WaZoBia Events User Manual

WaZoBia Events groups venue, planning, catering, vendor, finance, inventory, and communication tools in one application. Use First-time setup once when onboarding a site, then follow the relevant section for the exact order of actions on each screen.

First-time setup

Complete these steps in order on the first day, or when onboarding a new site. The labels below match the app navigation.

1. Sign in. Complete authentication using the method your administrator configured: an email link, OAuth, or a PIN flow if enabled.
2. Finish organization setup if prompted. Complete the company profile or registration screens until you reach the main app layout with the sidebar and hub cards.
3. Note your free trial. New accounts usually start a free trial automatically. Open Subscription at any time to see the countdown, usage limits, and available plans. Subscribe before the trial ends if you need uninterrupted editing access.
4. Open Settings → Business Profile. Enter the legal entity details, operating country, currency, tax registration, and banking lines, then save.
5. Optionally open Settings → Preferences. Pick your preferred interface language so menus and supported screens match your team.
6. Open Event Centers → Venues. Add every bookable space, including its capacity, rate basis, rate, floor or level, color, amenities, and status.
7. Open Inventory → Venue consumables. Add plates, glassware, and similar stock. Set a client charge per unit only when an item should be billed on invoices.
8. Open Waves. Create the standard day-parts your venue sells. Activate only the waves currently in use.
9. Open Resources or Services. Add the chargeable equipment, furniture, staff, and services that you assign to bookings.
10. Open Bookings. Create one test booking with a hall, optional consumables, and resources. Confirm the Pricing & estimate totals.
11. Generate a test invoice. Generate the invoice, open its full-page document, and confirm the line items and grand total.
12. Open Reports → Profit & Loss. Confirm the test booking appears in the revenue logic for the selected period.
13. Bookmark User Manual. Return to the sidebar's User Manual whenever you need the ordered checklist for a module.

Workspaces & Operational Hubs

WaZoBia Events groups day-to-day work into operational hubs under /hubs/…. The top-bar category switcher and dashboard cards open the hub that matches your role: Event Centers, Event Planners, Caterers, or Vendor Ops.

1. Pick your workspace. Use the category switcher in the top bar, or a dashboard hub card, to open Event Centers, Event Planners, Caterers, or Vendors.
2. Use hub tabs for deep work. Inside each hub, tabs such as Overview, Venues, Bookings, Calendar, Layouts, Inventory, Invoices, and Reports keep related tasks together. For example, Event Centers venues are at /hubs/event-centers/venues.
3. Use shared hubs when needed. Finance for invoices, Inventory for stock, Calendar, and Messages are shared across categories when your role has access.
4. Use legacy sidebar links if needed. Older paths such as /rooms and /bookings still redirect to the matching hub tab.
5. Use global Create and Search. The top-bar + Create menu starts common actions such as a booking, venue, or invoice. Search quickly finds bookings, clients, halls, and other records.

Dashboard

Open the dashboard from the sidebar or the home route /. It is a summary screen; open a hub tab when you need to edit records.

1. Open Dashboard. Confirm the greeting, KPI strip, and hub cards load for your organization.
2. Scan the KPI cards. Review today's bookings, revenue signals, messages, and quota notices.
3. Use quick actions. Open Messages, Calendar, New booking, or Invoice from the shortcuts below the KPIs. These actions are disabled in read-only subscription mode.
4. Review Needs attention. Open conflict alerts, overdue invoices, low-stock warnings, or unread messages and follow the link to the affected record.
5. Check Upcoming events. Confirm the next few bookings match what staff expect on the ground.
6. Read Recent activity. Scan the latest saves, payments, and messages for anything requiring follow-up.
7. Use analytics widgets. Review the revenue chart, mini calendar, and marketplace mini-widget to spot trends without opening full reports.
8. Open a hub card. Use Event Centers, Event Planners, Caterers, or Vendor Ops to enter that business line's operational hub.
9. Complete MFA if prompted. Owners and administrators may need to enable email OTP or an authenticator before operational modules unlock.

Calendar

Open Event Centers → Calendar at /hubs/event-centers/calendar. The legacy /calendar route redirects there.

