Venuemaster3000: User Documentation

Automation

Automation rules overviewFind, filter and manage your if-this-then-that rules and start a new rule from a template.
2 min read
Create or edit an automation ruleDefine when a rule runs (trigger), optional conditions and what it does (actions), then save it as draft or active.
2 min read
Test a rule and check its logs and historySimulate a rule with sample data, review execution logs and see the version history of a rule.
1 min read

Contacts, messages & media

Contact detail page and relationshipsSee all information about a contact, link related contacts, and check events, communication, documents and history.
2 min read
Read and manage your notificationsUse the bell in the header and the notifications page to see what happened, mark items as read and adjust what you receive.
2 min read
Find contactsSearch, filter and sort your contacts, switch between list and grid, open a contact's quick view and export the list.
2 min read
Read and write messagesUse the shared mailbox to read e-mails, write new ones with event and venue context, and link messages to events, people and booking requests.
2 min read
Create, edit and delete a contactAdd a person or organization with phone, e-mail and company, change the details later or remove the contact.
2 min read
Merge duplicate contactsCombine two contact records into one, choose which values to keep and move all related records to the remaining contact.
2 min read
Upload and organize files in MediaUpload photos, plans and documents to the media library, organize them in folders and find them with search and filters.
2 min read
File details – rename, link to a venue, event or contact, deleteOpen a file's details to rename it, link it to a venue, event or contact, tag it, download it or delete it.
2 min readView all 9 articles

Events & booking requests

Find, filter and export eventsUse the event list with upcoming and past events, search, filters, views, bulk actions and export.
3 min read
Use the event calendarSee your events by month, week, day or as an agenda and filter them by status.
1 min read
Create an eventCreate a new event in four short steps: essentials, schedule, visibility and shifts, artists and tags.
2 min read
Edit, duplicate, cancel or delete an eventUse the row menu or the right-click menu to change, copy, cancel or remove an event.
2 min read
Event detail page – Overview tabSee and change an event's key data, artists, attendance, pre-sales, room bookings and custom fields.
2 min read
Plan shifts for an event (Shifts tab)Add team shifts to an event, set the number of positions, publish them and handle applications right on the event.
2 min read
See who works at an event (Staff tab)The Staff tab lists everyone assigned to the event and everyone with an approved shift.
1 min read
Manage the guest list and check in guestsAdd guests to an event, keep notes such as VIP or plus one, and check them in at the door.
1 min readView all 13 articles

For external helpers

Get started as an external helperWhat external helpers and freelancers see after signing in: dashboard, events and shifts.
2 min read
Find, apply for and track your shifts as an external helperBrowse open shifts of your teams, apply, follow your applications and see your earnings in My Shifts.
2 min read

Getting started

Find your way around VenueMaster3000The main menu, the global search and the icons in the header at a glance.
2 min read
Accept an invitationJoin your organization from the invitation e-mail and create your account.
1 min read
Reset a forgotten passwordRequest a reset link by e-mail and set a new password.
1 min read
Customize and manage dashboards (preview)What the Customize dashboard and Manage dashboards buttons show today; saving your own layout is not available yet.
1 min read
Sign inSign in to VenueMaster3000 with your e-mail and password, and what the error messages mean.
2 min read
Set up and use two-factor authenticationProtect your account with an authenticator app and sign in with a 6-digit code.
1 min read
Switch between organizationsIf you work for more than one organization, switch the active one at the top left.
1 min read
Use the user menu, language, theme and focus modeOpen your profile and settings, change the language, switch to dark mode, use focus mode, see recent activity and sign out.
2 min readView all 14 articles

Settings & administration

Set your organization name, logo and colorChange the organization name shown in the app, upload a logo and choose a primary color.
1 min read
Equipment catalog – brands and productsAdd your own equipment brands and products for inventory suggestions, or hide global catalog entries.
1 min read
API connectors for ticketing systemsConnect external ticketing and event management APIs to sync their data with VenueMaster3000.
1 min read
Find your way around SettingsHow Settings are organized into groups and how to open a settings page from the menu or the overview.
1 min read
View your subscription and licensed modulesSee your current plan, the modules your organization has licensed and your storage usage.
1 min read
Set time zone and default languageChoose your organization's default time zone and language; each person can still pick their own language.
1 min read
Invite usersInvite a team member or freelancer by e-mail, or import many invitations at once from a CSV or Excel file.
2 min read
Manage users – profile, access and teamsFilter the user list, view a profile, change user type and role, and assign people to teams.
2 min readView all 29 articles

Shifts & staffing

Create shifts in the shift plannerCreate an event shift for a team or a standalone shift (for example warehouse work) with date, time and the number of positions.
2 min read
Publish, duplicate and cancel shiftsPublish draft shifts one by one or all at once, duplicate a shift, and cancel a shift that no longer takes place.
2 min read
Apply for an open shiftFind published shifts of your teams, apply with an optional note and withdraw an application you no longer want.
2 min read
Your shifts at a glance (My Shifts)See your booked shifts, open applications and past shifts, report an issue or ask to be released from a shift.
2 min read
Review shift applicationsOpen a shift, see filled positions, pending applications and the waitlist, and approve, waitlist or reject applicants.
2 min read
Decide on withdrawal requestsSee who asked to be released from a booked shift and why, then approve or reject the request.
2 min read
Write and review shift reportsAfter a shift, record your actual working time, answer the report questions and submit; managers approve, correct or return the report.
3 min read
Shift statistics and exportSee confirmed shifts, net working time, personnel costs and pending reports for a period, broken down by person and event, and export them as CSV.
1 min read

Venues & inventory

Venue detail pageSee a venue's key data, technical dimensions, linked documents and images, its events and the change history.
2 min read
Find and filter venuesSearch, filter, sort and export your venues, and use the row menu and bulk actions in the venue list.
2 min read
Create, edit, duplicate and delete a venueAdd a new venue with name, building, status and capacity, change it later, copy it or remove it.
2 min read
Manage inventory itemsAdd equipment to your inventory, find it with search and filters, and edit, duplicate, tag, export or delete items.
2 min read
Inventory item detail, photos and documentsSee all data of one inventory item, edit it, add photos and upload documents such as data sheets.
2 min read
Log maintenance and report defectsRecord repairs and checks for inventory items, follow them in the maintenance log and report broken equipment.
2 min read
Inventory wishlistWhat the inventory wishlist shows and how to search, filter, sort, edit and export wishlist entries.
1 min read
Service partners for inventoryTurn existing contacts into service partners and assign them to the inventory items they maintain or supply.
2 min read