16th October 2025

13:00-14:00 - Implementation Phase Support

Excel/SEC Implementation

Toby: Just went through the onboarding process, resources setup, now starting to set events up, want to use to calculate P&L. “What are your top three recommendations?”
Toni: Map out processes and drive it from that end rather than drive from Momentus system direction.
Lee: Did Momentus steer you in a certain direction? Provide processes/best practices etc? Or did you?
Toby: Someone at Momentus would show/state how to do certain things, but not an optimal process (ie. would set up resources, do sales etc. then find that this would impact ability to change prices down the line).
David: If you have fields in the system, you need to be strict about understanding what you want out of that field. Often you’ll have a field with 5 options that will suddenly end up with 50 options.
Lee: Plan time/resource for maintenance. Don’t wait until things are broken.
Toby: My role is business improvement. I’ve been through the whole process. Laura and Nicole are planners and administrators. The planners will be the main inputters.

• We have 4 operators who can change the work orders, service orders etc.
• Logistics/Chef’s etc can only run reports.
• Toby/Andrew only ones that look after the integrity of the system, but are more reactive than proactive.

Lee: Who is taking the lead on Momentus updates for example?
Toby: Hoping to establish a “forum” of people to decide actions.
Toby: We use PowerBI.
Toby: All different Levy sites are using it differently.
But hopefully we’ll all start working together and learning from each other etc.

Business Design Centre (Excel) Implementation

James W: I set them up mirroring what we have at Excel. We’ve gone multi-org. We had Momentus copy over a bunch of tables like statuses, GL’s etc. They work very similarly, but they have long term retail let show rooms - so we had to figure out how that works.
Lee: You may want to connect with JCR to see how this compares to the long term box rentals.
James W: Still some workarounds and quirks. For example, report naming schemes can’t take the org into consideration - so the branding is all Excel.
James W: Excel is very siloed from a departmental POV, following their own set processes. But the smaller BDC team has more responsibilities. We initially tried to use existing roles but then had to create new ones to handle the combined responsibilities.

Discussion on Annual Reviews/BPOs/CSM

Antonia: Would like an annual meeting with Momentus to review the system.
Jodi: Is that not what CSM does?
James W: Not really.
They’re more for helping to keep on top of multiple projects we’re managing, acting as a single point of contact etc.
James W: Momentus have started to discuss/flag system health data based on usage. There appear to have been a few false positives and/or areas missed that are definitely not being used.
Robin: We had the same. Ella just finished doing our review, and similarly the metrics weren’t right. There was a metric flagging a part of the system we supposedly weren’t using, but we are.
David: It is important with Momentus’ BPO process to get the right people/skillset to audit the system. How we do something might appear wrong as it’s not the same as how Excel does it. BPO previously was carried out by a financials expert, so came back with a bunch of finance stuff that wasn’t really applicable/relevant.
Andrew: BPO is worth doing, but it is expensive and time consuming.
David: The last one we did was around 5 days.
Toni: Think ours was 1 day prep + 3 days on-site + 1 day write up.
Jodi: The consultant will often come in and identify a few quick wins which help to provide some immediate value - then you can work toward solving some of the longer-term issues.

14:00-15:00 - Integration & Connectivity

Discussion on APIs

David: We looked at the API for signage system but cost made it prohibitive. This may change with the packages coming out.
James W: Is the information which drives the signage all in Momentus?
David: Most of it - not the logo, but we could add it. Do you?
James W: When we walk down the boulevard later I’ll show you the screens. We have an XML export from Momentus for the show wayfinding. Goes into the CMS where some additional information is added. Signage is a commercial part of the business.
Lee: Is there an opportunity to cut out the middleman?
James W: Looking to see what the long term CMS option is (referenced the silo’ing of the business preventing overall decision on this).
Lee: The new API (I think is being referred to as OData API) looks promising, but it is read-only at the moment.
The main advantage is being able to “join” data (e.g. get events with accounts and functions) - at the moment you have to make 1 call to get events, then make X calls to get the account for each event, and X calls to get the functions for each event etc.
Lee: I do not yet know if the SDK has/will be updated to wrap these OData endpoints - it would be worth checking the docs/with Momentus.
Robin: We have just gone live with the first phase of an integration to Prospect2 (marketing platform) that Tickett have built. They have also built an integration with Outlook for e-mails and events, going live later this month.
Sarah A: The Jockey Club have a number of tools and integrations using the API: A table assignment tool, an event import tool, a Docusign integration, a ticketing integration, and a finance integration. Lee’s team have built these for us.
Harlie: Taking data out of Momentus via API using a custom tool to do some reconciliation (for making tax digital), then reinserting back into Momentus.
James M: We have an integration with our customer satisfaction survey platform, and some webhooks that Tickett have developed for us.
Note: In subsequent conversations we confirmed that several customers have been informed Basic, Standard and Extended API modules are included with all packages (including core).

