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The Event Manager is a specialized module for complex, high-value bookings. Unlike simple retail orders, Events have long lifecycles, require detailed consultations, and often involve multiple quotes and revisions.

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The Event Lifecycle

Every event moves through a defined pipeline, ensuring you capture the sale and deliver on the big day.
1

Inquiry

New Lead. A customer has submitted an inquiry form on your website or called the shop. No dates are reserved yet.
2

Consultation

Meeting Phase. You have met the client, discussed their mood board, and recorded their “Colour Palette” and requirements.
3

Quote Sent

Pending Approval. You have built a proposal and emailed the Client Portal link. The customer is reviewing the prices.
4

Booked

Deposit Paid. The customer has accepted the quote and paid the booking fee. Stock and Hire Items are now potentially reserved.
5

Finalisation

The Month Before. You confirm final numbers (e.g., table counts) and issue the final balance invoice.

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Key Features

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The Client Portal

Instead of sending static PDFs, Digital Florists generates a live Client Portal for every event.
  • Live Updates: If you change a flower price, the portal updates instantly.
  • Acceptance: Clients can digitally sign the Terms & Conditions and pay their deposit online.
  • Visuals: showcasing the mood board and item photos in a beautiful, branded interface.

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Colour Palettes

You can assign specific Colour Families (e.g., “Sage Green”, “Blush Pink”) and hex codes to an event.
  • Matching: The system uses this to suggest relevant flower varieties from your inventory.
  • Communication: These colors appear on the Worksheets so your florists execute the vision perfectly.

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Stock Reservation

Events are tightly integrated with your Inventory.
  • Hire Items: Candelabras and arches are checked for availability on the event date to prevent double-booking.
  • Flower Buying: Since events represent huge volumes, the Buying List aggregates stem counts months in advance.
The Events module is your complete toolkit for managing complex floral jobs like weddings and large corporate functions.

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Creating an Event

  1. Click New Event.
  2. Client Platform: Add a new client or select an existing one.
  3. Event Date & Type: E.g., “Smith Wedding”, “Oct 12th”.

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Event Stages

An event moves through a lifecycle:
  1. Enquiry: Initial contact, holding the date.
  2. Consultation: Meeting notes and initial ideas.
  3. Proposal: Building a beautiful quote for the client.
  4. Confirmed: Deposit paid, date locked in.
  5. Production: Ordering flowers, creating recipes.
  6. Completed: Event delivered and paid.

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The Event Dashboard

Each event has its own hub where you can manage:
  • Overview: Key dates, venues, and contact info.
  • Proposals: Create and edit the visual quote.
  • Recipes: Calculate rigorous stem counts for every arrangement.
  • Ingredients: Generate precise buying lists.
  • Invoices: Track payments and scheduled deposits.

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Venues & logistics

You can add multiple venues to a single event (e.g., “Ceremony at Church”, “Reception at Hotel”). This helps with:
  • Delivery Logistics: Knowing exactly where items need to be dropped off.
  • Installations: Planning on-site work times.