Venue Management - Document Storage / Automated Sharing

1. What is the Document Store?
2. How to add a document/link
3. How to automatically share with events
4. Next Steps

What is the Document Store?

The Document storage area can be found by navigating to your venue then clicking on 'Documents':

This is the area where you can store all of your venues documents or links. Meaning you no longer need to locate them in your files or personal stores!

It also has a smart sharing feature, which allows you to automatically share documents or links with your customers - depending on date, event type and the status.

NB - Remember, for specific documents for events, such as contracts or unique agreements - you can add these at the event itself. Check out this article about adding documents and links at the event level.

How to add a document/link

To add a document, click on '+ Add Venue Document' or '+ Add New Document'. Then fill out the required fields and select the document that you want to upload:

You'll notice when you upload this the section below asks about automation:

How to automatically share with events

Hostology has an automation feature, which means that these documents and links can automatically be shared with events and customers, depending on the settings. This means you don't need to remember to send or add general documents to each event anymore - saving time!

To automatically update, you will first need to change the toggle next to "Automatically add to events" from "No", to "Yes":

Then you need to complete the following data points:

• Assign to Event Type - "Wedding", "Private Party" or "Corporate Event"
• Assign to Event Status - "Confirmed", "Opportunity", "Cancelled" etc.
• Date Range - Documents will be added to All events within this date range (events outside this date range will not see these documents i.e. for licenses that expire)
• Internal vs All - A toggle to decide if this document is shared with your customers (ALL) or just your venue team (INTERNAL).

Next Steps

Check out how to set up our Table plans feature for your customers

If you are learning about documents - check out how to add an event and get started!