How The Glasshouse unified departments and increased efficiency with ArtifaxEvent.
Overview
Following an organisational restructure, The Glasshouse (formerly Sage Gateshead) needed a more collaborative, secure, and accessible system to replace its legacy software. By upgrading from ArtifaxEventClassic to ArtifaxEvent, the venue transformed how teams plan, share, and manage information — giving every department ownership of their bookings and enabling smarter, more transparent operations.
The Challenge
Previously, room bookings, systems, and data collection were all managed by a single central team. As the organization evolved, this approach created bottlenecks and limited visibility for departments that needed to plan their own work. The Glasshouse wanted to distribute responsibility for scheduling and resource management, while maintaining oversight and data accuracy across the organization.
The Solution
Working closely with Artifax, The Glasshouse upgraded to ArtifaxEvent — a modern, cloud-based system accessible to staff across multiple departments. Each department nominated a Power User to configure the system and act as liaison with the Business Projects Manager, ensuring the configuration reflected real workflows and needs.
Monthly Artifax User Group Meetings helped refine processes and embed best practice. Teams introduced:
- A Programme Pattern, requiring programmers to adhere to pre-allocated times and spaces.
- Colour-coded Arrangement Types to identify which department owns each booking.
- A Custom Report exporting the Programme Pattern into Excel with departmental colours, giving leadership an instant overview of compliance.
- A Bespoke Quotation Document that automatically merges booking data with hire information.
The upgrade also improved data security and accessibility, allowing more staff to use the system remotely and collaboratively.
The Results
Artifax has enabled The Glasshouse to decentralise responsibility, improve efficiency, and strengthen data-driven decision-making. Teams now manage their own bookings, and leadership benefits from real-time visibility into activity across all areas of the venue.
The organization continues to evolve its use of Artifax, developing automations, financial dashboards, and custom forms to replace legacy systems and further improve performance tracking.
Client Testimonial
It has gone tremendously well, all teams are now responsible for managing their own bookings and teams are using Artifax successfully every day. We feel we have started a new chapter and Artifax is helping us to achieve this. We have made a great deal of changes and improvements one step at a time.
As Business Projects Manager it's exciting to know that there are so many more opportunities achievable from using the system.”
Why It Matters
The Glasshouse’s upgrade shows how cultural venues can achieve stronger collaboration and smarter decision-making through ArtifaxEvent — creating an efficient, scalable foundation for creative work.
See Artifax in Action
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