Venues & Ownership

Venues

Venues are a core part of event creation. Informativ uses a dual-ownership model to ensure proper management.

Adding a Venue

When you create an event, you can add a new venue by providing the name and address. The system automatically normalizes the data and checks for duplicates:

• Matching logic: Compares name + address (case-insensitive). If a match is found, the existing venue is reused.
• Field requirements: Name, address, city, state, and country are required.

The Two Ownership Fields

Every venue has two person references:

• added_by: The person who initially created the venue record. This could be an organizer creating a venue during event setup.
• owner_uuid: The verified owner of the venue. This is null until proven via ownership verification.

Important: A venue cannot be made available for booking until its ownership document has been verified and the owner has at least one Banking Details record approved by a ROOT admin (Profile → Banking) — same requirement as every other publishable listing on the platform. Only the owner can manage the venue's settings.

Managing Your Venues

Enable Venue Management in Profile → Feature Access to get the Venue Manager role, then go to Dashboard → Venues to add a venue: name, description, type (guest house, lodge, B&B, pub, bar, club, café, restaurant, etc.), capacity, address, default check-in/check-out times, and photos.

Every venue type falls into one of two kinds - a Guest House (guest house, lodge, B&B) gets room booking, meal plans, and the room shop below; an Outlet (bar, pub, club, café, restaurant, grill) gets operational hours, table/space reservations, and Menu & QR Table Ordering instead.

Start typing in Address Line 1 and pick a suggestion to auto-fill City, Province/State, and Country - no need to type them separately.

Ownership Verification

From the venue's page, upload a document proving ownership (deed, utility bill, lease, etc.) and click Submit for Review. A ROOT admin reviews it from Dashboard → Users and approves or rejects it with a reason. Approval assigns you the VENUE_OWNER role and unlocks Make Available for Booking on the venue.

Venue Banking Details

Owners can add banking details specifically for their venue. These are used to receive payouts for venue bookings.

Guest House Room Booking

For Guest House venues, once ownership is verified go to the venue's page → Rooms to add room types (name, nightly rate, number of rooms, sleeps-how-many, photos). Activate a room type to make it publicly bookable.

Guests pick dates, quantity, and party size on the venue's public page; the system checks live availability so rooms can't be double-booked, then charges the full stay via Yoco up front (no deposit). Once paid, mark the guest Checked In on arrival and Checked Out on departure from the venue's Bookings page. Room bookings are charged the standard 8% venue booking commission.

Meal Plans

A Guest House can offer breakfast, lunch, and dinner as add-ons to a room booking - go to the venue's page → Meal Plans and set a name and price per guest, per night for each. A guest ticks whichever meals they want when booking; the cost (price × party size × nights) is added to the room total and paid in the same Yoco checkout - no separate payment step.

Outlet Table/Space Reservations

For Outlet venues (bar, pub, club, café, restaurant, grill, etc.), once ownership is verified go to the venue's page → Manage Spaces to add reservable tables/spaces (name, seats, slot duration, buffer time, optional reservation fee), and Opening Hours to set your weekly schedule plus one-off exceptions (holidays, closures). Activate a space to make it publicly reservable.

Guests pick a date on the venue's public page and see live available time slots for that space; reservations with a fee are paid via Yoco, free ones confirm instantly. Mark a reservation Completed from the venue's Reservations page once the guest has been seated. Cancellation and refund rules are the same as room bookings (48-hour free-cancellation window, 50% fee inside it for guest cancellations; full refund for venue-initiated cancellations), and reservations are charged the same 8% venue booking commission.

A confirmed reservation gets its own QR code, shown on the guest's My Venue Reservations page. Door staff (granted the "Scan Reservations" team permission — separate from managing venue bookings) can check guests in on the mobile app's Scan Reservations screen — a pending, cancelled, or already-checked-in reservation can't be scanned again.

Menu & QR Table Ordering

Outlets manage a Menu (categories and items with price, description, photo) and print a QR code per physical table from Dashboard → Venues → a venue → QR Tables. A customer scans the code, browses the menu with no login required, confirms their age if ordering an alcoholic item, and places the order.

Important: QR orders are not paid through the platform — the customer settles up in person with staff (cash, card machine, tab), the same as any walk-in order. No commission is charged on QR orders. Staff fulfill orders from the Order Board, moving each one through New → Preparing → Ready → Served (or cancelling it). Give a team member the venue.orders permission via Dashboard → Team to let them work the Order Board without full venue management access.

Assigning staff to this venue and to tables/sections: from the venue's page → QR Tables you can group tables into Sections (e.g. "Patio", "Main Floor"). Then, from → Manage Team, pick which of your team members (who already have the venue.orders permission) work this specific venue, and optionally scope each one to specific tables and/or sections. A staff member with no scope set sees and is notified of every order, exactly as before; give someone a scope and they only see and get notified about orders for their own tables/sections, plus anything on a table nobody else has specifically claimed.

Room Shop (Room QR Ordering, Guest House only)

A Guest House can sell items - snacks, toiletries, gift-shop stock, and now food or alcohol too - that guests order and pay for from their room. This is a separate system from Menu & QR Table Ordering above (which is Outlet-only): it's paid through the platform (there's no waiter to collect cash from a guest in their room), so a commission applies.

• From the venue's page, turn on the Room Shop, then go to Rooms & QR Codes to add each physical room (e.g. Room 101) - every room gets its own printable QR code.
• Go to Shop Catalog to add items: name, price, photo, description, and an available/unavailable toggle. If your venue type serves alcohol, you can also flag an item Alcoholic - a guest ordering it must confirm they're of legal drinking age at checkout, the same rule as Menu & QR Table Ordering.
• A guest scans their room's QR code (no login needed), picks items and quantities, enters their name, confirms their age if the order includes alcohol, and pays via Yoco. The platform's room shop commission is deducted and the rest credited to your account balance, same as any other earning.
• Fulfill paid orders from the Order Board, moving each one through New → Preparing → Delivered (or cancelling it). Only paid orders appear here.
• Tips: once their order is paid, a guest can leave a one-time tip (a preset percentage of the order or a custom amount) from their order status page - a separate payment raised after the sale, not part of the original bill. It's commissioned the same as the sale itself and lands in the same account balance as your other room shop earnings, so it pays out together.