Your role
Events coordinator at a venue
You quote events, hold the spaces, take the deposits and confirm the bookings at an events venue, plan each event and charge it at the end. Refunds go to a manager.
As events coordinator at a venue you look after the events from the first call to the bill. Kila describes the role as the one that “Quotes events, holds spaces, takes deposits and confirms bookings; charges the event at the end. Refunds go to approval.” At a hotel the role is different: see Events coordinator.
When you sign in
Link to this section: When you sign inKila opens Events and venue hire: “Spaces held with set-up and clearing time, quotes with a deposit, confirmed and charged bookings.” It counts the events Confirmed and Quoted, deposit to come, the Confirmed value and the Deposits held, above the events coming up. Quote an event (1) starts a new one.
Your day
Link to this section: Your day- Follow up. Follow-ups and balances has the Quotes to follow up, “The follow-up date has come. Call, then set the next date or confirm.”, and the Balances due.
- Quote the events clients ask for, with the catering and extras: Quote, confirm and charge an event.
- Take the deposits and confirm the events they pay for.
- Plan each confirmed event: the set-up style, the contact on the day and the run of the day, and print the function sheet.
- Charge each event when it is over, with the deposit used.
What you can do
Link to this section: What you can do- Quote events and hold the spaces on the Events calendar.
- Take deposits by M-Pesa, cash, card or bank transfer, and confirm the events.
- Plan the events and print their function sheets.
- Charge events, with the rest paid or put on the client’s account.
- Cancel an event when the client calls it off.
Everything the role is allowed to do
- General
- View dashboard
- Point of sale
- Sell at the till; View sales; Create quotations; Apply discounts; Start refunds and returns; Open and close own shift; Sell gift vouchers and check their balance; Open bills and add orders on tables and tabs (no till shift needed); See the kitchen and bar screens; Move kitchen tickets (cooking, ready, done) and print them; Book, change, seat and cancel table reservations; Take entry charges at the door and keep the headcount; Send an M-Pesa prompt for a bill at the table; Start and release card holds on bills (pre-authorisation)
- Catalog
- View products and services; Suggest prices for products below the minimum margin
- Stock
- View stock
- Customers
- View customers; Create and edit customers
- Services
- View services and bookings; Book and manage appointments
- Credit
- Record repayments
- Money
- Record cash deposited from the till to M-Pesa or the bank after trading (own branch)
- Branch operations
- Complete opening, closing and log checklists and report issues
- Warranty
- Look up warranties and take in warranty claims
- Salon and venues
- Events and venue hire: quotes, deposits, confirmations and cancellations
What needs a manager
Link to this section: What needs a manager| Approval limit | Up to |
|---|---|
| Refunds | KES 0.00 |
| Discounts | 5% |
| Stock adjustments | KES 0.00 |
| Credit agreements | KES 0.00 |
Needs a manager
- Confirming without the full deposit. Only the owner or a manager who decides approvals sees Confirm and waive the rest: “KES 12,600 of the deposit is waived. The reason is recorded.”
- Refunds go to a manager for approval: Approve or reject a request.
Common questions
Link to this section: Common questionsWhy can I not quote on that day? Another event holds the space, counting its set-up and clearing time. Kila says which, such as “Mvule Boardroom is taken from Wed 4 Nov, 04:00 (APT-000066), counting set-up and clearing time. Choose another day or space.”
The client paid by M-Pesa but the panel still asks for the deposit. Refresh the page: the event’s panel does not change by itself when the payment comes in.
- Events or venue: how Kila runs an events venue.
- Receptionist: the front office.