This is the high-level tour. Read it once to see how the pieces fit together, then dip into the linked pages as you build your first real event.
What Events does (and doesn’t)
Events gives you a quotation builder, a designed proposal you can send to clients, a Client Portal for them to review and accept, a hire-item inventory, and a calendar of everything coming up. When the client signs off, you turn the quotation into normal orders that flow through your usual dashboard. It isn’t a replacement for orders — short-lead bookings, walk-ins, and standard deliveries still belong in Orders. If your customer isn’t asking for a consultation or a proposal, an event is overkill.Before you start
A handful of things make the first event smoother. None are blockers — you can come back to any of them — but having them ready avoids stopping mid-flow.Sort the basics in Settings
Confirm your business details, location, and tax rates in Settings. Event quotations use these for totals and invoices. If you’ve already worked through the Quickstart, you’re done.
Add at least one event type
Events are grouped by type (Wedding, Funeral, Corporate by default). Add your own in Settings > General if you need them — see Overview.
Decide how enquiries reach you
If you want clients to submit enquiries directly from your website, build a form first — see Form Builder. If you take enquiries by phone or email for now, skip ahead and create events manually.
Have a few recipes or hire items in mind
You don’t need a full library to start. A handful of go-to arrangements as recipes and any hire items you let out will make the first quotation much faster.
Your first event, end-to-end
Take the enquiry
A new lead comes in — either a form submission from your website or a phone call. For form submissions, open the submission and review what the client sent. For phone enquiries, go straight to step 2.
Create the event
From a submission, click Create Event and the client’s details are pre-filled for you. From scratch, head to Events > Create Event. Pick the client, set the date, choose a venue, and pick the event type. See Creating an Event for the full walkthrough.
Build the quotation
Open the event’s Quotation tab. Add groups (Ceremony, Reception, Bridal Party), drop in recipes, and price each row. Add hire items for anything going out on loan, and use adjustments for delivery fees or discounts. See Quotation Builder for the detail.
Design and send the proposal
Switch to the Proposal tab. Pick a theme, add moodboard images and arrangement photos from your media library, and review the layout. When it’s ready, send the proposal — the client gets a link to their Client Portal where they can read everything at their own pace.
Take the deposit and confirm the booking
Once the client accepts, record their deposit on the event’s Payments tab and move the event to Quote Accepted. This reserves any hire items for the date so they can’t be double-booked. The payments and deposits page covers payment links, manual entry, and statements.
Finalise and create the orders
In the weeks before the event, move it to Order Finalisation to confirm final numbers and collect the balance. Then open the Orders tab and create the orders from your quotation. They appear on your dashboard alongside everyday orders, ready for your team to make up and deliver.
Run the event day
On the day, your team works from the dashboard like any other order — make up the arrangements, load the van, deliver to the venue. The Event Calendar gives you a single view of what’s going out across the week.
For the full list of statuses an event passes through and what each one does behind the scenes, see Event Lifecycle.
A realistic timeline
Most events span weeks or months between enquiry and delivery. Here’s roughly when each phase happens.| Phase | When | What you’re doing |
|---|---|---|
| Enquiry | Months out | Reviewing the brief, replying to the client |
| Consultation | Weeks 1–2 | Meeting the client, building a quotation |
| Proposal | After consultation | Designing and sending; client reviews in the portal |
| Booked | On acceptance | Deposit in, hire items reserved |
| Finalisation | 2–4 weeks before | Final numbers, balance payment |
| Orders | 1–2 weeks before | Quotation becomes production orders |
| Event day | The day | Make up, deliver, close out |
Common questions
Do I have to use enquiry forms?
Do I have to use enquiry forms?
No. If you take all your enquiries by phone, email, or in person, you can create every event manually from Events > Create Event. Forms just save typing when a lead comes in through your website.
Can I edit the quotation after the client accepts?
Can I edit the quotation after the client accepts?
Yes. Update the quotation, republish the proposal, and adjust the balance owed if needed. See the Overview for more on mid-event changes.
What happens to my hire items if an event is cancelled?
What happens to my hire items if an event is cancelled?
Hire items reserved for a cancelled event are released automatically and become available for other bookings. See Hire Items.
Can my team work on events from the Digital Florists App?
Can my team work on events from the Digital Florists App?
The events workflow — quotations, proposals, the Client Portal — is dashboard-based. Once you’ve created orders from a quotation, those orders appear on the app like any other and your team can pick, mark ready, and deliver from there.
What if I just want to take a deposit without a full proposal?
What if I just want to take a deposit without a full proposal?
You can record a payment against an event at any status, including Draft. The proposal flow is the polished route; the Payments tab is always available if you’ve already agreed the booking offline.
What’s next?
Creating an Event
Walk through every field on the event form.
Enquiry Forms
Capture leads straight from your website.
Quotation Builder
Build detailed, itemised quotations.
Proposals
Design proposals that win bookings.
Payments & Deposits
Take deposits, balances, and final invoices.
Event Lifecycle
Every status explained, from draft to completed.