Discussion on Outlook Integrations

Lee: Has anyone used the Outlook add-ins from Momentus Connect? A few people mentioned wanting to test this at the last user group I think, but I’m not aware of anyone using it yet.
Sarah: Can you include promo footers in e-mails when sending from Momentus?
David: You can but we have an issue with the alignment of images. If you have 4 in a row, then it ends up looking misaligned. We haven’t tested in a while primarily because when you send the message it doesn’t save a copy in Outlook.
Note: Multiple users stated that this was a deal breaker.

Discussion on Power BI and Analytics Tools

David: Has Tickett done more work with PowerBI and connecting to Momentus? An “Analytics” platform is meant to be coming but no one is aware of when this is coming.
Lee: We built a proof of concept connecting PowerBI directly to Momentus via the API. It’s much easier to connect to a SQL replica, but the API could be an alternative route to explore.
Toni: I recommended Qlikview/Tableau over PowerBI due to exporting issues.
Lee: PowerBI does seem to be the “industry standard”/way we’re all going.
You can also use SSRS reports in PowerBI (and we do) which solves most of the issues around scheduling/exporting.
Lee: I think the Momentus Analytics tool is mainly for collecting industry data which can be compared to see where you sit compared to industry averages etc. I don’t think it’s going to be a fully customizable BI type solution. We should get Momentus to give us an update/clarity though.
David: I would love to know the cost and/or which packages it’ll be available in.
Antonia: We’re trying to get all our data out of all our systems so we can report across. Got an internal name for data warehousing (Aura?).
Lee: The built-in reporting (formula fields, summary fields etc.) within Momentus has vastly improved - many things you needed a Crystal report for before can now be achieved out of the box - but there will always be limits, especially if you want to aggregate with data from other platforms.

15:00-16:00 - Reporting & Data Management

Lee: We have implemented some daily/snapshot reporting for a few venues to provide more opportunities for movement reporting, point in time reporting etc.
Toni: Worst case, you can run a report every day to perform a manual snapshot.
David: We query the audit log for some data, and I believe it performs okay.

Event Schedule Reports

David: We’ve done quite a bit with the event schedule over the last year. Adding formulas, conditionally showing information etc (e.g. if the medical room is booked we’ll show certain info). We also managed to hugely reduce the number of pages by disabling the “keep section together” setting!
Toni: We have a toggle so you can run the report with or without catering items or any other departmental items - I think we use a function usage or something to determine.
David: Depending on the contract type, it will show or hide the catering items.

Moving Client Documentation Online

Lee: Has anyone moved or considered moving it online? Perhaps more relevant for the proposal.
David: Marketing team looked at a few options, looking at a portal that exports to PDF.
Alex: We use a 3rd party proposal system (Qwilr), it is view-only functionality.
Larisa: Does it integrate with Momentus?
Sarah: No. We create the proposal outside of Momentus, and only add the event at the point where the proposal is accepted.
Jodi: I think the event portal can do it, but still just uses Crystal / PDF under the hood. Has anyone got it? No response.

Pipeline Reporting

David: Is reporting across events and event opportunities possible/a pain?
Lee: It’s not as easy as using events for both - but it’s a lot better than when we used “normal” opportunities. You can now convert them and they’re linked etc. You’d still need a formula to add event opportunity revenue and event revenue though.
Toni: Does anyone use the custom webform for enquiries?
Sarah A: Looked at but couldn’t embed into our existing website.
Sarah Y: We have something (using COWF) which creates opportunities and then we convert them to event opportunities “with some magic”.
Lee: We most commonly see the status and sometimes a probability/likelihood field used to create a forecast revenue multiplier.
Toni: Does anyone validate those percentages after? No response.

Yield Based Pricing

Lee: Has anyone looked at yield-based pricing? A bit more hotel-like.
Hannah: We have variable pricing based on day of the week.
Alex: We have seasonal pricing.
Toni: It could work with some level of year-to-year manual analysis to adjust the pricing, but I’m not convinced anything “fully magic” makes sense.
Sarah A: We set rack rates in years advance, but discounts from rack rate are done by discretion (the sales team have knowledge of the supply/demand).
Jo: It’s also understanding the cost of the event. It might be better to take a smaller event with smaller costs.

