Documents – Sistem Apps

How to manage specific festive seasons

This guide will helps define seasonal periods that impact venue pricing, availability, and operational planning. Admins can categorize high-demand and off-peak periods as specific seasons (e.g., Wedding Season, Off-Season, Festive Season) and apply them to bookings or pricing rules.

How to check All Seasons List

This section provides a list of all existing seasonal timeframes created in the platform.

Navigate to Season section and choose All Seasons
View the table with:

Season Title (e.g., Winter Wedding Season)
Start Date and End Date
Days tagging of which days this will apply

Use the Edit or Delete icons in the Action column to modify or remove any season

Note : These entries help you identify which bookings fall under which seasonal period for reporting or pricing logic.

How to Add Season in the platform

Use this section to create a new season and define its applicable date range.

Go to Season section and choose Add Season
Fill in the form:
- Season Title – e.g., “Monsoon Special”, “Winter High Season”
- Start Date – the date when the season begins
- End Date – the date when the season ends
- Days – Choose on what days this will be applicable
Click Submit to save the season

Note : You can define multiple seasons throughout the year to align pricing strategies, booking trends, or availability restrictions.

Summary

The Season Management Module allows admins to define and manage specific seasonal periods such as peak wedding times, festive seasons, or off-peak months. Using the Add Season feature, you can set a title, start and end dates, and status for each season. The All Seasons section displays all defined seasons in a centralized table for easy review and management. This module supports dynamic planning, helping align pricing strategies, booking rules, and availability based on seasonal demand.

How to manage external vendors

This section helps you organize all external suppliers and service providers associated with your venue operations. It allows you to categorize vendors, manage their details, and maintain a central record for future reference and communication.

How to check all categories of the vendors

This section displays all predefined vendor categories to help classify vendors based on the services they offer (e.g., Catering, Decoration, Sound, Lighting, etc.)

Navigate to All Categories in the vendor section
View a list of all vendor types with:

Category Name
Status (Active/Inactive)

Use the Edit or Delete buttons to update or remove any category

Note : Well-defined categories make it easier to filter vendors and assign them to bookings.

How to add a vendor category
Create a new type of vendor for specific service classifications.

Go to Add Category
Enter:

Category Name (e.g., DJ Services, Tent House)
Status (Active/Inactive)

Click Submit to save the new category

Note : Use consistent naming to ensure all vendors are grouped accurately.

How to check all vendors in the banquet management platform
This section contains the master list of all vendors registered in the system.

Navigate to All Vendors
See details like:

Vendor Name
Vendor Type (Category)
Contact Details
Address
Status

Use Edit or Delete from the Action column to update vendor records.

Note : Search and filter by name or category for quick access during bookings.

How to add a vendor in system

Add a new vendor with full contact and business details.

Go to Add Vendor
Fill in:

Category (Type of Service)
Vendor Name
Phone Number & Email
Address
GST Details
Contact Person aName, email, mobile

Click Submit to save

Note : Keep vendor info updated for easy coordination and booking assignments.

Summary

The Vendor Management Module enables efficient tracking and organization of all service providers associated with venue operations. Admins can define vendor types through Categories, such as catering, decoration, or audio services. Using the Add Vendor option, detailed records of each vendor can be stored, including contact information and service type.

The All-Vendors section provides a centralized list to view, edit, or remove vendors as needed. This module ensures a structured approach to managing vendor relationships, streamlining coordination, and improving service delivery during events.

Managing Expense in Sistem Banquet Platform

This section lists all predefined expense categories used to classify expenses such as electricity, rent, cleaning, staff salaries, etc. It helps you track, categorize, and manage all operational expenses across your venue business

How to add an Expense Category

Navigate to Expenses Module and choose “All Categories”
View a list of existing categories with details like:

Category Name
Status (Active/Inactive)

Use the Edit or Delete buttons in the Action column to modify or remove any category.

Note : Keeping categories well-organized ensures accurate reporting and filtering during expense entry.

