Event management for event agencies: bookings, places and payments without a notebook

An event agency that runs children's parties, quests and workshops lives from one announcement to the next. You announce a Halloween party on Instagram, and within an hour there are a dozen messages: "book two for Saturday", "any places left for Sunday?". Usually all of it ends up in a notebook or a spreadsheet, and on the day of the party a reconciliation starts at the door: who booked, who paid, how many children actually came. RentOS now has events with bookings for exactly this.

One event, several dates

In RentOS a party is an event: a title, date and time, how many places and which tariffs. There can be several tariffs, for example a child ticket and an adult one. You can mark that the adult ticket doesn't take a place: then capacity is counted in children, exactly the way entertainers plan it. If a party runs three evenings in a row, you duplicate the event and just pick a new date.

Bookings instead of a notebook

A mum writes: "Please book Anya and Misha for the 30th". A staff member or the owner opens the event and enters the name, phone and number of places, and picks a regular customer from the database with one button. The booking gets a number you can send back in the reply. The places counter shows how many are left, and the whole team sees the same picture instead of everyone having their own notebook.

Ten places, and an eleventh child wants to come? You can book them. Where there's a party for ten, they'll manage eleven, and the counter will honestly show "11 of 10" so the overbooking doesn't go unnoticed.

Payment when guests arrive

A booking by itself has nothing to do with money: until it's paid, it isn't in revenue or in the cash register. When the family arrives, the staff member finds the booking by name or the last digits of the phone number, corrects the number of places if not everyone came, and takes payment: in cash, by card or transfer, from the client's balance or split between methods. On the day of the party tickets are marked as used straight away, nothing needs to be tapped a second time.

Came without a booking? A ticket for the event is sold on the spot, no booking needed. The place is taken immediately, and the counter stays accurate.

The list at the door and the summary in your account

The event card shows everyone: who booked, who paid and how much, who has already arrived. The staff member checks the list on a tablet at the entrance, the owner in their account, including from a phone. Social media messages are often handled in the evening, and the owner can book someone themselves without waiting until morning.

Reminders in Telegram

Many no-shows happen simply because people forgot about the party. If the booking is linked to a client from the database and they've connected the Telegram bot, the bot sends a booking confirmation and a reminder the day before. Date moved or event cancelled? The client finds out from the same bot, no separate mailing needed.

If not enough children sign up

Sometimes only three people sign up for a party when you need a group. The event can be moved to another date, and the bookings move with it. Or it can be cancelled: before you confirm, the app shows how many bookings will be lost and how much money to return. Balance payments go back to the client automatically, and cash and transfers are already recorded as a refund in the cash register.

Party money in the shared cash register

Events work inside the "Tickets" accounting mode, so the agency has one cash register for everything: parties, quests and workshops. In the evening the staff member does the results submission, the system compares the actual cash with the expected revenue, and the owner sees the difference if there is one. Past events leave the calendar the next day, while their revenue stays in the reports with the party's name and date.

Where to start

Create a zone, for example "Parties", in the "Tickets" mode, add an asset to it and create your first event in the "Events" section. Step-by-step guides are in the documentation: for the owner and for staff. And how the "Tickets" mode itself works is explained in the article on selling tickets with no time constraint.