Tenant User Guides

What it’s used for

A single shift-start screen that shows upcoming bookings, quick navigation buttons, and a guided setup journey (Setup → Publish → Inquiry → Approve → Payment → Ops).

Configure

No configuration required.

Use day-to-day

• • Click Refresh to reload upcoming bookings.
• • Use the “Go to” buttons (Bookings / Approvals / Facilities / Venues) to jump straight to work queues.
• • Work through the Guided journey steps: each step’s button navigates you to the right tab to complete that step.

Pro tips

• • Use Today at shift start and handover to keep queues clean.
• • Guided journey completion is data-driven: if a step doesn’t mark complete, double-check you saved the related config or created the expected records.

What it’s used for

Maintaining your list of venues/properties and opening a specific venue’s detail console (Availability, Widgets, Property Maps, Services, Catering, Waitlist).

Configure

• • Click Add Venue.
• • Complete the venue form and save; verify it appears in the Venues table.
• • Use the pencil icon to edit a venue; save and confirm changes persist after refresh.
• • Use the trash icon to delete a venue when appropriate (only if you are sure it’s not needed).
• • Use the eye icon (View venue) to open the venue detail console.

Use day-to-day

• • Open the venue detail console for day-to-day configuration (Availability / Widgets / Maps / Services / Catering / Waitlist).
• • Use the Venues list as your “index” when switching between properties.

Pro tips

• • Use consistent naming conventions (building/site + city) so staff can find the right venue quickly.
• • Treat deletions as irreversible: if you only want to hide a venue, prefer an “inactive/archived” status (where available) over delete.

What it’s used for

Creating and maintaining the bookable spaces inside a venue. Spaces power availability checks, pricing rules, and what customers/operators can actually book.

Configure

• • Open Operations → Venues, then click the eye icon (View venue) on the correct venue.
• • In the venue detail console, stay on the Spaces tab.
• • Click Add Space.
• • Complete Basic Information: Space Name, Space Type, Status, and (optional) Floor Level, Area (sqm), Description, Space Image URL.
• • Set Standard Capacity and Maximum Capacity (optional but strongly recommended).
• • Under “Capacity (by setup style)”, activate the relevant styles (Theater/Banquet/Classroom/Cocktail) and enter style-specific capacities.
• • Under “Pricing & Booking”, set Base Rate + Currency and required Minimum Booking Hours, plus required Default Setup/Breakdown times.
• • Click Save and confirm the new space appears as a card in the venue’s Spaces grid.

Use day-to-day

• • Use Edit on a space card to update name/type/status/capacities/pricing; save and confirm the card reflects updates.
• • Use the trash icon to delete a space only when you are sure it should never be booked again (it is soft-deleted).
• • Use Rate Rules on the space card to configure per-space pricing rules (opens the Rate Rules manager for that space).

Pro tips

• • Always set Standard vs Maximum capacity: requests above standard (up to max) are treated as special requests.
• • Only activate setup styles you actually support operationally; leaving unused styles inactive reduces operator confusion.
• • Set realistic setup/breakdown defaults — these buffers materially affect schedule feasibility and overbooking risk.

What it’s used for

Visual mapping of a venue using SVG building/floor plans. You upload SVGs and map SVG elements to floors, spaces, or shared facilities (e.g., reception).

Configure

• • Select the venue from the dropdown (top-right of Maps).
• • Click Add building and enter a building name.
• • Select the building, then under Floors click Add and enter a floor name and sort order.
• • Upload building SVG (accepts .svg). Upload floor SVG for the selected floor.
• • Building → Floor mapping: click an element in the building SVG, choose a floor from “Select floor…”, then click Save mapping.
• • Floor → Space/Facility mapping: click an element on the floor SVG, choose Space and select a space (or choose Facility and enter facility type + optional label), then click Save mapping.
• • Verify “Current mappings (floor)” reflects your saved element mappings.

Use day-to-day

• • When floor plans change, re-upload SVGs and re-check element IDs.
• • Use “Last clicked element” to confirm you’re mapping the correct SVG element.

