Calendar & event management
One calendar the whole team can trust
Availability, proposals, contracts, and client conversations sit on the same event page, with no spreadsheets or scattered calendars.
Proposal, calendar, emails: the whole event on one screen
Sales, the event manager, and the on-site team work on the same event: dates, rooms, client emails, proposals, BEO, and tasks.
Availability that's always accurate
All your venues and spaces in one calendar, combinable rooms and setup time included. A double booking is flagged before you confirm.
- Every room in one view, at one venue or several
- Conflicts checked by the hour, room by room, before you save
- Day, week, and month views
- Optional sync with Google Calendar or Outlook
Email history for each event
Every email exchanged with the client is linked to their event. Open the event and the whole conversation is there.
- Emails linked to the event, with no typing
- Reply directly from the event page
- Full thread visible to your team
- To reply flagged on the Conversations tab
Everything around the event, built in
- Event page
Event page
All key event info on one page: dates, spaces, guests, budget, contacts, and status. At the top, To do now: the client message waiting for a reply, the proposal's next step, the next open task.
- Proposals & contracts
Proposals & contracts
Proposals and rental agreements your clients sign online.
- BEOs
BEOs
Catering, AV, vendors: each proposal line lands in the right section, and the PDF is shared in one click.
- Pipeline
Pipeline
Add your own stages under hold and confirmed. Events move forward on their own when the proposal is signed or the deposit is paid.
- Tasks & reminders
Tasks & reminders
Reminders and tasks are created automatically for each event type.
- Documents & files
Documents & files
Contracts, floor plans, photos: all linked to the event.
- Team discussion
Team discussion
One thread per event, next to the event page. Mention a teammate and they get notified.
- Activity log
Activity log
See who did what and when, with a complete audit trail for every event.
- Saved views
Saved views
Save your filters and get to a venue, a stage, or the overdue tasks in one click.
The calendar already knows your closures
Annual closure, maintenance, a reserved weekend: declare these periods once and they show up everywhere, from the calendar to event creation.
Closure periods
Vacations, renovation work, the venue kept for internal use: the period is blocked for the venue and its spaces, either as a simple warning or as a hard block.
Public holidays, imported
Your country's public holidays are imported in one click and appear as closures.
School breaks on the calendar
School breaks tint the calendar where the data exists, for information only.
Frequently asked questions
What is event management software for venues?
Event management software brings together everything a venue has to track: incoming inquiries, the space calendar, proposals, contracts, client conversations, and BEOs. Where a shared calendar only shows time slots, it links every booking to its proposal, its emails, and its tasks.
It is built around how venues work: statuses keep holds distinct from confirmed bookings, and the calendar thinks in spaces. The event then turns into a BEO (banquet event order) for kitchen and service.
Why not a spreadsheet and a shared calendar?
Many venues start that way. Then the inquiries pile up and the cracks show. A hold is forgotten in the calendar, nobody can find the latest version of a proposal, and an email sits unanswered over a weekend. Each tool works on its own, but nothing connects them.
Dedicated software removes those blind spots. Availability, proposal, contract, and conversation all sit on the same event page, so when something changes, it changes everywhere and your team works from a single source.
Can I manage several venues and spaces in one calendar?
Yes. All your venues and spaces appear in one unified calendar, in day, week, or month view, with each one's holds and confirmed events.
How does Joinways help avoid double bookings?
Joinways checks conflicts by the hour, room by room, before you save. A combined room blocks the rooms it is made of, setup and teardown time count, and an event with no specific room takes the whole venue. Holds and confirmed bookings are kept distinct, so the status of every slot is clear. Any remaining conflict is flagged before you confirm, and the decision is yours.
Does the calendar sync with Google Calendar or Outlook?
Yes, optionally. Joinways pushes your schedule to Google Calendar or Outlook: a confirmed booking shows up in your calendar and updates when it changes in Joinways. You manage the schedule in Joinways and your calendars mirror it, so colleagues who check their usual calendar see accurate availability.
Show 10 more questions
What is a BEO?
BEO stands for banquet event order: the document that gathers everything your teams need to know for event day (schedule, menu, setup, equipment, contacts). In Joinways it's generated from the event and adapts to its type. A corporate meeting gets food and beverage, AV, and front-of-house blocks; a private event gets catering, AV, coordination, and vendor blocks. Each proposal line lands in its section (food and beverage, AV, staff), and each room's layout is printed on it. It exports to PDF and is shared in one click with the kitchen, the service team, or a vendor.
Are client exchanges visible on the event?
Yes. Every email exchanged with the client is attached to its event, with no typing. You reply directly from the event page, and the whole team sees the full thread.
How do I track inquiries through to confirmation?
The pipeline shows every inquiry at its stage, from first reply to confirmation. You create your own stages under hold and confirmed, and tie each one to a signal: proposal sent, proposal signed, deposit paid, BEO locked. Events then move forward on their own and never move back. You can still drag them from one stage to the next, and you see the revenue expected for the month.
What types of venues is Joinways for?
Venues that host events: event halls, restaurants with private dining, hotels with meeting rooms, estates, coworking spaces, and unique venues. If you handle inquiries, a space calendar, and proposals, the tool covers your day-to-day, whether that's one room or several venues.
How long does setup take?
About half a day: long enough to create your spaces (capacities, layouts, setup times) and connect your mailbox and calendar. You can also import your history (contacts and past events), so the calendar doesn't start empty. If you're leaving another tool, we guide you through the switch. To begin, see how to create and structure an event.
A three-day offsite takes over the venue. Can I handle that?
Yes. An event can carry several days: setup on Monday, general session and breakouts on Tuesday, wrap-up on Wednesday. Each day has its own time slots, room by room and by the hour, and the whole event shows on the calendar.
My rooms combine and change capacity by layout. Can Joinways handle that?
Yes. Each space carries its capacity per layout (theater, classroom, banquet, reception), its setup and teardown time, its rental rate, and its F&B minimum. Two rooms that open into one form a combined room: booking it blocks both. A venue that is always rented as a whole is set up that way, and every event takes all of it.
Can clients sign a rental agreement?
Yes. The agreement is generated from the accepted proposal: parties, dates, spaces, headcount, price, payment schedule, and your clauses. The client signs it online, and the signed PDF is filed with the event. Each venue chooses between terms printed in the proposal and a short proposal with a separate agreement.
How does the team talk about an event?
Every event has its own team discussion, open next to the event page from any tab. Mention a teammate with @ and they are notified in Joinways and by email. Messages stay attached to the event, and anything important can be pinned as a note.
How do I know what is left to do on an event?
The event page opens on To do now. It lists the last client message waiting for a reply, with Reply opening the thread, the proposal's next step (create, send, follow up), and the next open task. There is no proposal step when the booking platform handles the proposal. The Conversations tab shows To reply while a message is waiting on your venue, and the block disappears when nothing is left.