Internal Portal

Scenario Overview

When a venue is moved from one venue group to another in the GRATIS system (e.g., from etc.venues to Convene), any custom commission rate agreements that a GRATIS user has with the original group will be lost. The commission rate for the venue will revert to the company default as set in Company Preferences > Fees tab. This can impact both the user’s commission earnings and the accuracy of reporting.

Impact

• Loss of Custom Commission Rates: The agreed commission rate (e.g., 10% Ex Tax) set for a venue group is dropped when the venue is moved to a new group. The system automatically applies the default company commission rate instead (e.g., 8% Ex Tax).
• Manual Reset Required: The GRATIS user must manually reapply the previously agreed commission rate for the venue in the new group.
• Audit Trail Limitations: Changes to commission rates may not always be fully reflected in the Audit tab for all affected venues, making it harder to track changes across a group.

Steps for GRATIS Users

1. Identifying a Venue Group Change

• If you notice that a commission rate has unexpectedly reverted to the default, check if the venue has been moved to a different group.
• To confirm a group change: 
  • Go to the Venues module in GRATIS.
  • Search for the venue in question.
  • Open the Audit tab to review recent changes. Note: The Audit tab may only show changes for the specific venue where the update was made, not across all venues in the group.

2. Restoring the Agreed Commission Rate

• Navigate to the Venues module > Agent tab for the affected venue.
• Manually set the commission rate back to the previously agreed value (e.g., 10% Ex Tax).
• Save your changes.

3. Verifying the Update

• Double-check the commission rate in the Agent tab to ensure it reflects the correct value.
• If you manage multiple venues within the same group, repeat the process for each affected venue.

Additional Notes

• Audit Trail: Be aware that the system’s audit functionality may not log group-wide commission changes in every venue’s Audit tab. You may need to check each venue individually.
• Reporting Issues: If you encounter unexplained changes to commission rates and cannot find an audit record, escalate the issue to support for further investigation.
• Best Practice: Keep a record of your agreed commission rates outside the system for reference, especially if you frequently work with venues that may be moved between groups.

References:

https://jira.cvent.com/browse/VENUED-3489

https://jira.cvent.com/browse/VENUED-2747