Setting up your email integration

Quotes

Login Support - Password Issues & Support

Adding Milestones & Tasks

Guest Management

Welcome to Hostology - Getting Started

Event Notes

Adding the Itinerary

Adding Food and Drink

Add-ons in your events

Adding & Managing Suppliers

Assigning and Managing Accommodation

Event Documents

Adding a Host

Food and Drink

Accommodation

Add-ons

Creating Workflows

Reporting

Suggested Suppliers

Table Plans

Document Section

How to view an event as a Host

Setting up your Xero Integration

Setting up your Company Information

Event and Enquiry Notifications

Communications and Terms & Conditions

Setting up your Enquiry pipeline

How do I sign-up as a venue?

Login Support FAQs

Setting up Your Venue

Downloading the event 

Budgets

Setting up Guest Meal Selection

Pricing

Setting up your Stripe integration

Venue Media 

Creating an Event from the Enquiries

Platform Updates

Payment Plan

Packages

Function Sheet

Adding a package

Food & Drink Supplements

Itinerary templates

Payment Templates

Room Payment Plans

Room Bookings

Event Backups

How to Create an Event with the Event Wizard

Event Templates

Enquiries vs Inbound Emails

Event spaces

Email Templates

Email Hub

Contracts

What can your hosts do and see?

Adding Workflows to Enquiries

Configure your Application Settings

Create and Send Contracts

Venue Hire and Event Spaces

Setting up your Hostology Account

Enquiries

Venue

Venue settings

Integrations

Billable items

Planning

Templates

Events

Dashboard

Notes

Documents

Event overview

Event planning

FAQs

PipelineHow to connect your enquiries inbox straight to Hostology:<ol><li>Go to your venue and click on Venue Integrations on the lefthand menu, click on Connect via Nylas&nbsp;</li></ol><img src="https://hostology.zendesk.com/hc/article_attachments/16406782558876" alt="Screenshot 2024-10-15 at 4.09.07 PM.png"> 2. You will be redirect to Nylas, choose your email provider from the list and sign in using your email username and password <img src="https://hostology.zendesk.com/hc/article_attachments/16406782561308" alt="Screenshot 2024-10-15 at 4.09.16 PM.png">3. Give Nylas permission to access your inbox and allow the connection <img src="https://hostology.zendesk.com/hc/article_attachments/16406818175388" alt="Screenshot 2024-10-15 at 4.13.47 PM.png"> <img src="https://hostology.zendesk.com/hc/article_attachments/16406782567196" alt="Screenshot 2024-10-15 at 4.13.58 PM.png">4. You will then be taken back to Hostology and you will see "Connected via Nylas" <img src="https://hostology.zendesk.com/hc/article_attachments/16406818179740" alt="Screenshot 2024-10-15 at 4.17.25 PM.png">You are now connected to Hostology and will receive all the relevant enquiries in the Pipeline page. By default we currently deduplicate emails based on email address for all incoming enquiries. The Pipeline will sync up to the last 14 days and any unrecognised email addresses will create a new opportunity.&nbsp;There's a couple of different filters you can choose from to make sure you're syncing the correct you want to see on Hostology.&nbsp; <img src="https://hostology.zendesk.com/hc/article_attachments/17270939317148" alt="Screenshot 2024-12-05 at 10.35.21 AM.png"> &nbsp;The different options for incoming emails are:<ul><li>No filter - Allows all emails</li><li>Multiple enquiry - Allows multiple enquiries from the same email address only if the subject is different</li><li>Single enquiry - Limited to one enquiry for each unique email address, even if subject is different</li></ul>&nbsp;You can also add known email exceptions and block certain senders (for example your internal team emails) or allow all enquiries from certain senders (for example Bridebook or Hitched) &nbsp; If you need any help setting up your email on Hostology please let us know on <a href="mailto:support@hostology.co.uk">support@hostology.co.uk</a> or <a href="https://calendly.com/onboarding-hostology/check-in-call" target="_blank" rel="noopener noreferrer">book in a call and we'll take you through it&nbsp;</a>&nbsp; &nbsp;

