Track progress with event stages

An event always has one of four statuses: "Hold", "Confirmed", "Lost" or "Canceled". The status doesn't say where you stand inside a hold: a hold with no site visit and a hold whose proposal went out ten days ago don't call for the same action.

Event stages refine "Hold" and "Confirmed" with your own words: visit scheduled, proposal sent, deposit received, BEO approved… The four statuses don't change. A stage can be set on its own when a signal becomes true, and status and stage are picked from a single menu.

What you'll learn

• Create your stages, from a preset or from scratch.
• Make a stage automatic.
• Change an event's status and stage from a single menu.
• Find stages in the list, the kanban, filters and exports.

Prerequisites

Everyone sees the stages. Only workspace owners and admins can create, edit or delete them; a member sees the page as read-only. Setting a stage on an event requires the same right as changing its status: the Owner, Admin or Member role.

1. Open the stages

Go to "Settings" > "Events" ("Sales follow-up" group), "Stages" tab. The page has two sections: the stages that apply while the event is on hold, and those that apply once the event is confirmed.

2. Start from a preset

As long as your workspace has no stage, the page offers two presets under "Start from a preset". Click "Use" to add all the stages at once, then adjust them. A lightning bolt marks the automatic stages.

• "Event venue": "Visit scheduled", "Proposal sent" and "Second hold" under "Hold"; "Contract sent", "Deposit received", "BEO approved" and "Done" under "Confirmed". Five of them are automatic.
• "Coworking / meeting rooms": "Proposal sent" under "Hold"; "Contract signed" and "Invoiced" under "Confirmed". All three are automatic.

3. Create and organize your stages

1. In the "Hold" or "Confirmed" section, under "Or build your own", click "Add a stage…", type a name, then press Enter.
2. Click a stage's name to rename it, and its dot to change its color ("Change color").
3. When you hover a stage, "Move up" and "Move down" set the order. Order matters: it says which stage is the most advanced.
4. "Delete" removes the stage after confirmation. Events that carried it keep their status and only lose the stage.

Two stages can't have the same name. Each section shows its number of stages, and each stage the number of events that carry it.

4. Make a stage automatic

Each stage is "Manual" by default. Open that menu and pick a signal: the stage is set on its own as soon as the signal becomes true on the event. When a stage's name matches a signal, Joinways links it for you; you can change it.

• Under "Hold" or "Confirmed": "Proposal sent", "Proposal accepted", "Contract sent".
• Under "Confirmed" only: "Proposal signed", "Contract signed", "Invoice issued", "Deposit paid", "Balance paid", "BEO frozen", "Event ended".

A signal drives only one stage: a signal already taken shows "Already used by" followed by the other stage's name. If several signals are true, Joinways sets the most advanced of the stages concerned, following your order.

Important: an automatic stage never moves an event backwards. If you picked a later stage by hand, it is kept.

5. Change an event's status and stage

Status and stage are picked from the same menu. Stages are listed under their status: one click on a stage changes the status and sets the stage at the same time. A workspace without stages sees the four statuses alone.

• On the event page: click the status in the "Properties" block of the right column. A search box ("Search a status...") filters statuses and stages. Under the status, "Stage changed" says how long ago the stage changed.
• On phones and tablets, the right column is folded: the "Status › Stage" pill sits in the header, under the event name, and opens the same menu. It is read-only without the right to change the status or on an archived event.
• In the events list: click the "Status" cell of a row.

A stage belongs to a status: when the event changes status, its stage is cleared, unless you directly pick a stage of the new status. Dragging a card from one kanban column to another also clears the stage.

Where to find stages

• Events list: the "Status" column carries the status pill, then the stage (a colored dot and its name). Time spent in the stage only shows from 7 days, in amber with a clock past 14 days; the full sentence shows on hover.
• Kanban: the card carries the same stage, with the same duration rule.
• Event page: under the status, "Stage changed" followed by the time.
• Filters: "Filter" button > "Stage".
• Event export: the stage is one of the exported columns.

Example: the second hold

An estate receives a wedding inquiry for a Saturday already held by another couple. Instead of keeping a separate waiting list, the manager creates the hold and picks "Second hold" in the status menu. In the list, the stage dot sets it apart from firm holds. If the first hold falls through, the team knows right away whom to call.

Troubleshooting

I can't edit the stages

Cause: you are a member, not an owner or admin. Solution: ask an owner or admin to make the change.

A signal isn't offered for my stage

Cause: the signal only exists under "Confirmed", or it already drives another stage ("Already used by"). Solution: move the stage to the right section, or set the other stage back to "Manual".

The stage disappeared from the event

Cause: the event changed status, which clears its stage. Solution: open the status menu again and pick a stage of the new status.

I don't see the status pill in the header

Cause: on a wide screen, the right column is open and already shows the status, so the header pill is hidden. Solution: use the status in the "Properties" block.

Frequently asked questions

Do stages replace statuses?

No. The status remains the reference for revenue, the calendar and reports. The stage refines it.

Are stages personal to each user?

No. The stage catalog is shared by the whole workspace.

What about "Lost" and "Canceled"?

These statuses have no stages. An event that moves to them loses its stage.

Why isn't the time spent in the stage shown?

In the list and the kanban, it only shows from 7 days, when the event starts to stall. On the event page, "Stage changed" always gives the time.

See also

• Create and structure an event
• Calendar, list and kanban views
• Customize lists: columns, views and totals
• Generate and sign a rental contract