Industries · Nightclubs & entertainment venues
Friday's tables sold.The promoter countfinally adds up.
We build nightlife systems that connect table bookings, guest lists, promoters, artists, the door and the night's numbers — so the team knows who's coming before doors open, and management knows what the night actually made before the lights come on.
- Table bookings & deposits
- Guest lists
- Promoter tracking
- Door check-in
- Artist bookings
- Event nights
- Nightly reporting
01Where nights leak money
The room is full. The numbers aren't clear.
A good night looks the same from the dance floor whether it made money or not. The difference is hidden in table deposits, promoter lists, artist costs and a bar report nobody connects.
01Table bookings live in a host's WhatsApp
What happens
Reservations come in through Instagram DMs, WhatsApp and phone calls to the reservations manager, then go onto a printed floor plan before doors.
What it costs
Two groups promised the same booth, deposits that were never collected, and no-shows holding a prime table until midnight.
With one system
One table map per night with minimum spends, deposits, arrival times and status — bookings from every channel land there, and unpaid holds release on your rules.
02Guest lists come in as screenshots
What happens
Each promoter sends names as a message or a note; the door team scrolls through phones and paper lists at 00:30 with a queue outside.
What it costs
Slow entry, arguments at the door, names added after the fact and no reliable record of who actually arrived.
With one system
Promoters add guests to their own list in the system; the door checks guests in by name or QR, and every arrival is recorded against the right list.
03Promoter payouts are argued about every week
What happens
Commissions depend on arrivals, tables and spend, but the counts come from the promoter's own list and a clicker at the door.
What it costs
Payout disputes, promoters who feel underpaid and leave, and others paid for guests who never came in.
With one system
Payouts are calculated from recorded check-ins and table spend per promoter, with the rules agreed up front and a statement each promoter can see.
04Artist and DJ bookings are run from email threads
What happens
Fees, deposits, riders, flights, hotel, set times and visa or permit steps for visiting artists are tracked across agents' emails and a shared calendar.
What it costs
A missing hotel booking discovered the day before, rider items nobody ordered, and settlement disputes after the show.
With one system
Each artist booking is a record with contract, payment schedule, rider, travel and set times — and a checklist that shows what's still open before the night.
05Nobody knows what Friday actually made
What happens
Bar sales come from the POS, table spends from the reservations sheet, door income from a separate count and artist costs from finance — and they're combined weeks later.
What it costs
Event nights that look busy but lose money, and promoters, artists and concepts kept or dropped on instinct.
With one system
A nightly report joining tables, door, bar (via your POS), promoter payouts and artist costs — so every night has a clear result the next morning.
02Nightlife platform preview
What your nightlife system could look like.
Switch between the views reservations, the door, promoters' managers, the events team and owners would use every night. Every screen is designed around your floor plan and your nights in discovery.
Illustrative interface with sample data — your system is designed around your floor plan, nights and team.
Illustrative demo · sample dataCan you picture Friday night on it?
Build your nightlife system03Solutions
The parts of a nightlife system — chosen for your venue.
Every table sold once, with a deposit
Table bookings & floor plan
A live floor plan per night with sections, minimum spends, deposits, arrival times and status — fed by bookings from WhatsApp, Instagram, your website and the reservations team.
- Floor plan by night
- Minimum spends and deposits
- Hold release rules
- Waitlist
Every table sold once, with a deposit
Table bookings & floor plan
A live floor plan per night with sections, minimum spends, deposits, arrival times and status — fed by bookings from WhatsApp, Instagram, your website and the reservations team.
- Floor plan by night
- Minimum spends and deposits
- Hold release rules
- Waitlist
Not every venue needs every module. We scope the ones your operation actually uses, and add the rest when you need them.
04AI inside the system
AI that helps the team run the night.
AI in your nightlife system works on your own bookings, lists, promoter records and nightly reports. It flags, drafts and explains — managers and the door stay in charge.
AI suggests; people decide. Bookings, releases, guest messages and promoter payouts are confirmed by your team. Entry, ID checks, capacity and responsible-service decisions always stay with the door and floor managers — AI never decides who gets in.
- 01
Booking inbox assistant
Reservations confirmsA guest on Instagram asks for a booth for 10 on Saturday.Reads the request, checks Saturday's floor plan and minimum spends, and drafts a reply with the available booths and deposit link — reservations confirms the booking.
- 02
No-show and double-booking flags
What needs sorting before doors tonight?Lists unpaid holds, unconfirmed bookings, double-booked tables and lists that haven't been submitted, with suggested actions for the reservations manager.
- 03
Promoter statements
Manager approves payoutsPrepare this week's promoter payouts.Calculates each promoter's payout from check-ins and table spend under their rate card, flags anything unusual and prepares statements for approval.
- 04
Artist booking checklist
Is everything ready for Saturday's headliner?Checks the contract, payments, rider, travel, hotel and set times and lists what's still open — for example two rider items and the hotel arrival time.
- 05
Night reports in plain language
How did this Friday compare with the last four?Summarises revenue by tables, door and bar, arrivals by promoter and the night's result after costs, with the figures behind each point.
05A day with ORCHESTR
A Friday from afternoon to close, two ways.
- 15:00Tonight's floor plan, already builtEvery booking is on the floor plan with its minimum spend; five unpaid deposits are flagged.