Pro tips

• • Make sure your SVG has stable element IDs (example shown in UI: room_101). If IDs change, mappings will break.
• • Create your venue Spaces first — floor→space mapping requires the target spaces to exist.
• • Map shared facilities (facility kind) for non-bookable areas so staff can still orient within a plan.

What it’s used for

Maintaining a venue-wide catalog of paid/free add-ons (stored as resource inventory items of type “other”) such as projectors, cleaning fees, or staffing add-ons.

Configure

• • Choose a venue using the venue dropdown.
• • Click Add service.
• • Enter Service name, Unit price, and optionally Serves (stored under specifications).
• • Save and confirm it appears in the list.
• • To edit: open a service and update name/price/serves, then save.
• • To remove: use the remove action (marks the item deleted) and confirm it no longer shows.

Use day-to-day

• • Keep service pricing current so quotes/invoices stay consistent.
• • Use Serves to standardize packaging (e.g., a platter serves 10).

Pro tips

• • Use clear unit semantics in the name (e.g., “Projector (per day)”, “Cleaning (per booking)”).
• • Prefer fewer, well-defined add-ons over dozens of near-duplicates—operators make fewer mistakes.

What it’s used for

Define catering menus and priced menu items (with serves, availability, and ordering). Used to standardize catering options for bookings.

Configure

• • Choose a venue using the venue dropdown.
• • Click Add menu and enter menu name + optional description.
• • Select a menu, then click Add item.
• • Enter item name, unit price, serves, and optional description, then save.
• • Set item sort order (where available) so items display in the desired sequence.
• • Deactivate a menu or mark items unavailable when they should not be offered.

Use day-to-day

• • Review menus weekly and disable seasonal menus when out of date.
• • Use “available” status for temporary stockouts rather than deleting items.

Pro tips

• • Keep item names customer-facing (no internal abbreviations).
• • Use serves consistently to avoid under-ordering (e.g., per person, per platter).

What it’s used for

Blocking out unavailable times and defining special hours at venue level (and in other screens, per-space). This protects against accidental bookings during closed periods.

Configure

• • Open the venue detail console, then click Availability.
• • Click Add availability rule.
• • Enter Rule name, Rule type (e.g., Blackout Period / Special Hours), and Priority.
• • Set Start date/time and End date/time and add an optional Reason.
• • For repeating schedules, enable recurring and set a recurrence pattern (if provided in the UI).
• • Save and verify the rule appears in the list with Active status.

Use day-to-day

• • Toggle rules active/inactive when temporarily suspending constraints.
• • Remove rules that are obsolete to keep the list clean.

Pro tips

• • Use priorities to resolve overlaps: higher priority rules apply first.
• • Name rules with dates and intent (e.g., “Blackout: Renovation Feb 10–15”).

What it’s used for

Configuring dynamic pricing adjustments per space (time-based, seasonal, day-of-week, etc.) using rule priority and adjustments (percentage or fixed amount).

Configure

• • Open the venue detail console and scroll to the Spaces section.
• • Choose the space you want to price, then click Rate Rules.
• • Click Add Rate Rule.
• • Set Rule Name, Rule Type, Priority, Adjustment Type, and Adjustment Value.
• • Optionally set Valid From / Valid To to constrain when the rule applies.
• • Save and verify the rule is listed and marked Active.

Use day-to-day

• • Toggle rule Active to quickly enable/disable promotions without deleting rules.
• • Remove rules only when you are sure they’ll never be used again.

Pro tips

• • Use priorities intentionally: higher priority rules run first; avoid two rules competing for the same condition unless you want them combined.
• • Start simple (one rule) and expand—complex stacks are harder to troubleshoot when pricing looks “wrong”.

What it’s used for

Allowlisting domains that can embed your booking widget, choosing which features are enabled per domain (availability/inquiry/booking), and generating/copying embed code.

