Event Flow Timeline
Every room on one screen — the ballroom, the courtyard, the bridal suite, hour by hour. Drag events to reschedule, see turnaround time between bookings, and catch two things booked into one space before the day arrives.
Event Flow lays a day out sideways: one lane per venue space, events as blocks along a time axis. It answers the question a calendar cannot — what is happening in the Garden Room at four o'clock, and has anyone left time to reset it.
It needs venue spaces. Without any, it says so and points you at settings to add them.
Two ways in, showing different things
Event Flow in the main navigation shows your whole venue on one date.
Inside a wedding, open Timeline. Above the events are two buttons, List and Flow — press Flow. That shows the same timeline scoped to one wedding, with a Show All Venue Events switch to bring everything else that day into view alongside it. It opens on List each time, so pressing Flow is a click you make on each visit.
Same timeline, different starting question: one is "what is happening on Saturday", the other is "where does this wedding sit in it".
Moving between dates
On the main Event Flow, the header has back and forward arrows and the date itself as a button, which opens a picker with month and year dropdowns — the venue you are checking is usually a year out, and ten clicks on an arrow is not a way to get there. A Today button appears when you are looking at any other day.
Inside a wedding, the tab shows that wedding's date and there is no date navigation at all.
Reading the timeline
The left column is headed Zones and holds the space names. The time axis is fitted to the day — it starts an hour or so before the first thing happening and ends after the last, rather than showing hours of empty morning. A day with nothing on it falls back to 8 AM to midnight. If today is the day you are looking at, a marker shows the current time, the axis stretches to include it, and the view scrolls itself there when it opens.
Block width is the event's real duration, so a fifteen-minute send-off is a narrow sliver and a three-hour reception is wide. Narrow blocks shorten their label to fit; the very shortest have room for nothing at all. Hover any block to see its full name, times and space.
When two events in one space overlap, they stack: each gets its own row inside the lane and the lane grows to fit. Nothing is hidden behind anything else.
The Legend covers what a block can be: Wedding Event, Venue Event, Booked Window, Warning, Error.
The booked window
A wedding on your calendar appears as a shaded band across the lane, labeled Booked with its hours, rather than as a block competing for the room. It is the window the space is held for; the run of show sits inside it.
That distinction is what stops the obvious nonsense — your own booking being reported as clashing with your own ceremony. What it gives you instead is the check worth having: an event scheduled outside the hours its room is booked for.
The Unassigned lane
Events with no space yet collect in a lane of their own at the bottom. Drag one into a space to place it, or back into Unassigned to take it out again. The lane only appears when something is in it — a wedding imported from a run of show usually starts with everything there.
Rooms out of service
If FacilitySync has a space marked unavailable on this date — an open ticket that closes the room, or blocking maintenance — the lane shows an Unavailable badge. The timeline will still let you schedule into it; the badge is there so you know before you do.
Narrowing what you see
- The search box matches couple names and event titles
- Event Type opens Show Events, with tick boxes for Wedding Events and Calendar Events
- Spaces opens Filter by Space, a tick box per space, with Clear Selection
- Clear Filters resets everything and shows how many filters were on
Filters narrow the conflicts panel too — hide a space and its clashes go with it, so what the panel says always matches what you are looking at.
Moving events
Drag a block to a new time, or into another space's lane. Dropping it opens a confirmation showing where it came from and where it is going.
Hold Shift while dragging to skip that confirmation and move it immediately. Useful when you are laying out a day from scratch; less useful at four o'clock on a Saturday.
Times snap to the nearest quarter hour, and a block cannot be dropped outside the day — drag one to the far right and it lands in the last slot that still finishes before midnight, keeping its length.
If your role gives you view-only access to Event Flow, blocks do not drag and the Resolve buttons are not shown.
Conflicts
Event Flow watches the day as you rearrange it and reports five kinds of problem:
| Kind | What it means |
|---|---|
| Overlapping events | Two events in the same space at the same time |
| Outside booked window | An event scheduled outside the hours its space is booked for |
| Short transition | Not enough gap between consecutive events |
| Duration warning | An event is shorter than its recommended minimum, or cocktail hour is short for the guest count |
| Capacity warning | An event expects more guests than the space holds |
Each is an Error or a Warning. An overlap is always an error — one room cannot hold two things at once. The rest are warnings: a gap becomes an error below five minutes, and capacity becomes one once the guest count passes the room's limit rather than merely approaching it. A count of both sits at the top of the wedding's timeline.
Anything that needs a head count uses the same number shown in the wedding's info bar, labeled with where it came from — confirmed by RSVP, on the guest list, estimated, and so on. When your planning estimate and your actual guest list disagree, the bar shows both so you can see which one the checks are using.
Below the timeline, the conflicts panel splits into Active Conflicts and Resolved. Resolving one asks for Resolution Notes — what you did about it, which is the part that is worth having a month later. A resolved conflict stays resolved, and shows on its own date rather than following you around the calendar.
These are Event Flow's own checks on a day's timeline. They are not the same as the clash warning you get when booking on the calendar (conflict detection), and not the same as the Conflict Center.
At the foot of the timeline, System Status shows Live Analytics On — the conflict checks are running as you move things.
Practical use
- Open it the morning of a wedding. The current-time marker against the lanes tells you where you are in the day faster than a printed schedule.
- Use it before a multi-event Saturday, not during. Every conflict it finds is cheaper to fix on Wednesday.
- Filter to one space when you are planning that space. The whole venue at once is for checking, not for working.
Frequently Asked Questions
Can I see two weddings side by side? Inside a wedding, switch on Show All Venue Events. On the main Event Flow, everything on the date is there already.
Does dragging an event tell the couple? No. It moves the event; communication is yours.
Why does the timeline start where it does? It is fitted to the day, with about an hour of margin at each end, so the hours your venue is actually doing something get the width. A day with nothing on it falls back to 8 AM to midnight.
Why is my whole wedding in the Unassigned lane? Its events have no space set. Open each one and choose a space, or drag the blocks into the lanes you want them in.
Why is an event flagged as outside its booked window? The hours the room is booked for on the calendar do not cover it. Either the booking is short or the event has moved — the conflict card shows both sets of times so you can see which.
Keep reading
Still stuck? A person reads every email.
If a guide and the app disagree, the app is right. Tell us and the guide gets fixed.