Initial Setup
Before you run your first event, take 15 minutes to configure your account. This ensures your data is accurate and your team is ready to go.
Add Your Company Details
Click your avatar (top right) → Account & Settings. Enter your company name, logo, and contact details. This information will auto-populate on all invoices and documents.
Create Your Staff Directory
Go to Staff → Add Staff. Enter names, roles (Bar Manager, Security, DJ, etc.), hourly rates, and contact details. Build your roster before your first event so you can assign staff instantly.
Add Your Suppliers
Go to Suppliers → Add Supplier. Add all your regular suppliers, AV companies, catering, security agencies, photographers. Include contact details and notes so your team can reach them quickly.
Choose Your Theme
Club Certain includes 5 pre-built themes: Club (Dark), Corporate (Clean), Wedding (Serif), Festival (Vibrant), and Hospitality (Muted). Switch themes using the colour circles in the top bar.
User Accounts & Roles
The CC uses role-based access control. Every person who logs in has a role that determines what they can see and do. Admins manage the system, Managers run events, and Viewers observe.
Admin
Full access to everything. Can create and delete user accounts, manage settings, clear data, and access all modules.
Manager
Full read and write access to operations. Can add events, staff, invoices, and assignments. Cannot delete records or manage accounts.
Viewer
Read-only access. Can see all data but cannot add, edit, or delete anything. Ideal for staff members who need to check their shifts or view documents.
Creating Accounts
Only Admins can create new accounts. New accounts are automatically added to the staff roster.
Staff vs User Accounts
A staff member is anyone on your roster (name, role, pay rate). A user account is a login for the system. Not every staff member needs a login, only those who need to access The CC themselves. When you create a user account, they are automatically added to the roster.
Create & Manage Your First Event
A complete walkthrough from creating an event to post-event invoicing.
Create the Event
Go to Events → Register Event. Enter the event name, date, capacity, status, and value. Set status to Pending until confirmed, then switch to Confirmed or Live on the day.
Assign Staff
Go to Staffing → New Assignment. Select a staff member, event, and their role. Track confirmation status in the Assignments tab, green means confirmed, amber means pending.
Create a RAMS Document
Go to RAMS & Safety → New RAMS. Select the event, document type, and risk level. Write your key risks and mitigation steps, or use AI Generate to draft it automatically.
Send a Team Briefing
Go to Comms → New Message. Select Briefing as the type, write your pre-event brief (timings, roles, emergency procedures), and send to All Staff. Staff must acknowledge receipt.
Run the Event
On the day, use your phone to check staffing status, send real-time messages, and log any incidents immediately via Incidents → Log Incident. Don't wait until after the event to log things.
Invoice the Client
After the event, go to Finance → New Invoice. Add the event, line items, and payment terms. Download as PDF or share directly. Mark as Paid once payment is received.
Event Management
Create, manage and track all your events. From initial concept through to post-event review.
Event Details
Name, date, capacity, status, value, and notes all in one place.
Documents & Run Sheets
Attach contracts, quotes, run sheets, and briefs directly to any event.
Calendar View
See all your events laid out across the month at a glance.
Overview Dashboard
See total events, revenue, staffing health, and risks at the top of every session.
Staffing & Scheduling
Build your team, assign them to events, and track confirmation status so you're never caught short.
Staff Profiles
Full directory with roles, pay rates, contact details, address, and tax number.
Assignments & Confirmations
Assign staff to events by role. Track who is confirmed vs pending.
Timesheets & Pay
Log hours worked and calculate gross pay, employer NI, and total cost per staff member.
Mobile Access
Check your roster, confirm staff, and manage assignments from your phone on the event floor.
Finance & Invoicing
Create professional invoices, track payments, and stay on top of your cash flow.
Invoice Builder
Create branded invoices with line items, VAT, currency, and payment terms.
Payment Tracking
See at a glance which invoices are paid, pending, sent, or overdue.
Finance Folders
Organise invoices into folders by event, client, or period. Suggested folders: Completed, Cancelled, Pending Review, Disputed.
Revenue Summary
Total invoiced, received, and outstanding shown at the top of Finance at all times.
Pipeline CRM
Track potential bookings from first enquiry to confirmed and invoiced. Never let a deal fall through the cracks. The Pipeline wizard guides you through your first deal in 7 steps.
