Enquiries living in an inbox, quoted from last year’s spreadsheet A seating plan redrawn from scratch for every single show Ticket sales in one system, the guest list in another, the door in a third No idea what an event actually made until someone adds it up on Monday
What usually goes wrong
A day in the life
An enquiry lands from your site at 09:00. You quote it from the item library by 09:20. It is accepted, becomes an event with a seat map, sells online through your storefront, staffs itself from the roster, checks in at the door on a phone, takes bar orders from the seats through your app or site during the show, and closes the night with takings, stock variance and a signed-off checklist. The invoice was raised while you were still packing down.
How it runs
Every step below writes to the same records. Nothing is typed in twice.
From first contact to closed books 6 steps
- 1
The enquiry lands itself 09:00
A form on your site posts straight into the pipeline with the date, headcount and budget already filled in. No inbox, no re-typing, and it is assigned to someone before you have finished your coffee.
Sales & Enquiries - 2
Quoted from the library 09:20
Build the quote from saved items and a template rather than last year’s document. It goes out branded, with the acceptance tracked, so you know they opened it.
Sales & Enquiries - 3
It becomes a real event Accepted
The accepted quote turns into an event with a date, a seat map drawn from your saved template, and an invoice carrying a pay link. Nothing is re-keyed.
Events - 4
Selling while you sleep On sale
The event appears on your storefront with a live seat map. Buyers pick their own seats, pay by card, and land in Customers with consent recorded.
Storefront - 5
The door and the floor On the night
Staff are rostered against the event, checklists have been signed with photos, and the door checks people in per seat from a phone.
ScannerSync - 6
Closed, not guessed 02:00
Cash up against stock movement, and the dashboard already knows what the night made - before anyone opens a spreadsheet.
Reports
Before and after
- Enquiries in a shared inbox
A pipeline with an owner and a status - Quotes rebuilt in a word processor
A reusable item library and branded documents - Seating redrawn for every show
A saved template you reuse and lock - Guest list printed at 17:00
Per-seat check-in on a phone - Monday morning adding it up
The number was there at 02:00
Switched on from the first day
These are the defaults for this kind of business, not a limit. Turn any of them off, or switch on the rest, whenever you like.
- Sales & Enquiries
Keep every enquiry in one place, send a branded quote, and follow it through to a confirmed booking, with one record for each client who hires you.
- Events
Create an event once and the rest of the platform knows about it: the tickets, the seating, the guests, the staff, the bar and the numbers afterwards.
- Seating Plans
Lay out tables, rows and sections the way the room really is. Keep the plan for every show that follows, and let guests choose their own seats online.
- Storefront
A booking site you put together from ready-made sections in your own colours. Your events, tickets and seat maps are already on it, and guests pay by card.
- Ticketmaster
Link a Ticketmaster event to a VenueSpine event and its ticket sales and guest list come across, then keep coming across on their own as more tickets sell.
- ScannerSync
An app for ticket check-in and seating at the door, on the phones your team already carries. It keeps scanning without a signal and catches up when the connection returns.
- Bar & POS
PosSync is the till: an app of its own on the device at the bar that keeps ringing up sales when the wifi drops. VenueSpine looks after the rest: stock, cash-up and what the bar made.
- Invoicing
Branded invoices with line items and tax, a record of what has been paid, and a link the customer can pay from when you want to be paid now.
- Reports
Build a report once, save it, share it and have it arrive by email as a PDF or a spreadsheet, on the day you need it.
- Checklists
Reusable checklists with photo proof, due dates and a sign-off, so the standard is the same whether you are there or not.
A good fit for
Theatres, function venues, live music rooms and event spaces Anyone quoting bespoke events as well as selling tickets Venues with a bar attached that should reconcile against the night Groups running more than one room or site
Where it is not the answer
If you only ever sell general-admission tickets and never quote a private function, you will be paying for a sales pipeline you do not use. Say so and we will point you at the smaller plan.
We already use a ticketing platform. Can we keep it?
You can, and some venues do at first - use VenueSpine for enquiries, quoting, staffing and the bar, and keep selling where you sell today. Most move ticketing across once they see the seat map and the door check-in working off the same record.
How long does it take to get a room drawn?
A straightforward cabaret or theatre layout is an afternoon. You draw it once, save it as a template, and every future show starts from it.