1. Open Calendar. Wait for events to load for the visible range.
2. Pick a view mode. Switch to month, week, or day using whichever calendar controls your screen displays.
3. Navigate dates. Use the previous and next controls until the target day or week is centered.
4. Select an event. Click an event block to read its title, time, hall, and wave color.
5. Drill in or edit. From the detail view, open the full booking when you need to change staff, resources, or invoice data.
6. Spot gaps. Use week or day view to find empty slots before creating a booking from the Bookings page.

Bookings

Open Event Centers → Bookings at /hubs/event-centers/bookings. The legacy /bookings route redirects there. You can also begin from a Dashboard quick action or + Create → New booking when available.

1. Open Bookings. Confirm the list shows your organization's events. Use filters or search when the list is long.
2. Start a new booking. Click New Booking, or follow a dashboard link that opens ?new=true.
3. Complete Sections 1–3: schedule and client. Set the title, event date, hall, start and end times, optional wave, and client details. The app blocks saving when schedule fields are missing or the end time is not after the start time.
4. Declare food, beverage, and corkage. Choose ChefNow, venue catering, a client's external caterer, or mixed catering. For external or mixed arrangements, record the caterer company, contacts, items being brought, and corkage fee basis. Saving creates a linked corkage record for venue approval.
5. Add resources and equipment in Sections 5–6. Assign chargeable equipment and furniture from the Resources catalog. Hourly lines require start and end times. Line totals update live in the pricing section.
6. Add venue consumables in Section 7. Select plates, glassware, bowls, and similar in-house stock. Stock is deducted when the booking is saved. If an inventory item has a client charge per unit, set under Inventory, its quantity and line total roll into the invoice. Items with a charge of 0 remain stock-only and display “—”.
7. Add performers and sessions in Section 8. Enter entertainment and session costs where applicable.
8. Review Pricing & estimate in Section 9. Confirm hall rental, resources, billable consumables, corkage, discount, tax, and grand total before saving.
9. Run conflict checks. Resolve hall, resource, or time overlaps until warnings clear. Cancelled bookings do not block availability.
10. Save the booking. Return to the list and reopen the booking once to confirm every section persisted. New bookings show an intake channel badge—Marketplace, Walk-in, Front office, or Vendor link—so staff can see how the job entered the system.
11. Generate or sync the invoice. Open the booking invoice panel or Invoice Center. Click Generate Invoice to assign a number, or Sync totals after editing line items. Use View invoice to open the full-page invoice document for print, PDF, or sharing.
12. Approve corkage when needed. Open corkage management to review declarations, approve or reject them, and issue access details. Approved corkage appears as a separate revenue line.
13. Complete security check-in. On the event day, security staff use Security Center to verify vendor access.
14. Configure repeats if needed. Set a recurrence pattern and end date for repeating events.

Guest RSVP & Client Links

Staff prepare links from the Event planner guest list and booking tools. Guests do not log in to WaZoBia Events.

1. Send RSVP links. Each guest can receive a unique /rsvp/… URL. The guest opens it in a browser, chooses Yes, No, or Maybe, adds a meal preference and plus-one when offered, then submits.
2. Send client portal links. A /portal/… link can show the run of show, documents, and planning context published for the event. Treat portal links like passwords and send them only to intended recipients.
3. Receive client comments and approvals. Clients can submit comments, change requests, or approvals in the portal. A success or error notice tells the client whether the feedback was received.
4. Regenerate a link if needed. If a link is leaked or obsolete, revoke or replace it from the planner or booking workflow used by your venue, then send the new URL.

Event Planner

Open Event planner from the sidebar at /planner. Use it for guest lists, floor plans, decoration notes, task tracking, client approvals, and vendor handoff.

