1. Core venue hire

2. Ticketing deductions (from face value)

3. Optional add-ons

4. Staff default wages

Defaults shown when adding a new staff member with the matching role. Each staff member's own rate (set on their record) wins.

5. Late-departure overrun charges

When an EOS report shows a company left after the cutoff, the system auto-creates a chargeable extra at the rate below.

6. Invoicing responsibilities

Who's allowed to approve incoming invoices and who's the Finance Manager that ticks them paid. Changes save immediately and stay in sync with the per-staff toggles on the Staff page — this card is just the easier place to audit and update them.

7. Invoice cut-off date

Invoices submitted up to and including 23:59 on this day roll into the current month's batch. Anything later rolls into next month. Default 25. Per-month overrides below let you flex specific months (e.g. to catch a late finance run).

Per-month overrides

Recurring overrides for specific months. E.g. set December to 20 so every December always uses the 20th — no annual maintenance.

+ Add override

Monthly P&L contribution target

The contribution (net show profit) you aim to bank each month. The Profit & Loss page compares each month's actual against this and shows how far over or short you are — and roughly how many more average shows would close a shortfall.

8. Hope Street Studios advert

Shown on the visiting-company dashboard. Lets companies book rehearsal space.

9. Venue & web links

10. Vtiger CRM sync

Pulls modified shows from Vtiger and updates the portal's production records. Vtiger owns show name, contact details, performance dates and tech dates. The portal owns everything else (allocated technician, walk-up price, reports, shifts).

11. Feature switches

Turn portal features on or off for the Theatre Manager and staff. Admin always has full access. These switches save immediately — they are not part of “save all changes” above.

Advanced: choose a specific staff cohort for automations →

12. Lost property

How long an unclaimed item sits in the box before the list flags it as ready to dispose. Disposal itself is always manual — this only sets when the prompt appears. Saves immediately.

Flag for disposal after month(s)

13. Staff availability

When ON, staff can record when they’re unavailable (holiday dates, recurring days off) and the Shift Creator will skip/flag them for those dates. Everyone is treated as available by default; staff marked “Always available” on their record are never affected. Saves immediately.

Enable staff availability tracking

14. Report notifications

Email addresses that automatically receive the End-of-Shift report the moment one is filed. One address per line (commas also work). Leave blank to send none. Saves on click.

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Add Studio Checks to EOS Checks
Adds a studios & office close-down walk-round (kitchen, gents & ladies toilets, Studios 1–3, reception) with socket/taps/window/light checks and photos. It runs after the End-of-Shift form is completed, just before the final lock-up checks.

15. Producer home announcement

A short message shown to every visiting company on their HST Producer home (e.g. “Christmas booking deadline is 1 Nov”). Leave blank to remove the banner. Saves on click.

16. Standard show timings & fees

Applied when a booking is approved into Vtiger (and as the manual Set-Up defaults), but editable per booking. Times are 24-hour. Net = exc VAT (this is what's sent to Vtiger); Gross = inc VAT (your reference).

17. Booking requests in manager & director portals

When on, the Booking requests queue (new show bookings from producers, awaiting review) appears in the Theatre Manager and Director portals as well as here. When off, it stays admin-only. Saves on click.

Show booking requests to theatre managers & directors

18. Contract details

Used on the hire contract that's generated when a booking is approved. Edit here without touching code.

The split values are used only when a booking is marked Split in the booking queue. Deposit % above is taken on the Notional Minimum (performances × first call) for splits.

Contract emails

Email the client automatically when a contract is issued or re-issued Email an internal summary to the team when a contract is approved Internal summary recipients (one email per line — e.g. Theatre Manager, Directors, Finance)

Unsigned-contract chasers

Automatically remind producers who haven’t signed

Reminders stop automatically once the contract is signed. Runs from your daily scheduler hitting /api/contract-chase-cron.

19. TicketQuarter (box-office set-up)

When staff set up a box office on the portal, the Ticket Event Form is emailed to TicketQuarter (PDF attached) and the producer is sent a short confirmation. These values fill the email + form.

Email the Ticket Event Form to TicketQuarter on box-office set-up Also send the producer a “box office is being set up” confirmation Copy the TicketQuarter instructions to (one email per line — these are CC’d on every Ticket Event Form sent to TicketQuarter)

When TQ confirm a show on sale

When TQ confirm tickets on sale (via the TQ portal), the producer is emailed the link + their comp and 10% discount codes automatically. Set who else is copied, and whether the website updater is notified.

Copy the producer’s “on sale” email to (one email per line — CC’d on the producer’s on-sale notice) Email the website updater to add the show when it goes on sale Website updater email

The producer’s own sales-report address is taken from the production record automatically. The rest of the form (venue details, transport, policies, payment) is fixed boilerplate.

TicketQuarter advance-sales chaser

Email addresses that receive the chaser sent from the settlement screen (the “Chase TQ” button), asking TicketQuarter to upload a finished show’s advance / online Net Sales figures via the TQ portal. One address per line (commas also work). Saves on click.

Box office alarm recipients

Each morning the box office check looks at the overnight TicketQuarter figures and emails these addresses if a show needs attention: below its contracted fee with a performance inside 7 days, sales stalled for 3 days, a performance under half sold with a week to go, or selling behind the venue’s own curve. Each problem is reported once, not repeated every day. One address per line (commas also work). Leave blank to switch the email off.

Box office alarm switched on

Settlement statement recipients (BCC)

When the Finance Manager issues a settlement statement to a visiting company (Code 45), these addresses are BCC’d so finance keeps a copy. The internal-check send (Code 65) goes to these addresses only. One address per line (commas also work). Defaults to finance@ and nick@hopestreettheatre.com if left blank.

Calendar update email

Where the “Send calendar update” action (on a production record) emails the show’s dates, so the HST Schedule Google Calendar gets updated. The main recipient is normally whoever keeps the calendar (e.g. Sam). Copy addresses are CC’d on every calendar update.

Send to Copy (CC) — one address per line

Practice (test) settlement

Opens a settlement made up of invented figures, so the workflow can be practised or shown to someone without touching a real show. It is generated in the browser: nothing is saved, no emails are sent, and nothing reaches QuickBooks or the finance reports.

Remember to save this page after changing the tick box.

20. Staff portal logins

When you generate a login in the Staff directory you can email it to the staff member with a getting-started guide. These addresses are BCC’d on every such email so a copy is kept on file.

Allow emailing new staff logins to the staff member BCC these addresses on staff-login emails (one email per line)

21. Duty technician job sheet

These appear in the Safety & escalation block of every duty-technician job sheet (generated from a production record). Set once here.