Inn Cahoots Admin Documentation

Event Lifecycle

Events can be created in two ways: automatically when HubSpot marks a booking as “Booked”, or when a customer completes checkout through the cart system. Each event receives a unique token and public URL for planner access.

Link Management

Control access to event pages by enabling or disabling public links. Disabled links show an error page to planners.

Planner-Facing Event Page Features

Event pages provide planners with comprehensive tools to manage their events, view purchase history, and request modifications.

Bookings Summary

The “Your Bookings” section appears below the add-on catalog and displays:

• Purchase History: All successfully paid or pending add-on purchases
• Payment Details: Purchase date, time, amount, and payment status for each item
• Total Summary: Cumulative total of all paid amounts
• Status Indicators: Visual badges showing Paid or Pending status

Change Request Form

Planners can submit modification requests directly from their event page:

• Request Types: Modify quantity, change hours, remove item, or other custom requests
• Item Selection: Optionally select specific booked items to modify
• Description: Detailed explanation of the requested change
• Success Notification: Toast notification confirms successful submission
• Status Tracking: View all change requests and their current status on the event page

Additional Features

• AI FAQ: Interactive FAQ system powered by AI to answer common questions
• Shared Notes: Collaborative notes section for planner and staff communication
• Event Details: Complete event information including venue, date, time, and planner contact
• Add-on Catalog: Browse and purchase additional services with instant Stripe payment

Catalog System

The catalog system organizes add-ons into categories and manages pricing, availability, and configuration.

Pricing Models

Stripe Integration

The platform uses Stripe Checkout for secure, instant payment processing with automatic webhook reconciliation.

Payment Statuses

Purchase History & Bookings Summary

On each event page, planners can view a summary of their purchased add-ons in the “Your Bookings” section. This component appears below the add-on catalog and displays:

• Purchased Items: All add-ons that have been successfully paid for or are pending payment
• Purchase Details: Each item shows the purchase date, time, amount, and payment status
• Total Paid: Summary total of all successfully paid amounts
• Visual Indicators: Status badges distinguish between paid and pending items

This feature helps planners track their purchases and provides transparency into what has been successfully booked for their event.

Dashboard Overview

The staff dashboard provides comprehensive tools for monitoring events, managing selections, and coordinating operations.

Dashboard KPIs & Metrics

The dashboard header displays key performance indicators at the top of the page, providing instant visibility into platform performance.

Time Range Filtering

Filter dashboard metrics by time period using the range selector in the top-left of the dashboard header:

• Today: Metrics from the start of today through now
• 7d: Metrics from the past 7 days (including today)
• 30d: Metrics from the past 30 days (including today)

Status Badges

The dashboard header displays status badges in the top-right that provide quick visibility into system status:

Key Features

• Real-time Monitoring: Live updates every 5 seconds
• Event Management: Enable/disable event links
• Selection Tracking: Monitor add-on purchases and payments
• Bulk Operations: Manage multiple selections efficiently
• Search & Filtering: Find specific data quickly
• Calendar View: Visual calendar interface for event scheduling and navigation
• Change Request Management: Review and respond to planner modification requests

Export System

Generate comprehensive CSV reports for finance reconciliation, operational reporting, and business analysis.

Export Fields

Event, Add-on, Model, Hours, Units, Unit Price, Amount, Status, Stripe PI, Created at

Reconciliation Process

Change Request System

Handle planner modification requests through a structured workflow with approval, rejection, and implementation tracking.

Request Types

Complete Workflow

Request Statuses

Email Notifications

The system automatically sends email notifications at key points in the change request workflow:

• Submission: Staff receives email when planner submits a new change request
• Approval: Planner receives email confirmation when request is approved, including staff notes
• Rejection: Planner receives email notification when request is rejected, with explanation in staff notes

Master Event Calendar

The Calendar View provides a comprehensive visual overview of all events across the platform, allowing staff to see event schedules at a glance and navigate directly to event details.

View Options

Calendar Features

• Event Indicators: Events display with color coding by venue and visual indicators for pending change requests
• Quick Navigation: Click any event to navigate directly to the event dashboard (BEO view)
• Filtering: Filter events by venue, planner, status, or date range
• Search: Search events by name, planner, or venue
• Keyboard Shortcuts: Switch views quickly using keyboard shortcuts (M for month, W for week, D for day, L for list)
• Event Preview: Hover or click events to see preview modal with key details

Visual Indicators

Events on the calendar include visual indicators to help staff quickly identify important information:

• Venue Colors: Each venue has a distinct color for easy identification
• Change Request Badges: Events with pending change requests display a badge with the count
• Past Events: Past events are visually distinguished from upcoming events

Cart System & Checkout Flow

The cart system allows customers to select multiple add-ons, choose venues, and complete checkout with Stripe payment processing. The system automatically creates events and selections when payment is confirmed.

Cart Features

• Multi-Item Selection: Add multiple add-ons to cart with different quantities, hours, or units
• Venue Selection: Choose which venues each add-on applies to
• Event Details: Enter event name, planner name, and event date before checkout
• Real-time Totals: Cart automatically calculates totals based on pricing models
• Local Storage: Cart state persists in browser for convenience

Checkout Process

Data Flow

When a checkout is completed successfully, the system automatically:

• Creates a new event record with the provided event details
• Associates selected venues with the event
• Creates selection records for each add-on purchased
• Records payment information linked to Stripe Payment Intent
• Generates unique event token for customer access
• Sends confirmation email to customer with event token and receipt

Analytics Dashboard

Monitor platform performance, user behavior, and operational metrics through comprehensive analytics and activity logs.

Key Performance Indicators

Activity Logs

Comprehensive audit trails track all user actions, system events, payment activities, and administrative changes.

AI-Powered FAQ

Provide intelligent, document-based question answering for event planners using AI technology and venue-specific knowledge base.

Document Management

Upload and organize venue documents including policies, procedures, technical specifications, and vendor information.

AI Processing

Common Issues & Solutions

Comprehensive troubleshooting guide covering common issues, solutions, and support escalation procedures.

Issue Categories

Troubleshooting Process