1. Create a connected planner workspace. Use /planner/new to connect the client, planner, platform venue or existing booking, catering quote request, planner fee structure, vendor prospects, and client portal access before opening the full planner.
2. Complete the overview. Confirm the event date, client, guest count, theme, colors, creative brief, budget, and planning status. Click Save planner after changing overview, concept, portal, or feedback details.
3. Manage checklists and tasks. Open Checklists & tasks to generate or add checklist rows, assign owners, set due dates, filter by task status, and organize internal work.
4. Build the professional run of show. In Timeline, add every event-day cue with a start time, duration, responsible owner, and operational notes for the MC, planner, venue coordinator, vendors, catering team, and production crew. Review overlap and gaps longer than 30 minutes, acknowledge intentional exceptions, then generate the printable Run of Show PDF.
5. Build the guest and RSVP list. Add guests, VIPs, plus-ones, meal preferences, and RSVP links. Monitor confirmed, declined, pending, and checked-in counts.
6. Create seating and floor plans. Place tables, chairs, stages, bars, a dance floor, buffet stations, photo areas, and custom objects with the floor-plan and seating tools. Save after layout changes.
7. Add decoration colors and photos. Record palette choices, decoration notes, inspiration images, vendor reference photos, and setup requirements so the team can execute the design.
8. Share with the client. Use the client portal link to share published plan details. Treat it like a private document link.
9. Review client feedback. Clients can comment, request changes, or approve the plan from the portal. In the planner, review each item, mark it reviewed, and use Apply to comms log to preserve an audit trail before saving.
10. Coordinate vendors. Use vendor portal links and upload records for contracts, briefs, invoices, images, and setup documents.
11. Prepare for production sign-off. Before a real launch, review Event Planner production readiness, complete the connected workspace staging runbook, and complete Event Planner Scenario 7 - Run of Show. Record /live-readiness evidence for connected workspace creation, venue booking or explicit venue TBD, catering quote request, planner fee structure, dashboard filters, planner saves, checklists and tasks, professional Run of Show PDF, timeline and Gantt, guests, RSVP and check-in, seating, floorplan, budget, staff scheduling, client and vendor portals, ChefNow operations, AI safe failures, mobile and tablet use, and large-event performance.

Venue & Event Catalogs

Open Catalogs from the sidebar at /catalogs. Public catalog links use /catalog/….

1. Create a catalog. Add a title, description, audience, cover image, publish status, and share slug.
2. Add offerings. Include halls, service packages, add-ons, resources, and booking options with clear descriptions and pricing guidance.
3. Publish and preview. Open the public catalog page and confirm its images, sections, and calls to action display correctly on desktop and mobile.
4. Share with prospects. Copy the link or send it through your preferred email or WhatsApp workflow.
5. Track interest. Use catalog views and inquiry details to understand what prospects are viewing before they book.

Marketplace & Public Discovery

Open Marketplace from the sidebar at /marketplace. Vendors can open the Vendor Ops hub at /hubs/vendors to manage their profile, enquiries, calendar, and invoices.

1. Browse verified public discovery. Search vendors by category, city, service area, rating, verification, and featured placement. Public discovery only shows profiles that are verified and public. Pending, under-review, rejected, suspended, and private profiles should not appear.
2. Use Vendor Ops hub tabs. Open Vendor Ops from the dashboard or category switcher. Its tabs include profile, enquiries, clients, calendar, invoices, and settings, and embed the same tools as legacy sidebar routes.
3. Use the vendor onboarding dashboard. On Marketplace profile, follow the welcome dashboard, completion percentage, missing-item list, and guided wizard. Complete business details, categories and service areas, packages and pricing, portfolio uploads, verification evidence, and review and submission.
4. Open vendor detail and portfolio. Review the description, verification badges, featured status, approved portfolio media, packages, service areas, reviews, and contact actions before recommending a vendor. Pending media remains hidden from public pages until moderation approves it.
5. Request a quote securely. On a public vendor profile, click Request quote, enter client and event details, budget, event date, and notes, then submit. Public quote, review, and report forms use protected API routes with validation, rate limits, optional CAPTCHA, and verified-vendor checks.
6. Follow quote leads in Messages. A successful marketplace quote creates a quote request and links it to a message-center workflow thread. Sales or vendor staff can follow up from the marketplace quote pipeline and Messages. Start with a response template such as Available, Need more details, Package recommendation, Custom quote, or Follow-up reminder, then edit it before saving.
7. Submit or moderate reviews and reports. Clients can submit public reviews and vendor reports. Administrators review pending reviews, reports, media, verification evidence, quote workload, and featured placement requests before publishing, hiding, or rejecting them. Administrators can request changes with templates and internal notes when a vendor can fix an application.
8. Manage your vendor profile. Use Marketplace profile to update the business description, categories, service areas, packages, media, portfolio items, verification evidence, and public-profile status. A profile becomes publicly discoverable only after verification is approved. Follow the checklist and education tips to improve approval chances.
9. Convert serious leads. When a quote becomes an event, use the quote-to-draft-booking workflow. The draft carries marketplace source details, estimated value, recommended deposit, invoice status, payment status, and payment milestone metadata. Invoice Center remains the place to generate invoices and collect payments.
10. Export, rank, and analyze. Use marketplace analytics, CSV exports, saved vendors, follow-up reminders, and featured-placement reporting for sales handoff and moderation decisions. Discovery ranks featured vendors first, followed by rating, review strength, and business name.
11. Prepare for launch. Review Marketplace launch handoff and Marketplace staging validation. In Live readiness, record evidence for verified-only discovery, approved-only media, the quote-to-message workflow, moderation, quote conversion, and invoice handoff.

