CEO snapshot

A one-page PDF of the business emailed each night at about 00:30: money owed both ways, sales, shows in the next 14 days, and what needs attention, most urgent first.

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.

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.

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.

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.

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.

Flagged bookings

When a booking is flagged with Problem with dates, the producer is emailed to say the Theatre Manager will be in touch. Name the manager here so the email can say who. Leave blank and it reads “our Theatre Manager” instead, which is still true but less reassuring.

Who is told when any booking is flagged for the manager. One address per line. Leave blank and it falls back to every Theatre Manager and Director in the staff directory, so flags are never sent nowhere.

14-day guide

Fourteen days before a first performance the producer is emailed a link to their live pre-arrival guide. The venue facts below appear in every guide. The wording shipped is taken from the old Welcome Pack and has not been re-checked: please confirm each one still holds before the first automatic send.

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. A split has no hire fee and no deposit: the deal is the venue's first call, then the producer/venue share above it. The Notional Minimum (performances × first call) is the guaranteed minimum the venue takes.

Contract emails

Unsigned-contract chasers

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.

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.

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.

Quick messages · theatre manager contact

The name and mobile used in the one-tap chasers sent from a production or enquiry record. Both are pre-filled from the Theatre Manager’s staff directory record, so they are already correct; type here only to publish something different. Clearing a field falls back to the directory, so appointing a new manager updates future messages either way.

Weekly triage · who can skip the reason

In the Weekly triage walkthrough on Urgent Jobs, choosing “Leave on list” normally requires a typed reason. Stating why a job stays is what stops the list growing, so it applies to everyone by default, Directors included. Anyone listed here may skip it. One address per line (commas also work). Leave blank to require a reason from all staff. The Admin sign-in is always exempt. Saves on click.

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.

TicketQuarter marketing (front-page promotion)

Who receives the “Ask TicketQuarter to feature it on their front page” request from the Box office trends actions. One address per line (commas also work). hello@hopestreettheatre.com is always copied in. If this is left empty, requests go to Nieve.Smith@lexliverpool.com.

Slow-sales actions on Urgent Jobs

Urgent Jobs lists shows with a performance in this window that the latest TicketQuarter report shows under this percentage sold, with the MAD offer and TicketQuarter front-page emails ready to send. The default 30% is the threshold the box office tool already uses for “slow”.

Outstanding-issues digest

Urgent Jobs always lists shows where a producer has been awaiting our reply for the working days below (automatic emails do not count as a reply). Morning email (off until you switch it on): at about 07:30 one email to the addresses below with everything outstanding, grouped by show. The AI switches are in section I · AI.

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.

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.

Venue diary calendars

Clash checking reads the venue's Google Calendar. If the diary is spread over more than one calendar (for example a separate MAD Academy calendar), list the extra calendar IDs here, one per line — otherwise anything on them is invisible to the portal and dates will read as free when they are not.

A calendar ID looks like an email address. In Google Calendar: Settings → the calendar → Integrate calendar → Calendar ID. Each one must also be shared with the portal's service account (read-only is enough), or it cannot be read.

Payment receipts

When a deposit or a settlement balance is recorded on Money owed, the company can be emailed a numbered receipt, in the same house style as the settlement statement. Receipts are numbered in sequence (HST-R-00001 onwards) and each payment gets one receipt: re-sending uses the same number rather than issuing a second. Write-offs never generate a receipt, as no money was received.

Every receipt is BCC’d to finance@ and hello@hopestreettheatre.com so the office always holds a copy. That is fixed and cannot be switched off here.

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.

Artwork checker

The automatic artwork check uses paid AI credits. Pause it when the credits are spent (or the results look wrong) and companies are sent straight to a person instead, rather than hitting failed checks. Sign-off then happens by hand on the production record.

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.

Finance controls

TicketQuarter money and VAT

Remember to save this page after changing these.

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.

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.

AI features

While a feature is off, staff do not see it and nothing is sent to the AI. When it is on, the AI only drafts or suggests: a person always checks the result and presses the button, and nothing is sent to a producer, filed or created without that click. The production record and producer emails are sent to Anthropic (Claude) for this, under their commercial API terms. Every use is logged with its cost.

Leads AI agent

On a lead's record: "Draft email" and "Draft text" write the opener, a reply or a nudge, asking what we still need to know, and fill "What we know" from the producer's own words. It quotes only the published prices in the fact sheet below and never says a date is available. A person always edits and presses Send. The lead's details and emails are sent to Anthropic (Claude) for this; every draft is logged with its cost (about 2 to 4p).