Process a request

Process a request

When a new request arrives in the Leads section, you need to qualify it and then decide whether to accept it (create an event) or reject it. Here's the step-by-step process.

1. Open and review the request

In the sidebar, click Leads. Select a request from the list on the left. The right panel displays:

• The original message (email, Instagram DM or WhatsApp).
• AI-extracted information: name, email, date, guest count, event type, budget.
• The source and reception date.
• An AI summary of the content.

2. Verify and correct information

All AI-extracted fields are editable. Click on a field to correct it if needed. Corrected values will carry over when you create an event.

3. Create an event

1. Click Validate.
2. The event creation form opens, pre-filled with the lead data.
3. Adjust the venue, space, dates and status if needed.
4. Click Create.

You're redirected to the event page. From there you can create a quote, send emails and manage tasks.

4. Reject a request

If the request doesn't match your business (spam, newsletter, off-target), click Reject. The request moves to the "Rejected" tab and no longer appears in the main list.

Qualification criteria

Not all leads are equal. To prioritize effectively, evaluate each request on three criteria: event date (urgency), number of attendees (potential value), and space availability. Prioritize high-value requests with upcoming dates.

• Qualified lead — the client specified a date, event type, and headcount. You can proceed directly to a quote.
• Lead to qualify — essential information is missing. Respond quickly with targeted questions to complete the request.
• Non-relevant lead — the event doesn't match your offering (capacity, type, budget). Reply politely and archive.

Response time

In the events industry, response speed is a major competitive advantage. Studies show that responding within 2 hours increases conversion rates by 40%. Joinways helps by centralizing all requests and notifying you as soon as a new one arrives.

💡 Create response templates for common request types (wedding, seminar, birthday) to reply in under 5 minutes.

Can I automate the initial response?

Joinways can notify you instantly by email or push. For an automatic reply, you can configure an acknowledgment message in the automation settings.

Best practices

Process requests within 24 hours of receipt. Fast response times improve client satisfaction and significantly increase booking conversion rates. Assign a team member to each request immediately to ensure accountability.

💡 Use the pipeline view to quickly spot requests that need attention and prioritize your daily workflow.

Troubleshooting

Request stuck in a pipeline stage?

Check that all required fields are filled and the event has the correct status. You can manually move the request to the next stage if automated transitions don't apply.

Cannot find a request?

Use the search bar or check your active filters. Requests may be filtered by status, venue, or date range. Clear all filters to see the full list.

FAQ

Am I notified of new leads?

Yes, if you have notifications enabled. You can also use the Leads section filters to sort by date, source or venue.

Can I create multiple events from the same lead?

No, a lead is linked to a single event.

Can I reassign a request to another team member?

Yes. Open the request, change the assigned member, and save. The new assignee receives a notification automatically.

See also

• Understanding Leads
• Create an event
• Event emails