Creating Events

Creating an event is how you start tracking a new booking, enquiry, or lead in EventWorks. The create form captures all the essential details — client, event type, dates, and any additional information your organisation needs.

Getting There

• Click Events in the main sidebar navigation.
• Click the Create Event button at the top of the events list.

The Create Form

The event create form is organised into tabs. Which fields appear and which tab they're on depends on how your administrator has configured the event settings.

Required Information Tab

This tab contains the fields you must fill in to create the event.

• Status — The initial status for the event (e.g., New, Lead). Your administrator may have set a default.
• Account — The client account this event is for. Start typing to search for an existing account.
• Contact — The primary contact at the client account. This dropdown populates based on the selected account.
• Name — A name for the event (required).
• Event Type — The type of event (e.g., Corporate, Wedding, Conference). This is required.

Depending on your settings, you may also see these fields on the Required tab:

• Code — A unique event code or reference number. This may be auto-generated.
• Guests — The expected number of guests.
• Resources — Any resources allocated to this event.
• Source — How the enquiry came in (e.g., Website, Referral, Phone).
• Medium — The marketing medium (e.g., Google, Email).
• Industry Type — The event's industry classification.
• Team — Which team this event belongs to (defaults to your team).
• Salesperson — Who is responsible for selling this event (defaults to you).
• Manager — Who will manage the event.
• Venue — The event venue.
• Tags — Any tags to categorise the event.
• Client Budget — The client's stated budget.

Below the main fields, you'll see the date fields:

• Start Date and Start Time — When the event begins.
• End Date and End Time — When the event ends (this may be hidden if your administrator has disabled end dates).

Additional Information Tab

This tab contains supplementary fields that aren't required but help build a complete picture:

• Estimated Contracted Date — When you expect the event to be confirmed.
• Source / Medium / Industry Type — If not shown on the Required tab.
• Team / Salesperson / Manager — If not shown on the Required tab.
• Agent Account — If this event came through an agency.
• Referral Account — If the event was referred by another account.
• Venue — If not shown on the Required tab.
• Resources — If not shown on the Required tab.
• Is Reportable — Toggle whether this event is included in reports (requires specific permission).
• Tags — If not shown on the Required tab.
• Lost Reason — Why the event was lost (usually set later via the Release workflow).
• Description — A rich text description of the event. Your administrator may have configured a default template.
• Custom Attributes — Any additional fields your organisation has set up.

Financial Tab

This tab captures estimated financial figures before the event is contracted and detailed costs are entered:

• Client Budget — The client's stated budget (if not on the Required tab).
• Estimated Price — Your estimated total price for the event.
• Estimated Profit — Your estimated profit.
• Estimated Uplift — Any expected uplift amount.
• Estimated Venue Hire — The expected venue hire cost (if enabled).
• Resource Type Values — Estimated values for tracked resource types.
• Custom Financial Fields — Up to five additional custom currency fields, if configured.

Tip: The financial estimates entered here are used for pipeline calculations before the event is contracted. Once an event is contracted and costs are added, the reported figures are calculated automatically from the actual cost data.

What Happens After You Create an Event

After you fill in the form and click Save:

• The event is created with the details you entered.
• A date record is automatically created from the start and end date/time you provided.
• If auto-generated event codes are enabled, a code is assigned automatically.
• If a default venue is configured and you didn't specify one, it's assigned automatically.
• You're taken to the event dashboard where you can view and manage all aspects of the event.

Editing an Event

To edit an event after creation:

• Open the event by clicking its name in the events list.
• Click Edit (or the edit button on the event dashboard).
• Make your changes across any of the tabs.
• Click Save.

When editing, the dates section shows all existing dates with the ability to modify each one and add new dates.

Settings & Configuration

Several settings affect the create form. Your administrator can configure these in Settings > Events:

• Required fields — Which fields appear on the Required Information tab vs. the Additional tab.
• Default status — The pre-selected status for new events.
• Auto-assign code — Whether event codes are generated automatically.
• Hide end date — Whether to show or hide the end date field.
• Guests field — Whether to show the guests field and on which tab.
• Default venue — A venue to assign automatically when none is specified.
• Default description — Pre-filled text for the description field.

Tips & Best Practices

Tip: If you're creating events for the same client regularly, the account search remembers recent selections, making it quick to select the right client.

Tip: Don't worry about filling in every field when creating an event — you can always come back and add more details later via the edit form or the event dashboard.

Tip: If your organisation uses event codes for reference, check with your administrator whether codes are auto-generated. If they are, you don't need to enter one manually.

Frequently Asked Questions

At minimum, you need a Name and Event Type. Your administrator may have configured additional required fields. If you miss a required field, the form will highlight what needs to be filled in.

The account field is not strictly required, but it's strongly recommended. Linking an event to an account is how you associate it with a client and their contacts.

Yes. You can change the status at any time from the event dashboard using the status dropdown, or by using the Release workflow to mark an event as lost.

Use the Duplicate feature to create a copy of an existing event with all its details.

Related Articles

• Viewing and Filtering Events
• The Event Dashboard
• Event Statuses and Pipeline
• Duplicating Events