Quick start
From enquiry to function night
For whoever runs venue hire: take an enquiry, send the quote, confirm on the deposit, prepare the function sheet, and close out afterwards.
Who this is for: Anyone with “See functions and enquiries” or “Run functions” or “Function rooms, prices and terms” (by default: Administrator, Bar Manager, Functions, Reporting, Treasurer).
Functions is the club's venue hire: birthdays, presentation nights, wakes and meetings in the club's rooms. You take each one from the first enquiry, through the quote and the deposit, to the function sheet on the night and the final invoice. The Functions role does all of this by default, with the club's rooms, prices and terms.
Where things are
When you sign in, Sports Club OS opens the function board.
| In the menu | What it is for |
|---|---|
| Every function by stage: New, Quoted, Accepted, Confirmed and Completed. See Find a function: the board, the list and the calendar | |
| The rooms by day, with holds and confirmed functions | |
| What needs doing for each function, and when. See Keep on top of function tasks | |
| Enquiries received, how far they got, and what was confirmed. See Function reports | |
| , Functions tab | The rooms, the items and packages on a quote, the deposit and hold rules, and the terms. See Function settings: rooms, items, packages, rules and terms |
1. Take an enquiry
Enquiries from the club's public venue page arrive on the board as New, and you are emailed. For an enquiry by phone or in person, press New enquiry. Each hirer is a contact: someone the club already holds is found by name, and anyone new is added as a contact with no membership. See From an enquiry to a quote.
2. Send the quote
On the function's quote tab, choose its rooms and add items or a package. Changes save as you go. Press Preview quote to see it exactly as the hirer will, then Send. Sending holds the rooms until a date, and emails the hirer a link to their quote. See How holds, acceptance and the deposit work.
3. Acceptance and the deposit
The hirer presses Accept this quote on their quote. Sports Club OS raises the deposit invoice. When the deposit is paid, the function is Confirmed: any courts it needs are closed, and it goes on the staff roster with a slot for the staff it needs. See Confirm a function and The function's staff on the roster.
4. Prepare the night
The function sheet holds the plan for the night: the times from access to pack-down, the rooms, numbers, food, drinks and notes. It prints on A4 and works on a phone, and staff rostered for the function can open it from their shifts. See The function sheet.
To welcome the function on the club's TVs, use the Club screens card on the function. See Welcome a function on the club's TVs.
5. Close out
After the function, close it out: the bar tab and any extras go on the final invoice, and the bond is returned, or part of it kept with a reason. See Close out a function, and the bond.
Before you start
The rooms, items, packages and terms must be set up first. See Set up function rooms, items, packages and terms.
Good to know
- No prices are shown in public. The venue page shows the rooms and which days are free; amounts appear first on the quote.
- The bond is kept apart: it is never in a total, the GST or the club's income.
Who to ask
- The club office or treasurer, for invoices and payments.
- The bar manager, for staffing the function.
- Help and feedback, the button at the top right, for how to do something in Sports Club OS.
Last checked in release 2026.10.23, on 23 October 2026.