How to add an Expense Category

Create new expense types for better classification and tracking.

Go to Expenses and click on Add Category
Fill in the details

Category Name
Status (Active/Inactive)

Click Submit to add the new category to the system.

Note : Use clear and specific names (e.g., Maintenance, Staff welfare, Electricity Bill) for easy filtering during reports.

How to add an Expense

Log and track individual expenses related to venue operations.

Go to Expenses and choose Add Expense
Fill in the form with:

Select Category
Title of the expense
Amount
Date of Expense
Description (what the expense is for)
Attachment File or invoice of the expense

Click Submit to save the expense entry.

Note : Use this feature to maintain daily, weekly, or monthly expense records and stay financially organized.

How to view all expense
This is the master list of all recorded expenses.

Navigate to Expenses > All Expenses
Table displays:

Use Edit or Delete to manage entries.
Select Category
Title of the expense
Amount
Date of Expense
Description (what the expense is for)

Filter or search by category, date range, or keyword for quick expense audits.

Summary

The Expense Management Module allows you to efficiently track and categorize all business expenses. You can create and manage expense types through Add Category and All Categories, ensuring each expense is properly classified. With Add Expense, you can log individual transactions with details like category, amount, and description, while the All Expenses section provides a complete view of all recorded entries. This module helps maintain accurate financial records, improve accountability, and support better budgeting decisions across your operations.

Venue Management Module

This section will help admins to manage different types of Venues, define venue types, and manage available amenities. This module ensures every room/venue is categorized properly and linked with suitable pricing, capacity, and facilities.

How to Add a Venue

Go to Venues and choose “Add Room” from the side navigation.
Fill in the required details:

Room Type (e.g., Auditorium, Board Room)
Name (e.g., Morning, Full Day)
Venue No
Floor
Sort Order (display order in listing)
Description
Status (Active/Inactive)
Image (optional)

Click Submit to save the venue.

Note : This creates an individual venue entry that can be linked to bookings.

How to view all venue

Navigate to Venues and choose All Rooms
View all listed rooms with columns like:

Room Type
Name
Venue No
Floor
Status
Sort Order.
Action : Use the Edit and Delete buttons to manage entries.

How to Add Venue Type

Venue types define the category, pricing, and capacity of each venue (e.g., Hall, Room).

Go to Venues and choose Add Venue Type
Fill in the details

Title (e.g., Ocean Pearl Full Day)
Type (Hall/Room)
Floor
Short Code
Guest Capacity
Base Price
Sort Order
Status
Image

Click Submit.

How to view venue types

Navigate to Venues > All Venue Types
View attributes like:

Title
Type
Floor
Capacity
Price
Status.

Use Edit, Delete, or add Price Rules as needed

How to add amenities

Amenities are extra services linked to rooms, like decoration or sound systems.

Navigate to Venues and choose Add Amenities.
Enter the details

Name (e.g., Decoration)
Description (optional)
Status (Active/Inactive)

Click Submit to proceed

How to view all amenities

Go to Venues and select All Amenities.
View the list of active/inactive amenities.
Edit or delete any amenity using the action buttons.

Summary

The Venue Management Module allows you to efficiently manage all aspects of venue configuration, including rooms (treated as venues), venue types, and amenities. You can add new venues by specifying their type, floor, name, and display order, while managing all existing rooms from a centralized table with edit/delete options. Venue types help define detailed configurations like guest capacity, pricing, and type (e.g., hall or lawn), with additional options to set price rules. Amenities such as decoration, sound systems, or food services can also be added and managed to enhance venue offerings.

This module ensures venues are well-organized, customizable, and ready for streamlined bookings.

Stock Management Overview

This guide will help you to manage stock on the platform and products in the banquet management platform.
The Stock Management Module helps you track and manage the inventory of products and supplies required for your banquet operations. This module ensures you never run out of essential items and supports efficient planning and replenishment.

