Retreat coordinator

Welcome. This manual follows a retreat coordinator’s work in JupitaPos and points you to the guide for each job, with pictures of the real screens.

Who this manual is for

You run retreats from the first idea to the last day: the programme and its packages, the itinerary, the bookings and their payments, and the arrivals.

• System role: Retreat Coordinator (retreat_coordinator).
• In the pictures: Rhoda (Rhoda Retreats) coordinates the Lake Victoria yoga weekend (LAKE-NOV), with rooms at Kololo Suites.
• What you see: retreats, bookings, participants and their dietary needs, payments, and — because you hold wellness.health — a participant’s sealed health note.

Where you start

• Your landing screen: Events, Catering & Private Hire › Wellness Retreats (/wellness/retreats) — the retreats, their bookings and what is due. A residential retreat’s rooms are under Accommodation / PMS (Room Reservations, Front Desk), its classes and treatments under Wellness & Fitness, its venues under Events, Catering & Private Hire › Private Hire.
• What must be on: the Yoga & wellness retreats module (retreats); rooms in packages need the Rooms module and a property at the branch; included classes and treatments need Gyms & fitness studios / Yoga studios and Spa treatments.
• Branch: the branch the retreat runs at.
• Working offline: the retreat’s participants and the day’s arrivals are kept on the device for check-in; bookings, payments and the programme need the connection (Working without a connection).
• If you hold more than one role: the first rule that fits wins, in this order — managers and administrators (Overview), accountant (Finance), events and catering managers, retreat coordinator, procurement, store, reception, housekeeping, spa desk and therapists, trainer, instructors, gym desk, sauna attendant, cashier, waiter, host, kitchen and bar, riders. Someone who is both a manager and a cashier lands on the Overview; a cashier who is also a waiter lands on the Point of Sale. Every screen your roles allow is in the menu whatever you land on, and a till’s Open menu reaches it from a full screen.
• Finding your way: the menu (Daily operations, Business management, Shared tools, Administration & support), the page tabs, the breadcrumb and Help above every page, the star for favourites, Recent, Search (Ctrl+K) and + New are described in Find your way around.

A day at work

1. Set up the next retreat and open it for booking — Set up a retreat, its packages and itinerary.
2. Book participants and take deposits — Book participants on a retreat, Take payments, cancel and check participants in.
3. Chase balances due before the start — Set client reminders and read the messages prepared.
4. Coordinate the function in Events, book venues and keep the itinerary right — Set up a retreat, its packages and itinerary.
5. On the day, check participants in, take attendance, record consent and bill extras — Take payments, cancel and check participants in.
6. Read how the retreat did — Read wellness reports and check the books.

Guides you will use

Retreats

• Set up a retreat, its packages and itinerary
• Book participants on a retreat
• Take payments, cancel and check participants in

Around them

• Let clients book treatments online
• Keep working without a connection
• Read wellness reports and check the books

Quick reference

Getting help

• The owner decides prices and terms with you.
• The administrator fixes your account and your PIN.
• The Help Center: Help & Training › Role-Based Manuals in the menu, or the ? at the top of any screen — Find help.

Manuals you can also read

• None: the other role manuals are for jobs with permissions this role does not hold.

What you can do

These are the permissions of the role this manual is for. If your business gave you a custom role, ask your manager what it allows.