How to introduce Customers to Hostology

The video below explains what your customers see on the Hostology Platform: 

How to introduce customers to Hostology 

Congratulations on setting up your Venue details and teams. It is now time to add couples to Hostology to join the all-important planning process of their big day. 

Say goodbye to emails and hello to clear communication!

Before you add your couples we recommend that you set up some key details: 

• Set up key milestones on the timeline such as essential dates for invoice payments and exciting Events such as a first meeting or tasting
• Give your couples precise tasks, set up a ‘To-do’ for your couple such as adding their Guest Lists 
• Add all critical documents to the Event, such as their signed booking forms, terms, and conditions, and copy invoices
• Select an Event itinerary template, add Suppliers and assign bedrooms to the event

How to add customer(s): 

You can invite your customer(s) by clicking on the Event record, then click the 'Event details' tab and select 'customer details'. Complete the customer details form and choose to 'Save' or 'Save and send invite' your customers will then receive a friendly email inviting them to log in and collaborate with the planning process. The email invite is valid for 12 hours. 

One of the most exciting parts of getting married for the couple is the planning process, and now, Hostology will allow you to have improved communication and share the planning process, which means a super-organised Event planning process for you, and your customer.

To help you introduce Hostology to your customers, we have written an email that you could send out either before or after adding their email address to their details. 

• Say a big hello and add a personalised message to a couple from yourself or the Venue. 

You may want to use this email to confirm that you have received signed bookings forms and received a deposit invoice.

• Introduce Hostology!

“Hostology is our smart venue management tool that we will use to plan all of your wedding details. Through Hostology, we will also be able to send messages to one another, enabling a smooth planning process.  

You will be able to access key documents relating to your wedding, such as your booking forms, terms, conditions, and invoices.

You’ll also be able to view all of the exciting details of your event, such as your bespoke event itinerary, food, and drink information. Choose and add suppliers, allocate bedrooms to your guests, build your guest list, send invitations, receive RSVPs, and that’s not all - you can even curate a wedding gift list too. If that hasn't enticed you yet, create a gift lift via the platform with one of Hostology's partners (Prezola, The Wedding Present Company or The Wedding Shop) and get a free gift! To find out more about Hostology, click here."

• Here is how to start using Hostology:

"Step 1: Set up your personalised login

You should have received an email with your Hostology login, the link will expire after 12 hours - if you have not received your link, please reply to this email.

Step 2: Go to ‘my event’ and view any itinerary items or agreed menus, plus you’ll be able to see accommodation. 

Step 3: Start by creating your first ‘Guest List’ and ‘Add Guests’.

Step 4: View your documents, peruse suppliers and add any that you have booked so far."

Your couples can gain access to the guidance by : 

• Click on your profile in the top right of the screen when logged in and click the link to [Support]
• Or go to support.hostology.co.uk and follow [I am hosting an event] or [I am a guest] 

• Create some excitement 

End your email by encouraging your customers to log into Hostology and join the planning process now!

‘"Log into Hostology to read your message and to view your key event milestones.’

‘We are so pleased that you have chosen to have your wedding with us, log into Hostology to see your event itinerary now!"