Overview:


The GRATIS system is a licensed, subscription-based product governed by a license agreement, which includes a 6-month cancellation clause.



Termination Process


When a client decides to terminate their GRATIS subscription with Venue Directory, the following steps are followed:

1. Determine Outstanding Balance

  • The amount owed is calculated based on the client's chosen billing cycle (annual or monthly).

  • A formal communication is sent outlining:

    • The outstanding balance.

    • The date of deactivation.

    • Instructions on how to export their client and booking data prior to deactivation.

2. System Deactivation

  • On the agreed termination date:

    • All user login profiles under the Employees Module for that GRATIS instance are deactivated.

    • Users will no longer have access to the system.

    • Venue Directory retains internal access to the instance for administrative and reporting purposes.

Note:
User profiles are not anonymised after deactivation, and currently, the system does not support anonymisation.

3. Data Retention & Reporting

  • The GRATIS instance is not archived for at least 2 years.

  • This ensures:

    • Booking data remains available for Venue Directory reporting.

    • Venues and suppliers using MEC (MyEventsChannel) can continue to view historical booking data.



How to Extract Client and Booking Data

To extract your client data and booking data, follow the steps below. Screenshots are provided to assist with navigation.

Step 1: Export Client Contact Details

  1. Navigate to the Reports module.

  2. Select Client Contact Details Report from the list of available reports.

  3. Once the report is generated, use the CSV download option at the top of the page to export the data.

Step 2: Export Booking Data

To extract booking information, use the Status Report (Enhanced). This is the most comprehensive report available.

  1. In the Reports module, select Status Report (Enhanced).

  2. You will need to generate this report year by year, as it cannot be pulled in bulk.

  3. For each year, use the CSV download option at the top of the report to export the data.