Staff guide

Once your organization is set up, an Org Admin signs in and lands on the org dashboard. From there, the recommended setup order is:

1. Confirm your organization's platform fee percentage and payment policy defaults.
2. Connect a bank account through Stripe Connect so payouts can be sent.
3. Add your locations, departments, and the facilities within each department.
4. Invite the staff who will manage bookings.
5. Share your public booking link, or embed it, so renters can start requesting.

Facilities live under a department, which lives under a location. Each department shares a single calendar, so every facility in that department is scheduled against the same source of truth — no double-booking across facilities that share staff or space.

For each facility you can configure:

• Capacity, amenities, accessibility features, and photos
• Rate rules by renter type (e.g. resident vs. non-resident), weekday, weekend, and holiday
• Blockouts for maintenance, internal use, or recurring closures
• Capacity-triggered insurance and officer requirements
• Custom questions renters must answer when requesting
• Optional payment policy overrides (deposit, full-upfront, or free-hold)

New requests arrive as PENDING. Location Managers and Employees can review the requested date, headcount, purpose, and any custom question answers, then approve or decline.

Approving a reservation triggers the applicable payment policy — the renter is prompted to pay a deposit, pay in full, or is granted a free hold, depending on how the facility is configured. If the headcount requires insurance or an officer, that requirement is attached automatically and shown to the renter.

Some renters — particularly recurring or phone-in renters — pay by check or in person rather than online. Staff with the right permissions can record a manual payment against a reservation, which updates its status the same way an online payment would.

Manual payments are logged with the staff member who recorded them and appear in the organization's audit trail, so there's always a clear record of who marked a reservation as paid.

The payout dashboard shows every transfer sent to your organization's connected bank account, and lets you drill into the reservations and fees that make up each one. For every payout you can see the gross amount collected, the platform fee deducted (if your fee mode absorbs it), and the net amount transferred.

Payouts run on your organization's configured schedule — monthly around the 15th–20th by default, or weekly if enabled. See Payments & when money is due for the full breakdown of fee modes and payout timing.

Staff accounts on VenueSpree are invite-only — there is no public staff signup. Org Admins invite new staff by email and assign a role:

Invited staff receive an email with a secure sign-up link tied to their invitation. For renters who call or walk in rather than book online, staff can also generate a shareable rental link that pre-fills a facility and lets the renter complete their own request from any device.