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Smart Event Manager

What is Smart Event Manager?

https://smarteventmanager.nl/

Do you regularly organise events and are looking for a way to do so more efficiently and streamlined? Then you've come to the right place with Smart Event Manager.

Why is an integration with Smart Event Manager important?

When Smart Event Manager is used for planning group bookings and Zenchef for individual table reservations, the integration between the two systems provides great time savings. The integration ensures that reservations are synchronized from Smart Event Manager to Zenchef, so that available capacity in Zenchef is always current. This prevents duplicate bookings.

What does the integration with Smart Event Manager include?

  • Synchronization occurs periodically at a high frequency (every 5minutes).
  • The synchronization enables 2-way synchronisation of reservations. A user of the integration can decide which direction of synchronisation you wish to use, with both directions as a possibility.
  • Changes to reservations are synchronized only in the direction of the original source of the reservation.

Information exchanged from Smart Event Manager to Zenchef

All reservations from SEM that use a linked facility (e.g. the restaurant) are automatically created in Zenchef and the capacity is charged off. Also changes made in SEM are reflected in Zenchef.

When an SEM reservation contains multiple programme sections for the same facility with contiguous (or overlapping) times, the link recognises this and will create only 1 reservation in Zenchef for this and will create only 1 reservation.

The following data will be adopted:

  • Restaurant (the right restaurant is chosen based on a ‘mapping’ with the facilities in SEM)
  • Section
  • Date
  • Starttime
  • Endtime
  • Number of persons
  • Status (the correct status is chosen based on a ‘mapping’ of the statuses between the two systems)
  • Customer
  • Contact details (Name and email address)
  • Description (visible in remark guest field)
  • SEM reservation ID (visible in remark guest field)

Information exchanged from Zenchef to Smart Event Manager

The following data will be adopted:

  • Facility (the correct facility is chosen based on a ‘mapping’ of the restaurants (and possibly sections) in Zenchef)
  • Date
  • Time
  • Number of persons
  • Status (the correct status is chosen based on a ‘mapping’ of the statuses between the two systems)
  • Contact details (last name, telephone number and email address will be added in the internal remarks. The title (Description) of the reservation also includes the guest's Last Name. No Contact is created for each reservation, in order not to increase the number of contacts not to increase too much in SEM.)
  • Zenchef bookingId (added in the internal remarks)
  • Remarks reservation (added in remarks playbook field)
  • Remarks guest (added in remarks playbook field)
  • Allergies (added in remarks playbook field)

Each reservation created in Smart Event Manager is linked to a fixed relation (e.g. ‘Zenchef’) so that these reservations are clearly identifiable.

Details Smart Event Manager

  • New reservations with a status of type Cancelled are ignored.
  • Already synchronized reservations that are later changed may be handled differently:
    • If status was changed to a non-synchronized status, the booking in Zenchef is cancelled.
    • If provision was changed to a non-synchronized provision facility, the booking in Zenchef is canceled.
    • If number of persons was changed to 0, the booking in Zenchef is canceled, as Zenchef does not accept bookings with 0 persons.
    • Different facilities with consecutive times within the same reservation are sent to Zenchef as one reservation due to the linkage sent.

How do I set up the integration with Smart Event Manager?

You can activate the integration with Smart Event Manager in your Zenchef environment via settings and the partner tab. You will find the partner under the category 'Event services'.

  1. Click on the connect button next to the partner. The partner will be able to retrieve the information of the restaurant.
  2. You must provide your Zenchef restaurantId to Smart Event Manager. You can find your Zenchef restaurantId at top of this page.