Venues Overview

Venues are the places your business visits regularly.

Saving venues in the system means you can keep useful information about each location in one place, rather than having clients or staff enter the same details for every booking. It also lets clients choose from your known venues when they complete a form.

A saved venue can hold practical information that helps your team prepare for the work, including access requirements, contact details and any additional charges that apply to that location.

Why use saved venues

Use a saved venue when you work at the same location more than once.

A venue record gives you a consistent reference for information that would otherwise be spread across booking notes, emails and messages. When the venue is selected for a booking, your team has a clearer picture of what to expect before arriving.

Saved venues are especially useful for locations with particular setup requirements, access restrictions or extra costs. Once the venue details have been added, you do not need to rely on someone remembering them for the next booking.

Clients can also choose from your existing venues on forms. This makes it easier for them to select a known location and helps keep venue information consistent across bookings.

Store the information your team needs

You can add custom fields to venue records through your settings.

Custom fields let you keep the information that matters to your business. For example, you may want to record:

• Access notes

• Wi-Fi information

• Whether the venue has stairs or an elevator

• The venue address

• Venue contact personnel

Use custom fields for information your team needs to know before attending the venue. A clear note about access, parking or the correct point of contact can save time on the day and help the team arrive prepared.

Choose fields that are useful across several venues. This keeps the venue records consistent and makes it easier for staff to find the details they need.

Add files to a venue

Venue records can include files.

Use files for information that is useful for future bookings at the same location. This could be material your team needs to access when planning or preparing for work at that venue.

Keeping files with the venue means they stay connected to the location, rather than being attached only to one individual booking. The next person working there can find the information in the same place.

Check venue activity

Each venue also has an activity history.

The activity record lets you see what has been done to the venue information. This is useful when you need to check whether someone has updated a detail, added information or made another change to the venue record.

Activity history helps keep venue information easier to trace, especially when several people manage bookings and venue details.

Let clients choose a known venue

You can use your saved venues in forms so clients can choose from the locations you already know.

This is useful when clients are booking work at a venue you visit frequently. Selecting the venue from the form gives the booking a consistent venue record and reduces the need to enter the same venue details again.

It also helps clients choose the correct location when there are several venues with similar names or when you need to apply information that is specific to that venue.

Keep your venue list current so clients only see locations that are still relevant to your business.

Add venue-specific payments

Some venues have costs that apply every time you work there.

For example, a venue may require paid parking, extra travel or another location-specific expense. You can add an additional payment requirement for that venue so the charge is considered when the venue is used.

This is helpful when a venue regularly creates an extra cost that should be reflected in what the client pays. Setting the information against the venue helps you avoid relying on someone to remember the charge for every booking.

Review venue charges when your costs change. Parking, travel and other venue requirements can change over time, so keeping the venue record accurate protects both your pricing and your profit.

Related articles: adding a venue, managing venue custom fields, using venues in forms and managing venue payments.