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How to Create a Catering Resource

  • Updated

Creating a Catering Resource in AMP

Step 1: Create an Catering Resource

To create an Asset resource, navigate to Resources and Forms and click "Create Resource."

Choose whether to:

  • Create a new resource from scratch or
  • Use a resource template from the org level.

Find more details on using a resource template HERE.

For this guide, we will be creating a ticketing resource from scratch.

Complete the Following Fields:

  • Resource Type – Select Catering.
  • Name – This is the name of your resource as it will appear on the resource side. You can set specific names for individual forms later. For example, you might name the resource "Catering" and then create forms such as , Catering, Artist Catering etc.
  • Initial Form Type – Select the request method for your first asset resource form. Additional forms can be created with different request methods. See below for explanation on Resource Request Methods.

Once complete, click "Submit."

Step 2: Understanding Resource Request Methods

Form Only

Used when collecting information from requesters without offering items. The form will contain questions, but no selectable items.

Individual Single

Allows requesters to request only one Meal per request but in multiple quantities. For example, they can request two Show Day 1 Meals but not two Show Day 1 Meals and two Show Day 2 Meals in the same request. You can also set limits on the number of the item that can be requested, allowing for example a qty of one on each meal. 

Individual Package

Allows requesters to request multiple Meals within the same request. You can set limits for each item type. For example, a requester can request, four Show Day 1 Meals, two Show Day 2 Meals, and two Show Day 3 Meals, or limits can be adjusted to allow only one of each Meal.

Personnel Manager

This is a ticketing request method. It is used to group personnel into credential packages. This method enables the requester to create a personnel list and group individuals into credential packages. Once submitted for approval, the approver can assign the appropriate credential to the package. This method is commonly used for Artist Credentials.

Group

Used to allot a set number of items to a portal. This method can be configured as:

  • True Allotment – The resource approver submits a request on behalf of the portal, setting a fixed number of items that can later be claimed.
  • Requester Submission – The requester submits a request, which the approver reviews. Once approved, the requester can claim the items.

Claiming items/meals/credentials can be done inside the portal or via a public link. For example, an artist advance may receive a set number of comp passes, requiring only guest names for claim. Similarly, a vendor may be allotted Meals or Radios etc., which they then claim.

This method functions like Artist Guest Lists and Credential Banks from our previous advancing system but has been expanded in AMP to include assets.

Step 3: Configure Your Resource

To configure your resource:

  1. Navigate to the Resource and click Configuration.
  2. Edit the following fields:
  • Resource Name – Update the resource name if needed.
  • Split Item Quantity- Selecting "yes" will break items in a package out individually on all requests on the backend. ie one item per meal per line on the items screen. NOTE: It is not recommended to split items on Catering resources.
  • Terminology- This allows for changing of some of the request terminology as it displays to the requester. ie. "Requestable Items" can be changed to "Requestable Meals"
  • Access – Assign user access and approvers. More details on access and user roles can be found HERE.
  • Integration –Currently only used for Ticketing Integrations.. More details on integrations can be found HERE.

Step 4: Add Requestable Meals

Next, add your Requestable Meals to the resource. These items will be shared within the resource and can be included in request forms.

To add Meals:

  1. Navigate to Requestable Meals and click "Create Meal."
  2. Complete the following fields: 
    • Date- Choose the date of the meal.
    • Start Time/End Time- Time frame for the meal.
    • Name – The item name as it will appear to requesters (e.g.Show Day 1-Lunch). 
    • Category – Groups similar items together (e.g., Breakfast, Lunch, Dinner, Bagged).
    • Available Quantity – Used to help with inventory. Limits how many items can be requested. Once the limit is reached, no further requests will be allowed. You can leave this blank. 
    • Is Active – Determines if the item is available to requesters.

Once complete, click "Submit."

Step 5: Set Up Resource Questions

Resource questions allow you to collect specific information from requesters.

To add questions:

  1. Navigate to Resource Questions and click "Add Question."
  2. Complete the following fields:
    • Question Type – Select the input method.
    • Internal Label – Used to track the question across multiple forms. For example, you may set First Name as the internal label, but display it differently (e.g., Pickup First Name on one form and First Name on another).

Once complete, click "Submit."

