VenueFlow documentation

VenueFlow runs a venue’s sales pipeline inside WordPress: spaces, a public availability calendar, an inquiry form, a pipeline board, tentative holds and lead records. VenueFlow Pro adds proposals, e-signature contracts, payment schedules, tour booking, automated follow-ups, event-day sheets and reports. This guide gets a venue taking inquiries in an afternoon.

Requirements

• WordPress 6.6 or newer, PHP 8.1 or newer.
• For payments (Pro): WooCommerce with any gateway, or a Stripe account for the built-in Stripe Checkout.

Install

1. Download the free plugin from the VenueFlow product page, or install it from the WordPress plugin directory once listed.
2. Plugins → Add New → Upload Plugin, choose the zip, install and activate.
3. Open VenueFlow → Settings: venue name and email, event types, budget ranges, default hold length, and whether the public calendar shows holds.

Quick start

1. Spaces: add each room with seated and standing capacity, setup and teardown buffers, photos and minimum spend. Buffers are what stop back-to-back double bookings.
2. Add the Availability Calendar block (or [venueflow_calendar]) and the Inquiry Form block (or [venueflow_inquiry]) to a page.
3. Submit a test inquiry. It appears as a card in VenueFlow → Pipeline and the team is emailed.
4. Open the lead, place a hold on a date. The calendar shows it as on hold; the hold expires and releases itself on the date you set.
5. Drag the card through the stages as the deal moves. Add notes and send emails from the lead drawer; everything lands in the timeline.
6. Give sales staff the Venue Sales role so they can work the pipeline without reaching settings.

Want to see it full? wp venueflow seed loads a demo venue with three spaces and two dozen leads across every stage; wp venueflow seed --reset removes it again.

VenueFlow Pro: activation and updates

1. Buy a plan on the VenueFlow product page: Pro for one site, Agency for unlimited sites. The Lemon Squeezy receipt has your key and venueflow-pro.zip.
2. Upload and activate the Pro plugin next to the free one.
3. Paste the key under VenueFlow → Settings → VenueFlow Pro license. On the first activation the plugin binds itself to the product the key belongs to; updates then arrive through Dashboard → Updates from hexcorp.io.

Pro features never switch off. If a license lapses, updates and support stop until you renew.

Proposals, contracts and payments (Pro)

1. Price list: save packages, per-guest menus, add-ons, fees and discounts once, with your tax and service-charge rules.
2. Proposal: from the lead, pick items and a guest count. Send it; the client gets a page at /venueflow/proposal/… with an Accept button. Acceptance moves the lead and records who accepted and when.
3. Contract: choose a template with merge fields. The client signs by drawing or typing; the signed PDF with its audit page is stored in the media library and the event is confirmed.
4. Payments: the schedule (deposit, optional installments, balance) is generated on signing. Set WooCommerce or Stripe under Settings → Payments. Clients pay the next amount, everything, or a partial amount; reminders and receipts go out on their own.
5. Tours: publish tour slots and add the Book a Tour block. Follow-ups: set the rules per stage; each is sent once and logged. Event-day sheet: fill timeline, vendors and notes, then print the BEO.

WP-CLI

wp venueflow status
wp venueflow expire-holds
wp venueflow seed [--reset]
wp venueflow pro run-automations|slots|status   # Pro

Privacy

Leads, holds, proposals and contracts live in custom tables on your site. The public calendar never exposes client details. Contract signing records name, email, signature, consent, timestamp, IP address and browser for the audit trail. Stripe, if configured, receives the payer’s email and amount. Data is deleted on uninstall only when you turn that on in Settings.

Getting help

Email hello@hexcorp.io with your site URL, which payment method you use and what you expected to happen. Pro and Agency customers get priority replies.