Corporate User Guide

How To Use Guavo

A complete guide to discovering, booking, and managing corporate event venues with Guavo's AI-powered platform.

Last updated: February 2026

Table of Contents

1. What Is Guavo
2. Getting Started
3. How to Create an Inquiry
4. How to Schedule Your Event
5. How to Source Venues with AI
6. How to Review & Submit an Inquiry
7. Understanding the Approval Process
8. Tracking Venue Outreach
9. How to Handle Contracts & E-Signatures
10. Managing Your Team
11. User Roles & Permissions
12. Your Profile & Preferences
13. Tips & Best Practices
14. Need Help?

What Is Guavo

Guavo is a corporate event and venue management platform designed for teams that regularly organize private dining, off-site meetings, client entertainment, and company events. It brings the entire booking process — from venue discovery to contract signature — into a single, governed workflow.

Whether you are an employee sourcing a client dinner venue or a corporate administrator approving a budget request, Guavo gives your team the tools to move quickly while maintaining appropriate oversight.

Getting Started

Access to Guavo is invitation-based. Your corporate administrator will send you an invitation to join your company's Guavo team. Follow the steps below to get set up.

Accepting a Team Invitation

1. Check your inbox for an invitation email from Guavo. It will include your company name and a secure invitation link.
2. Click the invitation link. The link is unique to your email address and is time-limited — use it promptly.
3. Complete your registration by entering your name and creating your account credentials.
4. You will be taken directly to your team's Guavo dashboard. Your role (Admin or Employee) will have been set by your administrator.

Logging In

Guavo uses email-based authentication. To sign in:

1. Navigate to the Guavo login page and enter your registered email address.
2. A one-time login link or code will be sent to your email.
3. Click the link in the email to be authenticated and taken to your dashboard.

Dashboard Overview

After logging in, your dashboard gives you a central view of all activity. Key areas include:

• Venue Outreach — your primary workspace for creating and tracking venue inquiries
• Approvals (Admins only) — the queue of pending booking requests awaiting your review
• Team Management — invite and manage team members and roles
• Profile — your personal settings, preferences, and AI configuration

How to Create an Inquiry

An inquiry is the starting point for every booking on Guavo. It captures the basic details of your event and triggers the venue sourcing workflow. New inquiries begin in Draft status.

1. 1

   Navigate to Venue Outreach from the main navigation in your dashboard.

2. 2

   Click the "New Inquiry" button, typically located in the top-right area of the Venue Outreach page.

3. 3

   Fill in the inquiry details:

   • Event name — a descriptive name for your event (e.g., "Q3 Client Dinner — Chicago")
   • City / Location — the city or area where the event will take place
   • Budget — your estimated total budget for the event
   • Team assignment — assign the inquiry to the relevant team within your organization
4. 4

   Confirm to create the inquiry. It will appear in your Venue Outreach dashboard with a Draft status and a unique reference number.

How to Schedule Your Event

Once an inquiry is created, the next step is scheduling. Guavo uses an interactive calendar interface where you define the types of venues you need and when.

1. 1

   Open your inquiry from the Venue Outreach dashboard, then navigate to the Schedule step within the inquiry flow.

2. 2

   Drag event types onto the calendar to define what kinds of venues you need. The available event types are:

   • Private Dining — restaurant private rooms for dinners, lunches, or hosted meals
   • Hotel — hotel meeting rooms, conference suites, or ballrooms
   • Event Space — dedicated event venues for larger gatherings or off-sites
3. 3

   Set details for each calendar item:

   • Date range (or specific date)
   • Expected guest count
   • Preferred time of day or specific time window
   • Special requests or requirements (AV equipment, dietary restrictions, room layout, etc.)
4. 4

   When your schedule is complete, click Proceed to Sourcing to move to the venue search step.

How to Source Venues with AI

The Source step is where Guavo's AI-powered venue matching takes center stage. You'll interact with an AI assistant in natural language, and Guavo will surface matching venues on an interactive map and results panel.

1. 1

   Describe your requirements in the AI chat using plain, natural language. The more specific you are, the better the results. Examples:

   "I need a private dining room in Midtown Manhattan for 12 people. Italian or French cuisine preferred. Must have AV setup and natural light."

   "Conference room in downtown Chicago for 30 attendees, all-day meeting, catering required, Thursday in March."
2. 2

   Browse the results on the interactive map. Venue pins represent matching locations. Use the map to understand proximity and neighborhood context.

3. 3

   Click venue cards to see full details for each location, including:

   • Photos and venue overview
   • Cuisine type (for dining venues)
   • Capacity range
   • Estimated cost
   • Awards, ratings, and notable recognition
4. 4

   Click "Add to Inquiry" on any venue you want to shortlist. You can add multiple venues — adding more options is encouraged before narrowing down.

5. 5

   Use "Compare Selected Venues" to see a side-by-side evaluation of your shortlisted venues. This view highlights key attributes to help you make an informed decision.

