BriteBiz users may, or may not want to track guest count in inquiries and bookings. Users also have different use cases for gathering information on guest count and tracking it during the booking process.

For this reason, we have tailored the platform to allow you to track guest count, or not track guest count, and we have provided multiple ways to manage guest count so that you can tailor exactly as you want for your venue or business.

You can set up a custom field for guest count in leads/inquiries.

Training on setting up Custom Fields Here.

💡 It is best to watch the Custom Fields video to understand how to create Custom Fields in BriteBiz.

You should set the custom field up under Inquires > > Number, and give it a name, maybe "Pax" or "Guests".

Once you have this custom field created, you will see it in the inquiry dialog box.

The Pax custom field is also visible in the List View.

Training on List Views Here.

💡 To understand how to make Custom Fields visible in list view, best to watch the video linked above.

We give you added options here. It is really easy to add Pax (or any other custom field) to a web inquiry form; in this case, you may want to get an estimated headcount when people are inquiring.

BriteBiz gives you this option to add the Pax field to your Web Enquiry Form (and you will be able to change the name for your web enquiry form, such as "Estimated Head Count").

Training on adding Custom Fields to Web Inquiry Forms Here.

If you want the Pax field to follow to bookings when you convert an inquiry, you should set up the same custom field in booking (must have exact same spelling). This is also covered in the Custom Field setup training Here.

Pax will show up in all bookings - see below as an example.

If you want the Pax field to print in your BEO's or Orders that you print for the day of an event, you should include the Pax field when creating the Order. BriteBiz allows you to add any custom field to an Order when setting up the template.

👉 Tip - you should not duplicate the Pax number in the body of a worksheet as you will be trying to update two numbers. It is best to track Pax in one place.

You can include the Pax number as a field in any standard template documentation in BriteBiz, such as email templates, and in your SmartDocs. There are no restrictions on how you do this.

When writing your templates, just select the dropdown and add "Pax" - or whatever other title you give it. This is a really powerful tool for managing guest count communications.

If you need additional custom fields for headcount, such as "Pax Adults" and "Pax Children", you can add these additional fields as you need.

Many of our users want to link the Pax number to the products on a booking. The number of people attending is always linked to one main product. In BriteBiz, we call this the "Primary Product".

To activate Primary Products, please contact a member of the support team and we will turn it on your account. No additional upgrade is required.

Once activated, when you are setting up your products and services, you will see an additional tick box at the end. You should select this to nominate the products that will act as your primary product. So this would normally be the packages that you have.

The products that you mark as primary products are the default products on a booking, but you can change this on any booking.

When adding products to a booking, you will mark one as a Primary Product.

The product that you mark as a Primary Product Will allow you to see this number on the List view as "No"

Over the years, we have noticed that different venues, vendors and planners may or may not want to track headcount, and the use cases are generally different. We have tried to come up with a flexible solution through custom fields and primary products, to fit as many different scenarios as possible.