Venue

Rentals

Rentals is the private side of your venue: the weddings, corporate events, graduations and film shoots you rent rooms for. It keeps your clients and their contacts, the inquiry pipeline, rate cards per room, proposals the client accepts online, the rental on your calendar with its contract, the functions and orders that deliver it, the work orders your house crew tick off, and the invoices and payments. In the left menu, under Venue, choose Rentals. It belongs to VenueOps. Create your venue on Venue profile first; until then the page says "Create the venue first".

Anyone with a paid seat can add clients, inquiries, rentals, functions, orders and work orders. Prices (rate cards, services, proposals, contracts, invoices and payments) and Settings belong to owners, admins, managers, finance and legal. Ops and coordinators do not see invoices, payments or the aging unless a Company Admin sets Rentals to View or Edit for them in Users & access. View only seats read everything they can see and change nothing.

How do I track an inquiry?

1. Open the Pipeline tab and choose New inquiry.
2. Give it a Title (such as "Smith wedding"), pick the Client (or New client… to add one with a contact and email), the Room, the dates, Guests, Source and Value, and optionally Close by and Notes.
3. Choose Add inquiry.

The board shows each stage (Inquiry, Qualified, Proposal, Contract, Booked and Lost) with the count and value in it. Click a card to move its stage or change it. An inquiry moves to Proposal when you send its proposal, to Contract when the client accepts, and to Booked when the rental contract is signed; Booked cannot be set by hand. For a lost one, say why in Lost reason.

How do I set up rate cards and services?

• Rate cards: choose New rate card, name it, pick the room (and an event type if the card is only for one). It starts with a weekday and a weekend full-day rate; choose Edit on each to set the price, or Add rate for another. A rate has a Day part (full day, half day morning or afternoon, evening, by the hour), the Days it applies to (any day, weekdays or weekends), whether it is Flat or Per hour, a Minimum hours, a Minimum charge and a Deposit %.
• Services: your catalog of what you sell on top of the room, such as AV, staffing, catering, furniture, cleaning and power. Each has a price per unit, a Taxable tick, the Crew department that delivers it and, for the GL export, a Revenue account. Untick In the catalog to stop offering one.

How do I set up packages?

A package bundles room rates and services at one price, such as a wedding package with the ballroom for the day, a dance floor and the bartenders.

1. Open the Packages tab and choose New package.
2. Name it, then Add a rate (from your rate cards, with hours for an hourly rate) and Add a service (from your catalog) for everything it includes, each with a quantity.
3. Set the Package price, whether it is Taxable, a Revenue account for the GL export and, if it is only sold at one venue, the Venue. Choose Add package.

The list shows each package's price beside what its items cost on their own at today's prices. Untick Offered to stop using one without deleting it. Packages are set by those who price rentals; everyone can read them.

How do I write and send a proposal?

1. From an inquiry choose Write proposal, or open the Proposals tab and choose New proposal.
2. The room's rate for each date fills in from its rate card (weekday or weekend). Add more with Add a rate, Add a service, Add a package (one line at the package price that names what is in it) or Add a line, and change any quantity or price. Untick Tax on a line that is not taxable.
3. Set Valid until, the tax rate, an Introduction and the Terms, then choose Save.
4. Choose Send. It goes with your "Proposal cover" email (Venue profile > Emails), the PDF attached and a private link where the client reads it and accepts or declines. Copy client link gives you the link to send another way.

Once sent, a proposal is changed by choosing Revise, which drafts the next version with the same number; sending it replaces the old one. A proposal past its valid-until date expires. If a client says yes by phone, choose Record acceptance.

What happens when the client accepts?

Accepting on the link (with a typed name and a tick) books the rental: it goes on Calendar & holds as a private event in that room, linked to the client, so no show, hold or other rental can be placed over it. If the room has been taken in the meantime, the client is told the dates are no longer open and you get a notice. Your team hears of every answer on the bell. Open the rental from Rentals (or Open rental on the calendar event) and choose Send contract to sign: the contract is drawn from the rental, its accepted proposal, the payment schedule and your Rental contract terms (Settings), and goes through Signatures to you and the client. When both sign, the rental reads Contracted and its inquiry Booked.

How do functions block a room?

A function is one part of the event in a room: a ceremony, a dinner, a keynote. On the rental choose Add function, then set the room, the date, when it starts and ends, the Setup before and Strike after minutes, the Setup style, the expected and guaranteed guests and a floor plan from CAD. The room is held from the start of setup to the end of strike, past midnight if need be. Another function in that room in that window, a show, another rental or a dark day is refused with the reason. A function in another room or on another day than the rental's own event gets its own entry on the calendar. Change a rental's room or dates in Rentals; the calendar will not move or delete it.