Create a Pipeline
Click + New Pipeline to create a named pipeline (e.g. "2026 Corporate Bookings"). You can have multiple pipelines for different types of work. Customise the stages using the ⚙ Stages button. Each column header shows the total value of all deals in that stage.
Add Deals with Full Contact Detail
Click + New Deal. Enter the deal name, client email, phone, expected capacity, event date, value, priority, and internal notes. Priority flags help you focus: 🔥 Hot, 🟡 Warm, 🔵 Cool. Deal cards show a priority colour dot at a glance.
Advance Deals in One Tap
Each deal card has a → Next Stage button. Tap it to advance the deal to the next column without dragging. You can also drag and drop cards between columns. When a deal reaches Confirmed, create the event directly from it.
First Deal Wizard
If your Pipeline has no deals, clicking + New Deal opens a 7-step guided wizard: Pipeline name → Stages setup → Deal name → Event details → Contact info → Notes & Priority → Preview. Walks you through the whole setup from scratch.
RAMS & Compliance
Risk Assessments and Method Statements are a legal requirement for most events. Club Certain makes them fast to create and easy to manage.
Legal Requirement
A RAMS document should be completed for every event. It protects you legally, satisfies venue requirements, and ensures your team knows the safety plan.
Create a New RAMS
Go to RAMS & Safety → New RAMS. Select the event, document type (Full RAMS, Risk Assessment Only, Method Statement, Fire Safety Plan, Emergency Procedures), and risk level (Low / Medium / High).
Use AI to Generate a Draft
Click AI Generate inside the RAMS document. The AI will produce a full risk assessment based on your event type, venue, and capacity. Review carefully and edit to match your specific situation.
Set a Due Date & Risk Level
Always set a due date, this is when the RAMS must be approved before the event. The system will flag RAMS as overdue if the date passes without approval.
Export as PDF
Click ↓ Export PDF to download the RAMS as a formatted document. Share with venues, clients, or local authorities who require it in advance of the event.
Log Incidents
During or after an event, go to Incidents → Log Incident. Record the title, event, date, severity (Minor / Moderate / Serious), and a full description.
Internal Comms
Send messages, tasks, and briefings to your team. Track who has read, completed, and acknowledged every message. New in v4.0: recurring briefings and full delivery tracking.
Send a Message
Go to Comms → New Message. Choose the type (Announcement, Task, or Briefing). Write your subject and body. Select your audience, Everyone, All Staff, All Managers, a specific person, or by role (e.g. all Bar Staff, all Security).
Attach to an Event
Optionally attach the message to a specific event using the event dropdown. This keeps briefings organised and easy to find later.
Schedule Messages
Use the Schedule field to set a future send time. Useful for sending pre-event briefings the night before without having to remember to do it manually. Leave blank to send immediately.
Track Delivery
Go to the Sent tab to see all messages you've sent. Click any message to see full delivery tracking, who has read it (with timestamp), who has completed a task, and who has acknowledged a briefing.
Staff Inbox
Each staff member has an Inbox tab showing all messages addressed to them. Unread messages are highlighted with a red dot and badge on the navigation icon. Push notifications are sent to their phone for new messages.
Workflows & Automation
Workflows are automation rules that run in the background. Set up a trigger and an action, Club Certain does the rest automatically.
What are Workflows?
A workflow is a rule: "When X happens, do Y". For example: when an event is confirmed, automatically log it to the activity feed. Or: when an invoice becomes overdue, flag it in Finance. Set it once, forget about it.
How a Workflow Works
Create a Workflow
Go to Workflows → New Workflow. Give it a name and select a trigger from the list.
Choose an Action
Select what happens when the trigger fires. Actions available: Log to Activity Feed · Create a document · Flag invoice in Finance · Show notification · AI: Generate document.
Use Quick Start Templates
Not sure where to start? Use the three built-in templates at the top of the Workflows page:
Event Reminder, Sends staff briefings 48 hours before each confirmed event automatically.
Invoice Chaser, Flags overdue invoices and logs them to the activity feed.
RAMS Due Alert, Alerts you when a RAMS document is due within 7 days.
Monitor the Run Log
The Run Log at the bottom of the Workflows page shows the last 20 times any workflow fired, what triggered it, and what action was taken.
