Process an incoming inquiry

From raw inquiry to created event: review, correct and convert in seconds, or dismiss what isn’t relevant.

An inquiry that lands in Inquiries is still just a raw message: the AI has already extracted the essentials, but it's you who decides whether to turn it into a file or set it aside. An inquiry is only worth it if you handle it fast and well. The daily move has three beats: open, check what the AI understood, and decide — convert, attach or dismiss.

Processing an inquiry isn't about re-typing information: the AI has already done that work. Your job is to verify, correct if needed, then route the inquiry to the right next step. This page covers each field, how to correct the AI, how to avoid duplicates, and when to dismiss.

What you'll learn

Review and interpret the information extracted by the AI, field by field
Correct an inaccurate extraction
Convert an inquiry to an event
Attach to avoid duplicates, or dismiss as appropriate

Review the extraction, field by field

When you open an inquiry, the detected fields appear next to the original message. This side-by-side lets you check at a glance: each extracted field should match what the message actually says.

Date: the requested date or period. It's the most sensitive field because it drives availability; pay special attention to vague wording ("in June", "next weekend").
Budget: the amount mentioned. Watch out for tax-inclusive/exclusive confusion and budgets expressed "per person" rather than as a total.
Attendees (Pax): the number of people expected. It determines the right space; an "around fifty" should be confirmed before committing to a specific room.

The original message stays visible at all times: if you're unsure about a field, reread the matching sentence rather than trusting the summary alone.

Reference: the fields and their pitfalls

Beyond the three key fields, a detected inquiry may carry other useful information. Here's a recap of the fields the AI tries to extract, with what to watch for on each.

Event type: wedding, birthday, seminar, cocktail… It points to the right quote template and the relevant spaces. Check that a "company dinner" wasn't filed as "private".
Contact: name, email, phone of the requester. It's the key to spotting an already-known prospect and avoiding a duplicate.
Company: the associated business, if any. Useful to attach the inquiry to the right account and track the commercial history.
Channel: email, Instagram or WhatsApp. It shows where the inquiry came from and where to reply within the same thread.
Prospective space: if the message names a specific room, the AI may suggest it. Confirm against the real PAX and availability.

A field left empty by the AI isn't an error: it simply signals that the message didn't contain the information. It's up to you to fill it in through an exchange with the prospect.

Correct the AI

If the AI misread a date or confused a tax-inclusive budget with a tax-exclusive one, correct the field directly — your correction is kept for that file. Correcting isn't only useful in the moment: each correction acts as a signal to make future extractions on similar messages more reliable.

Open the inquiry in Inquiries.
Read the original message and the extracted fields (date, budget, PAX).
Correct anything inaccurate: the field updates immediately.
Choose: Create event, attach to an existing file/contact, or dismiss.

💡 Tip: when in doubt, rely on the extracted fields (date, budget, PAX) to decide what to handle first.

The three decisions

Once the extraction is verified, every inquiry ends in one of these three outcomes. Choosing the right one avoids both losing an opportunity and cluttering your files.

Convert: the inquiry becomes an event to follow. Everything is carried over (contact, date, prospective space) and you arrive on an already-structured file, ready to work on.
Attach: link the inquiry to an existing contact or event. It's the right reflex whenever a prospect has already written to you, because it avoids duplicates and keeps a single history.
Dismiss: spam or off-topic, keep Inquiries clean. The inquiry leaves the active queue without creating a needless file.

These three decisions aren't so final that they trap you: a dismissed inquiry can be found again via the filters and reconverted, and a wrong attach can be fixed by opening the right file. But aim true the first time to keep your files clean.

Handle duplicates

Duplicates are the most common trap: a prospect writes by email, then follows up on Instagram, and you end up with two files for the same event. The reflex is simple: before converting, ask yourself whether this contact or event already exists. If it does, attach rather than create. That way you keep a single thread and a complete history.

To spot a duplicate at a glance, rely first on the contact's email and name: those are the most reliable signals, since the same prospect usually keeps the same address across channels. Failing that, cross-check the date and event type: two inquiries for the same date, same type and same company almost always point to a single file.

When to dismiss

Dismiss without hesitation anything that clearly isn't an event inquiry: cold outreach, newsletters, admin questions, personal messages. Clean Inquiries lets you focus on real opportunities. That said, don't confuse "to dismiss" with "incomplete": a real but fuzzy inquiry should be worked (follow up with the prospect), not dismissed.