How do orders and work orders reach the crew?

• On a function choose Add order to order a service from the catalog (or something not in it). It goes to the service's crew department.
• Choose Draw from the orders to make the work orders: one per function and department, with the room set and strike for the stagehands, due when setup starts. Drawing again after the orders change keeps what the crew already ticked off. Add work order writes one by hand, for a department or one crew member.
• Your house crew see their department's work orders (and any assigned to them) in GigOps Crew under Work orders (on the web and in the iPhone app), tick each item as they go, add photos of the job with Add a photo, and choose Finish and sign off: a note (needed if something is not ticked), the name of whoever signs it off, and a signature drawn with a finger on the phone. Whoever drew the work order hears when it is done.
• On the rental, the work orders list says how many photos each has and whether it was signed. Open one to see the photos (click one for full size), the signature and who signed. Remove under a photo takes it off the record. Setting a finished work order back to Open clears its signature, so the next finish is signed again.
• Event order prints every function with its room, setup, guests and orders, and the work orders, as a PDF for the operations meeting. Prices show only for those who can see money.

How do I see every room on one day?

Open the Day grid tab, or choose Day grid on a rental to open it on the rental's first day. Each room is a row and each hour a column, from 6 in the morning (earlier if something starts earlier) to midnight, or on to the small hours when something runs past midnight.

• A function shows its own time solid, with its setup before it and its strike after it hatched, so you can see when the room is held but not in use.
• A rental with no function that day, a show (load-in hatched, then doors or show time to curfew), a hold (dashed, with its rank, such as H1), a private event and dark or maintenance time each have their own colour; the key is under the grid. A weekday your venue is dark by rule shows as dark all day.
• Things that overlap in one room stack in lanes. Hover over a block for its times; click a function or rental to open the rental.
• Use the arrows, the date or Today to change day, and Print for a landscape page of the grid alone. The grid shows no prices.

How do I invoice a rental?

1. On the rental choose Create invoice. The accepted proposal's lines and every order not yet invoiced become its lines; you can change them while it is a draft.
2. Choose Issue. It gets its number, its terms and a payment schedule: a deposit (your Deposit %, due a few days after) and the balance (due before the event), or one payment when the event is close. Edit schedule changes it; the payments must add up to the total.
3. Choose Send to email it with your "Rental invoice" words, the PDF and a link to the invoice page, where the client sees what is paid, what is owed and when.

The client gets your "Deposit reminder" email before each payment is due (the reminder days in Settings) and again if it passes unpaid, when your Company Admins hear of it too. Send reminder sends one now.

How do I record payments, credits and refunds?

On the invoice choose Record payment. A Payment is money received; a Credit lowers what the client owes without money changing hands; a Refund gives back money received. A payment or credit cannot be more than the balance, and a refund cannot be more than was received. Remove takes out an entry recorded by mistake. An invoice with payments on it cannot be voided until they are refunded or removed. Online card payment is not switched on yet.

How do I see what clients owe?

• AR aging lists each client's unpaid payments by how far past their due date they are (not yet due, 1 to 30 days, 31 to 60, 61 to 90, over 90), as of the day you pick. Payments are applied to the schedule in date order.
• A client's page shows the balance owed across their invoices, their inquiries, proposals, rentals and every email sent to them.
• With QuickBooks Online connected (CFO view > QuickBooks), a sync sends your rental clients as customers, issued invoices as invoices and payments as payments applied to them; see the CFO view guide.
• Download CSV under GL export gives a double-entry journal for your accounting system for the dates you pick: invoices issued, payments, credits, refunds and voids, in the account codes set in Settings from your chart of accounts.

How do I send a client their statement?

Open the client (the Clients tab). Once an invoice has been issued to them, the balance line has Statement PDF and Send statement.

• The statement lists every invoice, payment, credit, refund and void with a running balance, the invoices still open with what is owed on each and when the next payment is due, and the aging (not yet due, 1 to 30 days, 31 to 60, 61 to 90, over 90 days late).
• Send statement asks who it goes to (the client's email or main contact by default), the day it is As of, an optional From date (everything before it becomes one brought-forward balance) and a note. It goes with your "Rental invoice" email (Venue profile > Emails) with the statement attached as a PDF, the balance as the amount, the next due date and a link to the oldest open invoice. Preview PDF shows it first. The email is kept on the client with the others.
• Sending is for those who price rentals; reading the statement follows who can see invoices.

What is in Settings?

Per venue: the tax name and rate, the currency, the proposal and invoice numbering, how long proposals stay open, the invoice terms, the deposit percentage and when the deposit and balance fall due, the reminder days, your standard proposal terms and rental contract terms, and the accounts for the GL export (receivable, rental revenue, sales tax payable, cash, credits).