Functions
Take a function enquiry, move it to a confirmed booking, and set up platters.
Functions is a module. If it isn't in your sidebar, a Venue Manager can turn on Function enquiries in Settings › Modules.
Anyone at the venue can take an enquiry. Venue Managers and Assistant Venue Managers move enquiries through their stages and edit them. Duty Managers and Supervisors can see every enquiry but can't change one.
Take an enquiry
Open the form from any of these:
- Functions in the sidebar, then New enquiry.
- Create › Function enquiry on the Dashboard or My shift.
- The search palette (⌘K or Ctrl K), then New function enquiry.
The New enquiry panel opens over the page. On a phone it's a full-height sheet.
| Field | Required | What to put |
|---|---|---|
| Name of booking | Yes | What the booking is called, such as the organiser's name or the occasion. |
| Date and Time | Yes | When the function starts. |
| Number of people | Yes | At least 1. |
| Contact number | Yes | The organiser's phone number. |
| Optional | The organiser's email. | |
| Notes and special requests | Optional | Anything else they asked for. |
| Food | Yes | Platters, Off the menu or Undecided. |
| What they want to order | Optional | Shown when you choose Off the menu. |
| Dietary | Optional | Tick Vegan, Vegetarian, Gluten free, Coeliac or Allergies. |
| Allergy details | Yes, with Allergies | Shown when you tick Allergies. |
| Dietary notes | Optional | Anything the ticks don't cover. |
Press Submit enquiry. You see "Enquiry saved." with its reference, and the enquiry's page opens. If you close the panel before submitting, what you typed comes back next time in the same browser tab. Platters aren't kept, so add them again.
Add platters to an enquiry
Choose Platters under Food, then press Add platters. Tick the platters the customer wants (Search platters helps on a long menu) and press the button that counts them, such as Add 2 platters. Each one becomes a line with a quantity you can change, and a remove button. If a platter asks the customer to choose, such as fillings, pick the choices on its line. The line says how many to pick, such as "Pick 3".
Platters can't be chosen until a Venue Manager has set at least one up. See Set up platters.
Move an enquiry through its stages
Venue Managers and Assistant Venue Managers only.
The stepper on an enquiry shows four stages:
| Stage | Means |
|---|---|
| New | The enquiry has come in |
| Contacted | Initial contact made |
| Awaiting details | Further information needed |
| Confirmed | Booking confirmed |
Press a stage on the stepper to move the enquiry there. Once an enquiry is Confirmed, the stepper can't move it back.
Under the stepper, Next action says what to do now, such as "Contact the organiser and confirm the date."
Cancel an enquiry
Venue Managers and Assistant Venue Managers only.
Cancelled isn't on the stepper. Open the menu beside the enquiry's name and choose Cancel enquiry. A cancelled enquiry can't be moved to another stage, so HospoTek asks first: Cancel enquiry or Keep enquiry. The enquiry is then marked Cancelled.
The other Venue Managers and Assistants are told whenever an enquiry changes stage, cancelling included.
Find an enquiry
Venue Managers, Assistant Venue Managers, Duty Managers and Supervisors see every enquiry on Functions, with four views:
- List: every enquiry with its date, food and stage. Tap or click one to open it in a panel.
- Board: a column for each stage. On a wide screen, Venue Managers and Assistants can drag a card to another column to change its stage. Cancelled, with its count, is a link under the board.
- Day: one day's bookings in time order, then what's coming up. Use the arrows to move a day.
- Calendar: the month. Use the arrows to move a month.
Dates switches List and Board between Upcoming and Past. On List, Day and Calendar, the stage chips (All, New, Contacted and so on) narrow what's shown and give a count for each. On a phone, Day and Calendar have the stage under Filters instead.
Press Open function on the panel for the enquiry's full page. Venue Managers and Assistants can also press Edit enquiry there.
Edit or delete an enquiry
Venue Managers and Assistant Venue Managers can press Edit enquiry on an enquiry, change any field and press Save changes. The edit form adds Notes for managers only.
On the enquiry's page, the same notes show as Preparation notes. Press Edit beside them to change them in place.
Only a Venue Manager can delete an enquiry. Open the menu beside its name and choose Delete enquiry, then Delete enquiry again to confirm, or Keep enquiry. The enquiry and its platters are removed for good.
Set up platters
Venue Managers only. Open Functions, choose the Platters tab and press New platter. Fill it in and press Add platter.
| Field | What to put |
|---|---|
| Name | Required, such as "Cold platter". |
| Price | In dollars. Optional. |
| Description | Optional. |
| Included items | One per line. |
| Offered to customers | Off keeps the platter but hides it from new enquiries. |
| Question to ask | Optional, such as "Select THREE fillings". |
| Choices | One per line, for the question. |
| Fewest and Most | How many choices the customer makes. |
| Order | Optional. Lower numbers come first. |
Open a platter's menu to Edit, Archive, Restore or Delete it. A platter already on a booking is archived instead of deleted, so the booking still makes sense. Archived platters are hidden until you press Show with their count, such as Show 2 archived.
What staff see
Staff open Functions to see what's on: a month Calendar of the venue's functions, without the organiser's contact details. Cancelled functions aren't shown. Tap a function for its date, time, guests, food and platters.
Under it, Your recent enquiries lists the last five enquiries you took. You can open any of them.
Who is told
- A new enquiry: Venue Managers and Assistant Venue Managers get a notification.
- A stage change: the other Venue Managers and Assistants are told.
- The day before a confirmed function: Venue Managers and Assistants get a reminder that it's on tomorrow.