Re-opening your venue? Re-engage with VenueOps!
Whether your venue has just recently reopened its doors, has a reopening date on the books, or has some new VenueOps users, we’re here to help you “dust off” your VenueOps account! Below you’ll find resources to help your staff get re-acquainted with VenueOps, tweak your account for maximum efficiency, and learn about new features and recent updates!
Re-Opening Checklist for VenueOps Admins:
Meet with staff:
Ask them to gauge their skill level in VenueOps and make plans for setting goals for various departments
Review your user list:
Deactivate users who will no longer be using VenueOps and add new users & roles for new hires or furloughed team members who have returned
UPDATE CONTRACTS:
If generating contracts in VenueOps, update them with any new COVID addendums and clauses, then contact us to request the new changes. Please let us know the names of the templates you would like updated and send a redlined version, if possible
Watch “Re-Opening Resources” WEBINAR:
If you haven’t yet, be sure to watch our Venue Reopening Resources Webinar where our Implementation Consultants, Emma and Callie, share some recommendations to help your team get back into the swing of things! There, you can also download the accompanying powerpoint.
Back to The Basics
Click on any icon below to read helpful articles from the VenueOps Knowledge Base about each of these basic tasks:
Resources for Your Role
Click on a tab to view role-specific videos and articles on the Knowledge Base:
VenueOps Releases Since March 2020
Ah, March 2020—when the world came to a screeching halt. Fortunately, we were still able to build and improve VenueOps, even if we were in our pajamas. Here’s some updates to the program you might have missed:
March 2020 Release
- Custom User Roles: You are now able to create roles which control features and data in ways which are specific to your venue. By combining these custom roles with shared calendar and list views, you are now able to have much more granular control of who can access functionality and data.
- Saved Views: You are now able to create custom views on your calendar, list views, operations page, and activity log. This allows you to:
- See only the information you want to see, when you want to see it.
- Create quick reports, especially on the events list.
- Have a default view for your entire team or by department so everyone sees the same information.
- Hide information (such as financials) from those who should not see it.
Click here for full release notes
June 2020 Release
- Updated Deposit Workflow: If you collect pre-payment for events, we recommend using our deposit invoice workflow – even if you won’t be sending the invoice to your clients. This will allow you to:
- Allocate deposits to a specific GL account
- Allow the app to auto-calculate the percentages of charges for your payment installments
- Have a dashboard listing issue dates for deposits for upcoming events (contact us to have this added to your account)
- Use our AR/Aging Report to track due and overdue deposits
- Updated Invoice Schedule Workflow: Invoice schedules allow you to create your deposit schedule as a template which is then applied to events. This schedule will simplify the process of creating your deposit invoices, as well as track deposit invoices that need to be issued for upcoming events.
- Updated Refund Workflow: If an account has overpaid for an event, you are able to issue a refund. This is done via the event’s invoice. Since creating a refund is done via invoices, you will need to have the Edit Invoice permission in order to do this.
- Discount Types: VenueOps allows you to set up standard flat and percentage discount types which are then easily applied to events. You can also tie these types to specific GL codes, allowing you to record discounts in their own ledger account.
- Function Types and Function Statuses: Functions will now have statuses, and you can also add function types. The function statuses are planning, ready, and canceled. You are able to set your own function types in the Sys Admin section; types could include performance, load-in, open to the public – anything that is useful for your venue. Both types and statuses can be used for filtering in list views, the Operations view, and on documents and reports.
Click here for full release notes
August 2020 Release
- Logo and Header for Avails: Avails allow you to show a potential client or promoter your availability without revealing privileged information about specific events or clients, if you choose. You can customize avails calendar exports with a logo and up to four lines of text, including a header and sub-header. Your header can be saved to a custom view to be used again later.
- Multiple Price Schedules: You are now able to assign more than one price schedule to an event.
- Phone and Email Added to Account: We’ve added phone numbers and emails to accounts, and both accounts and contacts can have multiple emails and phone numbers.
- Client Payment Portal: VenueOps now allows you to enable online payments for unpaid invoices. You will be able to include the link to the payment portal with your invoice emails, or copy the link for an invoice to email it separately.
Click here for full release notes
November 2020 Release
- Instruction Sets: Instruction sets allow you to add a group of several instructions to an event at once. This can be helpful when you have a group of instructions that are usually added to an event together or may have pre-filled descriptions.
- Post Show Reporting: You are able to capture information about each of your performances: ticket sales, attendance, and revenue, as well as general event notes such as the weather, any incidents, and feedback from event staff. This information is then pulled into a custom template to create a post-show report, which can be downloaded or emailed from VenueOps. Ticket sales, attendance, and revenue amounts can also be reported on via Insights Reports and Dashboards.
- Global Activity Log: The global Activity Log page allows you to view all tracked changes made across your account. You are able to filter by the date the actions were taken, who took the action, specific actions taken, and venue. You are also able to save this filtering to custom views, allowing you to view the information you wish to see when you want to see it without subscribing to email notifications. The logs can also be exported to Excel.
Click here for full release notes
February 2021 Release
- Event Detail Change Tracking: Event detail change tracking allows your staff members to see changes to functions, items, and instructions that affect the preparation and execution of events. These changes are visible on the Operations Daily View as well as in the function change log. Event detail change tracking has a specific purpose: to allow your event staff to see late changes to events, so they know what they will need to update. Because of this, we only track detail changes once the function status is set to Ready. Changes made by the event coordinator as they do the initial planning of the event are not tracked.
- Detailing Tab Redesign
- Account Tags: Account tags allow you to assign properties or attributes to an account. These tags can then be used to alert staff about account concerns when booking, or to strategically segment accounts by financial, booking, and other concerns.
- Contact Groups: VenueOps allows you to create pre-defined groups of contacts, so that you can repeatedly and easily email proposals, contracts, event summaries, avails, and other documents to the same group of people. You can also export contact groups to be used in external email marketing services.