Quick start for managers
A Venue Manager's first session, from sign-up to a venue your team can work in.
This page is for the Venue Manager who sets the venue up. You either set the venue up yourself, or HospoTek sets it up and emails you.
Set up your venue
On the Log in page, press Set up a venue at the top. Under Set up my venue (free for 14 days, no card), press Get started, then follow the steps below.
Sign up
On Set up your venue, enter your First name, Last name, Work email and Venue name, then press Continue. There's no password to choose.
HospoTek emails you a 6-digit code. Enter it on Check your email and press Continue. If it doesn't arrive, press Send a new code. Typed the wrong address? Press Use a different email.
Answer the five setup questions
Each screen asks one thing. Press Continue to go on, or Back to change an answer. If you leave part-way, you come back to the same screen with your answers kept.
- What kind of venue is it? Pub or hotel, Club, Bar, Restaurant, Cafe, Function or event venue, or Something else.
- One venue or several? One, A few or A group. If you have more than one, set up this one first.
- Which areas run here? The usual areas for your kind of venue are ticked for you. Untick any you don't have, or press Add an area.
- What do you want HospoTek for? Modules are ticked for you from your kind of venue: One-off tasks, Incidents, Procedures, Training, and Functions and events. Change them to suit. Checklists and Team chat are always on.
- Confirm the details. Address, Timezone, State or territory, and when you Opens and Closes.
Review and build
The review screen lists what HospoTek will set up: your areas, a set of starter checklists for your kind of venue, folders, modules and details. Untick any starter checklist you don't want, change the areas right there, or press Change beside Modules or Details to go back.
Press Build my venue. HospoTek opens Tasks and says "Your venue is ready".
Work through the setup card
A setup card lists what's left to do. Only the Venue Manager sees it.
If you built the venue yourself, the card is called Set up followed by your venue's name. It sits on the Dashboard and on Tasks, and shows how many of its five steps are done:
- Look over your checklists. Press Open the library to rename, change or delete anything HospoTek set up for you.
- Add your team. Press New employee to open Team. See Add your team.
- Tell your team it's coming. Copy the ready-made message and send it the way you usually talk to your team.
- Someone completes a checklist on their phone. This ticks itself when it happens.
- Make it yours. Optional: Add your logo, Set up a tablet or Connect your roster.
Press the X to dismiss the card, or choose Remind me later from the menu beside it.
If HospoTek set your venue up, the card on the Dashboard is called Get your venue's name running. Its steps are: add an opening and a closing checklist, put them on the week, bring in the team, check the time zone, pair a tablet for the floor, and choose who gets the emails. Each step has a Do it button and ticks itself off when it's done. Press Hide for now to put the card away.
Add your team
Open Team in the sidebar.
- To invite one person, press New employee. Enter their First name, Last name and Email, and choose a Role. Mobile and Area are optional. Press Send invitation. Turn on Add another to invite several people one after the other.
- To invite a group, press Invite several and paste a list under People to invite, one person to a line.
Each person gets an email with a link to join. The link lasts 72 hours. Until they accept, they show on the Team list as Invited. Open the menu on their row to Resend invitation, Copy invite link or Cancel invitation.
Not sure which role to give someone? See Roles and permissions. For more, see Team.
Set up areas and checklists
Areas are the parts of your venue people work in, such as the bar or the kitchen. Checklists and tasks are put on an area. To add, rename or archive an area, go to Settings › Areas and times.
To make a checklist, go to Tasks › Library and press New checklist. Start from a starter or from Blank.
To put a checklist on the week, open Tasks, press New and choose Checklist from the library. To give someone a one-off job, press New and choose Task. You can give work to an area, a role or a particular person.
See Checklists and Tasks for the detail.
Check the Dashboard
Dashboard is the first item in the sidebar, and it opens on today. The figures along the top are Overdue, Not started, Incidents, Checklists and Tasks; press one to see what it counts. Needs attention lists what needs a manager: open the menu on a row to Take it, Hand to… someone, Snooze… it or Let it go…. Switch to Timeline to see the day by the clock, or By person to see it by who's doing it.
To start something from here, press Create. See Dashboard and My shift. To see who has done what at the venue, open Activity under it in the sidebar. See Activity.
Signing in again
On the Log in page, enter your email and password and press Log in. If you signed up with a code and have no password, press Email me a code instead. To set or change your password, go to Account and use Change password under Security.