Catering & Banquet

Open Catering from the sidebar at /catering. Use this module for catering orders, recipes, inventory reservations, kitchen status, suppliers, banquet checklists, and catering invoices.

1. Create menu items and packages. Open the Menus tab and add dishes, drinks, small chops, desserts, packages, prices, allergens, tags, and recipe costing.
2. Create a catering order. Click New Catering Order, attach it to a booking and client, and choose the serving style, guest count, package or menu lines, preparation, delivery, and service times, dietary notes, setup requirements, team assignments, and billing mode.
3. Check totals and invoices. The app calculates subtotal, discounts, configured tax, deposits, payments, and balance. Choose a separate catering invoice or add the order to the main booking invoice. Booking-billed catering appears on the event invoice instead of being counted twice.
4. Reserve inventory. When an order is confirmed, the recipe engine forecasts ingredients and reserves stock. Review low-stock warnings before service.
5. Run the kitchen workflow. Move orders through confirmed, preparing, cooking, packed, delivered, serving, completed, or cancelled. Completing an order finalizes the inventory deduction.
6. Prepare banquet operations. Use banquet checklists, BEO printouts, meal schedules, production tasks, staffing recommendations, kitchen boards, and supplier purchase orders for event-day execution.
7. Use AI catering tools. Request menu ideas, staffing suggestions, pricing guidance, shopping lists, or upsell recommendations, then verify the output before applying it.

Interactive Catering Brochures

From Catering & Banquet, open Brochures & client selections, or go to /catering/brochures. Public links use /brochure/….

1. Create a brochure. Set its title, description, cover image, type, event type, theme, primary color, publish status, slug, optional password, optional expiry, tax, service fee, delivery fee, and discount.
2. Add brochure items. Import from the catering menu library or create custom food, drink, snack, dessert, buffet, cocktail, or package items. Add images, categories, descriptions, prices, discounted prices, allergens, tags, dietary icons, minimum and maximum quantities, and badges.
3. Save with feedback. Click Create brochure or Update brochure once. The button shows Saving... while storage is in progress, then confirms success or displays a clear error.
4. Arrange and preview. Use the item-ordering controls, preview the public brochure, and test it on a phone-sized screen before sharing.
5. Share the link. Copy the URL, WhatsApp link, email link, or QR-code payload. Use password protection or an expiry date for private menus.
6. Let the client select items. The client browses visually, searches or filters by category, sets quantities, adds item notes, and sees a live subtotal, discount, service fee, configured tax, delivery fee, and total. The client then submits a name, phone, email, event date, guest count, and requests. Required, email, and phone fields must be completed before submission.
7. Review submissions. Open the client selections board and inspect chosen items, quantities, totals, notes, and event details. Approve, reject, or mark a submission reviewed. Approved selections can be converted immediately.
8. Convert to operations. Use Convert order to create a catering order, or Add to event bill to create a booking-billed catering order. Converted selections generate order lines, totals, inventory forecasts, and notifications.
9. Generate brochure strategy. Use Generate brochure strategy for title ideas, categories, menu positioning, upsells, and visual-theme guidance. If the AI server is unavailable, the app displays a built-in fallback strategy instead of a generic server failure.
10. Monitor analytics. Review brochure views, submissions, conversion rate, top brochures, revenue, average order value, and most-selected items.

