Settle a party invoice and invite guest feedback

Open the invoice editor for the correct reference. Check the saved package prices and earlier payments before entering changes.

Review guests and add-ons against what the party used. Do not change the package’s general price to correct one invoice.

Use the tax amount from your usual POS. FECForge does not calculate a tax rate here; leaving it blank means zero tax.

The guest can choose a suggested tip, a custom amount, or no tip. Choosing a tip alone does not collect payment.

Expect a saved invoice revision. It is a local server record included in that server’s configured backup, not automatically part of a hosted booking export.

Use the invoice preview/PDF control to inspect quantities, tax, tip, earlier online payments, separately recorded cash/POS, and remaining balance. Send only to the intended adult contact.

Check that the final bill is complete before publishing the private payment version. Publishing freezes it for settlement and blocks ordinary invoice edits and new advance-payment links.

In Final invoice & settlement publish the saved bill. The hosted version is tied to this reservation and revision. It is not the package-base-only advance payment link. Choose No tip or another tip before publishing.

Save other staff work first, then choose Sign out and hand off. Open supervised guest view and Copy private link do not sign staff out. Never hand over an authenticated staff editor.

Final online settlement uses the connected Stripe checkout when available. Do not assume Square deposit support means Square final settlement is offered. Use only the method shown as ready by the service.

An online checkout in progress locks competing collection. Do not collect cash while its outcome is unresolved. A provider return page does not mark the invoice paid; check the recorded settlement state.

Under Record payment already collected at venue choose Payment method and enter Already collected amount. Add the POS receipt/reference when available. This does not charge your POS or create a provider-verified online payment. Partial entries cannot exceed the remaining balance.

Check the amount and method in the warning. Choose Confirm already collected only after the cash or separate POS transaction actually succeeded.

Refresh the invoice status and review the payment history. Keep the POS receipt or cash audit reference with your usual venue records.

Managers and owners with access to both licensed modules can choose Review in Payroll in the invoice Finish step. Open or create the correct collection-period report, then review and import the tips. Choose a payroll employee when a host has not been matched. Manual legacy-party entries remain available unless disabled in Payroll settings.

Enable survey invitation emails and verify the venue’s outbound email settings. Every new survey includes a fixed overall party rating and a separate named 1–5 rating for each selected host. Staff can email surveys but cannot edit settings or read answers.

Choose Rating, Single choice, Multiple choice, Yes/no, Short text, or Long text. Configure the question labels, required answers, and choice options as needed. These questions are separate from the fixed overall and host ratings.

Rewards are disabled by default. If enabled, customize the description, for example a $10 game card. One reward per party is available for onsite survey completion with any honest rating; no positive rating or Google review is required.

Use Preview survey to try the current draft with sample answers. Nothing is submitted, issued, or emailed.

Use the survey’s own save control. Issued surveys keep their frozen questions, selected hosts, and reward terms even if settings change later.

Open Settings → Guest appearance and enter the venue’s valid HTTPS Google Business review link. Leave it blank to hide the invitation. Choose Save & Publish for the public survey to use it.

Expect eligibility only after the confirmed party invoice is finalized and fully settled. If it is unavailable, inspect settlement before trying again.

Choose the active employee responsible as Primary host and, if needed, a different active employee as Secondary host. The guest rates each named host separately. Check both before sending.

A private survey link is emailed to the booking contact. There is no survey sign-out or tablet handoff. Queued email is not proof of inbox delivery; check Activity or email settings if needed.

The open panel checks every 10 seconds while visible. Use Refresh to check manually, especially after an uncertain send. Status checks never send email and staff see completion metadata only, not answers.

The optional published Google review button and QR are available before and after submission, independent of all ratings and rewards. The QR contains the public review URL, not private answers, guest details, or the survey token.

After the survey is submitted onsite, explicitly confirm I confirm the guest completed this survey onsite, then choose Mark game card issued when handing over the card. This records one issuance per party; it does not load a card or issue money. Any rating qualifies.

Use Reissue survey email before submission when available. It retains the frozen questions and selected hosts and immediately invalidates the older link. Refresh first if the prior send was uncertain.

Use host/date filters and expand individual responses to inspect reservation metadata, selected hosts, overall and host ratings, custom answers, and reward status. Staff cannot access these answers or reports.

Review each host’s individual rating average, sample count, and 1–5 distribution. Legacy overall-only feedback remains in overall results and is not attributed to a host average or ranking.

Low-score follow-up includes responses with an overall or either host rating of 1–2. Participation is an all-time issued/submitted summary, separate from filtered feedback. Treat feedback and exports as private venue data.