Signing up - The first steps<a href="https://platform.hostology.co.uk/register">When you sign up to Hostology</a> you will be prompted to enter your business details, such as the name, address and more. Once entered add your bank details, to initiate the free trial (you will not be charged for the first 4 weeks and can cancel anytime).Once done, you will receive 2 emails.<ol><li>Welcome email! This provides you with information on where to start, how to book in a meeting with an onboarding consultant and some tips of where to get started if you just want to go for it.</li><li>A link to create your account - This is sent once you finalise payment details and finish your sign up. When you click this link, you will be prompted to create a password and then sign in for the first time.</li></ol>If you need to login and have lost the initial invite email, you can <a href="https://platform.hostology.co.uk/">access the platform here</a>.NB - As you are creating the Hostology account, you are assigned as "Super-admin" with the ability to do things such as add team members, manage aspects of your account and check billing information.&nbsp;We recommend that you also sign up for The Hostology Collective - a free user group for venues where we share platform updates, early access to new features, and industry discussions, helping you stay informed and get the most out of Hostology. To sign up to the collective (FREE!) you can <a href="https://hostologycollective.mn.co/landing?from=https%3A%2F%2Fhostologycollective.mn.co%2Fspaces%2F4388482%2Ffeed" target="_blank" rel="noopener noreferrer">follow the link here</a>.&nbsp;<figure class="media"><div data-oembed-url="https://vimeo.com/783242378"><div style="position: relative; padding-bottom: 100%; height: 0; padding-bottom: 56.2493%;"><iframe src="https://player.vimeo.com/video/783242378" style="position: absolute; width: 100%; height: 100%; top: 0; left: 0;" frameborder="0" webkitallowfullscreen="" mozallowfullscreen="" allowfullscreen=""></iframe></div></div></figure>&nbsp;

You can configure your Stripe checkout settings for payment plan and accommodation &nbsp;payments by heading to your venue area, into venue details, and then into integrations.&nbsp; <img src="https://cdn-assets.productfruits.com/f12239d0-731d-42f0-9156-b007b0aff857"> &nbsp;Configure Hostology Checkout settings for payment plan payments. You can:<ul><li>Enable or disable card and bank payments for payment plan checkout</li><li>Decide how to handle the Hostology merchant fee - you can include it in the price of the payment plan, or add it as a supplementary fee at checkout</li></ul>Hosts can pay via bank transfer or by credit card, which changes the <a href="https://stripe.com/gb/pricing">fees charged by Stripe</a>.&nbsp;<figure class="image"><img src="https://cdn-assets.productfruits.com/29873081-8f99-4329-847b-078973aa1745"></figure>You can configure your Stripe checkout settings for accommodation payments:<ul><li>Enable or disable card or bank payments for each checkout type, Host and Guest.</li><li>Decide how to handle the Hostology service fee for hosts/guests; either including it in the price of the room or adding it as a supplementary fee at checkout.</li></ul>You can decide how you want your guests and hosts to pay. Your guests and hosts to pay via bank transfer or by credit card, which changes the <a href="https://stripe.com/gb/pricing">fees charged by Stripe</a>.&nbsp; Additionally, You can now decide&nbsp;how to handle the Hostology service fee for hosts/guests; either including it in the price of the room or adding it as a supplementary fee at checkout.&nbsp; &nbsp;