How to Add a Product

With “Add Product”, you can create and define new products that will be tracked in the stock module.
Navigate to “Add product”
Fill in the following fields:

Product Name (e.g., Mineral Water Bottle 1L)
Product Category (e.g., Beverage, Crockery, Cleaning Supplies)
Unit of Measurement (e.g., pcs, boxes, liters, kgs)
Minimum Stock Threshold (to trigger low stock alerts)
Description (optional details for internal reference)

Click “Submit” to add the product to your inventory catalog.

How to check All Products available in the Stock

To View, search, and manage the master list of all products available in your stock catalog.
Navigate to “All Products”
You can find all products listed in the table with details such as Product Name, No of products available, Unit and Status if active or inactive.
With the Actions, the products can be edited

Best Practices:

Regularly audit the list to ensure all active items are up to date
Use meaningful product names for easier identification during stock updates

How to Add a new Stock

To Record new stock entries when you receive supplies or replenish existing stock.
Navigate to “Add Stock”

Select the Product from the dropdown

Add the stock operation if want to add or subtract

Add Date, venue, quantity and remark in upcoming fields
Click “Submit” to update the stock balance for that product

Note:
Every entry made here increases or decreases the total available stock for the selected product.

How to check the Stock History

Stick History can be used to monitor current stock levels and review inventory history.Real-time view of available quantity for each product

Low stock indicators if quantity is below minimum threshold
View:

Product Name
Available Quantity
Last Updated Date
Stock History (optional link to detail)
Filter by Category, or Search by Product Name

Summary
The Stock Module helps streamline inventory management by:

Letting you define and categorize products
Tracking stock movement in real time
Providing insights for restocking and auditing

Maintaining clean and accurate inventory records ensures efficient resource management across all venues.

Food Management Overview

This guide will help you understand how you can manage food menus, food items and food categories from a single Food section. In this section you can add, update, delete the menus, items and its categories.

The Food Module is designed to streamline how food offerings are structured, categorized, and managed. It enables easy creation, customization, and organization of all food-related services for venues or restaurants.

Food Menus: Food Menus are curated collections of food offerings tailored to specific events, cuisines, or meal types. Menus can be customized based on client preference. Each menu can include multiple food categories and items, making it easy to present and manage a cohesive food experience.

Food Category: Categories help in logically grouping food items under themes such as Starters, Main Course, Desserts, Beverages, etc. They improve user navigation and make it easier to browse or select items during the ordering process. Each category can contain one or more food items.

Food Items: These are individual dishes listed under relevant categories. Each food item contains details like the item name, description and price. Items can also be tagged for menus.

How to manage or add Food Menu

Go to the “All Menu” section from the side navigation.
Review the table displaying:

Menu Name
Number of Food Items
Price per Plate
Description
Status (Active/Inactive)
Actions (Edit/Delete)

3. In the Number of Food Items column, click the “View” button to see all food items linked to that menu.

Add a New Menu

Click on “Add Menu” from the side navigation.
Fill in the required fields:

Menu Name
Description
Price per Plate
Status (Active/Inactive)

Click “Submit” to save the new menu.

How to manage or add Food Categories

Navigate to “All Category” from the side menu.
The table will show:

Category Name
Sub-Category
Status (Active/Inactive)
Actions (Edit/Delete)

Add a New Category or Sub-Category

Click on “Add Food Category”.
Fill in the following:

Category: (Leave blank if creating a new top-level category)
Category Name: (Enter name of new category or sub-category)
Status: Select Active/Inactive

Click “Submit” to save.

Note:

For new categories, leave the Category dropdown blank.
For sub-categories, first select the parent category, then enter the sub-category name.

How to manage or add Food Items

Go to the “All Food Items” section.
View detailed information for each item, including:

Category
Menu(s) Tagged
Item Name
Price
Description
Food Type (Veg/Non-Veg)
Status
Actions (Edit/Delete)

Add a New Food Item

Click on “Add Food Item”.
Fill in the form:

Select Category
Select Menu(s) the item should be tagged to
Item Name
Price
Description
Food Type (Veg/Non-Veg)
Status (Active/Inactive)

Click “Submit” to add the item.

