Master Facilities List

The master facilities list serves as a central repository for information about the spaces your organization uses for activities. A facility can be internal, such as a conference room at your office, or external, such as a meeting room at a convention center.

Note:
Associating a supplier with a facility does not affect the information stored in the supplier record.

A facility must exist in the master facilities list to add it to an activity. Each facility can be associated with a supplier record. The contacts for facilities and suppliers are shared.

Example:
You are preparing for sales training at your home office. You reserve rooms at a nearby hotel for out-of-town sales team members and track them in the master record for the hotel.

The facility functionality does not replace software that schedules the entire set of conference rooms for a company. Instead, it enables you to view and track facilities used by your marketing organization.

Example:

You might use these types of facilities:

  • Conference room
  • Trade show booth
  • Conference center
  • Hotel
  • Restaurant

Sub-Facilities

In the Sub-Facilities module of facility, you can view its child facilities. The 2 facilities are associated through the Parent field of the sub-facility.

Sub-facilities are also listed on the master facilities list.

Example:

You create a facility for the hotel at which your company is hosting a conference. You create sub-facilities for the conference rooms at the hotel. The Leadership conference room is divided into 2 sections. At times you will use the room divided and at other times you will use the entire room. You enter 2 more facilities: East Leadership and West Leadership. For these facilities, you select the Leadership facility as the parent.

  • Hotel
    • Leadership
      • East Leadership
      • West Leadership

Key Fields

Details

Field Description
Facility Type

Select the kind of facility. The facility type determines the default extended attributes that appear for a facility.

Facility types are configured in the System Types module in System Tools.
Supplier

Select a supplier with which to associate the facility. The contacts for the facility and supplier are then shared.

This does not affect the supplier record.
URL

Type the Internet address for the facility's website. From the View Facility - Details page, a user can click the URL to access the website.

Start the address with http://.
Status

Select Active to enable the facility to be added to an activity.
Directions

Type general or driving directions to a facility.
Capacity

Type the number of people a facility can accommodate.

Capacity should reflect the total capacity for the facility, not the capacity based on a particular room configuration.
Parent

Select the facility in which this facility is contained. Setting this field makes the facility being accessed appear in the Sub-Facilities module for the selected parent facility.

Example:
You use a nearby hotel that has conference facilities as well as guest rooms. You can choose the hotel as the parent facility for the guest rooms and then the guest rooms appear as sub-facilities for the hotel.
Classification

Select the facility classifications to which the facility is associated.
Facility Options

Select the options available for a facility.

Example:
For a banquet hall, a facility option would be a podium.

You configure facility options in the System Types module in System Tools.
Domains

Select the domains in which the facility can be used. This prevents duplicate entries of facilities and keep data streamlined.

Additional Fields, Sections, and Tabs

Your system administrator can create additional fields for some objects and make them available for certain system types. Additional fields appear on the Details tab in the Additional Details section or in other sections or on other tabs that the system administrator creates.

For more information about an additional field, section, or tab, contact your system administrator. For more information about additional fields in general, see Additional Fields.

Hierarchy

This tab displays the placement of this facility in the hierarchy of facilities and sub-facilities.