Are Crystal Reports Going Away?

David: No definitive answer from Momentus, but it’s definitely not disappearing overnight. SAP don’t have it on their plans for after 2028.
Andrew: I want Crystal training but Momentus said they don’t offer it.
Lee: We would be happy to do it, but would suggest you only do it if you’re intending to make “small tweaks”. If you’re interested in building entire reports or making significant changes, it would only be worthwhile if we train you on the data model, a bit about SQL/databases, and Crystal (and you’ll need to be using it regularly to warrant it) - and/or if it’s something you really want for personal development. It probably is better (quicker/cheaper/easier) to outsource. Momentus are definitely happy to make Crystal changes/build new reports - as are we.
Toni: I’m happy to run through some Crystal bits, but mainly around the navigation. Understanding the Data Model and Understanding SQL would be a better place to start, as those will be transferrable regardless of what BI or Reporting tool is used. Suggest starting with an SQL course.

Data Quality and Governance

David: We’ve got a few dashboards that highlight fields which haven’t been populated etc. We’ve set up formulas and groupings which show events where there are data integrity issues.
Toni: We use lots of required fields.
Sarah A: You can just put a . in the e-mail etc - is there any way to prevent that?
Lee: That could be a good use case for webhooks.

16:00-17:00 - User Experience & Interface

Overview of New UI

Alex: We were initially doing a gradual changeover (department by department). Didn’t get much feedback. Once realising that we were all going to have to move over, moved everyone at once and only received a single complaint.
Toni: Feels there is a lot of scrolling, doesn’t fit much on a smaller laptop screen.
Lee: Do you know about the “compact layout” option? We found it at the last user group which helps with this issue.
David: There are occasions with contract/room bookings that you get halfway through, then lose the ability to save (25.2 was buggy in this regard). Momentus has moved them from 25.1 to 25.3 in their test environment so they can test this out until December.
Harlie: We’ve been switched over for a while. Only encountered one issue. Love that the users can send feedback directly within Momentus to Momentus.
Matt: Do not believe that this direct feedback generates a ticket with Momentus (and certainly are not visible to admins).
Robin: Pop-ups directly in Momentus, from Momentus, are driving users mad.
Sarah A: You can turn them off - I’m sure we don’t get them (not sure where this can be disabled - but do reach out to Momentus).

Recent Momentus Outage

Jo: Momentus went down the other day - did this impact others?
The group confirmed that Momentus did go down for many of them.
Jo: Our security team then asked what happens if this went on for longer?
Toni: Replica? Does anyone know what the SLA is from Momentus?
David: Note the SLA might be the response time rather than the fix time. You might also want to raise with Momentus what their approach to backups is (I think it’s “best endeavours”).
NOTE: This comment related to data recovery from a backup. When asking a few years ago, there was no guarantee that you would get a complete recovery. David has asked Momentus what the current position is with this and will post the up to date response.
Jo: Our hotels have end of day reports that they run every day, so worst case scenario, they can at least refer to this data.
Toni: Has anyone done any pen testing?
NOTE: No one in the group confirmed that they had done this with Momentus - may be worth collectively approaching?

17th October 2025

10:00-10:45 - Catering & Hospitality

Andrew: I have been using it since 2016. Not currently using functions. Using notes to pull in resources for the kitchen, but finding that it is using up a great deal of space when printing out their work sheets. Typically add the same resource to the price list multiple times (on different order forms). Experiencing difficulty with deleting items from the price lists.
David: Is it in use?
Andrew: No.
David: You may want to try setting the items as inactive rather than deleting them until the bug is fixed?
Lee: Be a bit careful using notes, this can make reporting challenging for example - inability to filter/group etc vs setting up specific UDF’s.
Andrew: We have super users in each team (not additional permissions assigned, simply the “primary user”).
Andrew: Team mustn’t modify items in Momentus as “Ops” then won’t know how to “deliver”, as it won’t match their SOP.
Lee: How do you get all the resources into Momentus? Any export/import from other systems?
Andrew: Manually keying into Momentus.

