1. Dashboard First
The Dashboard is the main page. Start there to see what needs attention: equipment requests, add-on approvals, quotes, signatures, deposits, balances, and upcoming events.
2. Venue / Rough Booking
Create or select the venue/customer first, then create a rough booking. Do not send the final contract until equipment and quote steps are complete.
3. Equipment Before Contract
Use Ask Equipment Needs before the contract stage. The customer chooses equipment/add-ons from the inventory list. D & J gets notified when they submit.
4. Review & Approve Add-ons
Review the customer’s equipment choices, adjust pricing or terms if needed, then click Approve Add-ons & Move to Contract Stage.
5. Quote Stage
After add-ons are approved, calculate the quote and send the quote email. The customer must approve the quote before the final contract can be sent.
6. Final Contract & Signature
Only send the final contract after the quote is approved. The customer signs digitally. After signing, use billing tools to track deposits, balances, reminders, and receipts.
7. Follow-ups
Follow-ups are CRM tasks. Some are created automatically, but staff can also add tasks manually for calls, quotes, signatures, payments, event prep, and post-event follow-ups.
8. Calendar & Event Prep
Use the Calendar to see upcoming karaoke nights and recurring dates. Open Event Prep to confirm equipment, timing, setup area, power, payment, and packing checklist.
9. Settings Permissions
Contract Managers can manage equipment/add-ons, cancellation policies, special terms, and balance due terms. They must not change admin-only settings, team users, or main business settings.
10. Print / Save PDF
Use Print / Save PDF on contracts when you need a clean saved copy for records or printing.
Important rule:
Never send a final contract until equipment/add-ons are submitted, reviewed, quoted, and the quote is approved by the customer.
