Event Settings

Event Settings give you control over how events work across your account — from event codes and display preferences to the types, statuses, and cost categories your team uses every day. This page also covers managing event types, statuses, cost types, cost statuses, resource types, lost reasons, and venue statuses.

Getting There

Navigate to Settings > Events tab. The left-hand menu shows all the event-related settings pages:

  • General Settings
  • Event Types
  • Event Statuses
  • Cost Types
  • Cost Statuses
  • Resource Types
  • Lost Reasons
  • Venue Statuses
Event settings overview

General Event Settings

Click General Settings in the Events tab sidebar, then click Edit to make changes.

Event Code Settings

Control how event codes are generated and displayed:

Setting What It Does
Next Event Code The number that will be assigned to the next new event.
Auto Assign Event Code Automatically assigns a sequential code when an event is created.
Include Month in Event Code Adds the month to the generated code (e.g. EV-04-001).
Include Team in Event Code Adds the team code prefix to event codes.
Generate Unique Event Code Ensures no duplicate codes are generated.
Move Event Code to Required Information Moves the event code field to the Required Information tab on the event form.

Display Settings

Control what appears on the events list and event detail pages:

Setting What It Does
Show Lost Events Includes events marked as lost in the main events list.
Dates Inherit Status Event dates automatically adopt the parent event's status when it changes.
Hide End Date Hides the end date field on events (useful for single-day events).
Has Duration Shows a duration field on events.
Show Tax Rate Column Displays a tax rate column on cost tables.
Enable Cost Group Collapsing Allows cost groups to be collapsed/expanded on the event page.
Enable Cost Tabs Organises costs into tabbed sections.
Sort Groups by Tab Groups cost items by their tab when tabs are enabled.
Approve Costs Enables a cost approval workflow.
Show Cost Tabs on Quote Displays cost tab headings on exported quotes.
Guests in Additional Tab Moves the guest count field to the Additional tab on the event form.

Cost and Resource Behaviour

Setting What It Does
Attach Allocated Resources to Event Links allocated resources directly to the event record.
Overwrite Unit Cost/Price Based on Resources Automatically updates cost line item prices when resources are allocated.
Only Display Team Packages Restricts the package selector to packages assigned to the user's team.
Multiply Per Head Cost by Guests Automatically multiplies per-head costs by the event's guest count.
Enable Separate Cost/Price Quantity Allows different quantities for cost and price on each line item.
Group Resources by Linked Cost Displays resources grouped under their associated cost line.
Show Currency Costs Shows costs in their original currency alongside the base currency.
Display Background Colour on Cost Columns Highlights cost and price columns with configurable colours.
Unit Cost Column Colour / Unit Price Column Colour Sets the background colour for cost and price columns.

Diary Settings

Setting What It Does
Start Week on Monday Sets Monday as the first day of the week in calendar views (default is Sunday).
Show Tasks on Diary Displays tasks alongside events on the diary/calendar.
Use Team Colours on Diary Colour-codes diary entries by team.
Diary Title Template Customises how event titles appear on the diary.

Team and Access Settings

Setting What It Does
Restrict User Access by Assigned Teams Users only see events belonging to their assigned team(s).
Isolate Team Event and Account Data Full data isolation between teams — users can only see their own team's data.
Required Lost Reason Requires a reason to be selected when marking an event as lost.
Remove Set Team on Events Hides the team assignment field on the event form.
Display Contracted Values on Summary Shows contracted financial values on the event summary.
Complete All Tasks on Event Lost Automatically marks all open tasks as complete when an event is lost.

Other Settings

Setting What It Does
Default Venue Pre-selects a venue when creating new events.
Management Fee Tax Rate The default tax rate applied to management fees.
Default Payable Commission Type Whether commissions default to receivable or payable.
Summary Report Notes Default notes shown on event summary reports.
Event Description Default description text for new events.
Cost Page Header / Footer Text displayed at the top/bottom of the cost section in documents.
Show Manager / Salesperson Column Displays these columns on the events list.

Events List Columns

Tick the columns you want to display on the main events list page. Options include Pipeline, Profit, Revenue, Total Cost, Primary Contact, Teams, Guests, Margin, Client Budget, and more.

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Event Types

Event types categorise your events (e.g. "Wedding", "Corporate", "Festival").

Getting There

Settings > Events tab > Event Types

Manage Event Types

Create a type:
    • Click Create.
    • Enter the type Name.
    • Click Save.
Edit types:
    • Click Edit to open the batch edit view.
    • Update names as needed.
    • Click Save.
Delete a type:
    • Click Delete next to the type.
    • Select a replacement type — all events currently using this type will be reassigned to the replacement.
    • Confirm the deletion.
Warning: You must choose a replacement type when deleting. Events cannot exist without a type.

