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A default Space for new leads

spacesleads
A default Space for new leads

If you run everything from one place, picking the same Space on every single booking is pure typing. So a lead now carries a Space of its own, and your account can hold a default that gets put on new leads for you. It carries through to the event when the lead converts, and you never touch it again.

If you run several rooms, the default is just as useful set to nothing. This article covers both.

Setting the default

Go to Account, open the Profile tab, and find Default Space.

Pick a Space, or choose No default (pick per lead). Save.

That is the whole setting. On the Spaces list, whichever one is your default carries a Default badge, so you can tell at a glance which room new enquiries are landing in without going looking for the setting.

If you have no Spaces yet, add one and it becomes your default automatically.

What it does, and when

The default is stamped onto a lead at the moment the lead is created. It is not looked up later.

That distinction matters more than it sounds. Change your default next month and only leads created after the change get the new one. Nothing already in your pipeline quietly moves rooms while you are mid-negotiation, and a quote you sent last week still refers to the room you discussed.

It applies to leads however they arrive: through an embedded enquiry form on your website, or typed in by hand for a phone call or a walk-in.

Your public enquiry form never asks the enquirer which Space they want, and it should not. They have no way of knowing what your rooms are called or what is free. So on a form submission the Space is your account default, or nothing at all.

Changing it on a lead

Open the lead and click Edit. There is a Space picker alongside the date, times and pax, with No Space as an option.

The Space also shows on the lead row itself in the Leads inbox, not just inside the edit dialog. It is there because it decides which room the enquiry is being held against, which is not something you want to have to open a dialog to check.

What happens when the lead converts

The Space travels onto the event, along with the date and the times, whether the event is created by Create event or by the client accepting a quote.

The Zone is deliberately left blank. A Zone is a sub-area of a Space ("east wing", "stage left") decided per event when it matters, and it is not a lead-stage question.

Why this is more than saving a click

A lead with no Space does not just create an event you have to fix afterwards. It weakens the double-booking check while the lead is still live.

The clash check needs to know which room is being held. With no Space set, it has nothing to measure against, so it falls back to checking the whole account: your Space's allow concurrent bookings setting is ignored, Zones count for nothing, and a clash means "anything at all, anywhere, on that date". That is both too strict, because a 2pm ceremony in one room gets refused over a 7pm dinner in another, and useless as a guard, because it is not actually watching a room.

Give the lead a Space and the check does what it is supposed to: it looks at that room, on those times, with that room's own rules.

This is what makes the default worth setting even for a single-room operation, where there is only ever one answer anyway.

If you already had a Space

When this shipped, any account with exactly one Space had it set as the default automatically. One room, one answer, nothing to configure.

Accounts with several Spaces were left with no default, on purpose. There is no defensible way to guess which of five rooms an enquiry is for, and picking one would have silently scoped every clash check to a room nobody chose. Set one if most of your enquiries do land in the same room, and change it on the leads that do not.

Accounts with no Spaces at all were left blank too, for the obvious reason.

Which setting suits you

  • One room, or you run your own jobs rather than a venue. Set it. Every lead and every booking gets the right Space and you stop thinking about it.
  • Several rooms, one clear workhorse. Set it to the workhorse. Changing it on the occasional lead is less work than setting it on most of them.
  • Several rooms, genuinely mixed. Leave it blank and pick per lead. Blank is a real answer here, not an unfinished setup, though it is worth setting the Space on each lead before you quote so the clash check can do its job.

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