★ Getting Started in VenueOps

Welcome to VenueOps! Whether you are new to your venue or your venue is new to VenueOps, we're glad you're here.

This page is designed to introduce you to VenueOps from the very basics to a thorough understanding of the program. In each section there are several trainings: you can either attend the live training or watch a recording. We highly recommend attending live if you can! In addition to the trainings there may be some "elective" subjects that you can dive into as well as some links to related reading. If you have any questions along the way, be sure to contact your onboarding consultant or our Client Success team.

If your venue is new to VenueOps, your consultant will be working with you to establish a training plan which reflects your workflow. If you are new to an established venue, be sure to consult with other users in your building so that events and other information are added to your venue's account in a consistent manner; this is vital for reporting purposes.

Prerequisite: Introduction to VenueOps

Welcome to VenueOps! Whether you are new to your venue or your venue is new to VenueOps, we're glad you're here. This training will get you logged in on both your computer and phone and then take you on a tour of the app, pointing out features and functionality along the way.

Watch Now

Elective
Using VenueOps On Your Phone
We made it easy and intuitive to use VenueOps on your phone. In this webinar we'll walk you through the app, offering tips and tricks along the way so that you can access features easily on your phone. We'll also show you the one dedicated mobile page: the calendar.
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Level 1

The first thing we'll need to do is set up your VenueOps account, and this section will help you understand the basics upon which VenueOps is built. If you're new to an existing VenueOps account, this section can help you understand how the information you're seeing is used in the application.

VenueOps Foundations
In this training, we discuss two concepts which are key to understanding how to use VenueOps: event structure and status.
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Configure Your VenueOps Account: System Admin Review
As you get started in VenueOps, you will work with your Implementation consultant to add information in the System Admin section that will lay the foundation of your account. In this recording, we walk you through that information and point out the most important fields to discuss and decide on with your organization.
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Related Reading

Level 2

Your account is set up and you're ready to start adding your events and information! In this section you'll learn to book your events and update event status, as well as how to customize your calendar to see the information most important to you.

Booking Events
This training is all about adding events to VenueOps. We discuss the different event statuses, blackout and internal events, adding additional dates or spaces to events, series, and so much more — everything you need to take an event from initial booking to confirmed.
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Getting Comfortable With your Calendar
The calendar is central to your VenueOps account. In this training we'll look at how to create custom views (including venue defaults), privacy settings, filter and display options, and mobile viewing.
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Electives
Using Usage
Space usage tracks the specific purpose for which a booked space is being used, such as load in, event, dark, load out. In this webinar we’ll discuss what usage is used for, how to set up your custom usages, and how to add them to your events.
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Workflow for Live Entertainment Bookers
This article walks through the complete workflow for bookers at arenas and performing arts centers, or any users who send avails and manage holds. This article will give you an overview of the tools available to you and resources with more information and step-by-step instructions are linked throughout the article.
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Related Reading

Level 3

Now that events have been added, you're ready to set up your inventory and pricing so you can start adding rental rates, creating proposals and contracts, and detailing your events.

Setting Up Inventory and Pricing
In this training, you'll learn to use functions to create an event schedule and structure, so that additional details, inventory items, and instructions can be effectively tracked.
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Office Hour: Inventory and Pricing Setup
Stop by this office hour for assistance with setting up your inventory and pricing.
Register
Elective
Building and Using Packages
In this webinar we deep dive into packages, our feature which allows you to create bundles of goods and services, set pricing for the bundle, and then allocate it to events. We'll discuss strategies in building packages, including how to build them so financials are reported correctly. We'll also show how they can be added to events and displayed in client-facing documents.
Watch Now
Related Reading

Level 4

Now that the inventory library is built out and pricing is added, you are ready to start detailing events. First we'll create the event schedule, which is done with functions. Once the functions are built, we'll add all the details you need to successfully execute the event.

