Total Party Planner

The typical implementation process for Total Party Planner (TPP) is designed to be straightforward and supportive, making it easy for catering businesses of any size to transition from manual methods or other software.

Implementation Steps

• Setup Success Program: Upon signing up, you’ll be enrolled in TPP’s Setup Success Program. This includes unlimited personalized training, a dedicated trainer, and assistance with data entry to ensure a smooth rollout.

• Personalized Training: You’ll receive one-on-one guidance tailored to your needs, helping you get familiar with TPP’s features and best practices. This may include walkthroughs, Q&A sessions, and tips for optimizing usage.

• Data Entry Support: TPP staff assists with migrating your information (clients, events, menus, etc.) into the system during setup, streamlining the onboarding process.

• Third-Party Integrations: If needed—such as for staff management tools like Nowsta—TPP offers quick integration steps and optional 15-minute training sessions to configure external system connections easily.

• Customer Service: Users report that TPP’s customer service is responsive and helpful, providing guidance whenever needed.

Typical Timeline

• How long does it take? The total time to set up and begin using TPP depends on the size and complexity of your company. For most businesses, setup—from onboarding to first use—is typically completed within a few days to a couple of weeks. Smaller companies may transition faster, while larger organizations with more data migration and customization needs might require more time.

• Training & Transition: Optional further training and gradual integration are available, making it easier for staff to adapt to the new system as needed.

Total Party Planner offers a high level of customization, allowing businesses to adapt the software to their specific workflows and needs. Key customization features include:

• Custom Event Creation & Banquet Management: Ability to create and organize events, add unique room layouts, and specify detailed requirements for each occasion.

• Customizable Input Fields: Modify event templates to track attendee details, dietary restrictions, rental information, and other unique variables.

• Custom Reports: Build and brand reports, analytics, and proposals to align with your business style.

• Menu & Inventory Customization: Adjust menu items, recipes, allergy information, pricing, and visuals for accurate cost tracking and inventory control.

• Proposal & Invoice Customization: Tailor documents to display preferred pricing structures, branding elements, images, and selective client-facing details.

• User Permissions & Roles: Assign custom user roles and access levels for security and workflow control.

• Third-Party Integrations: Connect with tools such as QuickBooks and Google Calendar for expanded functionality.

• Vision Boards: Create visual presentations for proposals to enhance branding and event design.

• Custom Notifications & Reminders: Set alerts and reminders according to your business’s needs.

• Core Subscription Fee
  • Ranges from approximately $65 to $365 per month.

  • The exact price depends on the plan you choose, the features included, and the number of users.

• Setup Fee (One-Time)
  • Typically between $299 and $1,000.

  • Covers initial account configuration and onboarding support.

• Optional Data Entry Service (One-Time)
  • Approximate cost: $500.

  • Includes expert migration of your business data (e.g., contacts, menus, venues, and other records).

• Additional User Accounts
  • Around $20 to $25 per month per user.

  • Allows businesses to scale access for larger teams.

• TPP Pay Opt-Out Fee

  • $200 per month if you choose not to use TPP Pay’s built-in payment system.

• Third-Party Integration Costs
  • Prices vary depending on the external service (e.g., QuickBooks, Google Calendar).

  • You must maintain your own subscriptions for these integrated tools.

• Maintenance Fees

  • None listed—there are no recurring annual maintenance charges.

• Support & Training Fees

  • Included in your subscription—covers unlimited training and customer support.

• Optional Extra Services (May incur additional costs)
  • Advanced customization services.
  • Additional onboarding beyond the standard setup.

  • Live or specialized training sessions for staff.

• Annual Billing Discount
  • Paying annually instead of monthly offers about a 10% discount on total costs.

• Free Onboarding Classes: New users receive complimentary onboarding sessions to help them quickly understand the system and set up their accounts.

• Ongoing Training: Continuous training options are available to ensure users get the most out of the software over time.

• Tutorials and Guides: Access to a library of tutorials, guides, and a knowledge base for self-learning and troubleshooting.

• Multiple Support Channels: Assistance is available through email/help desk, phone support, live chat, and FAQs for quick problem resolution.

• Dedicated Customer Service: Known for being responsive and knowledgeable, the support team offers personalized help when needed.

