Bookings & clients
From the moment someone asks about your availability to the moment the final payment clears, every detail of every booking lives in EventPlan. No spreadsheets, no sticky notes — everything in one place.
When a potential client gets in touch, they come in as an enquiry. You can see all your live enquiries at a glance — sorted by event date or enquiry date — with a clear status for each one: new enquiry, quote sent, tentatively booked, confirmed, and so on. Stale enquiries that haven't had a response are flagged automatically so nothing slips through the cracks.
Each booking tracks where the enquiry came from, feeding into your statistics so you can see which channels are actually bringing in work.
Embed a customisable availability form on your own website and let potential clients check your diary and submit an enquiry directly. When they fill it in, it lands straight in your EventPlan dashboard as a new enquiry — no manual data entry needed. You can configure response templates for available and unavailable dates, and personalise the thank-you message clients see after submitting.
Every booking has its own record covering everything you need in one screen:
Everything is collapsible so you can focus on what you need without scrolling through sections that aren't relevant.
Build up a library of venues you work at regularly. Each venue record stores the address, contact details, room options, and a full booking history — useful for understanding the spaces you work in. For one-off locations, just type in the name and it's stored without needing a full venue record.
Every client has their own record with contact details, address, and a full history of their bookings — past and present. If a client books you again, link the new booking to their existing record in two clicks.
If you work with associates or assistants, they each get their own login. Staff accounts see only the bookings they've been assigned to, without access to your wider client list or admin settings.
If a booking is on hold or a client has asked not to be contacted, you can pause communications against that record. It flags the booking and excludes it from automated campaign sequences.
Search across all bookings by client name, booking reference, date, or phone number — useful when a client calls and you need their details quickly.