<ul><li>28/04/2026 &nbsp;Enhanced Enquiry management: Stay organised with new highlighting, unread status, and advanced sorting.</li><li>28/04/2026 &nbsp;Quote to Booking flow: Convert quotes to events instantly with automatic budget syncing and date validation.</li><li>28/04/2026 &nbsp;Accommodation Instalment payments: Set venue-level payment plans and make guest dietary requests optional.</li><li>28/ 04/2026 <a href="https://hostology-venue.productfruits.help/en/article/contracts">Contract and Document Signing</a> - for easy sharing and signing</li><li>27/01/2026 &nbsp;<a href="https://hostology-venue.productfruits.help/en/article/creating-workflows">Automated emails</a> and <a href="https://hostology-venue.productfruits.help/en/article/itinerary-templates">extending your itineraries past midnight</a></li><li>12/01/2026 &nbsp;<a href="https://hostology-venue.productfruits.help/en/article/email-templates">Email templates</a>, custom sources and event categories</li><li>16/12/2025 &nbsp;<a href="https://hostology-venue.productfruits.help/en/article/event-spaces" target="_blank" rel="noopener noreferrer">Event spaces</a></li><li>03/12/2025 &nbsp;AI email filters</li><li>19/11/2025 &nbsp;<a href="https://hostology-venue.productfruits.help/en/article/creating-an-event-from-the-pipeline">Event wizard in pipeline</a>, <a href="https://hostology-venue.productfruits.help/en/article/venue-media">customisable host dashboard images</a>, and <a href="https://hostology-venue.productfruits.help/en/article/function-sheet">function sheet</a></li><li>12/11/2025 &nbsp;<a href="https://hostology-venue.productfruits.help/en/article/event-templates">Event templates</a> and <a href="https://hostology-venue.productfruits.help/en/article/how-to-create-an-event-new-flow">event wizard</a></li><li>28/10/2025 &nbsp;<a href="https://hostology-venue.productfruits.help/en/article/event-backups" target="_blank" rel="noopener noreferrer">Venue backups</a>, <a href="https://hostology-venue.productfruits.help/en/article/room-bookings" target="_blank" rel="noopener noreferrer">venue room bookings</a>, and <a href="https://hostology-venue.productfruits.help/en/article/room-payment-plans" target="_blank" rel="noopener noreferrer">room deposits</a><a href="https://hostology-venue.productfruits.help/en/article/room-payment-plans"> and due dates</a>.</li><li>09/10/2025 &nbsp;<a href="https://hostology-venue.productfruits.help/en/article/food-drink-supplements">Food and drink supplements</a></li><li>07/10/2025 &nbsp;Multi currency capability - wherever you are in the world</li><li>05/09/2025 &nbsp;<a href="https://hostology-venue.productfruits.help/en/article/packages">Packages</a></li><li>18/09/2025 &nbsp;Hostology Checkout</li><li>15/07/2025 &nbsp;<a href="https://hostology-venue.productfruits.help/en/article/seasonal-pricing">Seasonal Pricing</a></li><li>11/07/2025 &nbsp;Dashboard update We've changed the buttons on the event dashboard and added a new link to Table Plans for your Hosts.</li></ul>

The enquiries has two sections where you can take a look at all of your enquiries and any other emails coming through to your inbox. Our smart AI system automatically filters the emails and adds the correct information in the relevant fields.&nbsp;<figure class="image"><img src="https://cdn-assets.productfruits.com/43b9f8a4-b01e-4efe-8337-eeb32072ecbd"></figure>&nbsp;Click on the three dots to move an inbound email to the enquiries<figure class="image"><img src="https://cdn-assets.productfruits.com/fa0a9ef0-f551-4faa-a94c-5223096379d4"></figure> You can create bespoke rules by clicking on the Settings tab, you can include event channel marketing (for example Bridebook) or internal staff emails that you don't want to see in your enquiries.<img src="https://cdn-assets.productfruits.com/dc6701dd-4c78-4320-a4bf-01dc8d80b56b"> &nbsp;

Head to Venue -&gt; Templates -&gt; Contracts <iframe data-lexical-vimeo="1186252631" width="100%" height="315" src="https://player.vimeo.com/video/1186252631" frameborder="0" allow="autoplay; fullscreen; picture-in-picture" allowfullscreen="true" title="Vimeo video"></iframe> <img src="https://cdn-assets.productfruits.com/9b9ed321-c8b1-42a5-9f26-b5d0f7439c79" alt="" data-position="full" data-width="100%" data-height="auto" class="lexical-inline-image position-full" style="z-index: 20;">Click on Create Template to start and start creating your template <img src="https://cdn-assets.productfruits.com/95dc626c-2e9a-4b8c-ab68-ee4494d997b6" alt="" data-position="full" data-width="100%" data-height="auto" class="lexical-inline-image position-full" style="z-index: 20;">Add your contract terms, with the merge fields that automatically pick up the customer names, addresses, event name, quote amount, etc. <img src="https://cdn-assets.productfruits.com/3990810f-f641-4b9c-a86c-0472bf0b6e04" alt="" data-position="full" data-width="100%" data-height="auto" class="lexical-inline-image position-full" style="z-index: 20;"> Save the template and head to the settings tab to write a personalised message for your customers. <img src="https://cdn-assets.productfruits.com/1bb074e9-0ae7-40a0-87ad-57c8c0a7a540" alt="" data-position="full" data-width="100%" data-height="auto" class="lexical-inline-image position-full" style="z-index: 20;">Now you're ready to use your contract in an event. <a href="https://hostology-venue.productfruits.help/en/article/2192494c-4ef0-412e-8db2-6f101fecc61d" rel="noreferrer" class="LexTKB__link">Read how to here</a>

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