Onboarding checklist

What we need from you

To set up your organisation on TEKRAM, we'll need the following information. Expand each section to see the details, and use it as your checklist before you complete the onboarding form.

This list uses general wording: space, applicant, site. Your portal will use your industry's language instead, which we set from your answer to “what do you run?” on the onboarding form. Don't worry if you don't have everything right away. We can configure your system in stages. The items marked with an asterisk (*) are required to go live; everything else can be added later.

1. Organisation details *

Organisation / business name Your trading name, whether you're a market, show society, council, park, marina or venue

ABN (Australian Business Number) Required for payment processing and invoicing

Primary contact name, email, and phone number This person will be the main system administrator

Organisation logo PNG, JPEG or WebP, used in emails, invoices and vendor-facing pages

Current terms & conditions The more accurate the T&Cs you provide, the better the setup process

2. Your sites, venues & dates *

Provide the following for each site, venue or event you operate:

Site, venue or event name e.g. "Sunday Farmers Market", "Elmore Field Days", "Memorial Hall"

Venue address Full street address, suburb, state, and postcode

Frequency and typical day e.g. Weekly on Saturdays, Monthly first Sunday, Once-off event

Operating hours e.g. 6:00 AM to 12:00 PM, or vendor setup time plus public hours

Upcoming event dates A list of confirmed dates you'd like published for bookings (we can also generate recurring dates)

Maximum capacity Total number of spaces available at this venue

Total 3m × 3m spaces on the ground We count capacity in 3m × 3m spaces: a 6m site uses two, 9m uses three, 12m uses four. Give us the real ground count.

Permit or council capacity limit If your permit caps numbers separately from floor space, tell us both and the system respects each at once

Public holiday surcharge, if any A percentage added to site fees on nominated dates, e.g. 20% on public holiday dates. Add-ons stay full price.

Invitation-only dates Any dates you want closed to public self-booking so you can curate the vendor mix or run a first-dibs round

3. Spaces & pricing *

Tell us about the types of space you offer (stalls, trade sites, booths, halls, pitches or berths):

Space types and sizes e.g. Standard (3m × 3m) at $60, Large (6m × 3m) at $120, Food Vendor at $100. List each variation.

Number of each site type e.g. 30 × Standard, 5 × Large, 10 × Food Vendor

Pricing per site type (inc. GST) We'll configure pricing per stall type; each type can have its own price

Slots consumed by larger sites e.g. a Large site may use 2 booking slots from your total capacity

Site amenities Which sites have power? Shade? Vehicle access? We can tag these per site.

Space types held back from public booking Any type you want reserved for coordinator allocation only. Visible to you in the portal, hidden from the public booking form.

Booking buffer settings How far out can bookings be made (e.g. 12 months ahead)? When is the cutoff to stop bookings (e.g. 7 days prior to event)?

4. Add-ons & extras

Optional extras your applicants can select when booking:

Electricity access: available? Price (inc. GST)? e.g. $20 per event for 10A power

Table hire: available? Price (inc. GST)? e.g. $10 per trestle table

Gazebo hire: available? Price (inc. GST)? e.g. $30 per gazebo

Gazebo weights: available? Price (inc. GST)? e.g. $10 per set

Any other add-ons? Let us know if you offer anything else. We can add custom add-ons.

How many of each you physically own The number of gazebos, tables and weight sets you actually have. The booking form stops selling them once they run out. Leave blank for unlimited.

How many power outlets your board has Power is counted as outlets, not bookings. A vendor taking 2 × 15A uses two from the pool.

5. Payment setup *

Stripe details If you already have a Stripe account, we'll need the API keys to connect TEKRAM to your account. If not, we can help you set one up.

GST rate Standard is 10% for Australian businesses. Confirm if your prices are inclusive or exclusive of GST.

Payment terms e.g. "Payment due 14 days prior to the event". This appears on applicant communications and is used for system settings.

Do you have permanent or recurring holders? Regulars booked a whole month at a time on one shared invoice with their space held. Give us the list, their usual site, and the discount percentage they receive on the site fee.

Accounting package If you use Xero we can supply import-ready invoice and contact exports, or set up a direct sync on Enterprise

Refund and cancellation position Whether you offer cash refunds, credit toward a future booking, or neither. This decides which options appear to your coordinators.

Do you accept manual payments? Cash, bank transfer or cheque. We can enable manual payment recording alongside online payments.

6. Application preferences

We can customise what information applicants must provide:

Required documents Public liability insurance, food safety certificates, food licences, Blue Cards. Which are mandatory for your events?

Product categories What categories do you accept? e.g. Food (hot), Arts/Crafts, Fashion, Services, Fresh Produce

Terms and conditions Provide your site rules, cancellation policy, and any terms vendors must accept. We'll embed these in the application form.

Any custom questions? e.g. "Do you require vehicle access to your stall?", "Are you a returning vendor?" We can add custom fields.

7. Branding & communications

Brand colour (hex code) Your primary brand colour, used in emails, buttons and system accents

Social media links Facebook, Instagram and LinkedIn. Displayed in your public directory and email footers.

Public website URL (if applicable) We can link back to your existing website, or TEKRAM can serve as your primary market page

8. Manager access & users

Who needs manager access? List the names and email addresses of all staff who should have access to the Manager Portal

Who needs finance access? List the names and email addresses of anyone who needs Reports, Expenses, Revenue and exports

Permission levels Should all users have full access, or should some be limited to check-in only?

That's it. Once you've gathered this information, complete the onboarding form or send it all through to us. Typically live within 5 business days of receiving your completed onboarding details.

Complete the onboarding form