Tripleseat Manual
Welcome to Tripleseat!
At Walters, Tripleseat serves as the central hub for our entire wedding and event process From the moment a new lead is received, every department, from sales and planning to operations and accounting, uses Tripleseat to communicate, plan, and collaborate with clients. The platform allows us to manage every detail of the event in one place: tracking inquiries, sending proposals and contracts, organizing timelines, assigning tasks, and sharing updates in real time This ensures that everyone, both internally and externally, stays aligned and informed throughout the planning journey. By using Tripleseat, we ’ re able to deliver a consistent, seamless experience for our clients from their very first inquiry all the way through their wedding day.
Logging in for the First Time
Locate the Login Page
Open your web browser and go to wwwtripleseatcom In the upper-right corner, click Log In
Enter Your Credentials
If your Tripleseat account has already been set up by our team, you’ll receive an invitation email from Tripleseat with the subject line “You’ve been invited to join Tripleseat.”
Click the link in that email to create your password and access your account for the first time.
Bookmark the Site
Once logged in, bookmark your Tripleseat URL (for example: waltershospitalitys.tripleseat.com) for easy access in the future.
If You Didn’t Receive an Invitation
Check your spam or junk folder for the Tripleseat invite. If it’s not there, contact HR so that your login invitation can be resent
Setting Up My Profile
Accessing Your Profile
In the top-right corner of Tripleseat, click your name or initials, then select My Profile from the dropdown menu
Review and Update Your Information
Make sure the following details are accurate:
Name: Your first and last name
Job Title: Your role (e.g., Venue Specialist, Wedding Planner, Floral Sales, DJ etc)
Email Address: this should be your Walters email address.
Phone Number: put your Ring Central number (once assigned and if applicable)
Profile Photo (Optional but recommended): Adding a professional headshot helps clients recognize you when viewing documents or receiving emails from Tripleseat.
Digest Emails in Tripleseat are automated summaries that keep you updated on key activity within your venues or assigned events, without needing to log in constantly. They’re designed to help you stay informed about new leads, upcoming events, tasks, and changes that affect your workflow. We recommend signing up for Digest Emails and including items that are applicable to your role Your manager can provide additional insight on this.
Setting Up My Profile
Email Templates
This is where you can create your own custom templates to use in Tripleseat We have created lots of email templates that are used company wide so you might not need to create personal email templates, but this option is available to you!
Email Signature Setup
If your role involves sending proposals, contracts, or event communications, make sure your email signature is set up correctly Include:
Your name
Title
Venue name or region
Contact details
You can also partner with the Marketing Department and they will create you a custom email signature graphic that can be inserted as an image. Ask your manager for more details on this Your signature will automatically populate in messages sent from Tripleseat.
Out of Office
If you are client facing, it is highly recommended to set your OOO notification in Tripleseat if you will be on PTO.
Setting Up My Profile
Notifications
Tripleseat allows each user to customize how and when they receive updates about activity in the system This ensures that you ’ re notified about important changes like new leads, task reminders, or event updates without being overwhelmed by unnecessary emails
Common Notifications Include:
Event Updates: Notifies you when a client or teammate edits event details, such as headcount, room assignment, or timeline changes
Document Updates: Sends alerts when proposals, contracts, or BEOs are viewed, signed, or updated
Task Reminders: Keeps you on track with reminders for upcoming or overdue tasks
Payments Received: Notifies you when a payment is processed for one of your events.
Internal Notes or Messages: Alerts you when someone tags you or comments on an event.
Digest Emails: Controls whether you receive daily or weekly summary updates.
Setting Up My Profile
Choosing How You Receive Notifications
Tripleseat allows you to customize both the type and frequency of notifications:
You can receive updates via email, within Tripleseat (in-app), or both Some users prefer to turn off real-time email alerts and rely on digest summaries instead ideal if you manage a high volume of events
Best Practice Recommendations
Sales Team: Keep document viewed/signed notifications enabled and payment notifications enabled This will be helpful when managing contracts.
Planners or Coordinators: Keep task reminders, document viewed/signed notifications enabled and payment notifications enabled This will be helpful when managing invoices and daily tasks.
Operations Team: Focus on event updates, BEO changes, and task assignments.