Step 6: Configure Individual Resource Forms

To configure forms:

  1. Navigate to Forms.
  2. Select the first form and click "Configuration."
  3. Scroll to Form Settings

Complete the Following Fields:

  • Form Name –The name displayed on the resource side (e.g. Artist Catering)
  • Portal Label -How the form appears to requesters (e.g.,Catering).
  • Type-The form request method chosen when creating the form, 
  • Allow Requests –Controls whether requesters can submit requests. For example, If "No" requesters cannot submit a request that is in draft, or create and submit a new request.  
  • Request Deadline-Prevents new requests from being submitted. However if the above setting "Allow Requests" is set to "Yes" a requester can still submit a request that is in draft, and can roll an unapproved request back to draft, edit, and resubmit past the deadline. 
  • Request Form Order – Choose whether items/meals or questions appear first.
  • Require Portal Approval-If Yes, the request will have the applicable portal approver(s) injected into the approval pipeline and at least one portal approver must approve before the resource approver can approve.
  • Require Resource Approval- If "Yes", the request will inject the applicable resource approver(s) into the approval pipeline. If "No" the request will show as approved to the requester upon submitting or upon portal approval if portal approval is required. 
  • Is Portal Restricted –Provides the ability to restrict the form's visibility inside the portal. If "Yes" the form can be assigned to portals, but will only be visible to users set as "unrestricted." If "No" the form will be visible to all users with access to the portal.
  • Terminology- Allows you to set resource specific terms that will show to end users when making the request.
  • Show on Stage Dashboard- If "Yes" all requests made on the form by a portal with a performance on a stage will be shown on the applicable stage dashboard.
  • Disable Portal Comments- Controls the ability for users to use the portal comments section of the request. If "NO" users can see and add comments in the portal comments section of a request. 
  • Instructions Allows for adding resource form specific instructions that will display on the resource request page inside the portal. 
  • Access –Allows for adding any users who need access to this specific form. If no users are added in the form settings the form will use the access and approvers set at the resource level.
  • Copy this Form- Allows you to copy the existing form and it's settings to create a duplicate form inside the resource that you can then edit and assign as needed. 
  • Delete this Form- This allows for removing the form entirely from the resource.

Once complete, click "Submit."

Step 7: Add Form Questions & Meals

To add form questions:

  1. Navigate to Form Questions and click "Add Question."
  2. Select "Use Existing" to add questions from the resource level or "Create New" to add new questions.

To add existing Questions to the form:

  1. Select "Use Existing"
  2. Input-Select which input type from the Resource Questions you would like to add to the form.
  3. Question Prompt- The text displayed to the requester on the form.
  4. Helper Text- Additional guidance text to help the requester understand what is being asked.
  5. Is Response Required-If toggled yes, the question must be answered before submission.
  6. Per Item-If toggled yes, the requester must answer this question for each individual meal they request. 

When you are finished click "Submit."

To add Meals to the form:

  1. Navigate to Meals and click "Add Meal."
  2. Select "Use Existing" to add Meals from the resource level or "Create New" to add new Meals.

To add existing Meals to the form:

  1. Select "Use Existing"
  2. Form Items- Select the Meals you wish to add to this request form. 

When you are finished click "Submit."

 

To set Individual Request Limits, select the Meal, open the Edit Item screen, and adjust the limit. (Setting 0 allows requesters to enter up to 1000 items.)

Step 8: Assign the Resource to Advance Types & Portals

To assign a form to requesters:

  1. Navigate to Portal Assignments and select an Advance Type.
  2. Configure:
    • Show in Portal –Toggled yes, this will show the resource form to ALL advances in the portal. Alternately, no will NOT show the resource for to all portals in the advance type. You will be able to make exceptions by portal in the Portal Specific Settings. 
    • Request Deadline – Restricts requests after the deadline.
    • Instructions – Add Advance Type-specific instructions.
    • Alternate Approvers –Set an approver who is able to approve for this form across all portals in the advance type.

For portal-specific settings, click "Add Portal." Select the portal and choose whether to show in the portal or not. Once the portal has been added you are able to select the portal and add a Request Deadline and Alternate Approver specific to that portal for this resource form. 

 

Find information on AMP Roles and Permissions HERE. (Insert article link)

Viewing Resource Requests

To view All Resource Requests:

To view All requests for the resource, navigate to the resource and click "Requests." You have the option of viewing the Individual items on requests, or if applicable to the request method the Packages.

To view information on an requested item or package click on the item to open the request details and history. From this screen you are also able to Approve or Deny a request, as well as roll a previously approved request back to draft. 

 

To View Form Specific Resource Requests:

To view requests for a specific form you can filter this request list by form, or navigate to the desired form from the Forms tab. Once inside the form you will see the form's Request tab. Here you can view the Individual Items from the forms requests, or the Packages from the forms requests.

To view information on an requested item or package click on the item to open the request details and history. From this screen you are also able to Approve or Deny a request, as well as roll a previously approved request back to draft. 

 

Adding Additional Forms to the Resource

To add additional forms to the resource navigate to Resource->Forms and click "Add Form." Follow the above steps 6-8.

 

Training Videos

 

 

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Need Help?

If you're experiencing technical issues, email amp@c3presents.com with a summary of your issue.

 

 

 

 

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