in the Bookings tab: a product charged per guest appears with the extrapolated quantity (quantity 1 for 125 guests gives 125). With the Target / Actual column, an empty Actual column sits next to the booked quantity for filling in on site; for a quantity of 1 per person only the headcount appears ("34 pers."), for more the calculation stays visible ("9 pers. × 2 pieces = 18 pieces"). Unit price times quantity always equals exactly the amount in the total column.

Package component quantities derive from the package item: if you change the package's quantity or headcount in the document, the components are recalculated. To swap a component for this event only, open the Items view in the Bookings tab and use Edit item on the component row; the sheet then shows the new dish.

A booking row’s Note column shows its booked time window — but only when that says something: if the row sits exactly in the event’s window on a one-day event, the column stays empty. If it is on the same day at a different time, only the time range appears (e.g. “13:30 – 14:00”), without weekday and date. Only when the row falls on another day or stretches over several days do date and time appear in the column. A function sheet you already created adopts this only after Regenerate; in the kitchen and partner view it applies immediately. In layout mode it applies immediately as well.

Diet & allergies — the guests' details from the guest list; the section appears when the guest list has entries (in "Overall" and "Kitchen", not in "Service" or "Logistics").

Floor plan (not in "Overall", but in "Service" and "Logistics") — graphic of the location's floor plan, if available.

Edit as a free document

Do you need a sheet you can write into freely, adjust tables and format? Choose Edit as free document. The sheet becomes a normal, editable document containing a snapshot of the current data.

• Your input is saved automatically; next to Save you see the status (Not saved, Saving …, Saved automatically).
• If two people work on the same sheet at once, whoever saves later gets the notice Changed elsewhere and reloads the current state.
• A free document is no longer updated automatically. 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. If the source changes, a yellow Source changed strip names the affected sections, only in your internal view, not in print, PDF or the shared link. Regenerate rebuilds the sheet from the current data; hand changes are lost, and the app asks first.
• You move rows with the handle to the left of the row (drag, or use the up/down arrows).

Back to layout: You can switch to a layout again at any time. The stored free document is kept in case you want to switch back later.

Existing sheets stay as they are: sheets created before layouts were introduced are free documents and can be switched to a layout at any time.

What happened to the old templates

Your previous Function Sheet templates (display options) automatically became layouts and are found under Settings → Templates (filter Layout template, then the Function sheets tab). Automations with the Create Function Sheet action now pick a layout instead of a template. If the chosen layout no longer exists, the automation skips the step instead of producing or sending something wrong.

Printing

The Function Sheet is print-optimized and output as A4 portrait with a fixed margin, regardless of the print dialog. Click Print / PDF at the top or use Ctrl+P / Cmd+P and choose your printer or "Save as PDF". If a sheet runs over several pages, column headings repeat, rows are not cut apart and the page number sits at the bottom right ("Page 1 of 2").

Sharing with external partners

The Function Sheet can be passed to external partners (e.g. kitchen, service lead) without a password and without a Univents account.

1. Click Share in the header.
2. Optional: enter a date and time under Expires. Leave empty for unlimited access.
3. Click Create link.
4. Copy the link and send it to the person.

Recipients see the Function Sheet read-only. For a sheet in layout mode, the partner always sees the current state. Under Active links you see all links created; use the trash icon to revoke a link immediately.

FAQ

The sheet shows fewer items than expected. Check in the configuration whether categories are deselected under Product categories, and in the layout whether the Bookings block sets filters. No selection = all categories.

The Actual column is missing. Enable the Actual column in the Bookings block of your layout.

Package components appear twice on the sheet. In the Bookings block, switch off package components as separate rows; then only the "Contains:" line under the package remains.

The floor plan doesn't appear. Check that the Floor plan block is in the layout and the location has a floor plan.

Booked items are out of date. That doesn't happen in layout mode, the sheet always shows the current state. For a free document, use Regenerate.

I want one sheet per department. Create one layout per department and choose it per sheet, see Function Sheet Layouts.

I want to delete the sheet. Click the trash icon in the header and confirm in the Delete Function Sheet dialog.