Configure

• • Open Website Widgets (or Manage widget embeds).
• • In the Embedding tab, choose Script Tag, Modal Button, or Programmatic to open the widget manager focused on that method.
• • Click Add Domain (or open the add form).
• • Enter the domain (hostname) and select allowed features (availability/inquiry/booking).
• • Optionally add notes for internal tracking, then save.
• • Open View Embed Code for an active domain, confirm the selected method, then use Copy to copy the snippet.
• • Use Preview to test the widget and verify the chosen embed method on your site.
• • Download/export allowlist when needed (where provided by the UI).

Use day-to-day

• • Deactivate a domain to immediately stop embedding on that site.
• • Use Preview when changing theme/colors to confirm readability.

Pro tips

• • Enter domains as hostnames (e.g., example.com). If you paste a full URL, the system normalizes to hostname.
• • Keep “booking” disabled on untrusted domains; enable availability/inquiry first for safer rollout.

What it’s used for

Running the bookings queue: selecting a booking, opening the payment tracker, and launching the approval workflow from the booking list.

Configure

No configuration required.

Use day-to-day

• • Use Refresh to reload “Recent bookings”.
• • Click a booking row to select it (highlights the row).
• • Click Payments on the booking row to open the payment tracker for that booking.
• • Click Approve on the booking row to open the approval workflow for that booking.
• • Use New Booking / Add Lead when you need to create new pipeline entries.

Pro tips

• • When troubleshooting “missing” payments/approvals, confirm you opened the modal for the correct selected booking.
• • Use Today → Upcoming bookings to focus on what’s operationally urgent before working older pipeline items.

What it’s used for

Finding bookings that need a decision (e.g., inquiry/provisional) and opening the approval workflow to approve/decline and progress the booking status.

Configure

No configuration required.

Use day-to-day

• • Click Refresh to reload pending approvals.
• • Click a booking in the Pending approvals list to open its approval workflow modal.
• • Complete the workflow actions and use the modal’s update behavior to refresh the queue.

Pro tips

• • Work oldest pending approvals first to prevent stale customer conversations.
• • If the approvals list is empty but you expect items, check the bookings list and confirm statuses are still inquiry/provisional.

What it’s used for

Inviting external/company users as “hosts” so they can book meeting rooms at your properties. Includes single invite, bulk invite, and resend for pending invites.

Configure

• • Confirm your tenant tier is Business or Enterprise (Hosts is gated).
• • Enter an email address and click Invite host.
• • Use Bulk invite to invite multiple hosts in one session (where available).
• • Use Resend on pending invitations that are close to expiry.

Use day-to-day

• • Use the hosts table to track status, expiry, and acceptance timestamps.

Pro tips

• • Invite hosts early: they often need time to accept and set up before booking.
• • If a host’s invite expired, resend rather than creating a duplicate email trail.

What it’s used for

Operational facilities oversight for venue delivery (what’s due, what’s assigned, and what’s blocked), surfaced as a dedicated facilities dashboard.

Configure

No configuration required.

Use day-to-day

• • Use this tab as the handoff destination once bookings are confirmed and need operational execution.
• • Return here during the day to track progress and unblock issues.

Pro tips

• • Don’t wait until day-of to check facilities—use it as soon as a booking is confirmed.
• • If data appears missing, verify the booking is in a confirmed/progressing state and that facilities responsibilities were assigned in the relevant workflow.

What it’s used for

Capturing customers who want a space but can’t be booked yet, then converting them to an inquiry when availability opens up.

Configure

• • Open the venue detail console and click Waitlist.
• • Click Add to open the add form.
• • Fill customer details, choose space, preferred date, event type, expected attendees, and notes.
• • Submit to create a waitlist entry (stored as a booking with status waitlist).

Use day-to-day

• • Use Notify to move an entry to inquiry after you contact the customer (updates the booking status).
• • Use Convert to Inquiry to progress a waitlist entry into the normal bookings pipeline.
• • Use Remove to cancel and mark the entry deleted when it’s no longer relevant.

Pro tips

• • Always capture notes—when you convert to inquiry, notes carry forward for sales/ops context.
• • Pick realistic preferred dates so the team can prioritize high-intent customers first.