- 19:30Lists submitted in the systemPromoters have added guests to their own lists; the door sees one combined list by name.
- 21:00Unpaid holds releasedTwo unpaid holds release on your rule and are offered to the waitlist; both are sold by 22:00.
- 23:45Fast check-inGuests are checked in by name or QR, and the capacity count updates live for the manager.
- 02:30Arrivals recorded by listEvery arrival is recorded against a list and table, ready for promoter statements.
- 10:00Friday's result by morningThe nightly report shows bar, tables, door, payouts and artist cost for Friday, next to the last four.
An illustrative day — every system is designed around how your team actually works.
06Integrations
Connects to the tools your venue already uses.
Integrations depend on what each provider exposes — we confirm every connection in scoping before committing to it. Names are examples of categories we work with, not partnerships.
- Messaging & social
- WhatsApp Business APIInstagram messaging (where available)EmailSMS gateways
- POS & payments
- Existing POS systems (via API or export)Card payment gatewaysPayment links for deposits
- Ticketing
- Existing ticketing platforms (via API or export)QR tickets and check-in apps
- Accounting
- Zoho BooksQuickBooksXero
- Calendars & files
- Google WorkspaceMicrosoft 365Artist contracts and riders as attachments
- Data
- Spreadsheets and exportsBI tools
07How we build your system
Built around your venue — not a template.
- 01
Understand your business
We learn how the business actually runs — people, tools, hand-offs and where time is lost — before proposing anything. - 02
Map your workflows
Every workflow is mapped end to end: who does what, when, with which information, and what should happen automatically. - 03
Design your system
Screens, records, permissions and integrations are designed around those workflows, and the scope is agreed in writing. - 04
Build and integrate
We build in stages and connect the tools you keep, so your team sees working software early and gives feedback as we go. - 05
Test and launch
We test with real scenarios, migrate the agreed data, set up roles and access, and onboard the team. - 06
Support and improve
After launch we support the system under an agreed arrangement and extend it as the business changes.
08Why it matters
What changes for a nightlife venue.
We don't quote savings we haven't measured. In discovery we baseline how your team works today, so improvements can be tracked against your own numbers.
Tables sold once, with deposits
Every booking from every channel lands on one floor plan with clear status and release rules.A calmer door
One list per night with check-in by name or QR, instead of phones and paper.Promoter trust
Payouts follow recorded arrivals and spend under agreed rules, with statements promoters can see.Artist nights without surprises
Contracts, riders, travel and payments tracked on each booking, with open items surfaced early.Every night has a result
Tables, door, bar, promoters and artists combined into a report the morning after.Decisions based on nights, not hunches
Concepts, promoters and line-ups compared over weeks, not remembered.
09Possible use cases
How different nightlife venues could use it.
Examples of what we could build — not completed client projects.
Lists, tables and payouts connected
Ten or more promoters, guest lists, VIP tables and weekly payouts calculated from what the door actually recorded.
Two sittings, one night
Dinner reservations turning into late-night tables, with sittings, minimum spends and a floor plan that changes at midnight.
Big names, tight logistics
International artist bookings with contracts, riders, travel and settlement, alongside ticketing and table sales for each show.
One view across the group
Separate venues and concepts with their own teams, sharing guest profiles where appropriate and a group-level nightly report.
FAQs
Nightlife venue questions, answered.
Hospitality & events
01We already use a reservations app. Do we have to switch?
Not necessarily. If it works for tables, we connect to it through its API or exports and add what it lacks — promoter lists, payouts, artist bookings or nightly reporting. If it's the source of double bookings, we'll explain what replacing it would involve.
02Can promoters use it on their phones?
Yes. Promoters get their own login to add guests, see who arrived and view their statements. They only see their own lists and earnings.
03How does the door check people in?
On a phone or tablet: search by name, scan a QR code or tick a table group. Arrivals update capacity and the promoter's list live. Entry and ID decisions remain entirely with the door team.
04Can it connect to our POS?
Where your POS offers an API or scheduled exports, sales can be imported by night, section or table for reporting and minimum-spend tracking. We confirm the specific POS in scoping.
05What about guest data and privacy?
Guest profiles are restricted by role, and what you collect, how long you keep it and how consent is handled are agreed during scoping. We don't assume — we design it with you.
06Can we set our own promoter commission rules?
Yes. Rate cards can combine per-arrival, per-table and spend-based rules, with thresholds and exceptions. Statements show exactly how each payout was calculated.
07Does it handle ticketed nights as well as tables and lists?
Yes. Ticket sales from your ticketing platform can be imported where it allows, and checked in at the door alongside guest lists and tables.
08Where does AI help?
Drafting replies to booking requests, flagging unpaid or double-booked tables, preparing promoter statements, checking artist bookings and explaining nightly results. Every booking, message and payout is confirmed by a person.
09How is a nightlife system priced?
We quote after a discovery session, based on the number of venues, the modules involved and the systems we connect to, such as your POS and ticketing. Hosting and support are agreed separately in writing.
Start here
Let's mapyour next big night.
Tell us how your venue runs its nights today. We'll come back with how one system could connect tables, lists, promoters, artists and reporting.
- 01We get back to you to arrange a call.
- 02A focused conversation about how your venue runs today.
- 03If there's a fit, a written scope and quote — no obligation.
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