Add key venue settings

Configure your venue's key settings, including business details, booking defaults, taxes, fees, and policies. This guide shows you how to customize your venue settings and contact information.

Getting started

Watch the video for an overview of the key account settings.

Add venue settings

From Venue Manager, go to Settings > Account > Venue settings.
Select Unlock to make changes at the top right.
Add or adjust the venue settings.
When done updating settings, select Save.

Business details

Your business details include legal business name, business number (if applicable), website, public phone number and address.

This information is used in emails, invoices and the receipts the guest receives.

If you wish to display a different address to your main business address, use the Display address field.

Venue contact information

Venue contacts are staff members with permission to manage your ROLLER subscription and receive important notifications.

For example, the billing contact receives all billing-related notifications, including invoices and subscription receipts from ROLLER. You can assign multiple staff as account, primary, billing or technical contacts.

While the venue contacts are listed in Venue settings, you don't assign them here.

You assign venue contacts from the All staff page in Venue Manager (Settings > Staff > All staff). To learn more, refer to Manage staff accounts and key venue contacts.

Venue contacts include the following:

Setting	Description
Account owner	A single contact such as the business owner or director who approves ROLLER subscription upgrades and renewals or one-off purchases. They will receive all important account notifications.
Primary contact	Any contacts that manage the venue and use ROLLER on a regular basis. They will receive important account notifications.
Billing contact	Any contacts that manage the payment of your ROLLER subscription. They will receive all ROLLER billing and renewal notifications including invoices and subscription receipts.
Technical contact	Any contacts that should be notified of important security related events, such as an alert sent to a venue's technical contact if a new administrator is added.

Bookings and inquiries

From here you can set default settings for bookings and inquiries, including:

Email addresses for online booking notifications and inquiries from guests
Managing overbooking
POS refund requirements
Booking modifications
Creating new bookings in Venue Manager

Configure the following default settings:

Setting	Description
Booking notifications email	ROLLER sends a notification to the email address added here each time a guest makes a booking online. You can add more than one email address by separating the email addresses with a comma.
Inquiries email is same as bookings	ROLLER sends a notification to this email address each time a guest submits an inquiry via an inquiry form. You can add more than one email address by separating the email addresses with a comma. Tick the checkbox to use the same email/s as for booking notifications. Untick the checkbox to enter a different email/s. What you set up here will be the default selection in the activity center notification settings in Venue Manager.
Overbooking	When enabled, staff with the administrator and manager system role, or custom staff roles with the Can overbook capacity permission, can create a booking that exceeds the available resource capacity.
POS PIN required for refunds Force authorized POS PIN for all refunds	When enabled A POS PIN is required for all refunds The PIN must belong to a staff member with both Can issue refunds and POS Admin permissions (this is referred to as an authorized POS PIN) The signed-in user can enter their own PIN if their role includes both these permissions, or another authorized staff member can enter theirs. Both these permissions are enabled by default for the administrator and manager system roles, and any custom roles based on these roles. When disabled Staff with Can issue refunds can process refunds directly (if signed into POS). Staff without this permission will be prompted to enter an authorized POS PIN from a staff member who has the Can issue refunds permission.
Booking modifications	Allows you to configure which past booking records staff can edit. By default, staff are restricted from editing any past items in a booking. To learn more about the options available, see Restrict booking modifications.

Default settings for new bookings in Venue Manager

When creating bookings in Venue Manager you can choose whether the default setting is to reserve bookings or to hold bookings tentatively for a fixed time period.

Whichever setting you choose, you can override it per booking. These settings do not affect bookings created in POS or online. Learn more about tentative bookings

Setting	Description
Reserve bookings by default	Select this option if you want to reserve bookings by default, regardless of whether they've been paid for. Bookings are not placed on hold. They remain reserved unless manually canceled.
Hold bookings tentatively by default	Select this option if you want to hold bookings until payment is made or a booking item is redeemed. If partial or full payment is not received before the set time, bookings are canceled, freeing up availability for other sales. From the drop-down, select the hold period in days, weeks or months.
Prompt staff to choose whether to hold or reserve bookings every time	Select this option if you want to prompt staff to choose whether to hold bookings or reserve bookings every time they create a booking. While this option may be more flexible, it does add an extra step.
Edit notification	Select to access activity center notification settings, where you can edit when you receive alerts for tentative booking cancelations in the activity center.

Session time

From here, you can select the time format you want for displaying sessions in the online checkout.

Select the Session time format drop-down menu to choose from the available options.

Reporting: cash or accrual method

Select your preferred method of reporting revenue in ROLLER reports. You can select the Accrual or Cash method for reporting.

To learn more how cash accounting differs from accrual, see the guide Cash versus accrual accounting.

Add taxes and fees

To access taxes and fees, from Venue Manager, go to Settings > Account > Taxes & fees.

Taxes

When you create an account, ROLLER inputs a default tax rate based on your region.

Most products use this default tax rate.

Gift cards, cashless cards and wallet products are different — they can automatically apply a 0% tax rate to avoid charging tax twice, so long as a 0% tax rate has been set up. To make this work:

You must set up a 0% tax rate in the Tax table.
No tax is charged when these products are sold.
Tax is only charged later, when a guest uses them to buy something taxable.

You can also set up more tax rates or change the default one in Tax & Fees, and apply them to individual products during setup.

Fees

To access the Fees setup page, from Venue Manager, go to Settings > Account > Taxes & fees > Fees tab.

From here, you can add booking and transaction fees. This includes bookings and purchases via online checkouts, POS and bookings created in Venue Manager.

Your online payment gateway will charge the fees set up here per transaction.

Learn more about adjusting taxes and fees

Add policy details

To access the policy setup page, from Venue Manager, go to Settings > Account > Policy.

Here, you must update the following:

Add your venue’s terms & conditions, which guests must acknowledge before purchasing via the online checkout.
Add your privacy policy, which is linked to from the online checkout.
Adjust your marketing list opt-in settings. Guests can choose to opt-in via the online checkout.

Learn more about adding policy details

Documentation Index