Set up function rooms, items, packages and terms

Functions handles venue hire, from the first enquiry to the night itself. Its set-up is the Functions tab of Settings: the rooms, what can go on a quote, the deposit and hold rules, and the terms. Sports Club OS starts with a placeholder set of each, so every room, capacity, price and term is to be replaced with the club's own before the first quote. Every field is described in Function settings: rooms, items, packages, rules and terms.

Before you start

• Function rooms, prices and terms are for the Functions role and the Administrator by default. Someone with only that permission sees only the Functions tab of Settings.
• Have to hand: each room's seated and standing capacity and set-up and pack-down times; what the club charges for (room hire, catering, drinks packages, staff); the deposit, when it and the balance are due; and the club's hire terms.
• Agree the GST of anything that is not taxable with the club's accountant. The bond is never part of a total, the GST or the income.

1. Rooms

Open Admin › > Settings, Functions, and press Rooms. For each room: its name, Seated and Standing capacity, Set-up, min and Pack-down times, and A sentence for the public page. Under Made up of, tick the rooms a larger room includes (a whole clubhouse, for example): booking it takes those too, and it is taken when any of them is. Add a room adds one; Remove, then Press again to remove, takes one off.

2. Items and packages

Press Items and packages. Each item has a name, a Group, a Unit, a price and an optional Member price. Add an item adds one. Under Packages, group items that are often sold together, such as a cocktail package; Add a package adds one.

3. Deposit and hold rules

Press Deposit and hold rules:

• Deposit: a per cent of the total or a fixed amount. It is the starting point for each new function and can be changed on any quote.
• A quote holds the rooms for (days): after that the hold lapses, the rooms are released and the enquiry is marked lost.
• Deposit due (days after accepting), Balance due (days before the function) and Final numbers close (days before).
• Reasons a function is lost, the person Who looks after functions, The caterer, and the Bank details, shown on the hirer's page.

4. Terms

Press Terms. Each section has a heading and its text; Add a section adds one. The whole set is copied onto a quote when it is sent, so changing a section here does not change what a hirer has already accepted.

Saving

While anything is changed, a note says You have changes that are not saved. Press Save changes to keep them, or Discard. Changes apply to new quotes; a quote already sent keeps what it said.

Check it worked

On the first enquiry, press Preview quote before sending it: it shows the quote exactly as the hirer will see it, with the club's rooms, prices and terms. See From an enquiry to a quote.

Next

Set up GST codes, price entry and your accounts, or another part your club uses.