System Operations Manual
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ThinkSBS Events Management System
Simple User Guide
Welcome to your event management software! This guide will help you easily navigate the system to book events, manage event menus, log customer payments, and view invoices.
Module 1: Your Account & Permissions
To keep the system secure, every staff member has a personalized account with specific permissions given by the Administrator.
Account Status:
Your account must be marked as Active to log in. If it is set to Inactive, you will be locked out until a manager unlocks it.
What You Can Do:
Depending on your job role, you will be allowed to do some or all of the following tasks:
Start new event bookings or register new customers.
View existing bookings, check calendars, or look at lists.
Make changes to a booking or adjust pricing.
Remove unauthorized or canceled records from the system.
Module 2: Booking an Event & Setting Rates
Booking an event is a straightforward, step-by-step process that sets up both the calendar date and the baseline contract cost.
Step 1: Collect Customer Details
When a customer wants to book, fill out their basic information:
- Full Name
- Mobile Number
- Email Address
- CNIC / National ID Number
Step 2: Choose the Date & Shift
To avoid double-bookings, the system will check the digital calendar in real-time. A specific slot cannot be double-assigned if a booking is already active. You can select:
- Morning Shift
- Evening Shift
- Full Day: Choosing this will automatically block both the morning and evening slots for that date so no one else can take them.
Step 3: Choose the Menu & Pricing Plan
Instead of adding individual services one by one, your event costs are handled through pre-set packages and rate configurations directly on the booking:
- Menu Selection (menu_id): Select the specific food and service menu card package chosen by the client.
- Rate Type: Define how the event total will be calculated:
- • Fixed Price: A flat, single rental fee for the entire venue package.
- • Per Person Price: You enter the Estimated Number of Guests, and the system automatically multiplies it by the Rate Per Person to calculate the cost.
Module 2.5: Managing Standalone Services (Amenities)
For business operations outside of standard event hall bookings (such as standalone rentals, independent room stays, or separate equipment facility hires), the system uses a dedicated Services setup.
When adding or managing these independent services in the system, you must track three core pieces of information:
- Service Title: The clear, friendly name of the service being provided (e.g., "Conference Room Rental", "VIP Suite Night Stay", or "Independent Sound System Hire").
- Vendor Cost: The actual wholesale cost that our business pays to an outside supplier or vendor to provide this service. This is kept hidden from regular customer receipts.
- Client Charge: The marked-up, retail price that we officially charge the customer.
📊 Profit Tracking:
By saving both the Vendor Cost and the Client Charge, the system's backend reports can automatically calculate exactly how much profit the company makes on every single standalone service sold.
💡 What happens next?
The moment you save a new event booking, the system automatically creates a balanced financial journal entry behind the scenes so the accounting department can track the upcoming business revenue.
Module 3: Recording Customer Payments
When a customer pays a deposit (advance) or settles their final bill, you must log it in the system immediately to keep their record accurate.
Select the Payment Method:
You must choose exactly how the customer paid:
For physical cash payments.
For online banking (make sure to type in the digital transaction reference number).
For physical bank cheques (make sure to type in the cheque number).
For direct adjustments processed against an internal account node.
Built-in Accountability:
The system automatically tags the Staff User ID of the logged-in employee to the payment entry. This creates a clear audit trail showing exactly who received the money.
Module 4: The Manager's Approval Hub (For Admins)
To prevent mistakes, fraud, or unauthorized changes, new entries made by staff do not apply to the official records immediately. Instead, they sit safely in a "Pending" holding area until a Manager or Admin approves them.
Managers use an Approval Dashboard to review and verify 4 specific areas:
| Pipeline Category | What it Means | Impact of clicking "Authorize Entry" |
|---|---|---|
| 1. Core Case Filings | New Event bookings waiting for verification. | Finalizes the reservation and locks the calendar date. |
| 2. Upgraded Facilities | Changes or adjustments made to general bookings. | Formally updates the gross calculation matrix. |
| 3. Client Payments Intake | Customer funds received by staff operators. | Subtracts the money from the customer's outstanding balance. |
| 4. Accounting Vouchers | Financial general ledger journals. | Formally signs and posts the transactions to permanent company books. |
Module 5: Tax Settings & Invoices
Before printing or delivering a statement to a client, operators can check the billing layout to make sure everything matches the contract.
Adjusting Taxes
You can add tax to a bill using the Tax Parameters tools in two ways:
- Percentage (%): Adds a percentage-based tax to the event total.
- Fixed Amount (Rs.): Adds a specific, flat tax amount directly to the final bill.
Reading the Final Invoice Breakdown
When you view or print the final invoice layout, it tracks four key numbers:
The core cost of the event venue booking and selected menu package.
The grand total cost after taxes have been added to the bill.
The sum of all approved payments the customer has made so far.
The remaining unpaid money. If the customer still owes money, this number will stand out in bold red text so you don't miss it.
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