Functions

Venue hire: enquiries, quotes, holds, deposits and the function sheet.

What this part of Sports Club OS does ↗

Overview

• What Functions doesVenue hire from the first enquiry to the day after: quotes, holds, the hirer accepting online, deposit and balance invoices, the bond and the function sheet.

How to

• Close out a function, and the bondAfter the day, enter the bar tab and extras, settle the bond, say how any unpaid invoices were paid, and mark the function completed.
• Confirm a functionMark the deposit paid to confirm a function, then take final numbers, mark the balance paid, re-issue the quote when it changes, and write to the hirer.
• Find a function: the board, the list and the calendarUse the function board, the searchable list and the month and week calendar to see every function, what needs attention, and which rooms are taken when.
• From an enquiry to a quoteEnter an enquiry, build its quote from packages and items, preview it as the hirer will see it, and send it, which holds the rooms.
• Keep on top of function tasksThe dated tasks Sports Club OS makes as each function moves along, the Function tasks page that lists everything due, and adding tasks of your own.
• Welcome a function on the club's TVsSwitch a function on for the club's screens and create a welcome display for it, what the TVs show and never show, and the foyer screen of the day's functions.

How it works

• Function reportsWhat Function reports show: enquiries, how many were confirmed, booked income, money still to come in, bonds held, lost reasons and room use.
• How holds, acceptance and the deposit workHow sending a quote holds the rooms until a date, how the hirer accepts on their own page, how the deposit confirms the function, and when a hold lapses.
• The function sheetThe run sheet for a function's day, for a phone or printed on A4: times, rooms, numbers, the plan, staff, catering, the bar and the contact on the night.
• The function's staff on the rosterConfirming a function puts an open slot for its staff on the weekly roster. What the function changes on it, and the Roster tab.
• The public venue page and enquiry formWhat visitors see on the club's public venue page, how they check a date and send an enquiry in three steps, and what reaches the office.

Reference

• Function settings: rooms, items, packages, rules and termsEvery setting on the Functions tab of Admin > Settings, what each does, what a new club starts with, and who can change them.