Run a Workflow Manually
Any workflow with the "Manual / on demand" trigger can be run instantly by clicking the Run button next to it. Useful for one-off tasks like generating a document or sending a batch notification.
CC→CS Bridge NEW
Post a shift to The CS staffing marketplace directly from any event in The CC. No copy-pasting, no switching apps — the event details pre-fill automatically.
Tap ⚡ Staff via CS
In the Events panel, every event row has a gold ⚡ Staff via CS button. Tap it and The CS opens in a new tab with the event name, date, and capacity pre-loaded into the post-shift modal.
Complete the Shift Post
Add the role, hourly rate, number of staff needed, and start/end time. The event name is already in place. Tap Post Shift — the shift appears in the CS marketplace immediately.
Manage Applicants from The CS Dashboard
Back in The CS operator dashboard, applicants appear per shift. Verified staff shown with a gold tick. One tap to confirm a booking — the shift status updates and staff receive an instant push notification.
Inhouse Teams NEW
Operators can bring their own regular staff onto The CS as inhouse team members. The CS handles scheduling and communication — the operator pays them directly. No platform commission applies to inhouse staff.
Marketplace vs Inhouse
Marketplace staff are freelancers sourced via The CS. A 10% platform fee applies per booking. Payment flows through the platform.
Inhouse staff are your own team managed via The CS. No commission. You pay them directly via your own payroll. The CS gives them a scheduling and communications interface.
Add an Inhouse Team Member
In The CS operator dashboard, go to My Team → Add Team Member. Enter the staff member's email. They receive an invite to join The CS under your venue. Their account is tagged as inhouse — no marketplace fees apply.
Inhouse Staff Experience
Inhouse staff see shifts posted by their venue only. Their wallet in The CS shows tips and pending payments from their employer — no Stripe payout flow. Payroll is managed by the operator directly.
Super Admin Notification
Every time a staff member transitions to inhouse status, Get Certain's super admin receives an automated notification. This ensures the inhouse model is tracked at platform level.
Folder Management NEW
Organise your documents and invoices with a powerful folder system. Available across Documents, Invoices, and individual Staff and Supplier profiles.
AI Operations Enhancements NEW
The AI in v4.0 is more deeply integrated and more proactive than ever. It now receives your full business state with every query and generates live insights automatically.
Dashboard AI Insights
The Overview dashboard now automatically generates 3 specific, actionable insights every 5 minutes. These pull from live data across all modules, for example: "Staffing Gap: 2 Bar Staff needed for Warehouse Rave tonight" or "Overdue Invoice: £1,200 from Venue X."
Predictive Staffing Warnings
The Events navigation item now shows a red badge if any event within the next 14 days has unconfirmed staff. You'll see this as soon as you log in, no need to dig through individual events to find the problem.
Contextual Awareness
When you ask the AI anything, it now receives your full business state, every event, invoice, staff assignment, RAMS document, and incident. This means responses are specific to your actual situation, not generic guidance.
Comms Widget on Dashboard
A new Comms Widget on the Overview dashboard shows a summary of unread messages and pending tasks from your Internal Comms inbox, so you never miss an action item.
The CS, Staffing Marketplace
The CS is a separate app that connects venues with verified freelance event professionals. It runs on the same Supabase backend as The CC. When a CS freelancer gets booked, they appear in your CC staffing panel with a gold CS badge.
Operators (venues) post shifts, browse talent with Tinder-style swiping, confirm applicants from their dashboard, and pay 10% commission (7.5% on rebookings).
Staff (freelancers) complete a 5-step onboarding, browse available shifts, apply with one tap, build portable reputation through QR reviews.
Operator Features
Mandatory venue profile: Before posting their first shift, operators must complete: venue name, type, address, contact person, email, phone. Staff need to know where they're going.
Post shifts: Role, date, start/end time, hourly rate, number needed, location. Shifts appear in the marketplace immediately.
Operator Dashboard: Access via drawer menu "My Posted Shifts." Shows 3 stat cards (open shifts, applicants, confirmed) and every posted shift with up to 3 pending applicants per shift. One-tap "Confirm" button. Verified staff shown with gold tick.