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Event Statuses

Event statuses track where each event is in your pipeline (e.g. "Enquiry", "Proposed", "Contracted", "Complete", "Lost").

Getting There

Settings > Events tab > Event Statuses

Understanding Status Properties

Each status has several properties that affect how EventWorks treats events with that status:

Property What It Does
Name The label shown throughout EventWorks.
Probability A value from 0.0 to 1.0 representing the likelihood of the event proceeding. Used in pipeline and revenue forecasting.
Is Lead Marks this as a lead/enquiry stage.
Is Contracted Marks this as a confirmed/contracted stage.
Is Closed Marks this as a completed/closed stage.
Is Lost Marks this as a lost stage.
Color The badge colour used to display this status.

Manage Event Statuses

Create a status:
    • Click Create.
    • Fill in the status name, probability, colour, and tick the relevant property checkboxes.
    • Click Save.
Edit statuses:
    • Click Edit to open the batch edit view showing all statuses.
    • Update any fields. You can also set public-facing names and colours (used on client-facing documents).
    • Drag and drop statuses to reorder them — this controls the order they appear in dropdowns and on the pipeline view.
    • Click Save.
Set a status message: Click the message icon next to a status to configure a message that appears when an event is moved to that status. Delete a status:
    • Click Delete next to the status.
    • Select a replacement status — all events and event dates with this status will be reassigned.
    • Confirm the deletion.

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Cost Types

Cost types categorise your cost line items (e.g. "Labour", "Equipment Hire", "Catering", "Travel").

Getting There

Settings > Events tab > Cost Types

Manage Cost Types

Create a type:
    • Click Create.
    • Enter the type Name.
    • Optionally tick Is Private to hide this type from client-facing documents.
    • Click Save.
Reorder types: Drag and drop cost types in the list to change their display order. Delete a type:
    • Click Delete next to the type.
    • Select a replacement type — all cost line items using this type will be reassigned.
    • Confirm the deletion.
Note: Cost type deletion is processed in the background for large datasets. You'll see the change take effect shortly after confirming.

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Cost Statuses

Cost statuses track the state of individual cost line items (e.g. "Draft", "Confirmed", "Cancelled").

Getting There

Settings > Events tab > Cost Statuses

Manage Cost Statuses

The same create, edit, and delete pattern applies. When deleting, select a replacement status for affected cost items. Deletion is processed in the background.

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Resource Types

Resource types categorise your resources (e.g. "Audio", "Lighting", "Staging", "Vehicles"). Resource types support a hierarchy — you can nest types within parent types.

Getting There

Settings > Events tab > Resource Types

Manage Resource Types

Create a type:
    • Click Create.
    • Enter the type Name and optionally select a Parent Type to create a sub-type.
    • Click Save.
Delete a type:
    • Click Delete next to the type.
    • Select a replacement type for all resources currently using this type.
    • Confirm the deletion.
Tip: Use hierarchical resource types to organise large inventories. For example, "Audio > Speakers > Line Array" gives you precise categorisation while still allowing you to filter by the broader "Audio" category.

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Lost Reasons

Lost reasons explain why an event was lost (e.g. "Budget", "Competitor", "Timing", "Scope Change"). These are selected when an event's status is changed to a lost status.

Getting There

Settings > Events tab > Lost Reasons

Manage Lost Reasons

Create a reason:
    • Click Create.
    • Enter the Name.
    • Click Save.

Lost reasons are displayed in order. When deleting a reason, you can optionally select a replacement — events with the deleted reason will be updated.

Tip: If you've enabled Required Lost Reason in the General Event Settings, users must select a reason when marking an event as lost. This ensures you always capture why business was lost.

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Venue Statuses

Venue statuses track the booking state of venues on events (e.g. "Provisional", "Confirmed", "Cancelled").

Getting There

Settings > Events tab > Venue Statuses

Manage Venue Statuses

The same create, edit, and delete pattern applies. When deleting, select a replacement status for all event venues currently using this status.

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Frequently Asked Questions

Q: I've changed event settings but users aren't seeing the changes?

Event settings apply immediately to all users. Ask users to refresh their browser if they had EventWorks open when you made changes.

Q: Can I have different event settings per team?

No — event settings are account-wide. However, some features (like team-specific packages and team isolation) let you customise the experience per team within the shared settings.

Q: What happens to my pipeline reports if I change status probabilities?

Pipeline calculations update immediately based on the new probabilities. Historical reports that were already generated are not affected, but any new report will use the updated values.

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