Tracking events from lead to done — Help

An events team's calendar isn't only the events they're running this week. It's also the leads 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, the leads and appointments that sit in the list alongside your bookings, how the filter and "show old events" controls work together, and a few ways venues typically use them.

The five statuses

Every event in 1pm has a Status, set on the event edit form. The options are:

Lead. 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 Lead, 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: Lead 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 (Lead and Tentative), and what you've already cleared (Completed).

Appointments sit in the list too, interleaved with your bookings by date and time, so the list shows what is actually on a day rather than only the bookings. They are drawn lighter, with no status badge, no money and no run of show, and clicking one opens the calendar on that day. A Show appointments tickbox with the filters turns them off, and picking a status filter hides them anyway, since an appointment has no status to match. See appointments and the booking page.

Leads that named a date sit in the list too, on the date they asked for, so a date somebody is already asking about is in front of you before you promise it to someone else. New, qualified and lost leads all show, in the same pink the calendar uses for leads and muted grey once a lead is lost. Clicking one opens that lead on its pipeline tab, filtered to that date with the thread open. A Show leads tickbox with the filters turns them off, and it only appears once you have leads carrying a date. Picking a status filter hides them, since a lead has no booking status to match, but the Space filter narrows them, since a lead can name a Space of its own.

Category on a row

A lead can carry a Category: your own label for it, set on the lead itself. Planners use it for a lost reason ("Unavailable"), for a salesperson, or for a type of event. Where a lead has one, the events list draws it as an outlined tag badge straight after the status.

The badge stays when the lead converts. A converted lead is drawn as a booking row rather than a lead row, and the Category it was given carries onto that row, so the label is still there at the point the job gets real. Set and edit it on the lead: see Working the leads inbox.

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. Common uses:

All statuses (default). The full pipeline. Use this when you want to see everything you have on.
Lead. Just the prospects. Useful for a Monday-morning pass through the leads that came in last week to decide which to chase.
Tentative. Just the pencilled-in dates. Useful when you're trying to figure out which holds to firm up or release.
Confirmed. Just the booked work. Useful for the day-to-day "what am I actually delivering?" view, especially mid-event-season.
Cancelled. The ones that didn't happen. Useful if you're trying to remember a specific job that fell through.
Completed. The archive. Useful for invoicing, referring back to a recent event, or pulling a contact off an old job.

The filter combines with the search box and the "show old events" checkbox, so you can filter to "Confirmed events for client name X" or "Leads that haven't happened yet" in a single screen.

Filtering by Space

Beside the status dropdown, once you have Spaces set up, is a Space filter (named with your own word for a Space). Leave it on All Spaces or pick one to see only that room's bookings. It narrows appointments as well as bookings, since an appointment always names a Space. A booking with a one-off venue typed straight onto it belongs to no Space, so it drops out of every Space's list.

Show old events

By default the events list hides events more than a few days past (anything dated earlier than three days ago). 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. The few-day grace means a job that ran yesterday stays on the list while you wrap it up, rather than vanishing the moment its date ticks over.

Tick Show old events and the past leads the list, most recently finished first, with the upcoming work below it under an Upcoming heading. That is the right way round: ticking the box is you saying you want something that has already happened, and appending history under a page and a half of future bookings put it out of reach. The two blocks are labelled Past and Upcoming, including at the top of each page, since a block can run over a page break. The default list is untouched and still opens on what is coming up.

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 venues use Status in roughly the same pattern.

A new lead comes in. You create an event, name it, set the date, leave Status as Lead, 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. Once the event is more than a few days past it drops off the default events list view (that's driven by the date, not the status, with Show old events off), but it stays accessible via the filter or by ticking Show old events.
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 leads from this client?" Status filter Lead, 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 venue-side signal: if you accidentally share a Lead 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.

When to leave Status alone

Most events spend most of their time in Confirmed. The point of Status isn't to ceremoniously update it at every stage; it's to be honest about what's actually true. If you're not sure whether something is Tentative or Confirmed, the answer is "whichever one matches what's actually happening". Status is a record, not a workflow gate; 1pm doesn't lock features behind a status value.

The one moment most venues do find worth committing to is moving an event to Completed once it's run. That's what gets it off the default active list and into the searchable archive, and it's the cleanest way to keep your pipeline view honest.