Summary
The Food Management module enables admins to organize menu offerings with ease. You can:

Create and maintain menus with customized pricing.
Structure food options using categories and sub-categories.
Add and tag individual food items for accurate billing and selection.

This ensures that your platform offers flexible and efficient food service management for any event.

How to Manage Customer Profiles

This section will help you understand the customer management and keeping track of customer details for quick reference.

All Customers Review

The “List Customers” section displays all customer entries in a searchable and filterable table. This helps staff easily view, update, or manage client data.

Table Columns Explained:

Column	Description
Customer Name	Full name of the customer (first, middle, surname combined).
Mobile No.	Primary contact number.
Email	Registered email address.
Gender	Gender of the customer.
Address	Full address including building/landmark, street, etc.
Nationality	National identity, default is “Indian”.
Country/State/City	Automatically mapped based on inputs during customer creation.
Action	Includes the Edit button to update customer information.

Use the Search bar to quickly find a customer by name, email, or mobile number.

Filter Customers

The “Filter Customer” section allows staff to search for specific customers based on multiple fields:

Full Name
Mobile No.
City
State
Country

After entering the filter criteria:

Click “Search” to view matching results.
Click “Export” to download the filtered customer list in CSV format.

Steps to Add a Customer

Navigate to the “Add Customer” form.
Fill in the required fields:

Field	Description
First Name	Customer’s first name.
Middle Name	Optional middle name.
Surname	Optional last name.
Email	Customer’s valid email address.
Mobile No.	Primary contact number.
Gender	Select from dropdown (Male/Female/Other).
Age	Enter age (optional).
Country	Default: India (can be changed).
State	Enter the customer’s state.
City	Enter the customer’s city.
Address	Full address with locality, area, etc.

3. Click the “Submit” button to save the customer profile.

The Customer Management Module allows venue staff to maintain a detailed and organized list of customers. Staff can:

Easily add or update customer details
Use filters to quickly find existing customers
Export customer lists for reporting or record-keeping

This feature ensures efficient guest handling and helps streamline the booking and communication process.

User Management Guide: Adding Team Members & Staff

This guide explains how to view, manage, and add users or staff members to the Sistem Venue Management Platform.

Users Overview

Accessing All Users

Navigate to the “Users” section.
Click on “All Users” to view a list of existing team members.

User Table Includes:

Field	Description
Name	Full name of the staff member
Role	User’s assigned role (Admin, Manager, etc.)
Contact Info	Phone number and email
Address	Location details of the staff
Status	Shows if the user is Active or Inactive
Actions	Buttons to Edit, Activate/Deactivate, or Delete

Note: Only Admins and Superadmins have permission to add, edit, or delete users and manage roles.

How to Add a User to the platform

Navigate to “Add User”

Found within the Users section of the platform.

Fill Out the User Form

User Role: Select from predefined roles (Admin, Superadmin, Manager, Receptionist, etc.).
Name
Contact Details (Phone & Email)
Password Creation
Gender
Address
Status (Active/Inactive)

Submit the Form

Once all details are filled in, click “Submit” to create the user profile.

Share Credentials

Admins can then share login credentials with the respective staff member.

Summary

The User Management section allows platform administrators to efficiently manage team roles, access levels, and contact information. With clear role-based access and simple onboarding steps, adding and updating staff is secure and streamlined—ensuring the right people have the right access.

Advance Payment and Checkout Process

This guide outlines how to manage advance payments and perform a checkout for a completed booking within the platform.

Advance Payment
Advance payments are required to confirm a booking. Additional payments can also be made at any time before the event concludes.

Steps to Add an Advance Payment

Navigate to the Booking

Go to the “All Bookings” section.
Find the relevant booking and click on the “Advance Pay” button in the Actions column.

