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Welcome to Your Gazebo Admin Setup

Setting up your administration area in Gazebo is the first big step toward running smooth, stress-free events!

🎯Start strong – your admin foundation begins here!

Getting your Gazebo Administration area set up is the first step toward organizing efficient, polished events. We won’t sugarcoat it — this part has a few moving pieces, but don’t worry! We’ve broken it down into easy-to-follow steps so you can feel confident from the start.

Why the Setup Order Matters

In Gazebo, the system is designed to flow left to right, top to bottom — and that’s not just for the initial setup. This same order applies anytime you go back to edit or update a booking. Following this structure keeps everything connected and ensures your changes ripple out correctly across:

  • Client invoices

  • The organizer portal

  • Reports and financial summaries

  • Rate calculations

  • Attendee selections and housing placements

So, even if something seems out of order now, trust the flow — we’ll come back to every section when needed.

Setup Areas at a Glance

Here’s a quick overview of each section you’ll be setting up.

Feel free to click into any article as needed — but for the smoothest setup experience, we recommend working through them in order!

1. Other (Start here!)

Set up your foundational preferences before jumping into the booking-specific areas.

  • System preferences (date formats, time zones, etc.)

  • Inquiry link for clients

  • Contact types and lookup values

2. Financial

Configure how your system tracks money, charges, and payment rules. This section lays the groundwork for accurate invoices and financial reports.

  • Accounts for revenue and tax tracking (linked to GL codes for reporting)

  • Line items for things like housing, meals, activities, and rentals

  • Taxes and payment terms for billing rules and due dates

  • Other settings like journal entries, bank accounts, and credit card options

3. Attendees

Define who your participants are.

  • Attendee types (e.g. student, adult, volunteer)

  • Group categories and custom settings

4. Housing

Plan where people will stay during events.

  • Room types and capacities

  • Housing group setups

5. Activities

Activities allows you to add Meals, Meetings and Activities that your clients may choose for their rentals.

  • Activity locations, inventory, meals, and recreation

  • Pricing, default time, and limits

6. Rate Packages

Rate Packages allow you to create a package deal where there is one price for a group of options. This can be a Wedding Package or a Weekend Package.

  • Link housing, activities, and fees

  • Build flexible or all-inclusive pricing

7. Templates

Templates allow you to create preset Contracts, Invoices, Checklists and Email Templates so you can quickly create and send all the information your clients may need.

  • Emails, confirmations, invoices, and contracts

  • Customize by event type or client group

Need Help along the way?

No worries — we’ve got your back:

  • Use the information walkthroughs in the system to get real-time tips

  • Search this Help Center for articles related to each section

  • Reach out to our team via chat or give us a call — we’re happy to help!

Let’s Get Started!

Your admin setup is the foundation for everything you’ll do in Gazebo — from booking attendees to generating invoices.

By following the setup steps in order, you’re setting yourself up for long-term success.

👉 Click into the next article: The "Other" Tab

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