A saved venue is a place you enter once and pick on every event held there. You add one on the Venues page, and only its name is required.
Steps
- Open Venues from the sidebar.
- Click New venue. A dialog opens with Basics and Operations & policies already open.
- Type the place's name in Venue name. It can run to 100 characters.
- Open Venue type and choose one, such as Hotel / ballroom, Outdoor venue or Private residence.
- Enter the address in Address line 1, Address line 2, City, Region / State, Postal code and Country. Country starts as US.
- Click Create venue. A message says "Venue saved" and the venue joins your list.
What else Basics holds
- Banquet manager / primary contact
- Links a saved contact. Choose someone, or choose New contact… to add one without leaving the venue. Staff don't see this contact.
- General notes
- Hold anything that fits nowhere else. They are for you, and the list shows the first 60 characters.
- Mark as favorite
- Puts the venue first in your list and in the event venue list. Favorites only on the Venues page narrows the list to your favorites.
Use the venue on an event
On the event, find Location and click Add address, or Edit address if it has one. Click Pick from library…, choose the venue, then click Save. The event copies the street, city, state and ZIP, and the street line then reads "From the venue library. Pick another venue to change it." The event keeps its own copy of the city, state and ZIP, so you can correct them there without changing the venue.
Other ways to add venues
- Import on the Venues page reads a CSV file with a header row. Only the venue name is required, and venues already on file are skipped, never overwritten.
- + New venue, at the bottom of the venue list on an event, adds one without leaving the event.
- A new event whose address you type by hand asks "Save this venue to your library?" Click Save to library to keep it.
Archive or delete a venue
Open a venue's menu and choose Archive to hide it from your list and from the event venue list. Show archived brings it back, and Unarchive restores it. Events already linked to an archived venue stay linked.
Delete removes the venue for good and unlinks it from its events. They "keep their saved address text but will no longer be linked to this venue", so staff on those events stop seeing the venue's notes and files. Deleting needs Full access to Events, which Owner and Admin hold by default. Archive a venue you might use again.
Something look off?
Work through each check in order. Most fixes take under a minute.
New venue is greyed out
- 1 · Adding a venue takes Can edit on Events. Owner, Admin, Manager, Assistant and Sales hold it by default. The same right covers Import, Archive and Save changes.
- 2 · Ask the account owner to change your role on the Roles tab. Change what a role can see and do shows how.
Create venue is greyed out
- 1 · Type a name in Venue name. The button stays off while the box is empty.
- 2 · Shorten the name if it runs past 100 characters.
Sales tax and Documents & photos say to save first
- 1 · Both sections need a saved venue. Click Create venue first.
- 2 · Open the venue again from the list. Set a venue's sales tax takes it from there.