MiaMox Party Solutions: PartyBook software

Functionality

The software is broken down into the following sections:

Bookings and enquiries

Enquiries are managed by the customer completing an online enquiry form or the centre taking the customer details directly. The Enquiries section shows the date received, status, preferred dates and enquiry type, and enquiries can be converted into bookings, held provisionally or filed. Bookings can also be added directly via the Diary/New Bookings screen. Either way, once the booking has been made, a configurable automated email will be sent to the customer with all the booking and costing details. In addition, if you have set up different venues an automated email is sent to the appropriate venue informing them of the new booking. The customer now has an account on the system. From now on you can fully manage the customer's booking, handling any booking amendments, food options, add-ons such as party bags and all financial information with ease. The system generates booking sheets, customer invoices and party logs to ensure you are on top of all your bookings.

Customer Login Area

Once the customer has an account on the system, they can fully manage their booking without this taking up your time. They can add food options or choose food from venue menus, they can choose party bag items (boy bags, girl bags or the same bag for all) using a points based system. They can also add the invited children's first names, which is very important as it allows you to prepare party logs and certificates beforehand. You can add customised terms and conditions and payment options.

Finance

While not replacing your accountant, the system allows you to keep complete records of all associated payments, expenses, allowances, payroll and other income. You'll be able to see the cashflow on a month by month, year by year basis. You can create a read-only account if you want others to access the financial records for review, and the data will be presented in a straightforward way.

Tools

Via the login area, customer can leave you feedback that can easily be displayed on your web site via a click of a button. You can mass email your customers or a subset of your customers.

Promotion

You can set up referral sources to keep track of how each customer hears of you, thereby enabling you to assess which areas of promotion/advertising are working best for you. If you have multiple sized adverts or graphics for various printing or advertising magazines/newspapers, upload each file to keep track of what file is for which source. Very useful if you advertise in a number of magazines, etc. Email your customers with any promotions you have on events that you have arranged. You can even email only those who have completed a party, or other subsets of your customers. Customers will be able to opt-out by following a link on the bottom of the sent email.

Advertisers

Set up each of your magazine or media outlets and enter publishing deadlines and financial information. Upload specific graphic files for each magazine and each format and size of advert.

Admin

Your customers can raise a ticket for any concerns they have from their bookings to which you can respond to via the software. You as a client can raise a ticket if you have any issues with the software. These will be dealt with as soon as possible. Permission-based multiple accounts for other users such as accountants, venues, staff members each with various access rights to the system.

Configure

The PartyBook system is configurable to your needs. Invoices are tailored and branded to your centre. The party log sheets are designed depending on what party format you decide to go with. You use the system to decide what your automatic emails will say. Dynamic variables are used so you can insert data in the emails at will. The system is very flexible and full training will be given to enable you to customised the software that best works for you.

Other Tools

Stock control for managing your party bag orders. Once a item is out of stock it no longer gets displayed to the user.

Financial Admin

You set up accounting year periods to synchronise the system to your company's financial year. You can add new suppliers, categories and other financial details at your leisure.

Ongoing Development

The PartyBook system is being updated all the time with new client requests and extra functionality. Since the software is centrally hosted, as soon as a new piece of functionality is added everyone has access to the new tools. Any bugs or errors that are reported are dealt with by the team.