Edge cases

Inquiry with no date: don't convert blindly. Reply first to get a date, then convert once the field is filled — without a date, you can't check availability.

Several possible dates: if the prospect is torn between two dates, keep the one they prefer and note the alternative; you'll adjust the file later.

Bundled inquiry: a message mentioning two distinct events (a wedding and a brunch the next day) may warrant two files. Convert the main one, then create or attach the second depending on how you organize things.

Inquiry in a foreign language: the AI extracts the fields even if the message isn't in your language. Still verify the date and budget, since formats (day/month, currency) can be confusing from one language to another.

Inquiry that bounces off an old file: a client comes back a year later for a new event. Attach to the existing contact to keep the history, but do create a new event — one contact can carry several events over time.

Message with no usable information: a plain "Hi, are you available?" with no date or PAX isn't something to dismiss. Reply to qualify it, then convert once the essential fields are present.

Best practices

Handle the most complete and urgent inquiries first (near date, clear budget).
Respond fast: speed makes the difference, because the first to reply often wins.
Correct extractions to make the AI more reliable: a field corrected today means a more accurate extraction tomorrow.
Attach rather than recreate whenever a contact or event already exists.
Always verify the date before converting: it's the field that unlocks the availability check.
Empty Inquiries regularly: an inquiry left sitting loses value, because the prospect often contacts several venues in parallel.
Note what the AI couldn't guess (preferences, constraints) straight into the file after conversion, so nothing from the exchange is lost.

Troubleshooting

An extracted field is wrong? Cause: ambiguous wording in the message (a relative date, a per-person budget). Solution: correct the field by hand; the correction is kept and improves the next extractions.

You created a duplicate? Cause: the inquiry was converted even though a file already existed. Solution: going forward, attach the new inquiry to the existing file rather than creating a second one.

Can't convert an inquiry? Common cause: a required field (the date) is empty. Solution: fill in the missing field, then try the conversion again.

The inquiry no longer appears in the queue? Cause: it may have been dismissed or already converted. Solution: remove the default filter to show all inquiries, including dismissed and processed ones.

Real-world example

An Instagram inquiry arrives: "40th birthday, 50 people, June." The planner opens the inquiry: the AI correctly detected the event type and the 50 attendees, but the budget is empty and the date is still vague. The planner fills in the budget from a quick exchange, pins down a date in June, checks that no file already exists for this contact, then converts to an event — all in 30 seconds. The file arrives already structured, ready for a quote.

Another example

An email arrives from an existing client: "We'd like to renew our annual seminar, 80 people, first half of September, budget around €12,000 excl. tax." The AI detects the company, the 80 PAX and the budget, but proposes a date of September 1st when the message says "first half." The planner corrects the date to a period, notices the company is already in the database with an event last year, and attaches the contact to keep the history. Rather than dismissing or recreating, they create a new event linked to the same contact, with the space used the previous year pre-selected. Result: no duplicate, a continuous commercial history, and a file ready to duplicate last year's quote.

FAQ

I dismissed an inquiry by mistake?

Find it via the Inquiries filters and convert it again: dismissing doesn't delete the message, it only takes it out of the active queue.

Do I have to verify everything before converting?

At a minimum the date, budget and PAX: those are the fields that structure the file. The rest can be completed afterwards in the event.

Are my corrections kept?

Yes: the correction stays attached to the file and also helps make future extractions more reliable.

What's the difference between attach and convert?

Convert creates a new event; attach links the inquiry to a contact or event that already exists, to avoid duplicates.

What about an inquiry with no budget?

You can convert without a budget if the date and PAX are there; fill in the budget later, after an exchange with the prospect.

Can I process several inquiries from the same prospect at once?

Attach them to the same contact so they share a history. If it's the same event, keep a single file; if they're different events, create one file per event, all linked to the same contact.

Can the AI convert automatically on my behalf?

No: the AI extracts and prepares, but the decision to convert, attach or dismiss stays yours. It's this human control that guarantees reliable files and a clean history.

What happens to the original message after conversion?

It stays attached to the event file: you keep access to the prospect's exact wording, which is valuable for catching a preference or settling an ambiguity later.