Venues & Halls

Open Event Centers → Venues at /hubs/event-centers/venues. The legacy /rooms route redirects there.

1. Open Venues. Review existing halls, using search or amenity filters when the list is long.
2. Add a hall. Click Add Hall. The form remains open if you accidentally click outside the dialog; use Cancel or Save to close it intentionally.
3. Fill the identity fields. Enter the name, capacity, size in square metres, type such as conference, banquet, theater, or outdoor, and Floor / level, such as Ground, 2, or Rooftop.
4. Set pricing. Choose a Rate basis of per hour or flat rate, then enter the base rate. Optionally enable per-event-type overrides for weddings, corporate events, and other types.
5. Pick a calendar color. Use a color preset, the native color picker, or a hexadecimal code so the hall is easy to identify on the calendar.
6. Tag amenities. Select standard amenities such as Wi-Fi, projector, and parking. Add custom amenities when the facility needs labels that are not listed.
7. Save and verify the summary card. Confirm that the venue card shows rate basis, formatted rate, floor or level, capacity, size, and amenities. Use the card actions to edit it later.
8. Test the hall in a booking. Create a short test booking and confirm that the hall is selectable and its pricing matches the estimate.

Venue Inventory & Consumables

Open the shared Inventory hub at /hubs/inventory. The legacy /inventory route redirects there. Event Centers also lists Inventory among its deep links.

1. Open the Venue consumables tab. Select Venue consumables, not Kitchen ingredients. Venue consumables include plates, cutlery, glasses, jugs, and serviettes.
2. Add a consumable. Enter its name, category, unit such as each or pack, and quantity on hand.
3. Optionally set a client charge. Enter a Client charge per unit when the item should appear on booking invoices. Leave it at 0 for stock tracking only. Stock-only items show “Stock only” on bookings and do not affect invoice totals.
4. Save and monitor stock. Cards show on-hand counts and low-stock badges. Report lost or damaged items from the card actions.
5. Attach consumables to bookings. In booking Section 7, Venue consumables, add items and quantities. Billable lines show unit price multiplied by quantity. Stock-only lines show “—” but still deduct stock when saved.
6. Confirm invoice lines. After generating or syncing an invoice, verify that billable consumables appear as line items on the full-page invoice document.
7. Use Kitchen ingredients separately. The Kitchen ingredients tab supports catering recipe costing and purchase orders, not venue booking invoices.

Venue Layouts & Sharing

Open Event Centers → Layouts at /hubs/event-centers/layouts.

1. Select a hall. Choose the venue space from the hall selector.
2. Create a layout template. Add a clearly named template, such as “Wedding 200” or “Conference U-shape”, and open the layout builder.
3. Place tables and objects. Drag tables, chairs, stages, bars, and custom objects into position. Set their capacities and labels.
4. Save the layout. Save after every meaningful change so the template persists on the hall record.
5. Share with clients or vendors. Select Share on a template to copy a public link, send it through WhatsApp or email, or export a JPEG floorplan image.
6. Open public layout links. Recipients can open the shared URL without signing in and preview the layout in read-only mode.
7. Mark a default template. Star the layout your team should open first for that hall.

Invoices & Invoice Center

Open Finance → Invoices at /hubs/finance/invoices. The legacy /invoices route redirects there. Invoice Center is the place to generate invoices and collect payments.

1. Open Invoice Center. Review the invoice register and filter by status, date, client, or payment state.
2. Generate from a booking. In a booking, open the invoice section and review computed hall, resource, billable-consumable, performer, corkage, and tax totals. Click Generate Invoice to assign an invoice number.
3. Sync totals after edits. If you edit an invoiced booking, click Sync totals in the booking invoice panel, or update it from Invoice Center, so stored amounts match the live booking.
4. View the full-page invoice. Click View invoice to open /invoices/document/…, a dedicated paper- and phone-friendly page for review, printing, downloading, and sharing.
5. Record payments. Use Record Payment on the booking or invoice register to update the paid amount, method, and status: unpaid, partial, or paid.
6. Send reminders. From Invoice Center, schedule or send payment reminders when your role has finance permissions.
7. Create standalone service invoices. Use the standalone invoice dialog for non-event service charges when your organization has enabled it.
8. Match reports. Reports → Profit & Loss uses the same grand totals. Booking-billed catering remains on the event invoice to prevent double counting.

