Hospitality require 48 hours to place food orders from their respective suppliers. This is non-negotiable from there side and they are very strict on it.
It is vital that food orders placed in Condeco by the Users, adhere to the 48 hour rule, regardless of ordering or cancelling.
NB Hospitality place their orders at 1130 a.m. so the clock starts ticking from that point

Hospitality would have already paid for the food that has been ordered, and thus it still needs to be charged to Macfarlanes if a cancellation falls short of 48 hours’ notice

• If a food order is placed in a booking, the booking must be 48 hours in the future
• If a User wishes to cancel a booking that contains food, the cancellation can proceed if there is a minimum of 48 hours’ notice
• If a User wishes to cancel a booking containing food and that booking is scheduled to take place in less than 48 hours, the cancellation must not be able to go ahead (From a User Profile)
• The User would then have to send an email to FOH expressing their wishes to cancel.
• Front of House will then take the necessary steps to place the booking in the Charging Column.
• Only Global Admin profiles must have the rights to cancel an existing booking outside of the 48 hour rule

OUR ACTIONS

• We have been working in Application Set Up/Resources to find away to set up a rule that prohibits Users from cancelling food orders.
• We have been successful in ticking certain parameters that prevent cancellations from taking place for Mondays, Tuesdays and Wednesday mornings.
• The issue we are having is that food must be booked by 1130 (48 hours in advanced)
• Condeco is including the weekend in the 48 hours we have set in the back-end and thus the system is allowing food bookings to be placed outside of timing rule.
• Example: If a booking is placed on Friday for a Monday meeting, that is not 48 hours as we are working to a 5 day week. If the booking was for Tuesday post 1130, that would be acceptable
• So far we have been unsuccessful in removing the weekend from the calendar in the back-end and food bookings are allowed to be placed and cancelled, which is causing a lot of disruption and extra work

DESIRED OUTCOME

We need the system to be able to automate the prevention of food bookings and the cancellations of bookings containing food within the 48 hour time limit we set in the back-end
• Global Admin rights must be the only access credentials that can carry out those actions outside of the 48 hours