Basic Navigations
Dashboard
Your central hub for daily activity. The dashboard provides a snapshot of your most important information including upcoming events, new leads, recent discussions, and assigned tasks It helps you prioritize your day and quickly access anything that needs attention
Calendar
Displays all booked and tentative events in a calendar view. You can filter by venue, event status, or user to see who’s booked where and when. The calendar is ideal for checking availability, identifying open dates, and confirming event details at a glance
Discussions
The internal communication center within Tripleseat. This is where teams exchange messages, tag colleagues, and collaborate on event details. Discussions keep all communication tied directly to the relevant lead or event reducing the need for external email threads
Basic Navigations
GRC (Guest Room Control)
Used primarily by venues or properties that include overnight accommodations We do not use this function in Tripleseat
Leads
The starting point for all new inquiries. Leads represent potential clients who have reached out through your website, inquiry form, or manual entry. From here, you can qualify the lead, log communication, and convert it into a booking
Bookings
Every client should have only ONE booking profile. All associated Events live inside that Booking Think of the Booking as a house and Events as rooms inside the house.
Events
Examples of events include: Tours, Proposals, Rehearsals, Details Meetings and more! Events house all event-specific information, such as timelines, menus, floor plans, and internal notes. Each event record serves as the central workspace for planning and execution, ensuring that sales, operations, and client-facing details stay aligned
Basic Navigations
Tasks
A built-in to-do list that helps manage individual and team responsibilities Tasks can be tied to specific events or general operations and can include due dates, reminders, and assigned users The Tasks tab keeps everyone accountable and on schedule
Contacts
Stores all client, vendor, and partner information. You can search and manage contact details, view past and upcoming events associated with each person, and maintain accurate relationship records
Accounts
Groups related contacts and events under a single organization (for example, a catering company, planner, or corporate client)
Reports
Provides access to Tripleseat’s reporting tools You can generate customized reports on leads, bookings, revenue, event types, or client activity Reports help track performance, identify trends, and support strategic decision-making.
The Calendar
The Calendar is one of the most frequently used tools in Tripleseat. It gives us a visual overview of everything happening across our venues from tentative inquiries to confirmed events It’s essential for scheduling, coordination, and identifying open dates.
Calendar Views
Tripleseat offers several ways to display your events depending on your needs:
Month View: Best for long-range planning and identifying busy or open dates.
Week View: Ideal for viewing upcoming details and staff scheduling
Day View: Perfect for operations teams to see load-in, setup, and event timing in detail
List View: Displays events in a linear list format useful for exporting or printing
We recommend the Month View for day to day use.
You can switch between views using the buttons or dropdown located at the top-right corner of the calendar
The Calendar
Color Coding & Event Status
Events on the calendar are color-coded based on their status:
PROSPECT: blue - mostly sales related events
TENTATIVE; red - mostly planning/ops related events
DEFINITE: green - means that this is a booked event
CLOSED: yellow - events are closed after they occur
LOST: grey - means we have lost this lead or business
These colors make it easy to scan the calendar and quickly understand what’s booked or still in progress
Filters and Customization
Use the filters panel (left side of the screen) to tailor your view:
Location: Select one or multiple venues to view at once
Event Type: Filter by weddings, corporate, social, etc.
Event Owner: Show only events assigned to a particular team member
Status: Choose to display only confirmed, tentative, or closed events. This flexibility allows you to see exactly what you need whether you ’ re managing one venue or several
Event Details Pop-Up
The Calendar
When you hover over or click an event, a small window appears showing key information such as:
Event name and type
Date and time
Venue and room(s) used
Client name and contact info
Current event status
This lets you review important information at a glance without leaving the calendar view.
Calendar Sharing & Printing
You can print or export the calendar for meetings or team communication.
Many teams share their calendar views during weekly operations meetings to review upcoming events. Some organizations also sync Tripleseat with external calendars (like Google or Outlook) to ensure all users stay aligned (Check with your admin before enabling sync options.)
Event Types
Event Types in Tripleseat help categorize and organize the different kinds of events your venue hosts. They’re essential for tracking performance, creating reports, and streamlining communication across departments. Each event in Tripleseat must be assigned an event type — this ensures consistency in reporting, forecasting, and workflow.
Common Event Types at Walters
These are the most common event types used across Walters Hospitality:
Wedding – Full wedding package including both ceremony and reception.
Reception Only – Events where the ceremony is held elsewhere, and the reception takes place onsite.
Ceremony Only – Venue space used exclusively for the ceremony
Rehearsal – A 1 hour rehearsal prior to the event
Corporate Event – Meetings, retreats, or holiday parties booked by businesses.
