If you have the New Event button in the upper right of the screen, your venue creates all documents and records all payments on the Event level in Tripleseat. If you have this setup but occasionally need to contract on multiple related Events, follow the steps in this article to fashion a single set of docs for all Events within the Booking.
The idea is that you will produce more than one set of documents: one that includes all Event info for you to share with your guest and another for each individual Event so you may break out your Kitchen Sheets, etc., by day. Rather than creating documents for each event then combining; instead, you will first want to make the master set and then split. Please follow the instructions to do so.
- Navigate to "Bookings" in your left sidebar. Click "New Booking." Fill in the Booking name and required fields for that and for the first event. Click Create.
*You will add additional events in Step 6 of this workflow, so only add the first event now.
- Go to the Event Details page for the first event. Click into the “Docs” tab and use the “Add a Document to this Event” dropdown to create a document set. Use this as the master template and enter all notes and charges for the different Events within your Booking here.
- In the Billing Widget, turn the "Transfer Financials to Event" button to OFF.
*You will turn it back on later.
- Click Save at the bottom to generate the docs.
- Go back to the Booking Details page and click on the “Events” tab.
- Use the “Actions” button there to click “Copy Events.” Select the first event and hit “Continue.” Click “Copy all Documents” at the top of the next page. Change out the name, date, time, rooms, etc., for that subsequent Event.
- In any of your Events besides the master, go to the Docs tab. Edit the document template and delete any items not applicable to that day’s Event.
- Go back to the first Event. Copy the masterdocs so you have two sets of documents for that day. On the second one, delete any charges unrelated to the first event.
*Steps 8 and 9 will allow you to print/send documents like Kitchen Sheets or BEO's for only one event at a time.
- Go back to the Master set of docs. Scroll to the Billing Widget. Turn "Transfer Financials to Event" back ON. Update.
Once finished, you will send the Contract from the 1st set of docs (with financials) to your guest for them to sign and pay. Then, you can use the rest of the documents to print out a single event's Kitchen Sheet or BEO as needed!