Resources

Open Event Centers → Services at /hubs/event-centers/services, or shared Resources at /resources. Use Inventory, not Resources, for plates and glassware.

1. Open Resources. Choose a type: equipment, furniture, staff, service such as catering or an AV vendor, or other.
2. Create a resource row. Use the add action for the selected category.
3. Enter cost and availability. Set hourly or flat fees, quantity in stock, and a status such as available or out.
4. Distinguish resources from consumables. Chargeable rentals and services belong in Resources. In-house plates and cutlery belong in Inventory → Venue consumables.
5. Add contacts for people and services. Add email and phone details for staff and services when useful. Use Other for records that do not fit the remaining types.
6. Attach a resource to a booking. Assign resources from the booking and confirm that booking totals update.
7. Resolve conflicts. If two bookings claim the same limited item, adjust one booking's time or substitute another resource.

Waves

Open Waves from the sidebar at /waves.

1. Open Waves. Review existing waves so names remain consistent.
2. Create a wave. Click add and enter a clear name, such as “Morning” or “Evening”.
3. Set start and end times. Avoid confusing overlaps with other waves unless the overlap is intentional.
4. Choose active weekdays. Restrict a wave to weekends only when that matches your operation.
5. Pick a color. Choose a distinct color for calendar entries and booking chips.
6. Toggle active status. Deactivate waves you are not selling and activate them when ready for bookings.
7. Assign the wave in a booking. Edit an existing booking, select the new wave, and confirm its label appears on the calendar.

AI Scheduler

Open AI Scheduler from the sidebar at /ai-scheduler.

1. Open AI Scheduler. Read any quota or notice displayed at the top.
2. Describe the event. Enter its type, headcount, required equipment, and preferred dates or time windows.
3. Request suggestions. Submit the form and wait for ranked options.
4. Compare options. Check each suggested hall, time, and conflict against the live calendar.
5. Apply one choice. Create or prefill a booking from the selected suggestion, then save it on the Bookings screen.
6. Optionally run venue analytics. Request utilization or conflict summaries and act on the highest-impact item first.

AI Assistant

Open AI Assistant from the sidebar at /ai-assistant.

1. Open AI Assistant. Start a new thread when threads are available, or clear unrelated old context.
2. State one goal per message. For example, ask “List tomorrow's bookings in the Grand Hall” instead of combining three requests.
3. Provide identifiers. Include booking titles, dates, or hall names already used by the app.
4. Confirm destructive actions. If the assistant proposes a change, verify it in Calendar or Bookings before accepting.
5. Hand off to forms when needed. For complex pricing or legal fields, move to the relevant page and edit manually after the assistant drafts a summary.

Settings

Open Settings from the sidebar at /settings.

1. Open Settings. Choose the relevant tab: Business Profile, Preferences, Team & Access, Inventory Catalog, Performers, or Activity Log.
2. Set the interface language in Preferences. Under Interface language, choose a supported language. The app updates immediately, saves the choice on this device, and syncs it to your business profile when you use the cloud backend.
3. Complete Business Profile. Enter the legal name, logo, operating country, currency, tax settings, address, bank lines, and invoice footer. Save before sending invoices.
4. Invite or update the team. Owners and administrators can rename the organization, invite colleagues through organization invitations, change member roles, revoke pending invitations, transfer ownership, or delete the organization from Settings → Team.
5. Maintain the legacy inventory catalog when applicable. Settings → Inventory Catalog contains legacy SKU-style entries for sites that still use them. Day-to-day venue stock belongs in the hub under Inventory → Venue consumables.
6. Maintain performers. Add fees, contacts, and notes so booking staff can attach performers quickly.
7. Review Activity Log. Filter by date or user when investigating a data change or dispute.
8. Open Subscription & Billing. For trials, renewals, plan upgrades, usage limits, and payments, open the dedicated Subscription & Billing section or go to /subscription.