Meetings - various planning or ancillary meetings
How to View or Change an Event Type
1 Open the event you’d like to review
2 Under the Event Details section, locate the Event Type dropdown
3 Select the correct category from the list
4 Click Save — the event will now appear under that type in your calendar and reports
A Booking vs. an Event
Understanding the difference between and Booking and an Event and how we use Bookings and Events at Walters is critical in understanding Tripleseat. Each client should have ONLY ONE Booking. Thing of a Booking like a house. In the house there are many rooms. Events live inside of Bookings just as rooms are inside a house. Displayed below are search results for a client that demonstrate this. A client will have many events tied to the Booking, as displayed on the next page.
A Booking vs. an Event
Creating Events
Follow the steps below to create an Event for a client
Navigate to the client’s Booking profile
Select the Events Tab.
Select + Add Event
Enter the following information:
Name: Client First and Last Name / Client First and Last Name and then the Event Type
ex Khloe James / Charles Leclerc Planning Meeting
Event Start: the date and time that the event will start
Event End: the date and time that the event will start
Owner: your name
Status: assign the appropriate status based on the event
Location: will default to the venue
Rooms: the space that is being used during the event ex. Chapel for a Rehearsal
Event Type: choose the appropriate event type based on the event.
Save ✅
The Tentative Event will now appear on the calendar.
The Definite Event
Definite Events in Tripleseat
A Definite Event in Tripleseat refers to an event that has been officially confirmed and booked by the client. This means that the client has signed the contract and paid the required deposit, securing the date and venue
Once an event becomes definite, it moves out of the sales pipeline and into the planning and execution phase
How an Event Becomes Definite
An event’s status typically progresses through several stages before reaching “Definite” A standard workflow looks like this:
Lead Created – An inquiry is received through your website, form, or manual entry Leads are managed by the Concierge Team
Tour - the client tours a venue with the Venue Specialist
Proposal Sent – Pricing, details, and terms are shared with the client.
Contract Sent – The client reviews the contract and payment information
Contract Signed & Deposit Received – Once both actions are completed, the Venue Specialist updates the event’s status to Definite as part of the
Contract Entering Process.
The Definite Event
What Happens When an Event Is Marked Definite
Once an event is marked Definite:
The event appears as confirmed (in green) on the Tripleseat calendar. The date and space are considered booked and no longer available for other clients.
Planning tasks, internal checklists, and event documents (like BEOs and timelines) can now be created and shared.
The event is included in Definite Bookings Reports, which track confirmed revenue and performance metrics.
Why Definite Status Matters
Prevents Double-Booking: It officially reserves the space, ensuring no conflicts
Triggers Internal Workflow: Operations, culinary, and planning teams begin preparing for execution
Improves Reporting Accuracy: Leadership uses definite bookings to measure sales success, forecast revenue, and plan staffing needs
Details
The Details tab is the heart of every event in Tripleseat. It’s where all of the core event information lives from basic logistics like date, time, and guest count, to more specific details like setup needs, custom fields, and internal notes.
This tab provides a full overview of what’s happening, when, and where helping sales, planning, and operations teams stay aligned on every aspect of the event
Key Sections within the Details Tab
This section outlines the foundational event details:
Event Name
Event Type
Status: Lead, Tentative, Definite, or Closed.
Date and Time: Start and end time for the event
Venue/Room(s): The space(s) being used.
Guest Count: Expected attendance; can be updated as planning progresses
Contact Information and lots more!
Documents
The Documents feature in Tripleseat is where all client-facing materials, such as proposals, contracts, Banquet Event Orders (BEOs), and invoices are created, sent, and tracked Documents connect your event’s details (menu selections, pricing, policies, and payment terms) into one organized, professional package that’s easy for both your team and the client to review
Purpose of Documents
Documents in Tripleseat serve three main purposes:
Sales: Present pricing proposals to clients in a clear, branded format
Contracts & Payments: Allow clients to sign electronically and submit deposits securely online
Operations & Planning: Provide teams with the final, approved event details used for setup and execution Our entire Planning Process is housed in Tripleseat documents.
Where to Find Documents
1.Open the specific Event in Tripleseat.
2 In the event navigation bar, select the Documents tab
3.You’ll see a list of all documents associated with that event including their creation date, version, and current status (eg, Sent, Viewed, Signed)
Types of Documents
Documents
Each document serves a unique role in the event process:
Proposal: A preliminary version outlining the event’s estimated costs, menu, and terms used before a contract is finalized
Contract: The official agreement signed by the client once details are confirmed It includes event policies, payment schedules, and signatures
Invoice: generated when upgrade or customization payments are due. Can include deposits, progress payments, and final balances
BEO (Banquet Event Order): The internal planning document used by operations and culinary teams that lists final details such as timeline, setup, and menu selections
Bar Details - includes bar selections and details for execution.
