Create an event

Create an event

The event is the central record in Joinways. It gathers contact, dates, venue, quotes, tasks, emails, notes and function sheet. You can create one in two ways: from a qualified lead or directly from the Events section.

From Leads

This is the fastest path. Open a lead in the Leads section, then click Validate. The creation form opens pre-filled with AI-extracted data (contact, date, type, budget).

From the Events section

1. In the sidebar, click Events.
2. Click the Create an event button.
3. Fill in the form manually.

💡 The event is created and you're redirected to the event page, ready to add quotes, tasks and emails.

Form fields

The creation form includes:

• Owner — the team member responsible for the event (required).
• Venue and space(s) — where the event takes place.
• Dates and times — start date, end date, times, timezone.
• Status — Option, Confirmed, Lost or Cancelled.
• Contact — first name, last name, email, phone, company.
• Details — event type, guest count, budget, technical or service needs.

💡 The event title is auto-generated from the client or company name. You don't need to enter it.

After creation

Once created, the event has several tabs:

• Quotes — create and send your proposals.
• Emails — view email exchanges linked to this event.
• Tasks — manage operational follow-ups (reminders, confirmations…).
• Notes & files — add internal notes and upload documents.
• BEO — fill in the function sheet for the event day.
• Activities — history of all actions on the event.

Best practices

Adopt a consistent naming format for your events, for example 'Client name – Event type'. This makes searching the calendar easier and keeps your reports clean. Fill in the event type and expected attendance right at creation — this data automatically feeds your analytics.

• Link a contact immediately — you can generate a quote or send an email without leaving the event page.
• Assign a space from the start — avoid availability conflicts and get a reliable calendar view.
• Update the status promptly — switch to 'Confirmed' as soon as the client accepts so your pipeline reflects reality.

💡 Duplicate a recurring event to save time — the quote, notes, and files are copied automatically.

Real-world example

Sophie manages a château. She receives a wedding request for 150 guests in September. She creates the event 'Martin – Wedding', selects the 'Wedding' type, assigns the 'Grand Hall' space and sets the dates. She links Mrs. Martin as a contact, then generates a quote from the event page. Within minutes, everything is centralized.

Troubleshooting

Event not appearing in the list?

Check your active filters and date range. Also verify you have access to the venue the event belongs to. Events in other team members' venues may not be visible depending on your role.

Cannot assign a venue to the event?

Venues must be created first in Settings > Venues. Only venues your workspace has configured will appear in the dropdown. Ask your admin to add the venue if it's missing.

FAQ

Can I create an event without a prior lead?

Yes, from the Events section. This is useful for bookings received by phone or in person.

Is the contact created automatically?

Yes, if the contact doesn't exist yet, Joinways creates it in the People section when the event is created.

Can I duplicate an existing event?

Yes, you can duplicate an event from the event page. The duplicate copies the contact, venue, spaces, and details. Quotes, tasks and emails are not copied.

See also

• Understanding Leads
• Calendar, List and Kanban views
• Create a quote