Most bookings start as a lead and are converted, but you can also create an event straight away, for example for a repeat customer who rings to book.
Step by step
- Click New Event / Lead in the top bar, or go to Events > All Events and click New event.
- Fill in the sections. Only a few fields are required: the customer, event type, date and start and finish times.
- Click Create, or Save & Send Quote to email the quote straight away. See Sending a quote.
The sections
- Details: the event’s name, customer, lead DJ (the primary employee), event type, lead source and status.
- Scheduling: the date, start and finish times, and an end date for events that run past midnight. Add a setup date and time if you set up early.
- Venue: pick a saved venue, type in venue details for a one-off, or use the customer’s address for a house party.
- Financial: package, add-ons and equipment, then each cost, the total, the deposit and the balance due date. See Deposits, balances and due dates.
- Travel: distance, travel time and a link to directions. See Working out travel costs.
- Playlist: whether guests can request songs and how many. See Guest song requests.
- Contract: which contract template the customer signs.
- Notes: three kinds of notes (below).
You can change the order these sections appear in at Settings > Events > Event Page Layout.
The three kinds of notes
- Client-facing notes: shown to the customer in their portal, and they can edit them.
- Employee notes: for your staff working the event.
- Internal notes: for you and your office only.
Prices are locked in
The package, add-on and equipment prices are saved when the event is created. If you put your prices up later, existing bookings keep the price they were booked at. Only a newly added item, or a different package, is priced at today’s rate. If you would rather re-price old bookings when you edit them, turn on Update prices on existing events when they’re saved in Settings > Events.
The tabs under the event
Once saved, tabs below the form hold everything else about the event: transactions, invoices, staff, meetings, the playlist, the timeline and a History tab. History is a timeline of every change, email, open and click, quote acceptance, contract signature and completed planning form.
Buttons at the top
From an event you can Send Quote, send or view the contract, Create invoice, Start New Meeting, open planning and Print Event Details as a PDF to take with you on the night.