Seekom VenueRez - Setup & Maintenance

Seekom have released a VenueRez product - cloud-based venue booking software that sits on your website with all the functionality of the accommodation PMS.

Manage your venue, function or meeting spaces with a single venue management system.

Seekom VenueRez features 

• Real-time venue availability

• Optional booking selector: instant book, hold or request

• Simple booking engine for your homepage

• Fixed, daily or hourly rates available, and dynamic pricing options

• Complete venue management system (front and back end)

Feature Control

PMS Options

Access to this feature will be controlled through a few PMS options. The options are listed below, if you need help accessing them please contact Seekom support.

• Asset Tagging
• Part Day Bookings
• Venues FBS
• Custom Fields (Is the parent PMS option, required for Advanced Custom Fields)
  • Advanced Custom Fields
• Booking Documents (Is the parent PMS option, required for Run & Check Sheet)
  • Venue - Run & Check Sheet
• Extras Validity Period (Optional, use if you require extras to be booked for particular times, eg Morning Tea 10am - 10:20am)

 

 

 

ASSET TAGGING

Select Search Room Types under Room Types from the menu.
Click on a ID  

Scroll half way down the page and you will now see a "Tags" field  

Select the "Manage Tags" link, which will open up the tags pop up.

From here you need to enter your room layouts which are available at your property

Example:

My property offers a boardroom layout which accommodates up to 40 people:

Continue to add in all your different types of layouts you offer.

Once done you will need to repeat this process for your durations the room type can be booked.

Example:

I allow an hourly rate for up to 2 hours:

Then a half day rate is valid for 2  - 4 hours  

Once you have finished adding in all of your different 'tags' you will need to map the applicable room to the layout and the rate to the threshold:  

Example:

The room type 'Meeting Room' is being mapped to the following layouts - Theatre, Cocktail, Classroom and Boardroom 

*Note the Thresholds are not done on this page

You will now need to map your threshold to the rate, to do this go to Search Rates under Rates from the menu.

Click on a ID 

Scroll to the bottom of the page you will see the "Tags" field

Like before you will need to map, but this time focus on the thresholds  

Part Day Bookings

Select Search Room Types under Room Types from the menu.

Click on a ID 

By default "Allow Part Day Bookings" will be set to No

Change this to Yes and the periods, buffer, check in/out fields will appear.

• Booking Periods needs to be set to the lowest minute
• Booking Buffer is optional, if a time is set for instance for 1 hour that means this room type can not be booked for a least one hour after the previous booking, this is used to allow cleaners etc to get into the room prior to the next event
• Default Check In and Default Check Out is to set when this room can be booked online, example if set 8am - 6pm, the room will not be able to be booked (on the front end) outside of these times  

ADVANCED CUSTOM FIELDS

The custom fields will appear on the Run Sheet, Check List, Venue Front Booking Screen and as options in the backend booking.

Layout

Adding in a 'Layout' custom field is important as this feeds into the run sheet and check list

It appears as a selectable option on the front booking screen

The labels need to match exactly what was created in the tagging step  

Example if there is a U-Shape layout tag, the custom field must also be displayed as U-Shape, rather than U Shape as it will not work otherwise  

The layout custom field must be

• Field Type: Select
• Available For: Room Type
• Available On: Backend Booking (Full), Public Bookings, Quick New Booking, Template Tags. The rest are optional

Catering 

Adding in a 'Catering' custom field is important if the property offers this service  

It appears as a selectable option on the front booking screen

The catering custom field must be

• Field Type: Checkbox
• Available For: Room Type
• Available On: Backend Booking (Full), Public Bookings, Quick New Booking, Template Tags. The rest are optional

Function Name 

Adding in a 'Function Name' custom field is important as this feeds into the run sheet 

It appears as a text field on the front booking screen

The function name custom field must be

• Field Type: Text
• Available For: Customer Database
• Available On: Backend Booking (Full), Public Bookings, Quick New Booking, Template Tags. The rest are optional

Contact Name 

Adding in a 'Contact Name' custom field is important as this feeds into the check list

It appears as a text field on the front booking screen

The contact name custom field must be

• Field Type: Text
• Available For: Customer Database
• Available On: Backend Booking (Full), Public Bookings, Quick New Booking, Template Tags. The rest are optional

Contact Number

Adding in a 'Contact Number' custom field is important as this feeds into the checklist 

It appears as a text field on the front booking screen

The contact number custom field must be

• Field Type: Text
• Available For: Customer Database
• Available On: Backend Booking (Full), Public Bookings, Quick New Booking, Template Tags. The rest are optional

Location 

Adding in a 'Location' custom field is important as this feeds into the runsheet 

It appears as a selectable option on the front booking screen

The location custom field must be

• Field Type: Select
• Available For: Extra
• Available On: Backend Booking (Full), Public Bookings and Template Tags.

Site Inspection 

Adding in a 'Site Inspection' custom field is important if the property offers this service

It appears as a selectable option on the front booking screen

The site inspection custom field must be

• Field Type: Checkbox
• Available For: Customer Database
• Available On: Backend Booking (Full), Public Bookings, Quick New Booking, Template Tags. The rest are optional 

Accommodation

Adding in a 'Accommodation' custom field is important if the property offers this service

It appears as a selectable option on the front booking screen

The site inspection custom field must be

• Field Type: Checkbox
• Available For: Customer Database
• Available On: Backend Booking (Full), Public Bookings, Quick New Booking, Template Tags. The rest are optional

Instructions on how to add in additional custom fields and how to map them can be found here 

Extras  

In the extras screen, the 'Location' custom field you have previously set up will need to be mapped to each particular extra 

Example

Morning Tea is required to be served in a 'breakout room' the location needs to be selected on the extra 

If you require extras to be booked for particular times, eg Morning Tea 10am - 10:20am you will need to make use of the Extras Validity Period function

Select Search Extra Categories from the menu 

Select the tick box next to "Has Validity Period" 

This will turn on functionality in the extra, but it can all be ignored

Venue - run & check sheet

A selling point of Venues is their customisable Run Sheet & Check list which can be handed out to customers.

To access/create you will need to go to Booking Documents from the menu.

It is easiest to copy an existing Run Sheet & Checklist from the OP ID: venue to get the correct format.

*When copying make sure to copy via HTML*

**Please DO NOT edit or delete any from this account**

Things that need to be updated on the Run sheet: 

• Property logo 
• Function Name custom field id
• Equipment extras category id
• Layout custom field id
• Menus/catering extra category id
• Location custom field id
• Footer

Things that need to be updated on the Check list:

• Layout custom field id
• Contact name custom field id
• Contact number custom field id
• Add/Remove any other relevant fields

Venues Front Booking Screen 

The following article has been created for Seekom VenueRez Front Booking Screens, this information should be passed onto the web developer