Fill Payment Details

A pop-up form will appear.
Enter the following:
- Amount to be paid
- Payment Date
- Payment Mode (e.g., UPI, cash, card)
- Reference Notes (optional)

Submit the Payment

Click “Submit” to record the payment.
The payment will be listed in the Previous Payments Table below the booking, providing a quick snapshot of all payment history.

Note : Role-Based Access

Admin/Super Admin:
- Can delete payments.
- Can download receipts.
Staff Roles:
- Can only download receipts.

Checkout Process.
The Checkout finalizes the booking after the event is over, ensuring all dues are cleared and documentation is completed.

Checkout Conditions

Can only be initiated on or after the booking’s end date.
All pending payments must be cleared before proceeding.

Steps to Perform Checkout

Verify Payment Status

Check if any payment is still due.
If pending, use the Advance Pay button to clear dues.

Initiate Checkout

Go to “All Bookings”.
Click on the “Checkout” button in the Actions column.

Review Booking Summary

A summary page will display:
- Guest Details
- Booking Timeline
- ID Proof Info
- Payment Details
- Company-specific sections
Indicate whether an invoice is applicable.

Complete Final Payment (if any)

Confirm there are no dues left.
Click “Submit” to complete the checkout.

Confirmation

A final confirmation toast will appear.
Booking will move to the “All Checkouts” section.

All Checkouts Section Features

Located in the side navigation under “All Checkouts”.
For each booking, you can:

View Summary
View/Print Venue Invoice
View/Print Food Invoice

Marking Unpaid Bookings as Paid

If a booking is marked as Unpaid, click “Mark as Paid” to open the Advance Pay popup again.
Once payment is submitted, the status will auto-update to Paid.

View Buttons of Venues and Payment Status

Filtering and additional features

Filters: Sort checkout list by Guest Name, Venue Type, Payment Status, or Date Range.
Export: Use the “Export” button to download the checkout list in CSV format for records or reporting.

Summary
The Advance Pay and Checkout features streamline the booking lifecycle ensuring that payments are tracked, events are completed smoothly, and proper financial and event records are maintained. Role-based permissions help secure payment actions, while filters and export options improve operational efficiency.

How to place a Food Order for a Booked Venue

This guide explains how to place a food order associated with an existing venue booking in the platform. The Food Order feature allows staff to add customized menu selections for events booked through the platform, ensuring smooth coordination between catering and venue operations.

Steps to Place a Food Order

Access the Booking

Go to the “All Bookings” section.
Locate the relevant booking.
Click the “Food Order” button in the Actions column.

Select a Menu

You’ll be redirected to the Menu Selection Page.
Available menus will be shown with per-person pricing.
Select a preferred menu to load the associated food items.

Choose Food Items

Food items under the selected menu will be displayed by category (e.g., starters, main course, desserts).
Use:
- “Select All Food Items” checkbox, to choose all items at once
- OR manually select individual items based on customer preferences

Add Special Requirements (Optional)

Scroll down to find the Special Requirements field.
Add any custom notes or specific instructions provided by the customer (e.g., allergies, serving preferences).
Leave it blank if not applicable.
Click “Next” to continue.

Review & Confirm Order

On the Food Order Summary Page, you can:
- Review selected menu items
- Apply GST and discounts
- Make any final changes
Click “Submit Order” to finalize.

After Confirmation

Once submitted:

A Food Order Ticket is generated
You can:
- Print
- Download
- Edit
- Cancel the order if needed

Summary

The Food Order feature simplifies adding catering services to a booking. Staff can easily select menus, customize items, apply special instructions, and process the order, all within a few steps. Once confirmed, the food order is documented with a downloadable ticket for further action or coordination.

How to check All Seasons List

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Table Columns Explained:

Steps to Add a Customer

The Customer Management Module allows venue staff to maintain a detailed and organized list of customers. Staff can:

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Note : Role-Based Access

Checkout Conditions

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