🎯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!
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
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
Define who your participants are.
Attendee types (e.g. student, adult, volunteer)
Group categories and custom settings
Plan where people will stay during events.
Room types and capacities
Housing group setups
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
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
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