Setting up your Enquiry pipeline

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 

Adding & Managing Suppliers

Assigning and Managing Accommodation

Event Documents

Adding a Host

Food and Drink

Accommodation

Add-ons

Itinerary templates

Creating Workflows

Payment Templates

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

Notifications & Messages

Communications and Terms & Conditions

Hiding Categories from your Budget

How do I sign-up as a venue?

Login Support FAQs

Setting up Your Venue

Downloading the event 

Budgets

Setting up Guest Meal Selection

Seasonal Pricing

How to Create an Event

Setting up your Stripe integration

Latest Updates

Payment Plan

Setting up your Hostology Account

Pipeline

Venue

Venue settings

Integrations

Billable items

Planning

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;

To create an event, click the "+ Add New Event" button. This will then open a pop-up window with all the possible options available to create the event &nbsp;<figure class="media"><div data-oembed-url="https://vimeo.com/667986287?share=copy#t=62.549"><div style="position: relative; padding-bottom: 100%; height: 0; padding-bottom: 56.2493%;"><iframe src="https://player.vimeo.com/video/667986287" style="position: absolute; width: 100%; height: 100%; top: 0; left: 0;" frameborder="0" webkitallowfullscreen="" mozallowfullscreen="" allowfullscreen=""></iframe></div></div></figure><img src="https://hostology.zendesk.com/hc/article_attachments/10693906611868" alt="Screenshot 2023-10-04 at 09.58.37.png">Fill out the information for each field. Please note the "Required fields" are:<ul><li>Venue</li><li>Event status</li><li>Event category</li><li>Event name</li><li>Event days</li><li>Event duration (Arrival + departure)</li></ul>All other fields are optional - but great for tracking and reporting.Once you have filled out the information for the event, you can then press the "Add event" button at the bottom of the box. This will then close the box and create the event in the view you are in, which you will be able to see in the calendar and list view.<img src="https://hostology.zendesk.com/hc/article_attachments/10693906615836" alt="Screenshot 2023-10-04 at 10.03.58.png"><img src="https://hostology.zendesk.com/hc/article_attachments/10693906619164" alt="Screenshot 2023-10-04 at 10.04.05.png"><img src="https://hostology.zendesk.com/hc/article_attachments/10693882288540" alt="Screenshot 2023-10-04 at 10.03.00.png">Click on the event and you will now be "In" the event, where you will land on the events dashboard (Image below):<img src="https://hostology.zendesk.com/hc/article_attachments/10693882293020" alt="Screenshot 2023-10-04 at 10.05.16.png">&nbsp;Where can you see your eventsThere are two places in Hostology you can currently see your list of events and some of the details and information that go with them. These are:<ul><li>The Calendar View</li></ul><img src="https://hostology.zendesk.com/hc/article_attachments/10693906629532" alt="Screenshot 2023-10-04 at 09.58.08.png"><ul><li>The Event List view</li></ul><img src="https://hostology.zendesk.com/hc/article_attachments/10693882302748" alt="Screenshot 2023-10-04 at 09.54.29.png">&nbsp;Editing and deletingIt is always possible to Edit &amp; Delete an event once you have created it. To Edit an event, you have two options:<ul><li>From the Event list view, you can select the 3 dots at the end of the menu and select "Edit" which will open the same menu as before to change any details for the event you have created.</li></ul><img src="https://hostology.zendesk.com/hc/article_attachments/10693906638364" alt="Screenshot 2023-10-04 at 10.14.24.png"><ul><li>Or, you can go into the event. Then, on the left hand navigation bar select 'Event Overview' then 'Event Details'. This will take you to the event details section, where you can then update and edit details for the event:&nbsp;</li></ul><img src="https://hostology.zendesk.com/hc/article_attachments/10693882318876" alt="Screenshot 2023-10-04 at 10.12.52.png"><img src="https://hostology.zendesk.com/hc/article_attachments/10693906651292" alt="Screenshot 2023-10-04 at 10.13.44.png">&nbsp;To delete an event, go to the event list view, select the 3 dots and then choose the delete option. This will completely remove the event from Hostology, it will also delete the event from any supplier, host or guest accounts linked to the event. You will not be able to recover a deleted event it will be completely removed from the database, so if you want to keep the information on the event (say you have added customer details etc), you can instead change the status of the event to "Cancelled" or "Closed Lost" and it will remain on Hostology for reference only.<img src="https://hostology.zendesk.com/hc/article_attachments/10148005593628" alt="Screenshot 2023-08-25 at 13.06.25.png">&nbsp;The Event dashboard&nbsp;Now that you have created your event and clicked in it you land on a new page, with a different left hand menu too. The event name should appear at the top of the page. This is what we call the "Event Dashboard" which you can also see is a new option on the side menu.<img src="https://hostology.zendesk.com/hc/article_attachments/10693882332316" alt="Screenshot 2023-10-04 at 10.19.22.png">The planning options are now specific to the event, so if you change any details here, it will only be for this event.To navigate the event use the left hand side menu. There are also different tabs, for exampled in &nbsp;the food and drink section - where you can choose between each day at the top of the screen.<img src="https://hostology.zendesk.com/hc/article_attachments/10693882333980" alt="Screenshot 2023-10-04 at 10.21.01.png">

New Update:<ul><li>New payment links to share securely with your hosts. Choose to allow Pay by Bank (BACs), credit card or both.</li></ul> 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 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;

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