AI inspections for iVvy

Overview

A ticked setup requirement in iVvy says the room was set. It does not say what the room looked like. iVvy carries the booking from enquiry to session to Banquet Event Order, holds the setup requirements against each function space, and puts them in front of the floor team on the Virtual Run Sheet, where catering items and setup requirements can be ticked off as they are done. What no part of that record holds is a picture of the finished room, or of the room after the client leaves. RapidEye reads the function spaces and the booking and session dates from iVvy along with the photos your team takes, and returns a finding per space: a setup that does not match, damage that is new since the last event, a missed clean, a chair or a lectern that has not come back.

How it works with iVvy

An event in iVvy has a shape the floor already follows: the space is set to the requirement, the sessions run, the room is packed down, and the coordinator closes the booking out. RapidEye attaches a photo check to the three moments in that shape where the room is either about to be seen or about to be handed back.

• The setup check, before the doors open. Your setup requirement says theatre for 180 with a lectern stage left and a registration table in the pre function area. RapidEye reads the photos of the set room against it and comes back before guests arrive: two rows short, no water on the top table, the lectern on the wrong side. That is the check nobody has time to do on a day with four events in start time order.
• The pack down check, after the client leaves. The same angles, taken as the crew strikes the room. RapidEye compares them to the setup photos of that same space and reports what changed while the client had it: a scored wall by the double doors, a torn banquette, a stain on a cloth, blu-tack on the paintwork. The finding carries both frames and the booking that sat between them, which is the version of the story a deposit conversation survives.
• The return to standard, before the next booking. A space that has hosted a gala at midnight is sold again at eight the next morning. RapidEye reads the reset photos and says whether the room is back to what your venue calls ready, including the things nobody writes on a run sheet: a dead lamp in the corner, a missing panel from the moveable wall, chairs from another room stacked in the pre function area.
• Parent rooms and their parts. iVvy lets a large space be made up of individual spaces that are blocked when the parent is booked. RapidEye holds the same relationship, so a finding lands on the section of the ballroom where the damage is, not on the whole room.
• Whatever your operation calls a standard. The layouts iVvy offers, theatre, classroom, U-shape, cabaret, boardroom, banquet, cocktail, hollow square, exhibition, are a good starting set, but the standard RapidEye checks against is yours: your linen, your AV kit, your house rules on signage.

Each finding names the space, the spot in the room, the kind of problem, how serious it is, the two photos side by side, and a suggested next step. It lands in the RapidEye dashboard and, if you want it there, in a Slack channel or the operations inbox, and what happens next in iVvy, a task on the booking, a case, a note for the next event order, stays your decision. Photos are the common starting point, and they are not the only one: video walkthroughs of a room strike, or 3D scans of a space you have captured already, are things we set up with you.

How to connect iVvy to RapidEye

1. Your function spaces, as iVvy has them. Under Setup, Function Spaces, Spaces, with the layouts you actually sell against each one. Spaces you never turn over, and parent rooms you only ever book whole, are yours to include or leave out.
2. Photos at setup and pack down. A setup requirement holds a name and a description, so the pictures come from your team. RapidEye sends a capture link that opens on any phone, nothing to install: a fixed set of angles per space, lights up, taken before the requirement is ticked off and again as the room is struck. If your crew already photographs rooms in something else, RapidEye reads those instead.
3. RapidEye as a user on the account. Added under Global Settings, Users, Users, in a group whose policy is read only. The Connect button has the details.

The Virtual Run Sheet, and what a tick means

Checked against iVvy's knowledge base, September 2026.

iVvy is venue and event management software used by hotel groups, function centres, stadiums and sports clubs, universities and public spaces. According to iVvy's knowledge base documentation (ivvy.com), the Virtual Run Sheet is the operational view of a booking: an easy to read format for a tablet or iPad, reflecting Tentative and Confirmed bookings only, updated in real time as the booking changes, and reached from the top right of the venue account by a user with an iVvy login. Where a venue has several properties on the account, the run sheet can show all of them or only the ones you pick, and the day's events list in start time order.

A tick is a statement of completion by the person who did the work, and that is exactly what an operations team needs mid service. It is not a record of condition, and nothing on the run sheet is.

Can you attach a photo to a setup requirement or a booking in iVvy?

Not to the setup requirement itself. iVvy's documentation describes a setup requirement as a name and a description, added new or picked from your existing list, editable per booking without changing the ones stored for future bookings, and populated into the BEO when the event order is created. Function spaces themselves do take images, which is what a space shows on the iVvy Marketplace, and iVvy's Case and Issue Management feature, an add on, does take an attachment: a case is raised against a booking as Feedback, a Complaint, an Incident or a Post Event Report, given an owner and worked through Open, In Progress and Closed with an outcome. That is a good record of a problem after somebody has noticed it and decided to raise it. The photo check runs earlier, on every space and every event, so the case that gets raised starts with evidence rather than with a client's email.

What happens to a finding when the event is over

iVvy already has the two places it can land. Task templates can auto create against a booking on a trigger, with due dates set relative to the event, including a number of days after it, and a task template can be assigned to a Booking Role rather than a named person so it follows whoever holds that role on the booking. Cases carry the client-facing side. RapidEye does not write to either one; it puts the finding, with its photos, in front of the coordinator whose name is already on the booking, on the same day the room was struck rather than at the end of the month.

iVvy integration FAQ