This Joinways event management guide walks you through your first event in six steps: create the event, link a contact and company, pick the space and services, generate and send the quote, track and follow up, then close with an electronic signature. Estimated time: about 10 minutes to master the basics. Let's start from the first customer touchpoint.
Step 1: Create a new event
From the dashboard, click the “New event” button in the top right. You can also create an event straight from an incoming inquiry in your unified inbox.
The essential information to fill in
Event name: use a clear format like “XYZ Corporate Offsite – March 2026”. Date(s): pick the date or dates from the calendar. Number of attendees: an estimate is enough at this stage. Event type: offsite, team building, conference, gala dinner, and so on.
Tip: If you create the event from an inquiry, it’s linked automatically to the contact and the company. Otherwise you can attach them in a second step.
Step 2: Link a contact and a company
Every event needs a primary contact and a company on the record. If the contact doesn’t exist yet, click “Create contact”. Joinways enriches the record automatically (company, job title, LinkedIn) using AI, so you don’t spend time copying data from a signature block.
Why it matters: Linking events properly is how you track client history, spot repeat bookers, and personalise every follow-up. The first time a planner books with you, that’s a lead. The fifth time, it should feel like a relationship — your CRM has to know that.
Step 3: Pick the space and the services
Select the space (or spaces) that will host the event. Joinways checks availability automatically across every room and alerts you the moment a conflict appears — no more double-bookings buried in a shared Google Calendar.
Then add the services from your catalog: room hire, F&B, AV and technical equipment, accommodation. Each service has a unit price you can adjust for this specific quote — useful for negotiated deals, last-minute promotions, or a loyal client who deserves a 10% gesture.
Step 4: Generate and send the quote
Once the services are set, click “Generate quote”. Joinways produces a polished document branded with your visual identity, the full breakdown of services, and your terms and conditions. The output looks consistent every time — no more PDFs cobbled together in Word at 11pm before sending.
Delivery options
Direct email: the quote goes to the contact with a view-and-sign link. Downloadable PDF: for manual delivery or print. Share link: handy when several decision-makers need to review the same document — procurement, finance, and the event lead all see the same version.
Step 5: Track and follow up
After it’s sent, the event moves automatically to “Quote sent” status. You can see whether the quote has been opened (and how many times), the time spent on each section, and the date of the last view. That’s the kind of signal you simply don’t get from Cvent inquiries or a thread of emails on Peerspace.
Joinways then suggests follow-ups based on that behaviour. A quote opened three times without a signature? That’s the right moment to pick up the phone — not a week later, not a generic “just checking in” email.
Step 6: Electronic signature
When the client is ready, they sign directly online. The electronic signature is legally binding and you get an instant notification. The event moves automatically to “Confirmed” — no manual status updates, no scanning, no chasing a printed copy back from the client’s assistant.
Good to know: Quotes signed electronically convert 34% better than quotes that require printing and scanning. Removing friction at the final step is the cheapest sales upgrade you can make.
Event statuses explained
New: inquiry received, not yet handled. In progress: conversation underway, quote in preparation. Quote sent: proposal out, waiting on the client. Confirmed: quote signed, event locked in. Completed: event has taken place. Lost: opportunity didn’t convert — invaluable data for win/loss analysis and pricing reviews.
Shortcuts to move faster
Build quote templates: for recurring requests (one-day offsite, board meeting, gala dinner), prepare templates so the bulk of the work is done before the inquiry even lands. Use keyboard shortcuts: Ctrl+N for a new event, Ctrl+S to save. Small habits, big time savings across a busy week. Turn on notifications: be alerted the moment a quote is opened or signed and act while the client’s attention is still on you.
Need help?
Our support team is available Monday to Friday, 9am to 6pm. Use the chat widget in the bottom right of the app or email support@joinways.com. Average response time: under 2 hours.
Frequently asked questions
How do I create my first event in Joinways?
From the dashboard, click the New event button in the top right, or create the event straight from an incoming inquiry in your unified inbox. Fill in the essentials — event name, date, an estimated number of attendees and the event type. If you create it from an inquiry, it is linked automatically to the contact and the company.
How do I generate and send a quote?
After adding services from your catalog, click Generate quote. Joinways produces a polished document branded with your visual identity, the full service breakdown and your terms. You can send it three ways: a direct email with a view-and-sign link, a downloadable PDF, or a share link when several decision-makers need to review the same version.
What are the event statuses in Joinways?
Events move through six statuses: New (inquiry received, not yet handled), In progress (conversation underway, quote in preparation), Quote sent (proposal out, waiting on the client), Confirmed (quote signed, event locked in), Completed (event has taken place), and Lost (opportunity did not convert) — the last one being valuable data for win/loss analysis.
Why use electronic signature for quotes?
The client signs directly online, the signature is legally binding, you get an instant notification, and the event moves automatically to Confirmed — no manual updates, scanning or chasing a printed copy. Quotes signed electronically convert 34% better than quotes that require printing and scanning, making it the cheapest sales upgrade you can make.