Kitchen BEO - a BEO created with details specific to the culinary team
Other documents may be visible and present, these are the core documents that are necessary to execute all events.
Discussions
The Discussions feature in Tripleseat serves as your built-in communication hub. It keeps all event-related conversations organized, transparent, and stored directly within the event, so you never have to dig through emails to find important details. Discussions streamline collaboration between team members and clients by centralizing messages, replies, and file sharing in one place.
Where to Find Discussions
1 Open the Definite Event
2.Click the Discussions tab in the event navigation bar.
3 You’ll see a timeline of all messages sent, received, or tagged to that specific event.
How Discussions Work
You can send messages directly to clients or internally to team members
When you message a client through Tripleseat, they receive an email that looks like a normal message from you — but when they reply, their response is automatically logged in Tripleseat.
You can tag teammates using the @ symbol (ex. @Abigail) to notify them of a note or question. Tagged users receive an email alert linking them directly to that discussion thread
Attachments, images, and PDFs can be uploaded directly into a discussion, keeping event-related files stored in context
Discussion Types
There are two main types of discussions:
1. Client-Facing Discussions
Discussions
Used for external communication such as proposals, updates, or confirming event details
Replies from the client automatically thread back into Tripleseat, ensuring a complete message history
2. Internal Discussions
Used for behind-the-scenes coordination between staff (for example, clarifying timeline details or sharing internal reminders).
These messages are not visible to the client and help your team collaborate efficiently.
Creating a New Discussion
1 From the Discussions tab, click New Discussion
2.Choose the recipients — internal users, client contacts, or both.
3 Enter your subject line and message body
4.Attach any necessary files or links.
5 Click Send Your message will appear in the discussion feed, and all recipients will be notified by email
Payments
The Payments tab in Tripleseat is where all financial activity related to an event is tracked and managed It provides a transparent, real-time view of deposits, balances, due dates, and payment history helping both clients and team members stay organized and up to date.
Purpose of the Payments Tab
The Payments tab centralizes all billing and payment details for an event It ensures:
Accurate tracking of what’s been invoiced, paid, and outstanding Visibility for both the client and your internal team.
Automatic updates to financial reports and event statuses (for example, marking an event as Definite once the deposit is received).
Where to Find It
Open the Definite event in Tripleseat
Click the Payments tab in the event navigation bar
Payments
Key Components of the Payments Tab
Payment Schedule
Displays each payment due, including deposit, progress, and final balance payments.
Each payment line shows:
Due date
Amount owed
Payment type (deposit, final, etc.)
Status (Unpaid, Paid, Overdue, Refunded)
Tripleseat automatically generates this schedule based on your event’s document and contract details
Transaction History
A record of all payments received, including method (credit card, ACH, check, cash, etc.) and date
Each transaction is linked to the corresponding invoice. Refunds or adjustments also appear here for transparency
Pay Online Button
Clients can pay directly through the secure Tripleseat link provided in their document email or guest portal
Payments made through Tripleseat automatically sync to this tab, eliminating manual data entry
Tasks
The Tasks feature in Tripleseat helps you stay organized and on schedule by tracking everything that needs to be completed for each event Tasks ensure that nothing slips through the cracks from sending follow-up emails and confirming menus to collecting payments and creating BEOs Tasks can be assigned to individuals or teams, linked to specific events, and given due dates to keep workflows consistent across venues and departments.
Purpose of Tasks
Tasks serve as Tripleseat’s built-in to-do list system They help manage: Sales responsibilities (e.g., follow up with a lead, send proposal)
Planning milestones (eg, collect menu selections, finalize floor plan)
Operational steps (eg, confirm setup time, order linens, schedule staffing)
Administrative needs (eg, update CRM notes, archive event)
By assigning and tracking tasks in Tripleseat, everyone can see what’s been completed, what’s overdue, and what’s still coming up
Tasks
Automatic Tasks
Many of our company-wide task workflows are automatically created based off of a trigger or action done in Tripleseat. This ensure that all events follow the same task workflow and nothing is missed For example, when an event is made Definite, an automatic planner task workflow is triggered that produces 25+ tasks that help the planner stay organized from the moment the client books all the way through the event day and even past the event day through out Event Close Out Process Most of our Tasks have a corresponding Email Template to make communication easy!
Creating a Personal or Manual Task
Tasks can also be created manually to be used as a personal reminder To create a new task:
1.Navigate to the Tasks tab or open an event and click Add Task.
