Question 1

How much of our time does this take?

Accepted Answer

Plan for 4–6 hours per week from one venue lead during onboarding. Admin training is one live session (recorded); day-two setup covers packages, add-on pricing rules, deposit defaults, and the payment schedule template so contracts can go out immediately.

Question 2

What does the $1,495 onboarding cover?

Accepted Answer

Account setup, pipeline configuration, inquiry form setup, calendar and availability rules, one primary contract template, one payment schedule, couple portal setup, migration of active leads and bookings, and admin training. More complex migrations or multiple contract/package variants may need advanced implementation.

Question 3

Can we migrate from spreadsheets?

Accepted Answer

Yes. We import your inquiry list, current bookings, and payment schedule. Past payments can be recorded as offline entries so the couple portal shows the full history without re-charging cards.

Question 4

How do you handle existing couples mid-planning?

Accepted Answer

Their booking is created directly (no contract re-signing needed), the portal is pre-populated with documents and remaining payments, and they get a portal invitation email. Emails match to the booking, so no manual account setup.

Question 5

How are new admins added?

Accepted Answer

Admin → Settings → Team Manager sends an invite link. New admins set a password and immediately receive all admin notifications (leads, tour confirmations, contract signings, deposit paid, refunds). There's no separate notification recipients list — admin role membership is the source of truth.

Question 6

What email service does GatheringBook use?

Accepted Answer

Resend for delivery, with every template wrapped in a branded HTML layout. Subject, body, and styling are edited in Admin → Settings → Email Templates using {{variables}}, and changes publish immediately with no deploy.

Get your venue set up without losing control of your bookings.

Discovery to go-live in 2–3 weeks.

Discovery (Week 1)

Import & configure (Week 1–2)

Training (Week 2)

Go-live (Week 2–3)

You're not on your own.

Questions venue operators ask.

See GatheringBook in your venue's workflow