How to Create a Client for Individual Bookings
From the Frontdesk, go to the Clients header, click Add Client+.
Follow the How to Create a New Client tutorial.
This client will now be found under the Clients List.
For Organisational Hirers
From the Frontdesk, go to the Entities header, click List.
Click +Add entity to open the Add Entity window. Here, add your entity’s –
Name
Entity Type
Mobile/Phone Number
Address
This entity will now be found on the Entity List.
Create Venue Hire from the Venue Hire Menu
From the Frontdesk, head to the Venue Hire header, click Current.
In the right-hand corner, click +Add client hire or +Add entity hire, depending on whether hiring for an individual or an organisation.
The Add Venue Hire page will now be open. Here, fill out –
Existing Entity and Contact/Primary Point of Contact (Or specify a new entity and contact)
Purpose of Hire
Activity Type
Other details of hire
Attendees
Compliance requirements – Alcohol, public liability insurance, hire agreement.
Public Holiday Information
Dates, times and Set-up/pack-up times.
Select Check for Conflicts to ensure the room is available.
Select Hire Agreement to include a payment schedule created based on the session dates.
Click Add Venue Hire.
How to Review and Update Hire Details
From the Frontdesk, head to the Venue Hire header, click Current.
Click Edit on the venue hire agreement you wish to add details for.
Click Edit on the Details tab. This opens the Edit Details window. Here, you can change –
Status Code
Purpose of Hire
Additional Details
How to Review and Update Venue Hire Sessions
From the Frontdesk, head to the Venue Hire header, click Current.
Click Edit on the venue hire agreement you wish to add details for.
Go to the Sessions tab, all scheduled venue hire sessions will be displayed as Pending.
To change an individual session -
Click the pencil button on the chosen session, this opens the Edit Session window. Here change the status of the session from Pending to Approved.
Click Save.
To change all sessions’ status -
Click the Select/Deselect All button, ticks will appear in all session tiles.
Scroll to the bottom of the page to the Selection header, all sessions are now displayed.
Click Update status to open the Change Status window. Here, change the sessions’ status from Pending to Approved.
Click Save, and voila!
How to Create and Send Out a Venue Hire Agreement
From the Frontdesk, head to the Venue Hire header, click Current.
Click Edit on the venue hire you wish to add details for.
Go to the Agreement panel, click Edit to open the Edit Agreement window. Here, add –
Venue Hire Policy
Agreement Start/End Date
Open Statements to Hirer
Click Save.
Go to the Agreement panel, click Send. This will open the Send Hire Agreement Email window. Here, you should add –
Name
Email
Subject
Message
Click Send.
How to Add Your Payment Schedule and Invoicing Arrangements to Your Venue Hire
From the Frontdesk, head to the Venue Hire header, click Current.
Click Edit on the venue hire you wish to add details for.
Click on the Fees tab.
Work out the invoicing arrangements for the venue hire in the Quote panel.
For casual hires, create one schedule.
For recurrent hires, create multiple schedules.
Click on Add Payment Schedule button to enter a schedule name (i.e June 2022)
Select the venue hire rates from the Location Space Pricing Tables or Global Pricing Tables.
Select the session date(s) to be applied to the invoice.
How to Create and Send Venue Hire Invoices
From the Frontdesk, head to the Venue Hire header, click Current.
Click Edit on the venue hire you wish to add details for.
Click on the Fees tab.
On the desired payment schedule, click Create.
After any relevant information is added, such as whether to show accounting codes, click Issue and fill out the Issue Date and Due Date.
Then, in the same taskbar, click Send and voila!