6. 6

   Use the "Search This Area" button on the map to explore venues within a specific geographic region — useful when you have a preferred neighborhood or need to stay close to a particular address.

How to Review & Submit an Inquiry

Before submitting for approval, Guavo presents a Review step where you can verify all event details. Take time here — once submitted, the inquiry moves into the approval workflow.

1. 1

   After sourcing venues, proceed to the Review step within your inquiry.

2. 2

   Verify your submission details:

   • Event name, location, and budget
   • Scheduled dates and event types
   • Shortlisted venues and any notes attached
   • Guest count and special requirements
3. 3

   Click "Submit for Approval." The inquiry status will update from Draft to Pending Approval.

4. 4

   Your corporate admin will receive an automatic email notification that a new inquiry is awaiting their review.

Understanding the Approval Process

Guavo's approval workflow ensures that venue bookings are reviewed by the right stakeholders before any commitment is made. This protects budget integrity and aligns with corporate governance requirements.

For Employees (Requesters)

• After submission, your inquiry enters a review queue visible to your corporate admins.
• Admins will review venue details, budget breakdown, guest count, and the occasion context.
• The inquiry status will move to either Approved or Rejected.
• You will receive an email notification once a decision is made. Rejections may include comments explaining the reason.

For Admins (Approvers)

1. 1

   Navigate to the Approvals section from the main dashboard. All pending inquiries appear here.

2. 2

   Open an inquiry to review the venue shortlist, budget breakdown, guest count, event purpose, and schedule.

3. 3

   Click Approve to greenlight the booking request, or Reject and include comments to inform the requester of the reason.

4. 4

   The requester is automatically notified by email of your decision.

Tracking Venue Outreach

Once an inquiry is approved, Guavo begins outreach to your shortlisted venues. You can track the progress of each venue through its lifecycle in real time.

Venue Outreach Stages

Each venue in your approved inquiry progresses through the following stages:

Using the Venue Outreach Dashboard

The Venue Outreach dashboard organizes your inquiries into clear tabs:

• Upcoming — active inquiries that are approved and in progress
• Past — completed or booked inquiries for reference
• Draft — inquiries that have not yet been submitted for approval
• Canceled — inquiries that were canceled at any stage

Additional management options from this dashboard:

• Search by reference number to quickly locate a specific inquiry
• Edit inquiry details such as guest count or notes while outreach is in progress
• Remove venues from an active inquiry if a particular option is no longer of interest

How to Handle Contracts & E-Signatures

When a venue reaches the Contract stage, Guavo enables you to manage the entire signing process without leaving the platform.

1. 1

   Open the venue within your inquiry and navigate to the Contract section. This becomes available when the venue stage is Contract or higher.

2. 2

   Set the contract date and time, and add the relevant contact information for the venue or event coordinator.

3. 3

   Add signatories — these are the individuals (delegates) who are required to sign the contract. Each signatory will receive a signing request by email.

4. 4

   Click "Send for E-Signature." All signatories will receive an email with a link to review and sign the contract digitally.

5. 5

   Track signature status in real-time. The contract view shows which signatories have signed and which are still outstanding, updated live as signatures are collected.

6. 6

   Once all required parties have signed, the venue status advances to Booked and the booking is confirmed.

7. 7

   If needed, you can cancel a contract and start fresh, or re-send the signing request to any signatory who has not yet completed their signature.

Managing Your Team

For Admins

Navigate to Team Management from your dashboard to access the full suite of team controls:

• Invite new members — enter a colleague's email address to send them a secure invitation link. They will receive an email with instructions to register and join your team.
• Manage pending invitations — view all outstanding invitations, cancel ones that are no longer needed, or re-send invitations that may have expired or gone unnoticed.
• Assign roles — set each team member as either an Admin (with approval and management capabilities) or an Employee (who can create and manage their own inquiries).
• Remove team members — revoke access for individuals who have left the team or organization.

For All Users

• View the full team roster, including names, roles, and contact information.
• See your own assigned role and understand what you have permission to do within the platform.

User Roles & Permissions

Guavo has two user roles. Your role is assigned by your corporate admin and determines what actions you can take within the platform.

Your Profile & Preferences

Keeping your profile complete helps Guavo deliver more personalized venue recommendations. Access your profile from the navigation menu or your account avatar.

Personal Information

• Full name, phone number, and email address
• Bio — a brief professional description (visible to your team)
• Profile picture — drag and drop to upload or replace your photo

Work Information

• Job title
• Primary work location (office or city)
• Timezone — used for scheduling and notification timing

AI Preferences

These settings help the AI sourcing tool prioritize the right results for you:

• Walking distance radius — the maximum distance you consider walkable when filtering nearby venues
• Venue search radius — the broader geographic area the AI should consider when surfacing venue options

Tips & Best Practices

Make the most of Guavo with these recommendations from experienced users.

Need Help?

If you run into an issue or have a question that this guide doesn't answer, there are a few ways to get support.