Help centre
Guides for running your business on Venakis.
Step-by-step help with HQ, from setting up your site to taking your first booking.
- Getting started with Venakis HQSign in, find your way around HQ, and follow the checklist from a new site to your first booking.
- Services, prices and your class timetableEdit your services, choose who does them, add photos and details, and set up a class timetable that repeats automatically.
- Your team, their hours and time offShow the people customers book with, set when each person works, book time off and give them an HQ login.
- Time off, the rota and holidayLet your team ask for time off and new hours from My work, approve them with the clashes in view, run the rota and keep holiday and records.
- The diary, bookings and clientsRun the day from the diary, add and find bookings, mark who came and keep a full record of each client.
- Making your site look like youChoose a style, wording, photos and booking rules, preview your changes on your real site, then publish.
- Adding booking to your existing websiteAlready have a website? Add your Venakis booking form to any page with one line.
- Using your own domainShow your site at your own address, using a domain you already own or one we register for you.
- Plans and billingChoose a plan to take your site live, change plan, keep an eye on your usage and manage your card and invoices.
- Add features from ScaleSee what your plan does not include yet, what each feature costs, and add it yourself from More › Scale.
- Today and your takingsSee today at a glance, deal with what needs you, and compare any period’s takings with the one before.
- Memberships and class packsSell renewing memberships and class packs, look after your members and stay within UK subscription rules.
- Gift cards and discount codesSell gift cards on your site, issue them by hand, and create discount codes for online payments.
- Accepting Groupon, Wowcher and other vouchersSet up a deal for each voucher you sell elsewhere, give the provider your booking link, and import their list of codes.
- Checking and redeeming vouchersCheck each code on the provider’s site, confirm or turn down the booking, and redeem it there after the visit.
- Taking card paymentsConnect Stripe, take deposits or full payment when people book, charge no-show fees and give refunds.
- Your emails, reminders and reviewsChoose when reminders go, add your own words to emails, ask for reviews and win back customers you haven't seen.
- Tables and reservationsSet up your floor plan, take reservations by party size and see tonight's covers at a glance.
- Keeping your account secureTurn on two-step sign-in, see where you're signed in, and check who changed what.
- Your menu: allergens, dietary labels and drinksSplit your menu into Food, Drinks and more, and show allergens, dietary labels, sizes and drink details on every item.
- Importing your menu from a spreadsheetBuild or update your whole menu from a CSV or Excel file, see exactly what will change, and undo it if you need to.
- Rapport: the basicsWhat the Rapport add-on brings to HQ: Ask HQ by voice, notes in your own words, a short brief before each client, and undo for everything.
- Only me and Team notesWho can read each note, what the owner sees, and how private notes behave on the map and in briefs.
- Ask HQ: speaking a changeHold the mic, say what you need, check what Ask HQ understood, then save. How speech becomes notes, bookings and connections, and what is never saved.
- Ask first or AutomaticChoose, per kind of change, whether Ask HQ saves straight away or shows you what it understood first. Owners and admins set the team rules.
- Undo and the BinEvery change made in HQ can be undone for 30 days. Deleted clients, notes and connections wait in the Bin for the same time.
- Your life items and calendar importPut the school run, the dentist and your own calendar in the same diary as your bookings. Clients and colleagues see only that you are unavailable.
- Who knows whoThe map of who and what your clients mention: workplaces, partners, children, events and interests, drawn from your notes and filtered by what you may read.
- Erasing a clientA client can ask for a copy of everything you hold about them, or for it to be erased. How to do both in HQ, and what stays.
- A privacy notice paragraph for your clientsWording you can add to your own privacy notice when you use Rapport: what you record about clients, why, and who else processes it.
- Legitimate interests assessment for client notesA short template for the assessment the law expects you to make before relying on legitimate interests for the notes Rapport keeps.
- Setting up rewardsChoose stamps or points, add rewards, switch on automatic deals and see every client’s balance.
- Adding stamps at the counterScan a client’s QR code or find them by name, add a stamp or give a reward, and undo a mistake within 2 minutes.
- The video libraryUpload classes and tutorials, put them in collections, choose who can watch, and see how members use them.
- Connecting XeroSend a summary of each day’s takings to your own Xero, with gift cards kept as a liability until they’re used.
- Calendar feedsSee each person’s bookings in Google, Apple or Outlook Calendar with a private link.
- Card readersTake card payments in person on a Stripe reader, paid into your own Stripe account.
- Webhooks with Zapier and MakeSend bookings, new clients and payments to Zapier, Make or your own system, signed and retried.
- Forwarding booking emails from other sitesForward Groupon, Wowcher, Treatwell and ClassPass booking emails to your own address, and approve each booking or let it happen automatically.
- Connecting the Groupon booking tool or Treatwell by calendarGive other booking sites a private link to your busy times, and see their bookings in your diary.
Can't find what you need? Email us at help@venakis.com and we'll reply in priority order.