Function Sheet Layouts: Design the Layout per Department

Function Sheets use the same layout system as your quotes and invoices. A layout decides which blocks appear on the sheet, which columns the bookings table shows and which fixed texts are always included. The sheet itself always prints the current event data, so there is nothing to regenerate any more.

Manage layouts

Open Settings → Layouts and switch to the Function Sheets tab. There you can:

• create a new layout with all sections or completely blank,
• start from one of the four ready-made examples: Overall, Kitchen, Service and Logistics. They come in eight languages,
• rename and duplicate a layout,
• set a layout as the workspace default,
• delete a layout. If sheets still use it, you pick a replacement first.

New Function Sheets, whether created with the button in the event, by an automation or via the AI chat, use your workspace default layout. If you haven't set one, the built-in Overall layout applies: the same content as before, in the new look. The floor plan comes with the Service and Logistics examples, or you add it in your own layout.

The editor and its blocks

You open a layout in the same editor as a quote layout. These blocks are available:

• Data text / key facts — event, date, time, guests, contact, venue.
• Contributors, Schedule and Shifts.
• Bookings — the table of booked items. You choose the columns: quantity, actual, unit, product, description, allergens, diet, storage location, power, booking time, price, total and notes. There is also grouping, category headings, the list of package contents and subtotals.
• Guest diets & allergies — the details from the guest list.
• Floor plan.
• Standard texts — free text with placeholders, for example delivery or hygiene notes.
• Headings and lines for structure.

Add new blocks with the Section button in the toolbar. If you select a block first, the new one goes directly below it. That is how you place a standard text exactly between the schedule and the bookings, for example. Without a selection it goes to the end. Use Move up and Move down to move a selected block at any time.

The preview in the editor shows sample data so you can see right away how the sheet looks.

Rename column headers and set column widths

Every table — bookings, schedule, shifts, contributors and guest diets & allergies — can use your own terms. Select the block and click the slider icon next to a column in the column list:

• Column header: Enter your own term, for example “Target” instead of “Booked” or “Price” instead of “Unit price”. If the field stays empty, the default header in the layout’s language is printed. Your own text is not translated.
• Width in %: Give a column a fixed share of the page width, for example 35 % for the product. Columns without a value share the rest automatically. If your fixed widths add up to more than 100 %, they are scaled down proportionally when printing.
• Font: Below that you set the font of the column: typeface, size, bold, italic, underline, text colour and background colour. It applies to every row of this column, for example all dishes in bold or all quantities in orange. The column header, category and total rows stay as they are; it does not highlight single rows.

The Schedule also has an Additional info column. It shows the text you enter as additional info below the address of a schedule item — for example “Entrance via the courtyard”. If no room is linked to the item, this text otherwise appears in the Place column; with its own Additional info column it only appears there.

Preselect categories per layout

For each layout you can decide which product categories appear on the sheet, for example only equipment for a Logistics layout. This selection is copied into the new sheet when you create it and can still be changed on each individual sheet.

Department layouts with standard texts

If you work with several departments, build one layout per department:

1. Create three layouts, for example Kitchen, Service and Technical, most quickly by duplicating an example layout.
2. Add the department's standard texts to each layout: hygiene notes for the kitchen, dress code and schedule for service, power and setup for technical.
3. Set the columns of the bookings table to fit: the kitchen needs quantity, allergens and diet, service needs booking time, technical needs storage location and power, all without prices.
4. Preselect the categories that belong to the department.

For each event you then create one Function Sheet per department and choose the matching layout. Every department gets exactly its own sheet, with its own fixed texts and its own figures.

Notes per sheet

Because the sheet always shows current data, you write handwritten notes into the layout's free-text fields, per sheet, directly in the sheet. They stay in place even when bookings change.

FAQ

Can I hide prices on a sheet? Yes. Remove the price and total columns in the Bookings block.

Can I change the column headings? Yes. Use the slider icon next to the column to enter your own column header and, if you like, a fixed width.

Can I print dishes in bold or quantities in colour? Yes, for the whole column. Use the slider icon next to the column and, under Font, set the product column to bold or give the quantity column a colour, for example. It applies to every row of the sheet.

Does changing a layout affect existing sheets? Yes, every sheet that uses this layout shows the change immediately.

What happened to my old templates? They were converted into layouts automatically. More in Creating & Using the Function Sheet.