Event statuses
As an event progresses, its status changes to reflect where it is in the journey. Here’s every status you’ll see, what it means, and what happens behind the scenes.Draft
Your starting point. The event has been created and you’re still building the quotation, adding items, and putting together the proposal. The client hasn’t seen anything yet.Quote Sent
You’ve sent the proposal to the client through their Client Portal. The ball is in their court — they’re reviewing your pricing and details.Follow Up
The client hasn’t responded and it’s time to reach out. This is your reminder to pick up the phone, send an email, or drop them a message. Don’t let a good lead go cold.Quote Accepted
Great news — the client has accepted your proposal. At this point, any hire items linked to the event are automatically reserved for the event date, so they can’t be double-booked.Order Finalisation
You’re locking in the final details before the event. This is where you confirm table counts, guest numbers, and any last-minute changes. When an event moves to this status, a notification email is sent to the client automatically letting them know you’re finalising their order.Order Created
Orders have been created from the quotation and are ready for your team to start production and delivery planning. These orders appear on your dashboard just like everyday orders.Completed
The event has been delivered and everything went smoothly. You’re done!Cancelled
The event has been cancelled. All linked tasks are automatically cancelled and any reserved hire items are released back into your inventory.Archived
The event is filed away for your records. You can still view it, but it won’t appear in your active event lists.What happens automatically?
Some status changes trigger actions behind the scenes so you don’t have to remember to do them yourself:| When this happens | The system does this |
|---|---|
| Status moves to Quote Accepted | Hire items linked to the event are reserved for the event date (and stay reserved through Order Finalisation, Order Created, and Completed) |
| Status moves to Order Finalisation | A notification email is sent to the client |
| Status moves to Cancelled | All linked tasks are cancelled and hire items are released |
Cancelling an event also cancels all associated tasks and releases any reserved hire items. This action cannot be undone. Make sure you’ve spoken with the client and confirmed the cancellation before changing the status.
Payment statuses
Payment is tracked separately from the event status, so you always know where you stand financially even if the event hasn’t progressed yet. An event’s payment status can be:- Unpaid — no payments received yet
- Partially Paid — a deposit or part payment has been taken
- Paid — the full amount has been received
- Over Paid — more has been collected than the quoted total (you may need to issue a refund)
Stuck events
Life gets busy and sometimes events sit in the same status for too long. Digital Florists highlights stuck events — bookings that haven’t moved forward in a while. These are especially useful for catching:- Proposals that were sent but never followed up
- Accepted quotes that haven’t moved to order creation
- Events sitting in finalisation that need your attention
Automation triggers
Every status change and payment status change can be used as a trigger for your automations. This means you can set up rules like:- Send the client a thank-you email when their event is marked as Completed
- Create a task for your team when an event moves to Order Finalisation
- Notify yourself when a payment status changes to Paid
- Send a follow-up email when an event enters the Follow Up status
Automations only fire when the status actually changes. If an event is already in “Quote Sent” and you save it without changing the status, the automation won’t fire again.
Common questions
Can I skip statuses or move backwards?
Can I skip statuses or move backwards?
Yes. You’re not locked into a strict order. If a client comes back after you’ve archived an event, you can change it back to an earlier status. Use whatever flow makes sense for the situation.
What's the difference between Completed and Archived?
What's the difference between Completed and Archived?
Completed means the event day has passed and everything was delivered successfully. Archived means you’ve filed the event away so it no longer appears in your active lists. Most florists complete an event first, then archive it later during a tidy-up.
Does cancelling an event refund the client automatically?
Does cancelling an event refund the client automatically?
No. Cancelling changes the event status and releases hire items, but it doesn’t process a refund. You’ll need to handle the refund separately through your payment provider and record it on the event.
Can I see a history of status changes?
Can I see a history of status changes?
Yes. Each event keeps a log of every status change, including who made the change and when. This is useful for tracking the timeline of a booking or resolving any questions about what happened.
What’s next?
Creating an Event
Step-by-step guide to setting up a new event.
Event Orders
Turn your quotation into production-ready orders.
Payments & Deposits
Record deposits, balances, and track what’s owed.
Automations
Set up rules to send emails and create tasks automatically.