Hello and welcome to Sonas! Let’s get started….
This is an overview of the key steps that every new customer should take to successfully set up their Sonas account. Once these steps are complete, you will be fully functional- managing your enquiries and bookings entirely within Sonas.
Here are the first steps we suggest to get your venue(s) up and running. Some accounts may require more information than others in the initial setup phase (for example if you do your own catering, inputting the menus may take a little longer). Either way, a basic setup will allow everyone to receive emails and payments quickly.
Setup is the cornerstone of your Sonas account. Take your time, learn the system, be thorough and thoughtful, you will thank yourself down the road.
The venue specific steps should be repeated for each venue you have listed in Sonas.
Steps also include links to articles for more information, if needed.
Sonas Setup Steps:
- Complete Company information, enter only the General information for your company. Add Company Info
- Set up each venue and select your Sonas email address. Create Your First Venue Be sure to use your existing domain when creating your sonas address. Using your own Domain in Sonas Email
- Configure each venue. This includes the setup of activity notifications and selecting the deadlines to complete the wedding menus, guestlists, etc. Venue Configuration
- Add Venue bank information to receive and register event payments. Add Bank Info
- Set up your Stripe integration to accept card payments online. Sign in to your existing Stripe account through Sonas or sign up if needed. Stripe Integration
- Personalise email templates that you use in Sonas. From personalised emails to your terms and conditions, each template should mirror your existing business documentation and branding. Email Templates
- Create an automated email schedule for payment and appointment reminders. Automated Emails
- Upload important documents such as price lists, photos, logos, and brochures. Additionally, we advise that you also upload any floor plans (.SVG) of the event areas that are available at each venue here. Document Uploads
- With the floor plans in place, setup the ceremony and dining areas along with the fixtures and fittings available for each event. Set up Areas and Fixtures
- Set up the roles and different levels of access for your Sonas users. Create bespoke access for an individual or choose a role type, e.g. event coordinator, which will give every user with that role the same level of access. Set up Users
- Invite new users into Sonas, choosing their level of access as determined by the roles you created. User Management
- Complete the venue’s default costs section. This will help you to manage overhead and work out the profitability of your events based on the various costs associated with each one. Default Package Prices
- Create different templates for the venue’s payment plans to determine how customers will pay for each event. Payment plans can be set up to include fixed amounts and/or percentages of the total bill due. Payment Plans
- Create default timelines for each type of event held at the venue. Default Timelines
- Input all drinks (alcoholic and soft) that are available throughout the company's venues in Drinks (Company submenu). Including the name, description, measurements, and price for each one. Drinks
- With a complete drink menu (step 15), build pricelist templates to create drink packages. Select which venue(s) each pricelist is available for. Drink Pricelists
- Input all food (canapes, starters, main, etc) that are available throughout the company venues in Products if you offer inhouse catering. A product is a menu item, i.e. Beef Wellington. Enter each offering, including type, name, description, and dietary restriction and allergen information. Food
- Once the individual products are added, you can compile them into full product menus and packages for your customers to choose from. Product Menus
- Set up your in-house services offerings. Any additional services that you provide for your events can be included in this area, i.e. LED dancefloor, bubble machine, in-house florist, etc. Each service can be listed as free or as a chargeable extra for each event. Services
- Optionally, create a list of the preferred external suppliers for your venue and the services that they offer. External Suppliers
- Customise categories and tags to optimise marketing metrics and personalise Sonas best to meet your needs. Editing Categories & Tags See Using Categories for Marketing Purposes for a deeper understanding of how Categories can assist in marketing reports.
- Add the Sonas customer access link to your website. Add Sonas link to your website
With these steps complete, Sonas can manage enquiries and bookings. Existing event data can be migrated into the system. Enter the confirmed events that you have already booked in your diary.
If you need any extra assistance we are here to help you along the way. Click the green question mark (?) on the upper right corner of any page in Sonas to access the Customer Success chat.