Building an Event Schedule via Functions
In this training you'll learn to use functions to create an event schedule and structure, so that additional details, inventory items, and instructions can be effectively tracked.
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Detailing Events
Detailing events is all about managing event requirements, which we do in VenueOps via items and instructions. We’ll discuss not only how to add requirements to your event, but also best practices and strategy behind the different item types and instructions.
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Electives
All About Rental Rates
This recording will cover everything you need to know about rental rates.
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Supercharge your Event Detailing with Instruction Sets
Join us for an overview of Instruction Sets, a feature which allows you to build a library of instructions for your events. We discuss use cases for instruction sets and show you how to set them up and then apply them to events, as well as show how to distribute this information via event orders and the Operations daily view.
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Post-Show Reporting
You are able to report on ticket counts, revenue, and attendance for each performance in your events, as well as add notes from each department. In this webinar we'll walk you through the reports, how to set them up, and how to input and distribute them post-show.
Watch Now
Related Reading

Level 5

This week we learn all about how to create your proposals and contracts right in VenueOps. You'll also get Wednesday off to get caught up on any training, setup, or practice you've missed!

Contracting Workflow
In this training we'll walk you through the proposal and contracting workflow, as well as discuss the contract approval process. We'll also demo the DocuSign integration.
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Related Reading

Level 6

It's event time! This level is about the actual getting-it-done of events. We'll talk event orders, change logs, and also tasks and how they can help you manage the work.

Event Execution
This training is all about how you take all the information that has been gathered about the event and use it to create an amazing experience for your guests.
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Task Management in VenueOps
In this training we’ll walk you through tasks and how they can expedite both communication and project management. We'll cover creating tasks, creating and applying task templates, task dependencies, adding notifications, task page filtering, and more.
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Related Reading

Level 7

In Level 7 and 8 we talk finances! First, you'll get a big picture overview of how financials work and what you can do, then we'll discuss how revenue is tracked.

Finance Overview
In VenueOps you are able to track financials for an event from estimating revenue at the beginning of the sales process through to when revenue is realized and the event is paid in full. In this training, we'll take a high-level look at how financials work in VenueOps.
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Tracking Revenue
We're going to dig deep into how to track and report on revenue estimates and actuals in VenueOps. We discuss revenue streams vs GL codes, adding estimates to events, how expenses and revenue are calculated, take a look at reports and dashboards, and more!
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Related Reading

Level 8

This level is all about accounts receivables: invoicing for deposits and charges, recording and allocating payments, creating account credits, and refunding overpayments. We'll also look at reports and dashboards to help you stay on top of it all!

Accounts Receivable I Register  
Accounts Receivable II Register  
Accounts Receivable (Pre-Recorded) Watch Now  
Electives
Using Event Adjustments
In this in-depth webinar we will walk you through not only creating and utilizing event adjustments, but also the scenarios when you would use this feature instead of discounts, re-issuing an invoice, etc. We'll also share a checklist to make sure you have all the pieces in place before you create your first adjustment.
Watch Now
Related Reading

Level 9

Insights is a powerful reporting engine which drives your venue's reports and dashboards in VenueOps. This week is all about Insights!

Introduction to Insights 1
In this first training you'll learn more about what Insights is, how to run reports and view dashboards, and what Insights Admins can do.
Register
Introduction to Insights 2
Reporting is a crucial part of VenueOps. In this training, we'll go more in depth about what is possible with Insights reports and dashboards and how to request additional reports/dashboards or request edits to existing ones.
Register
Related Reading

Next Steps

Congratulations on completing the Getting Started course! You should have a good foundation to work in VenueOps and use it to its fullest. If your venue is currently onboarding, your consultant will let you know your next steps in your weekly workshop. If you're new to VenueOps or your venue, we encourage you to dive in to the Knowledge Base to learn more about topics that interest you. Also keep an eye on the Upcoming Webinars page for future webinars and trainings. If you can't find what you're looking for or have a question, don't hesitate to contact us.