# Set up function rooms, items, packages and terms

> Replace the starting set with the club's own function rooms, the items and packages on a quote, the deposit and hold rules, and the hire terms.

Who this is for: Anyone with “Function rooms, prices and terms” (by default: Administrator, Functions).
Last checked in release 2026.10.23, on 23 October 2026.
Source: https://sportsclubos.net/help/setup/functions/

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](https://sportsclubos.net/help/functions/settings/index.md).

> **Note:** The text at the top of the **Functions** tab says that only two of the rooms are the club's own. That describes the placeholder set, not your club. Treat every room, capacity, price and term on the tab as a placeholder until you have replaced it.

## 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.

> **Not built yet:** card payment and holding a card for the bond, uploading a room's photograph, a switch on this tab for taking a room off the public venue page, and functions that run past midnight.

## 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](https://sportsclubos.net/help/functions/enquiry-to-quote/index.md).

## Next

[Set up GST codes, price entry and your accounts](https://sportsclubos.net/help/setup/finance/index.md), or another part your club uses.