Coordination Pre-Training or Event Space Renting Workflow

Manage training or event space rental from inquiry to receipt

Objective

Streamline the venue rental process from initial inquiry through payment collection and receipt issuance

Participants (3 roles)

salesTeam: Sales Team
financeTeam: Finance Team
eventCoordinator: Event Coordinator

Input

Client inquiry for training or event space rental

Output

Completed rental transaction with payment receipt

Process Flow

100%
flowchart LR
    node0["Attend Enquiry"]
    node1["Send Quotation/Proposal"]
    node2["Confirm Client Request"]
    node3["Issue Invoice"]
    node4["Collect Payment"]
    node5["Issue Receipt"]

    node0 --> node1
    node1 --> node2
    node2 --> node3
    node3 --> node4
    node4 --> node5

    classDef default fill:#1e293b,stroke:#3b82f6,stroke-width:2px,color:#e0e7ff,padding:10px

Performance Metrics

3-7 days

Avg. Completion Time

20-50 rentals

monthlyVolume

60%

conversionRate

95%

paymentCollectionRate

Stages Overview

100%
PROPERTIES
STAGE 1
Attend Enquiry
STAGE 2
Send Quotation/Proposal
STAGE 3
Confirm Client Request
STAGE 4
Issue Invoice
STAGE 5
Collect Payment
STAGE 6
Issue Receipt
Stage Owners
Sales Team
Sales Team
Sales Team
Finance Team
Finance Team
Finance Team
Stage Workers
Event Coordinator
-
Event Coordinator
Sales Team
Sales Team
-
Duration
2-4 hours
1 day
2-3 days
1 day
Variable
1 hour
Output Fields
• Event Type*
• Expected Attendees*
• Preferred Date*
• Quotation Amount*
• Quotation Valid Until*
• Quotation Details*
• Client Decision*
• Booking Confirmation*
• Special Requirements
• Invoice Number*
• Invoice Amount*
• Payment Terms*
• Payment Received*
• Payment Method*
• Payment Date*
• Receipt Number*
• Receipt Issued*
To-dos
• Log client enquiry with requirements
• Check venue availability
• Prepare detailed quotation with pricing
• Send quotation to client
• Follow up with client for decision
• Document confirmation and terms
• Generate invoice with agreed terms
• Send invoice to client
• Monitor payment status
• Process and verify payment receipt
• Generate official receipt
• Send receipt to client

Automation Rules

Automation 1: Field Value Alert

If Expected Attendees greater_than, Then send notification to Event Coordinator with message: "Large event inquiry requires special venue preparation"

high

Automation 2: Custom Automation

If stage_overdue, Then escalate to financeManager with message: "Payment overdue for venue rental - follow-up required"

Workflow Summary

Total Stages

6

Total To-dos

12

Output Fields

17

Automations

2