Understanding unified Inquiries

Centralize email, Instagram and WhatsApp in one place, let AI qualify each inquiry, and never miss an opportunity again.

Inquiries is the entry point of your entire sales activity: it's the screen where every message that could become an event lands, no matter which channel the prospect used to reach you. Instead of watching your email on one side, your Instagram DMs on another and WhatsApp somewhere else, you look at a single stream that the AI has already sorted and pre-qualified.

The core idea is a single funnel. An opportunity is never as easy to lose as when it is scattered across several apps, where no one knows who is supposed to answer. By gathering every channel in one place, Inquiries makes sure no inquiry goes unanswered simply because it arrived on a channel you rarely check.

What you'll learn

Understand how inquiries arrive from every channel and get qualified automatically
Read and interpret the details extracted by the AI
Filter the stream and prioritize the most promising inquiries
Process an inquiry: convert it, attach it to an existing file, or dismiss it

The principle: a single funnel

Every prospect picks their own channel: some send a detailed email, others a two-line Instagram message, others a voice note turned into text on WhatsApp. Without a central tool, those messages live in separate mailboxes and end up contradicting one another or getting lost. The unified Inquiries view gathers them into a single queue, sorted by arrival date, where each entry shows which channel it came from.

In practice, you see the raw message on the left and, on the right, what the AI understood from it. You no longer copy a date from an email into another tool: the information is already structured, ready to become a file.

The centralized channels

Four channels feed Inquiries. Each one is connected once, then automatically surfaces its new messages.

Email (Gmail, Outlook): the bulk of inquiries. It's often the most complete channel, because the prospect takes time to write out date, budget and attendees (Pax).
Instagram: direct messages from your business account. Inquiries here are shorter and more informal, but often high-potential.
WhatsApp Business: incoming conversations. Handy for quick exchanges, especially on last-minute requests.
Website form: inquiries via your embedded form. Because the fields are already structured, extraction is the most reliable here.

Whatever the channel, the inquiry lands in the same place and follows the same path. You always reply from Inquiries, which saves you from switching back to Instagram or WhatsApp to close the conversation.

What the AI does for you

For every incoming message, the AI does a first round of sorting to save you time. It starts by detecting whether this is really an event inquiry or an unrelated message (newsletter, cold outreach, an admin question). If it is an inquiry, it extracts the key details:

Event type and desired date(s) — which lets you check availability right away.
Attendees (Pax) and budget mentioned — the two criteria that determine the right space and how serious the project is.
Contact details — name, email, phone, so the inquiry links to the right person.

Behind the scenes, the AI also assesses each inquiry's quality. That assessment is used to automate qualification — surfacing the strongest opportunities — and, depending on your settings, to trigger quote generation without any manual step.

What you see on screen is therefore a faithful summary placed next to the original text. You always keep the ability to double-check everything: the AI proposes, you decide.

Reference: channels, statuses and filters

To find your bearings in the queue, here's a recap of the elements you encounter on every inquiry.

An inquiry's statuses

To process: the inquiry hasn't been processed yet; this is the status to clear first each day.
Once the inquiry has been converted into an event, it leaves the active queue but stays viewable.
An inquiry can also be attached to an existing file or contact.
Declined: the inquiry has been taken out of the queue without creating a file; it remains findable through the filters.

Filtering the queue

By status: show only to-process inquiries, or instead revisit one you already declined.
By channel: group all conversations from one channel together, for example your Instagram DMs.

Each inquiry also shows its source channel and arrival date, two cues that help you decide what to handle first.

Filter and prioritize the stream

As volume grows, sorting becomes essential. Filters let you narrow the view by status — to see only inquiries you haven't processed yet, for example — or by channel, to group all your Instagram conversations together.

Open Inquiries: the queue shows the most recent inquiries at the top, with their status and channel.
Apply a filter to isolate what matters now — for example to-process inquiries with a near date.
Process inquiries one by one: each action updates the status, and the entry leaves the list of to-process messages.

Process an inquiry

Processing an inquiry means deciding its fate once the extraction is verified. Three outcomes are possible, and each moves the file forward cleanly.

Open the inquiry to see the original message and the extracted fields side by side.
Correct if needed (date, budget, attendees (Pax)): your correction is kept.
Choose the action: Create event carries every detail into a new file; attach to an existing file completes an opportunity already open; dismiss files the message away without creating anything.

