Start your venue pilot
The venue pilot runs for 12 weeks from its approved start date. Work through setup with Finance, then return to your workspace for the next incomplete task. Existing saved records determine progress.
1. Get into the right venue
- Browse the demo or apply for the pilot without signing in. A pilot application is a request for review, not automatic venue access.
- Choose Sign in with ChatGPT, open the venue access page and submit your request. Your pilot lead verifies your identity, venue and role before approval.
- Confirm the venue name before entering data. Sales prepares quotes; Finance controls financial sources and policies; an independent authorised reviewer handles approvals.
- If access is pending or no company appears, give your pilot lead your signed-in email and venue name. Never share a password or verification code.
2. Prepare the first useful review
| Bring | Owner | Needed for |
|---|---|---|
| Company, currency, financial year end and approved margin rules | Finance | Consistent reporting and decisions |
| At least one matching month of Actual and Budget | Finance | First meaningful performance comparison |
| Prior Year and earlier booking history, if available | Finance / Sales | Optional historical comparison; absent history stays unavailable |
| One quote, direct costs, payment terms, room and space requirements | Sales with Finance | First quote assessment |
| Supported alternative demand and special-date rules, where relevant | GM / Finance | Displacement and elevated margin checks |
| Opening cash, bank reconciliation, open debtors and creditors, dated commitments | Finance | Cash forecast and monthly close |
| Named reviewer, support owner and weekly review time | Pilot lead | Approvals and reliable follow-up |
Use the templates offered on each import screen. Accounting-system support depends on the specific report and layout. Structured quote CSV can propose fields; PDF/XLSX quotes still require manual confirmation. Keep original files unchanged.
Practice a sample import first3. Complete setup in order
- Confirm source profile and readiness. Record missing history honestly.
- Load and review Actual and Budget. Upload, validate, resolve errors, then commit. Upload alone does not update the reports.
- Check the first dashboard. Confirm period, totals, source date and unavailable comparisons.
- Finance reviews the opening baseline. Record what would have happened without PP before making changes.
- Assess one real quote. Follow the required review and record the customer’s response.
- Approve dates, success targets and support arrangements. A completed form is not proof that live access and recovery tests have passed.
4. Keep the pilot moving
Each working day, the nominated reviewer checks Decisions & approvals and the support log. Each week, refresh bookings and cash timing, follow up decisions and review open issues. Each month, reconcile accounting Actuals and match delivered events. At week 12, review confirmed attributable benefit less reviewed pilot costs, time saved and unresolved limitations.
Use Help and feedback on the affected screen. Include what you were doing, the period and the error. Do not include customer personal information or passwords. Feedback is stored in the support log; email alerts are not configured. For an urgent issue, use the contact recorded in your support agreement and stop relying on affected figures until reviewed.
If an upload appears interrupted, check saved history before retrying. Correct the source error and retain the prior file; do not replace good data merely to clear a warning.