Managing the Event Pipeline

The EventSync Pipeline is where you manage the full lifecycle of your non-wedding event inquiries. Every inquiry moves through a series of stages — from initial contact to booked event — and the Pipeline gives you both a visual Kanban board and a sortable list view to manage them.

Pipeline stages

EventSync uses the following stages to track where each inquiry is in your sales and planning process:

Kanban view

The Kanban board is the default view on the Pipeline page. Each stage appears as a column, and each inquiry is a card within its current stage column.

Moving inquiries

Drag an inquiry card from one column to another to update its stage. The status change saves automatically.

Alternatively, open an inquiry and change its status from the detail view:

1. Click on an inquiry card to open its detail view
2. Use the status dropdown to select a new stage
3. The change is reflected immediately on the Kanban board

Filtering the Kanban board

Use the filter controls above the board to narrow what you see:

• Event Type — Show only a specific type of event (Corporate, Birthday, etc.)
• Assigned To — Filter by the staff member managing the inquiry
• Search — Find an inquiry by contact name or notes

Kanban card information

Each Kanban card shows at a glance:

• Contact name (or organization)
• Event type badge (color-coded by event type)
• Event date (if set)
• Guest count estimate
• Booked amount or budget (if entered)
• Days in current stage

List view

The List view displays all inquiries in a sortable table — useful when you have many inquiries and need to scan across all stages at once or sort by date, status, or amount.

To switch to List view, click the list icon in the view toggle at the top right of the Pipeline page.

The list shows each inquiry with:

• Contact name and event type
• Event date
• Current status
• Guest count
• Booked amount

Click any row to open the inquiry detail view.

Filtering in List view

The same filters available in Kanban view apply to List view. You can also sort by column headers — click a column header to sort ascending; click again to sort descending.

Managing an inquiry

Clicking on any inquiry card (in Kanban) or row (in List view) opens the full inquiry detail view. From here you can:

Update status

Move the inquiry to any pipeline stage using the status control.

Add notes

Document your conversations, follow-ups, and decisions in the notes section. Notes are internal and never visible to the client.

Link billing documents

From the inquiry detail view, you can create and access proposals, contracts, and invoices associated with this specific event. See Event Billing and Documents for full details.

Set an event date

If the event date changes or is confirmed after initial inquiry, update it directly from the detail view.

Record the booked amount

Once terms are agreed, record the final booked amount so it flows into the revenue stats on the Dashboard.

Converting a booked event to an event record

When an inquiry is marked Booked, it also appears in the Events section of EventSync. The Events page shows all confirmed and completed events in a table view, making it easy to see upcoming bookings at a glance without scrolling through all pipeline stages.

From the Events page, click any row to access the full event detail — the same view as the inquiry detail, but filtered to show only your confirmed business.

Best practices

• Respond to new inquiries within 24 hours — The conversion rate on quickly-responded inquiries is significantly higher than those that go unanswered for days
• Keep statuses current — The Dashboard's conversion rate and pipeline funnel data are only as accurate as your stage updates
• Use "Lost" correctly — When a prospective client chooses another venue, mark the inquiry as Lost with a note about why. Over time this data helps you identify patterns in why you win or lose business.
• Add the booked amount before moving to Booked — The Revenue Overview chart on the Dashboard only includes inquiries with a recorded booked amount

Frequently asked questions

Can I reopen a Completed or Cancelled inquiry? Yes. Change the status back to any active stage. This is useful if an event is rescheduled after being marked complete, or if a cancelled event is revived.

Does a booked EventSync inquiry appear on the main CeremonySync calendar? Yes. EventSync bookings appear on the venue calendar alongside weddings, giving you a complete picture of your venue's schedule.

Can I assign an inquiry to a specific staff member? Yes. Each inquiry has an "Assigned To" field. Use this to distribute incoming inquiries across your sales or coordination team.