Subscription & Billing

Open Subscription from the sidebar, the mobile More menu, or /subscription. New accounts usually receive a free trial on first sign-in. This page displays the current plan and usage and lets you subscribe or renew through the configured payment provider, typically Flutterwave.

1. Sign in first. Use the account that owns the subscription. Guest or public marketplace browsing cannot manage billing.
2. Read the trial or next-billing banner. During a free trial, the amber banner shows days, hours, and minutes remaining. For an active paid plan, the next-billing banner shows the time remaining in the current period. Subscribe or renew before the countdown reaches zero to prevent interruption.
3. Review the current plan. Confirm the plan name—Starter, Professional, or Business—billing cycle, access-until date, and last payment reference. Select Back to app when you only needed a status check.
4. Check Usage & Limits. Monitor team seats, AI actions, halls and locations, brochures, and other quotas. Near-limit warnings mean you should upgrade or free capacity before creating more records.
5. Understand Available Features. The checklist shows what the current plan unlocks, such as marketplace seller tools, AI Assistant, finance reports, or vendor management on higher tiers.
6. Choose yearly or monthly billing. Under Available Plans, select Pay yearly, the default and best-value option, or Pay monthly. Every plan card shows its monthly and yearly fee for comparison.
7. Select a plan card. Choose Starter, Professional, or Business. Professional supports self-serve checkout. Starter and Business may display Contact sales until self-serve is enabled; use the email or WhatsApp sales links on the page.
8. Read the checkout summary. Listed plan amounts are subscription fees before tax. Where tax applies, the dashed summary lists the subscription fee, tax, and total charged. The payment provider collects that total.
9. Complete Pay or renew. Enter your full name and the email used for login, which is required for payment verification. Confirm the plan, fee, tax, and total due, then start checkout. When the existing subscription is still active, a renewal extends access from the current end date.
10. Optionally cancel auto-renewal. Select Cancel auto-renewal to stop renewal. Full access remains until the displayed period end date, after which access becomes read-only until you subscribe again.
11. Confirm after payment. After a successful payment, the page refreshes the subscription status. If verification is delayed, retain the receipt or transaction reference and contact support through the billing questions banner.
12. Contact support if stuck. Use the support email at the top of the Subscription page for billing or payment questions. Compare plan details on the public Pricing page when choosing a tier for your venue or team.

Messages & Notifications

Open Messages from the sidebar at /messages. Use this center for client, vendor, reminder, and operational communication where enabled.

1. Open Messages. Review threads, marketplace leads, scheduled reminders, delivery status, and failed messages before sending new communication.
2. Choose a context. Select a booking, client, vendor, marketplace quote, catering order, or planner context so the message has the correct recipient and audit trail.
3. Follow marketplace leads. Quote requests from verified public vendor profiles can appear as linked message-center workflow threads. Reply from the thread when you need a tracked conversation instead of a separate WhatsApp or email exchange.
4. Pick a channel. Use in-app messaging, email, SMS-ready flows, or WhatsApp-ready links according to your organization's configuration.
5. Send or schedule. Write a concise, event-specific message, preview recipient details, then send immediately or schedule a reminder.
6. Handle failures. If email or SMS provider environment variables are missing, or a provider fails, the app should display a safe error. Correct the provider settings before retrying real delivery.
7. Review history. Use delivery status, the audit log, and booking or planner notes to resolve disputes about what was sent and when.

Reports & Expenses

Open Reports & Expenses from the sidebar at /reports. The available tabs are Profit & Loss, Expenses, Customers, and Forecast.

