Function Tracker provides all of the features that you need to successfully manage your venue and event bookings, with the added benefits of an online system including 24/7 access. Our simple and intuitive interface and logical catering management pages, make booking and managing your business a breeze, for even the most inexperienced computer user.

Function Tracker has been designed to be a simple and easy to use tool for any venue that takes event or function bookings. It is straightforward to set up and you can be using the system today… Your system is set up instantly when you take the 30 Day Free Trial and you can be managing your event business straight away.


  • Manage bookings in your event space
  • View event details
  • View monthly, weekly or daily events
  • View & print calendar in daily, weekly, monthly or agenda view
  • Manage food and beverage requirements
  • Manage contractors & staff
  • Adjust pricing with self calculated discounts & additions
  • Manage pricing with automated calculators
  • Make multiple bookings at the same time
  • Receive online enquiries
  • Add reminders for yourself, your colleagues or your customer

Add and Manage Events

  • Add an event
  • Add a quote
  • Manage a booking with multiple sessions
  • Add food & beverage selections
  • Calculate costs per person or per item
  • Copy/repeat a booking over multiple dates
  • Adjust – add or delete – any costs/items at any time
  • Change event details
  • Generate invoices
  • Organise event orders & running times
  • Track outstanding payments
  • Alerts for booking conflicts
  • Track Attendees – Send a link to event organisers to complete for contact tracing

Quotes, Contracts & Running Sheets

  • Create quotes
  • Create contracts
  • Create running sheets
  • Create kitchen sheets
  • Create event running orders
  • Use our templates or create your own
  • Print, PDF or email directly from the software
  • Approval requests directly into the system for contracts and quotes

Manage Menus, Catering and Equipment

  • Create individual menus
  • Create packages
  • Add cost and customer pricing
  • Create menu items on the fly
  • Itemise menus for equipment, decorations and logistics
  • Create custom menus for any other additional requirements

Manage the Venue and Spaces

  • Create rooms/spaces
  • Manage room hire types and charges
  • Create room hire charges on the fly
  • Manage rooms within multiple locations

Invoicing and payments

  • Manage financial details
  • Record bonds and deposits received
  • Create deposit invoices
  • Generate deposit and generic receipts
  • Refund a payment
  • Record payment types

Manage Customers

  • Track customer contact details and event history
  • Add notes to customer details
  • Easy search capabilities by customer name or event name

Manage Staff

  • Manage staff costs for each event
  • View staff calendar

Produce Reports

  • General reports
  • Logistics reports
  • View customised reports (by date/status)
  • Produce booked by report
  • Source of business report
  • Payment reports
  • Many more options

Self Administration

  • Set up every part of the process in the admin panel
  • Create and manage event types
  • Create and manage event statuses
  • Choose 12 hour or 24 hour time
  • Choose your opening hours
  • Self administer user management including secure logins
  • Set menu expiry dates
  • Block dates in the calendar

Extra Features

  • Event Registration
  • Website Enquiry Forms
  • Website Event Calendars
  • Whole Venue Guest List (with QR Code) for Covid Contact Tracing
  • Direct Bookings & Payments for instant Bookings


  • Automatic application of food & beverage, room hire costs
  • Generate event running sheets
  • Change menu items & prices
  • Cancel a function
  • View function items & prices
  • Create mailing & marketing lists
  • Click and drag options on the calendar
  • Unlimited users
  • Integrated with Mailchimp