Discussion on Import/Export Tools

Lee: Suggested an import/export tool based on a spreadsheet. This is something hopefully multiple customers could use.
Andrew: A tool to import from a spreadsheet would be awesome. Several others around the table expressed interest in this.
Andrew: They change the planners for each season yearly (e.g. different resources, pricing). Specific mention about the problematic nature of having to manually set the pricing for each product.
Toni: Suggested multi-select of items in the price list and can adjust in bulk using the price calculation feature.
Andrew: Raised about using the increase price list by a specific percentage.
Robin: Tested the feature previously and found it was broken, raised it with Momentus but not aware of fix in place.
Andrew: Print out single sheets per order (or function?) - but this is painful, going into each one and printing.
Lee: You could build a custom Crystal report, in which you have parameters for date, specific event etc. and it will generate a separate sheet (group/page break) for each order/function etc.
Tillie: Is there a way of pulling through a “pick list” of equipment within catering?
Toni: Suggested bundling these into packages, to use the inventory functionality (as they are currently using Excel) and ensure that if they use this, they make the effort to keep this up to date.
Robin: Has anyone tried using the import functionality for Inventory? As I keep getting errors?
Lee: We’ve been trying to do a GL import or bank statement import or something and also having challenges.
Jodi: Suggest ensuring all fields are set to text/general and trimmers/empty.

David Presentation

• Added hyperlink on events screen (dashboard widget) to jump to/run the catering sheet. Similarly, using “Custom Reports and Links” to add a “custom actions” dropdown for a one-click to run the report without the extra steps usually required to run a report.

Discussions on User Group Feedback and New Packages

David: Created formulas that estimate a forecast if no service orders are on, but if orders are on they will pull those.

• Prefixing * to clearly show a formula field, # for summary fields.
• Using formulas and grouping to create a form of exception reports (e.g. Events w/ no catering revenue).

David: Mentioned poor performance of dashboards where multiple gadget/views were used. Group members stated that they experienced the opposite, with some having dashboards with up to 12 active gadgets on a dashboard and would not experience any slowdown.
Andrew: Levy has one central fiscal calendar and wants to set this up similar to what David demonstrated, as they want to filter by this.
Lee: Suggested using webhooks to insert into a UDF or unused event field (rather than using formulas that cannot be filtered by).
Jo: How do you handle when a package needs to be delivered to different spaces?
David: Add duplicate orders with 0 price to assign to the correct function etc.
Finance aren’t currently using Momentus for completing orders, instead are doing invoicing manually.

New Packages

James: Who has signed a deal with the new package? We have.
Jo: We have.
James: Momentus have assigned each customer an “anchor market” (e.g. hotel group, multi-venue thingy, etc). They have then created a core, pro or premier package for these. This does include unlimited user licenses and waiving of implementation fees for the first year. When we looked at renewal, we had pre-agreed the annual uplift. Initially, the increase was around triple that - but after a bit of negotiation and figuring out how much we were going to grow (user license cost), this meant they were saving money.
James W: Momentus also asked if they wanted them to implement these unused/new modules. Stated that users are still bound to professional/express tiers.
Louise: Are mobile work orders included?
James: Yes.

11:30-12:30 - User Discussions & Knowledge Sharing

Toni: Feedback on having this user group (without Momentus presence).
David: Felt very productive, but there are a few times where it would have been good to have them present. We need to give them feedback on the event.
Lee: I think having them at alternate user groups would be good.
James: I think having them here, but in another room worked really well.
FYI: Ignite conference is currently happening every year.
Toni/James: We don’t want to give up what this is (An Independent user group).
Jo/Louise: It is good to be able to provide some collective priorities to Momentus, but perhaps we can use the steering committee to achieve that.
Toni: Steering committee want to know what worked well in this user group and what didn’t, etc. A Feedback Form will be circulated next week.
Lee: Should we have multiple tracks at the next one if it’s as big as this?
James W: I think this was unique because we’re in London and QEII/Excel bought a lot of people.

Who will host next time and when?

Aiming for the end of April, early May so that it is not too close in proximity to the Momentus Ignite conference.
Toby: SEC might be able to host - will check availability and confirm.
Sarah Y: Olympia should be able to host October 2026. The existing two-day format still works well for everyone.
James: Had someone from the Momentus product team take a look at issues/bugs he had with. They assured they will take a look, but are waiting for actions from this to occur.
James M: Discussed the steering committee. The idea is to have a group who can help organize the meetings (else it can be a lot of pressure on the host venue), along with managing the contact list.
Toni: Confirmed that the committee consists of James M, David, Jo, Beth, Mark, and the host venue.
James M: There’s also the UK/IE group on the Momentus community forum: UK and Ireland User Group.