Swipe to browse: Tinder-style talent cards showing name, role, rating, skills, distance, rate. Swipe right to shortlist, left to skip. Instant toast feedback on every action.
Staff Features
5-step onboarding with validation: Step 1: name, city, email, phone. Step 2: primary role, service skills, licences & certifications (separated into proper categories). Step 3: available days, minimum rate, travel radius. Step 4: bio (min 20 chars), languages, notable venues, right to work. Step 5: preview card and launch.
Photo upload: Real photos upload to Supabase Storage. 5MB limit, image types only.
Find Shifts: After onboarding, staff browse available shifts (not other staff). Drawer menu "Find Shifts" shows all open shifts by date, role, venue, and rate.
Pricing
10% commission on first booking. 7.5% on rebookings (incentivises loyalty to the platform). Staff never pay. The venue absorbs the commission. Average shift value: £130. Commission: £13 first booking, £9.75 rebook.
QR Review System, Portable Reputation
The feature that makes The CS unique. Customer-validated reviews that travel with staff across every venue, forever. Not ratings from managers — ratings from actual customers.
Staff Side
Drawer menu → "Get Your Review QR." A QR code generates encoding the staff member's ID and current venue. Show on phone screen or download PNG to print on a wristband, lanyard, or card.
Customer Side (Under 30 Seconds)
What Happens After Submission
The review writes to the database. A trigger automatically recalculates the staff member's rating and jobs completed count. Their CS marketplace card updates in real time. The venue also accumulates reputation from reviews left while staff worked there.
Identity Verification (Stripe Identity)
Staff can verify their identity through passport or driving licence plus a live selfie. Powered by Stripe Identity. A gold tick badge appears on their profile across the entire marketplace.
How It Works
Cancellation Auto-Notify
When a staff assignment is cancelled or deleted in The CC, the system immediately triggers a replacement flow.
Push Notifications
Real-time notifications for critical events. Enable via the drawer menu "Enable Notifications" on The CS, or the notification bell in The CC.
For Operators
New applicant applies to your shift (shows verified tick if verified). Notification includes staff name, role, and which shift.
For Staff
Booking confirmed ("You got the shift!"). Verification approved ("Your gold tick is live"). New review received.
Settings & Account
Manage your account, team access, passwords, themes, staff notice periods, and data. Access via your avatar icon in the top right corner.
Account Information
Your email, role, and client ID are shown at the top of Settings. This confirms which account you're logged into and what access level you have.
Auto Login
Toggle "Auto login" to stay signed in across browser sessions. When enabled, The CC will remember your session so you don't need to enter credentials each time.
Change Password
Enter a new password and confirm it. Leave blank to keep your current password. All passwords are managed by Supabase Auth with industry-standard encryption.
System Theme
Choose from 5 themes: Club (dark red), Corporate (clean blue), Wedding (warm serif), Festival (vibrant green), or Restaurant (warm amber). Your theme preference is saved and persists across sessions.
User Management (Admin Only)
Create new accounts for your team. Set their display name, email, temporary password, and role (Viewer, Manager, or Admin). New accounts are automatically added to the staff roster. You can also refresh the user list and remove accounts.
Staff Notice Periods
Configure how many days before an event unconfirmed staff trigger a warning. Set separate notice periods for standard staff and manager-level roles. Define which job titles count as "manager" roles.
Data Management (Admin Only)
View data counts across all modules (events, staff, invoices, suppliers, documents, RAMS, incidents). The "Clear Data" button wipes all records from the database. This is irreversible.
Use Club Certain on Your Phone
Club Certain is a Progressive Web App (PWA). Install it on your phone like a native app, no App Store required. It works on any device with a browser, and works offline.
How to Install
iOS (Safari): Open Club Certain, tap the Share icon, then "Add to Home Screen."
Android (Chrome): Open Club Certain, tap the menu (⋮), then "Install app" or "Add to Home Screen."
Push Notifications
When prompted, allow notifications. Club Certain will alert you to staffing gaps, overdue invoices, and new Internal Comms messages even when the app is in the background or your screen is locked.
App not loading on mobile?
Clear your browser cache and re-add the PWA to your home screen. The service worker (sw.js) may be serving an old cached version.
