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.

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.

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

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).
2. Click Save as template.
3. Enter a Name and, optionally, a Description (optional).
4. Click Save.

A template only remembers these five 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.

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.

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. 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. 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 — 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 same happens when you change the event's guest count and let the documents recalculate. If you have adjusted a content row by hand, it will be overwritten — so set the number of people or guest count first and fine-tune the individual contents afterwards.

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 you need a different order — for example all items for one meeting or one room together, across categories — you can 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.

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 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 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.

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.