GRATIS Booking and Venue Status - Event Booking Module

This document describes the booking options and the venue option status in the Event Booking Module

• New Status  

• An event booking will show as new if no venues are attached with a venue option status (such as provisional, declined, released, etc).

• Provisional Status

• When a venue(s) is provisionally holding in the event booking module the booking status will change to provisional.

• Confirmed Status

• When a venue is confirmed within the event booking module (using the confirm button under the venues tab), the booking status will change to confirmed. 
  
   Please note that a release report will be sent to any venues with a provisional/held status, if “send release emails to venues if an option gets released” is enabled within office preferences- options

• Lost Status

• If a booking is set to Lost that hasn’t yet been confirmed within the event booking module using the lost booking button, the booking status will change to Lost.  

Note; It also shows the lost/cancelled reason and if you hover over the link further notes are shown.  A release report will be sent to any venues with a provisional/held status if enabled.

• Cancelled Status

• If you cancel a booking that has been confirmed within the event booking module using the cancel this booking button the booking status will change to Cancelled.  
  
  Note; It also shows you the lost/cancelled reason if you hover over the link you will notice that further notes are shown.  A cancellation document will be generated for sending to the client and venue.

• Claimed Status

• Once a confirmed event has taken place, a commission claim is raised in the claims and invoices module and once the claim has been raised it will change the status in the event booking module to Claimed.

• Paid Status

  
  

• Once a commission claim has been sent, payment is received and recorded in claims & invoices.  When marked as paid in claims and invoices, it will change the status in the event booking module to Paid.

Venue Option Status and Holding Status

Venue Option Status

In the Event Booking Module, under the options tab, within the venue option, there is also, the option status and the holding status, these statuses are shown below;

Event Booking Module, Holding Status;

1st Option - holding the space for you, you have the first refusal.

Joint 1st Option - holding the space, along with another client.

2nd Option - another client is holding the space in front of you if the other client doesn't confirm the space is yours.

3rd Option - there are two clients holding space in front of you.

Not Held - the venue is not holding space.

See Notes - used mainly for offering alternative dates.

Event Booking Module, Option Statuses

Provisional

Released

Confirmed

Cancelled

Lost