Tracking Event Status
An event planner's calendar isn't only the events they're running this week. It's also the enquiries that came in last Tuesday, the tentative dates a venue is holding, the confirmed jobs three months out, the cancelled ones to write off, and the finished events from last quarter to invoice and archive. 1pm has a Status field on every event that lets you keep all of that on one list without losing track of what's actually happening.
This article covers the five statuses, how they show on the events list, how the filter and "show old events" controls work together, and a few ways planners typically use them.
The five statuses
Every event in 1pm has a Status, set on the event edit form. The options are:
Enquiry. A potential job you've recorded but haven't committed to. The client is asking, you're holding the slot loosely, nothing is booked. New events default to this.
Tentative. A pencilled-in booking. The venue or the client is holding the date, you're penciled in, but it's not signed off. Either side might still walk away.
Confirmed. The job is booked. Contract signed, deposit paid, dates locked in. This is where most "real" work sits.
Cancelled. The job was on the books and isn't anymore. Kept on the system so you remember it happened and so any work you'd already done against it stays visible.
Completed. The event has run. Kept on the system so you can refer back to the run of show, the crew, the attachments, and the responses to any requests.
Status is required, so every event has one. The default for a new event is Enquiry, which suits the most common path: a job starts as a request, becomes pencilled in, becomes confirmed, runs, and ends as completed.
Where Status shows on the events list
The events list is your pipeline view. Each row shows the event name, date, a small Status badge, and the Client and Organizer if you've set them.
The badge color signals the stage at a glance: Enquiry and Tentative read as "uncommitted", Confirmed reads as the active state, Cancelled fades into the background, and Completed reads as "done".
A glance at the events list tells you how much real work you have on (Confirmed badges), how much potential work is in the pipeline (Enquiry and Tentative), and what you've already cleared (Completed).
Filtering by status
Above the events list is a Status dropdown with the five status values plus "All statuses". Pick one and the list filters to that status immediately.
Show old events
By default the events list hides events whose date has passed. This keeps the active list focused on today, this week, and the months ahead, instead of being dominated by the long tail of completed work.
Tick Show old events to bring the past back into view. Combine it with a status filter to pull out specific slices:
Show old events plus Completed. The historical archive of finished work.
Show old events plus Cancelled. Every job that fell through, ever.
Show old events with no filter. The full timeline of every event you've ever recorded.
Untick Show old events and the list collapses back to the active pipeline.
A typical workflow
Most planners use Status in roughly the same pattern.
A new enquiry comes in. You create an event, name it, set the date, leave Status as Enquiry, and capture the client in the Client field. PAX, Space, and Organizer get filled in as you learn them.
The client decides to move forward but you're not contracted yet. Change Status to Tentative. The events list badge changes color, the date stays on your pipeline view.
The contract is signed. Change Status to Confirmed. From here on you build the run of show, add crew, attach files, send share links.
The event runs. The day after, change Status to Completed. The event drops off the default events list view (because Show old events is off) but stays accessible via the filter.
The event was cancelled mid-pipeline. Change Status to Cancelled at whatever stage you're at. It stays on the system, visible when Show old events is on, with all the work you'd done against it preserved.
Search across the pipeline
The search box on the events list matches on the event name only. Combined with the status filter and Show old events, you can answer questions like:
"What was the name of that wedding I did at the Park last winter?" Show old events on, Status filter Completed, type "park".
"Did we have any enquiries from this client?" Status filter Enquiry, type the client name.
"How many tentatives do I have for September?" Status filter Tentative, scan the list.
Status on the live run sheet
When crew open the live link for an event, the Status appears as a colored badge in the page header. This is mostly a planner-side signal: if you accidentally share an Enquiry as if it were Confirmed, the badge is a visible reminder that the event isn't actually booked.
For Completed events, the badge is a useful "this event has already run" cue if a crew member is referring back to an old run sheet to compare notes.
