All About Status

Rather than having a flat status list, VenueOps has multiple types of statuses. These different statuses will allow your venue to customize your sales, booking, and event workflow.

Your venue's event workflow is how your events move through these statuses. In VenueOps these statuses work independently to give our clients maximum flexibility, but we recommend establishing a workflow so that there is a standard procedure in your venue for how your events move through these statuses.

We are able to work with you to develop a workflow which covers the full life cycle of your events and encompasses all departments. Contact us to discuss this further!

These are the types of status in VenueOps:

Booked Space and Event Status

An event can have one of the six statuses below. Once booked spaces are added to events, the status of those booked spaces will determine the event's status. Note that once an event has a definite booked space, the event is considered definite even if other booked spaces are still tentative.

Inquiry Inquiries are used for leads in the early part of the sales process if the rooms the client would like to book are still unknown. Inquiries are also often used with online inquiry forms. Since inquiries do not have booked spaces, they will not display on the calendar grid or avails, but we'll have an inquiry icon in the header where you can view inquiries for that time. Please note: Once an inquiry has been converted to a prospect or booked as tentative or definite, it will have booked spaces and cannot be reverted to an inquiry.
Prospect Prospects have booked spaces with a prospect status. Prospects are also used in the sales process, especially if you wish to create proposals or estimates with rental rates or rooms listed. These are also useful for internal space requests by staff. Prospects do not conflict check against tentative or definite events, but you are warned if you are creating a prospect where there is already another event. Prospects do not appear on avails.
Tentative Tentative events reserve space while you wait for the client to confirm, whether the client is a conference deciding on a market or a promoter booking a tour. Each individual booked space will have a hold rank/option. When an event is booked, the hold rank/option on each booked space will default to the next available rank for that room at that date/time. If you display status on the calendar, each booked space will display its rank, but the monthly calendar displays the "lowest" rank (farthest away from H1/Option 1) for the booked spaces on that day. The rank is attached to each booked space; events themselves do not have a rank and are simply considered "Tentative". Tentative events appear on avails.
Definite Definite events are ones which you know are definitely happening - whether it's an internal staff meeting, a concert which has been confirmed, or a conference which has been contracted. An event is considered definite once one or more booked spaces have a definite status. Definite events appear on avails, and you can choose to display the event name.
Lost Events are marked as Lost when your venue didn't win the business or if the event didn't happen for various reasons; in essence, the business/revenue was lost. When an event is marked as lost, you will be required to choose a reason for the loss from a customizable list. The event's booked spaces will retain their status, but will no longer appear in conflict checking. To view lost events on the calendar, in the event list or in search, select Inactive in the status options.
Canceled The Canceled status is generally used if there was a booking error, duplicates were created on the calendar, or an event should not have been added to the calendar. Marking an event canceled does not require choosing a reason. The event's booked spaces will retain their status, but will no longer appear in conflict checking. To view canceled events on the calendar, in the event list or in search, select Inactive in the status options. For more information on marking events lost vs. canceled, please see Should I Mark an Event as Lost or Cancel it?.

Please note that you are able to rename prospect, tentative, and definite to match the terms used in your venue, such as request, hold, pencil, or confirmed (see Customize Status Names).

Contract Status

Events and inquiries also have a contract status. Contract statuses are:

  • No proposal or contract
  • Proposal Created
  • Proposal Sent
  • Proposal Approved
  • Contract Waiting to Send
  • Contract Sent
  • Contract Signed

By setting the event's contract status separate from its booked space status, our venues have maximum flexibility to develop a status workflow that best fits their own sales/booking workflow.

Function Status

Function statuses allow you to track the progress for individual functions irrespective of the event's status. Functions can have one of three statuses:

  • Planning
  • Ready
  • Canceled

Please see Function Status for our recommended function status workflow.

Statuses Related to Financials

Finalized Events

Once all charges have been applied to an event, you may finalize it. Once an event is finalized, the event's booked spaces and financials are locked. You are still able to create invoices and add additional revenue, but you are not able to:

  • Make any changes to booked spaces or event status.
  • Change the rental rates.
  • Make any changes to functions or event-wide details.

An event's finalized status can be used to filter events on the calendar and event list, as well as in reports and dashboards. You can also receive an email alert when an event is finalized. For more information, please see Finalize an Event.

Sent Invoices

Marking an invoice as Sent locks both the invoice and the items and discounts associated with it. If you send an invoice from VenueOps it will be marked as sent (see Send an Invoice). You can also mark invoices as sent manually (on the invoice details slider, click the more_vert more info icon and select Change Status to `Sent`). The invoice sent status can also be used in reports and dashboards.