• Unlimited Training: Every subscription includes ongoing, unlimited training and support.

• Role-Based Access Controls: Only authorized team members, such as administrators, can view or modify sensitive information.

• Unique User Credentials: Each user is assigned a unique username and password for secure access.

• Account Confidentiality: Users are responsible for keeping their login details secure and reporting any unauthorized activity.

• Session Management: Logging out after each session is recommended to prevent unauthorized access.

• Industry Standard Practices: While full technical details aren’t disclosed, the system follows common security approaches used in the event management software industry, such as encryption for data storage and transmission, and compliance with payment security standards.

• Regular Feature Updates: New features and improvements are released on a regular basis based on user feedback.

• Automatic Deployment: Updates are applied automatically, so all users are always on the latest version without needing to install anything manually.

• No Additional Cost: All updates are included in the subscription price.

• User Communication: The development team keeps users informed about changes and is open to suggestions for future enhancements.

• Data Ownership: Total Party Planner places control of all organizational data in the hands of the customer, specifically the Account Owner and Administrator. Only these designated roles and active users can access, manage, or authorize release of company data. Third-party access is prohibited unless specifically approved by the Account Owner and Administrator. This means your organization decides how your data is accessed, shared, and protected.

• Data Portability: The system includes features for exporting data, allowing users to retrieve and transfer it for external use, analysis, or system migration. Data can be exported to compatible external platforms such as accounting tools, office applications, calendars, and email marketing systems. This makes it easier to integrate with other tools or transition away from the software if needed.

• Right of Access and Erasure: Users have rights to access, correct, delete, or object to the processing of their data. The Account Owner can request retrieval or deletion of stored data in accordance with privacy and data management standards.

• Flexible Subscription Plans: The service offers both monthly and annual plans, allowing organizations to upgrade or downgrade at any time. Scaling up can involve adding features, more users, or additional integrations.

• No Long-Term Contracts: There’s no requirement for a long-term agreement, so customers can adjust their plan freely—ideal for seasonal businesses or those with changing requirements.

• Adjustable User Accounts and Services: User accounts and optional services can be added or removed as staff sizes or business needs change. Additional onboarding or migration services are available for growing teams.

• Annual Billing Savings: Annual billing provides a discount, which can be useful for organizations planning for long-term growth.

• Immediate Implementation: Subscription changes, whether upgrades or downgrades, can be made quickly, with support from customer service to ensure a smooth transition.

• Automatic Renewal: Subscriptions renew automatically based on your chosen payment plan, whether monthly or annually. If you do not cancel before the renewal date, your service continues and the next billing cycle is charged.

• Cancellation Notice: To cancel, the Account Owner or Administrator must give written notice at least 30 days before the renewal date. A cancellation form must also be completed.

• Ongoing Service: Service remains active unless formally terminated by either party. You can adjust your subscription—such as adding or removing users or changing plans—without penalty, and there is no long-term contract requirement.

• Price Changes: The company may change subscription prices and will give at least 30 days’ advance notice. Continuing to use the service after the notice period means acceptance of the new rates.

• Refund Policy: You can cancel within 30 days of your first purchase to receive a refund of the subscription fee, but activation and optional service fees are non-refundable. Cancellations after 30 days are not eligible for refunds, and all outstanding balances must be paid.

• Termination for Breach: Either party may end the agreement if there is a significant breach of terms that is not corrected within 30 days of written notice.

• Data After Termination: Once the account is cancelled, the company is not required to keep your data. If you restart the service, the current pricing and a new activation fee will apply.

• Data Protection & Access Controls: The system uses role-based permissions, unique user credentials, and confidentiality policies to safeguard accounts. Users are expected to protect their credentials and report any signs of unauthorized access.

• Industry Standard Practices: Data is stored securely in the cloud, with ongoing software updates to maintain performance, reliability, and security.

• GDPR Alignment: The platform supports customer rights such as data access, correction, and deletion, in keeping with common international privacy standards for organizations serving clients in the EU.

• Legal Compliance: Information may be shared with authorities if required to comply with national security or legal obligations.

• Special Certifications: While no formal public claims are made for specific certifications such as HIPAA or PCI DSS, payment features and integrations are generally expected to meet relevant financial data protection standards. Businesses in highly regulated industries should confirm compliance directly with the provider.