How it works

The sequence is always the same: a message arrives on a connected channel, the AI detects and extracts it, the inquiry appears in Inquiries with its summary, you verify and then decide. Your corrections aren't wasted: they act as a signal to make future extractions more reliable, so the tool makes fewer mistakes on the phrasing you typically see.

Edge cases

Several messages from the same prospect: a contact may follow up by email and then on Instagram. Attach the new inquiry to the file already open rather than creating a second one, to keep a single history.

Ambiguous message: if the AI hesitates and only partially extracts the fields, don't force the conversion. Reply to the prospect first to get the missing date or budget, then process the completed inquiry.

Well-written off-topic message: a sales pitch can look like an inquiry. Before converting, check that a real event date is mentioned; otherwise, dismiss it.

Volume spike: after a trade show or a campaign, Inquiries can fill up all at once. Filter by near date to handle imminent events first, then come back to the requests with far-off dates.

A channel disconnected mid-stream: if a channel stops surfacing messages, the inquiries aren't lost — they wait for the reconnection. Check your settings as soon as a channel seems silent.

💡 Good to know: a mis-qualified inquiry is fixed in one click. Your corrections help make the next ones more reliable.

Best practices

Process Inquiries at least once a day: response speed wins deals, because the first venue to reply often wins.
Prioritize the most complete and urgent inquiries (near date, clear budget) rather than working strictly in arrival order.
Link each inquiry to a contact to keep the full history in one place, even when the prospect switches channel.
Correct the AI as soon as you spot an error: it's quick and it improves future extractions.
Keep every channel connected: a disconnected channel is a source of inquiries that no longer flows into the queue.
Reply from Inquiries rather than the original channel to keep a complete, centralized history.

Troubleshooting

A genuine inquiry wasn't detected? Cause: the AI classified it as a miscellaneous message because the wording was unusual. Solution: open the message and convert it to an event manually; the AI learns from these cases and improves.

An inquiry isn't showing up in Inquiries at all? Likely cause: the channel in question is not (or no longer) connected. Solution: check the channel's connection in your settings and reconnect it if needed.

An extracted field is consistently wrong? Cause: a recurring confusion, for example a tax-inclusive budget read as tax-exclusive. Solution: correct the field every time; those repeated corrections are the most effective signal to make extraction reliable.

The queue isn't updating? Cause: an active filter is hiding part of the inquiries. Solution: reset the filters to see the whole queue before concluding there's a channel problem.

Real-world example

Monday morning, 14 messages are waiting in Inquiries: 9 detected event inquiries, 5 miscellaneous. Instead of opening Gmail, Instagram and WhatsApp separately, the team works through a single queue. In 20 minutes, it converts 6 inquiries into options, attaches one to a file already open for a prospect who had followed up, and schedules follow-ups for the 3 uncertain ones that were missing a date. The 5 miscellaneous messages are declined in one click, and Inquiries is clean again.

Another example

Friday evening, a WhatsApp message arrives: "Hi, any availability tomorrow night for 30 people?" The AI detects an inquiry, extracts 30 attendees and a next-day date, but the budget and event type stay empty. Rather than letting it sleep all weekend, the planner spots it at the top of the queue (nearest date), replies straight from Inquiries to confirm availability and learn the event type, then converts it to an option. The same WhatsApp thread continues inside Inquiries: no app-switching, and the history stays complete on the file.

FAQ

Do personal messages come through too?

The AI filters to surface only what looks like an event inquiry; you keep final control and can always dismiss anything that doesn't belong.

Should I reply from Inquiries or from the original channel?

From Inquiries: everything is centralized, which saves you juggling between email, Instagram DMs and WhatsApp and keeps the history complete.

What happens if I correct a field extracted by the AI?

Your correction is kept for that file and also serves as a signal to make future extractions more reliable.

Is a declined inquiry lost?

No: declining files the message out of the active queue without deleting it. You keep Inquiries clean while keeping a trace of the message.

Can the AI generate a quote on its own?

Yes, depending on your settings: when an inquiry is judged high quality, the AI can trigger quote generation. You remain free to review it before sending.

How many channels can I connect?

All four channels — email, Instagram, WhatsApp Business and the website form — can run in parallel. The more you connect, the more Inquiries covers all your sources of inquiries.

Can I find an inquiry I already processed?

Yes: filter by status (converted, attached, declined) to show it again. Nothing is deleted, everything stays viewable from Inquiries.

Can I change the order of the queue?

The queue is sorted by arrival date, newest at the top. To focus on what's urgent, apply a filter (status, channel) rather than following the raw order.