2 Enter the following details:
Task Name: Be specific (e.g., “follow up on X”).
Due Date: Choose when the task needs to be completed
Assigned To: Select the team member(s) responsible.
Notes (Optional): Add context or links to related documents
3.Click Save.
4 The task will now appear on the user ’ s dashboard and task list
Tasks
Completing and Managing Tasks
To mark a task complete, check the box next to the task name.
Completed tasks are automatically archived and can be viewed later by adjusting your filters.
Overdue tasks will appear highlighted (often in red or bold) until marked complete.
You can edit a task anytime to change the due date, assignee, or details
Best Practices
Review your tasks daily especially the “Due Today” and “Overdue” lists
Use clear task names (avoid vague labels like “Follow up ” instead write “Email Smith wedding client re: menu”).
Always assign ownership unassigned tasks can easily be forgotten
Check tasks before closing an event to confirm all items are completed.
Why Tasks Matter
Tasks turn our event process into a repeatable system They ensure accountability, consistency, and communication across departments especially when multiple people touch the same event By using the Tasks feature consistently, you help guarantee that every event runs smoothly from inquiry to execution
Notes & the Log
The Notes tab is used to record important information about an event, lead, or client that doesn’t necessarily belong in documents or discussions. Notes are internal they aren’t shared with clients and serve as a running record of decisions, reminders, or updates.
When to Use Notes
Summarizing client calls or meetings
Logging quick updates (“Client confirmed final guest count at 125”)
Tracking internal decisions (“Chef approved vegetarian entrée swap”)
Recording special requests, restrictions, or reminders
Adding a Note
Open the event or lead
Click the Notes tab.
Select Add Note.
Enter your note text (Optional) Tag teammates using @Name to alert them of the update. Click Save
Each note is automatically time-stamped and attributed to the user who created it, maintaining a clear record of who said what and when
Notes & the Log
The Log (sometimes called the Activity Log) provides a detailed, automatic history of all changes made to the event. Unlike Notes, which are manually entered, the Log is system-generated and cannot be edited or deleted It tracks every action taken within the event, creating a full audit trail.
What the Log Tracks
Event Creation: Who created the event and when Status Changes: (Lead → Tentative → Definite → Closed).
Document Activity: When proposals, contracts, or BEOs were created, sent, viewed, or signed.
Payment Updates: Deposits received, refunds issued, or payment due date changes.
Task & Discussion Actions: Task completions, new comments, or internal discussions added.
Edits to Event Details: Changes to date, time, guest count, or contact information
Notes & the Log
How to View the Log
Open the event.
Click the Log tab
Scroll through the chronological list of recorded actions.
Each entry includes:
Timestamp (date and time)
User name (who made the change)
Action description (what was changed)
Why the Log Matters
Ensures full transparency across departments
Helps troubleshoot issues (“Who changed the event date?”).
Provides documentation for financial or client disputes
Supports training and accountability by showing how an event was managed from start to finish.
Attachments
The Attachments section in Tripleseat is your central location for storing and sharing files related to an event, lead, or account. It keeps all documents, photos, and reference materials organized and accessible to your team — eliminating the need to dig through emails or shared drives to find what you need
Attachments can include anything from floor plans and vendor agreements to photos, PDFs, or internal checklists. Keeping these files in Tripleseat ensures that everyone working on the event has the most up-to-date information in one place
Where to Find Attachments
1 Open the event in Tripleseat
2.Click the Attachments tab in the event navigation bar.
3 You’ll see a list of all files that have been uploaded for that record, along with file names, upload dates, and the user who added them. How to Add an Attachment
1.Click Add Attachment or Upload File.
2 Select the file from your computer (Tripleseat supports most common formats like PDF, Word, Excel, and image files).
3 Optionally, add a title or note to describe the file (eg, “Final Floor Plan –Ballroom Setup”).
4 Click Upload
5 Your file will now appear in the attachments list and can be viewed or downloaded by other users.
Reporting
The Reporting feature in Tripleseat provides powerful tools to track performance, monitor sales activity, and gain insights into event trends across your venues. Reports help leadership and teams make data-driven decisions from understanding booking volume and revenue performance to monitoring leads, payments, and client behavior.
Tripleseat’s reporting tools pull real-time data directly from your system, meaning every update to an event, lead, or payment automatically reflects in your reports.
Tripleseat reporting is fairly user-friendly. It does take some time to figure out what reports are needed, this comes with learning your role and working with the Leadership Team to set expectations on what reports you should be viewing