✅ Update Your User Profile

Navigate to Personal Settings > User Profile. Update your name, title, contact info, and upload a profile photo for a polished, professional appearance on documents and emails.

✅ Connect Your Email

Link your Outlook or Google account under Personal Settings > Email. This ensures email communication is logged within the system for full visibility. Make sure each user adds their signature here as well. How to connect email.

✅ Link Your Calendar

Sync your Google, Outlook, Office 365, or Exchange calendar under Personal Settings > Calendar Integration to push confirmed bookings into your personal calendar. This improves visibility, reduces double bookings, and saves manual entry. Calendar setup guide.

✅ Revenue Categories

Set up categories like Food, Beverage, AV, Setup, Miscellaneous, Room Rental so they link correctly to menu items and feed into reporting. Guide.

✅ Referral Sources

Track where business is coming from: Website, Client Referral, Repeat Business, Social Media, Marketing Campaign.

✅ Lost Reasons

Document why business was lost: Dates Not Available, Pricing, No Response, Chose Competitor. This feeds into reporting and improves pipeline strategy.

✅ Booking Types & Event Types

Define types like Meeting, Breakfast, Lunch, Coffee Break, Wedding, Conference, Reception, Dinner.

Setup Style examples are Theater, Classroom, Rounds of 8, Rounds of 6, Banquet.

✅ Account Types, Market Segments

Examples:

Account Types: Oil & Gas, Banking, Consulting, Retail, Non-Profit, Government, Wedding Planner.

Market Segments: Corporate, SMERF (Social, Military, Educational, Religious, Fraternal), Leisure, Government, Group, Crew.

✅ Custom Fields

Add hotel-specific fields (VIP status, dietary notes) to capture extra data on accounts, events, or room blocks. Custom fields guide.

This sets the foundation for system-wide documents and workflows.

✅ General Settings

Add hotel name, address, phone, and logo to populate contracts, BEOs, and invoices. General settings guide.

✅ Users & Roles

Invite your team, assigning Admin, User, or Read-Only permissions depending on their needs. Set security carefully! Manage users.

✅ Invoice Settings

Define invoice terms (Net 30, Net 60), prefixes (like INV-), taxes, fees, and other financial details. Invoice setup.

✅ Taxes & Fees

Set up taxes such as service charges, gratuities, VAT, and any applicable fees like delivery or setup fees. Ensure the percentages, amounts, and labels align with local regulations and your hotel's internal policies. This step guarantees accurate calculations on invoices, proposals, and contracts. More on taxes.

✅Pipeline

Configure your sales pipeline stages (e.g., Inquiry, Proposal Sent, Contract Sent, Confirmed, Actual) to match your hotel’s sales process. This helps your team track the status of each piece of business, forecast revenue, and prioritize follow-ups. You can customize pipeline stages and assign deals to the correct stage to keep everything moving efficiently. Pipeline setup guide.

✅ Spaces

List all event spaces, ballrooms, boardrooms, and meeting rooms. Define their capacities, description and associated rental charges (if any). This helps the team manage space availability and bookings accurately. Spaces guide.

✅ Rooms

Set up hotel room types, including room names (e.g., Standard Queen, Deluxe King, Suite) and detailed descriptions of each.

✅ Menus

Input all food, beverage, AV, rental, and miscellaneous items into the system. Organize them under sub-menus for clarity (e.g., Breakfast, Lunch, Dinner, Coffee Break, Reception). Make sure to assign the items a revenue category, as it flows to reporting. Menus guide.

✅ Packages

Once menus are built, create combined packages like an All-Day Meeting Package, Wedding Package, or Holiday Party Bundle. Packages group menus and pricing together for simplified quoting. Packages guide.

✅ Budgets

Set monthly targets for Catering and Groups. Budgets guide.

✅ Workflow Templates

Feel free to modify existing workflow templates to align with your organizations.

More on workflow templates.

✅ Email Templates

Create reusable email templates for proposals, contracts and follow-ups. Use placeholders to auto-fill client and event details. Email templates guide.

✅ Document Templates

Standardize proposal, contract, BEO and Group Resumes by cloning Event Temple defaults and adding your hotel’s branding, terms, and layout preferences.

Document templates guide.

✅ Intake Forms

Set up web forms for your website to collect leads directly into Event Temple. This improves lead management and reduces data entry. Intake forms setup.

✅ Guest Portal

Activate guest portal and add hotel's website and a photo. More on guest portal.

✅ Integrations

PMS, Stripe Payments, Webhooks, Zapier and other add-ons can enhance workflows, payment collection, and reporting.

Integrations overview.

✅ Complete all admin setup before adding users to avoid confusion.

✅ Double-check taxes, categories, and field setups before going live.

✅ Start with a simple sales pipeline; expand as the team gains confidence.

✅ Attend regular check-ins with your Customer Success Mabager for best practices.

✅ Review latest product updates by clicking on in Event Temple.

✅ Complete Event Temple University (online training for all users).

✅ Schedule live team training sessions or sign up for Insight Sessions.

✅ Use the Help Center and in-app chat for ongoing support.

✅ Reach out to your Customer Success Manager for custom strategies, account questions, or rollout support.