Event statuses are a great way to visually communicate with your team about where an event is in the planning process. Not only can you color and filter your calendar by event status, but you can also filter and group Event Details reports by status as well. While you and your team may refer to those statuses how you wish, here is what we recommend.
|Prospect||The status for events that are in the earliest stage of planning. No documents have been shared with the guest. Prospect events can overlap with other prospect events on the calendar.|
After you share the Contract or Proposal with your guest, you should update the status of the event to Tentative. A tentative event will place a hold on the calendar while you wait for the guest to sign off on the Contract and pay a deposit (if you require one).
After a guest has signed the contract and paid the deposit, change the status to Definite. The actuals of definite events will count towards sales goals and forecasting.
This status is to be used on events after they occur and indicates no additional action is required. Before marking an event as closed, you will want to do two things. First, go to the Docs tab for the event and open the Contract & Event Order. Add any charges the guest added on the day of, and make sure the totals in the billing widget match your POS receipt. Once they do click Update. Second, go to the payments tab and record all payments as paid. Once the Total Outstanding in the payments tab says $0, you can then change the status to Closed.
For any event that falls through before it actualizes, change the status to Lost. Lost events will free up the space on your calendar, but save all communication and documents for reporting.
Additionally, when you update an event’s status to Lost, a “Lost Reason” field will appear. You can fill in that field and run a report on that data down the road.
To add more Lost Reasons, go to Settings > Preferences> Dropdowns.
The Waitlist status is a great option if there is a room within your venue that many people ask to book specifically. Even if you already have another event for the requested date and time, you can put create another event with the Waitlist status. Should the first event fall through, the waitlisted one will bump to Prospect for you to follow up with.
Pro Tip: These are general Status definitions. They could be used slightly differently based on account. Please also note, it is not possible to customize the names or colors of event statuses. Neither is it possible to create entirely new statuses.