AI Command, 16 Action Types
The AI knows your entire operation. It doesn't just answer questions — it executes operations. Say "create an event" and the event appears. Say "mark invoice paid" and it updates. 16 action types, voice input with 4-second silence buffer, full business context on every query.
What the AI Can Do
Voice Input (Continuous Listening)
Tap the microphone icon. Speak naturally. The system uses continuous listening with a 4-second silence buffer — you can pause to think, breathe, collect your thoughts mid-sentence. It only stops after 4 full seconds of silence, then auto-sends. Status bar shows "Listening… (pause 4s to finish)."
Quick Shortcuts
Use the shortcut buttons in the AI Command panel: Run My Week · Show Risks · Unpaid Invoices · Staffing Gaps · Draft RAMS · Staff Briefing · Chase Invoices · Pipeline Report.
Demo Mode
Explore the full platform with pre-populated data before committing to live use. Demo mode is read-only, no write actions affect your live account.
How to Access Demo Mode
Add ?demo=true to your app URL, e.g. https://yoursite.netlify.app/app.html?demo=true
What's Loaded in Demo
Demo mode loads a pre-populated dataset including sample events, staff, invoices, pipeline deals, RAMS documents, and AI insights. All features are explorable.
Limitations in Demo
Write actions (creating, editing, deleting) are disabled in demo mode. An upgrade prompt is displayed. Switch to a live account to unlock full functionality.
Plans & Tiers
The CC offers four plans. Features are tier-gated, if you try to access a feature beyond your plan, you'll see a prompt to upgrade. All plans include a 14-day free trial.
Basic, £89/mo
4 events/month, 6 staff profiles, basic invoicing, email support. Ideal for small venues running weekly events.
Essential, £198/mo
Up to 7 events/month, 20 staff profiles, full invoicing, email support. For growing operations.
Professional, £497/mo
Unlimited events and staff, AI Command, Internal Comms, RAMS, Pipeline CRM, Workflows, Payroll export, Priority support.
Enterprise, £2,500+/mo
Everything in Professional plus white-label, custom integrations, dedicated account manager, and 24/7 support.
Locked Features
If a feature is beyond your current plan, you'll see a blur overlay with an upgrade prompt. No data is lost when upgrading. Contact clubcertain@gmail.com to discuss your plan.
Keyboard Shortcuts
Speed up your workflow with these shortcuts.
| Shortcut | Action |
|---|---|
| Cmd/Ctrl + K | Open AI Command |
| Cmd/Ctrl + N | New Event |
| Cmd/Ctrl + M | New Message (Comms) |
| Cmd/Ctrl + I | New Invoice |
| Cmd/Ctrl + ? | Show all shortcuts |
Need Help?
Contact Club Certain support at [email protected] or visit clubcertain.com for the latest updates and feature releases.
Glossary
Key terms used throughout Club Certain and this guide.
| Term | Definition |
|---|---|
| PWA | Progressive Web App. A web application that can be installed to your home screen and works offline like a native app. |
| RAMS | Risk Assessment and Method Statement. Essential safety compliance documents required for most events. |
| RLS | Row Level Security. Database-level security that restricts data access based on user roles, your data is only visible to your organisation. |
| Supabase | The backend-as-a-service provider used for Club Certain's database and authentication. |
| Pipeline | The CRM module for tracking booking enquiries through stages from initial contact to invoiced. |
| Tier Gating | Features locked behind a higher subscription plan. Locked features show a blur overlay and upgrade prompt. |
| Demo Mode | A read-only mode loaded with sample data. Access via ?demo=true in the app URL. |
| AI Command | The AI module that has full contextual awareness of your business and answers operational queries in natural language. |
| Unfiled | Documents or invoices not assigned to any folder. Always accessible in the Unfiled view in the folder sidebar. |
| Briefing | A Comms message type requiring acknowledgement from recipients. Can be set to repeat weekly or monthly. |
| CC→CS Bridge | The ⚡ Staff via CS button on each event. Opens The CS with the event pre-filled so you can post a shift without re-entering details. |
| Inhouse | Staff designated as your own team within The CS. No platform commission applies. You manage their pay directly outside the platform. |
| Marketplace | Freelance staff sourced through The CS. A 10% platform fee applies per booking. |
| VAPID | Web Push encryption standard. Ensures push notifications are securely signed and delivered to the correct device. |