1. Open Reports & Expenses. Wait for the default Profit & Loss tab to load.
2. Use Profit & Loss. Select a month, then review Gross Sales, Collected Tax, Net Sales, expenses, profit, and margin. Gross sales include paid and partially paid booking invoices and separate catering invoices. Collected tax is prorated for partial payments. Booking-billed catering stays on the main event invoice to avoid double counting. Select Export PDF to download the report currently on screen.
3. Review business-section sales. Compare Event Centers, Event Planners, and Catering. Event Center revenue covers venue bookings; Event Planner revenue covers planning-service bookings; Catering revenue includes standalone catering and the catering portion of booking-billed catering.
4. Review the monthly sales and tax table. Compare transactions, gross sales, collected tax, and net sales across 12 months. Change the selected month to move the rolling window.
5. Use Expenses. Add or import expenses, assign categories, and filter by approval or vendor. Select Export CSV for a spreadsheet or Export PDF for a printable snapshot.
6. Use Customers. Sort customers by revenue or balance and follow up on overdue accounts. Select Export PDF for a shareable client summary.
7. Use Forecast. Optionally select Run Forecast for AI commentary, switch between Monthly and Weekly views, then select Export PDF. The PDF reflects the currently open tab.
8. Return to operations. Create bookings or hall holds based on the insights you recorded.

Live Readiness

Open Live readiness from the sidebar at /live-readiness. Use it before allowing real users onto the platform.

1. Open Live readiness. Review the launch progress card and go-live gates for Supabase, core workflows, marketplace, catering, public portals, providers, security, privacy, deployment, and reliability.
2. Filter by status. Select All statuses, Pending, Pass, Fail, or Blocked to focus the launch meeting on unresolved items.
3. Record evidence. For each item, add notes such as a staging URL, test account, migration timestamp, provider dashboard link, screenshot reference, or owner comment. For Marketplace, attach evidence for verified-only discovery, approved-only media, the quote-to-message workflow, moderation, quote conversion, Invoice Center handoff, staging validation, and launch handoff.
4. Set the status. Use Pass only after verification, Fail after testing confirms something is broken, and Blocked while waiting for credentials, provider setup, production access, or physical-device confirmation.
5. Export evidence. Use Export JSON and the Markdown evidence export to hand readiness state to another reviewer or preserve a release record. Use Reset only at the beginning of a new launch cycle.
6. Do not skip production-only checks. Local tests can verify code paths, but you must confirm Supabase RLS, public RPC security, real email, SMS, payment and AI providers, DNS, HTTPS, backups, and monitoring in the real environment.

Mobile, Sync & Offline Use

WaZoBia Events supports mobile navigation, responsive tables and spacing, routes that load on demand, and online and offline feedback.

1. Use the mobile bottom navigation. On phones, primary actions appear at the bottom. Tap More for User Manual, hubs, inventory, reports, and subscription.
2. Use hub tabs on mobile. Event Center and other hub tabs scroll horizontally. Select the required tab before editing a record.
3. Use dialogs normally on mobile. Forms open above the mobile bottom navigation. In long booking, venue, and inventory forms, scroll until Save appears, then tap it once.
4. Close venue forms intentionally. The Add or Edit venue dialog ignores accidental outside taps to protect form progress. Use Cancel or Save to close it.
5. Watch connection banners. When the app reports that you are offline, you can continue viewing cached data, but avoid critical saves until the connection returns. The app refreshes operational data after reconnecting.
6. Wait for page loading. Large modules load on demand. When loading cards appear, let the route finish before clicking an action repeatedly.
7. Handle conflict messages. If another user saved a newer version first, refresh and reapply your change to the latest record.
8. Use responsive lists. On small screens, tables and cards may stack vertically. Scroll inside list sections instead of zooming the browser.

Daily Checklist

1. Dashboard. Scan KPIs, attention items, and upcoming events.
2. Calendar and bookings. Confirm the schedule and process new requests.
3. Invoices. Sync totals and record payments for events occurring this week.
4. Inventory, when needed. Check low-stock consumables before weekend events.
5. Reports, when needed. Update expenses and check balances before month-end close.

Need Support?

1. Re-read the manual section for the screen you are using.
2. Check the in-app tooltips and field labels on that page.
3. Contact your organization administrator or support with the page name, time, and a screenshot.

Concurrent edits

If a message says that someone else updated a record, refresh the page and try again. Another user saved a newer version first.

App errors

If a screen displays a generic error with Reload page, use it once. If the problem repeats, note the time and contact support.