Contents · Venue manual

Running your website

Enquiries

How people enquire on your website, what they see, and how your team works through enquiries in Venue → Enquiries: the stages, owners, notes, replies, the history, adding an enquiry yourself and the enquiry board.

On this page

An enquiry is someone asking about a date. On your website it takes four short steps, with a running summary and an estimate of the venue hire as they go. In the back office every enquiry gets a reference number (such as WH-1007) and moves through stages from New to Booked, with an owner, notes, emails and its full history on one screen.

Brochure requests and viewings booked online also appear in the enquiry list, so every lead is in one place.

Features marked (Pro) need a Pro or Agency licence.

The customer's side: making an enquiry

Step 1: Date and space

On the Enquire page, people answer Which date, and which part of the venue?

  • Date: the day of the event.
  • Last day (more than one day): optional, for a weekend or several days in a row.
  • My date is flexible: tick this and a box appears for Which dates would suit you? (for example any Saturday in June 2027).
  • Part of the day: the whole day, morning, afternoon or evening.
  • Space: the whole venue or one space.

The dark Your enquiry panel on the right fills in as they go.

Step 1 of the enquiry form: four numbered steps across the top (Date and space, Your day, Your details, Held), the question "Which date, and which part of the venue?", boxes for Date and Last day, a "My date is flexible" tick box, Part of the day and Space menus, a Continue button, and the Your enquiry summary on the right

When they choose a last day, an Each day list appears so each day can have its own part of the day (for example the evening on Friday and the whole day on Saturday). + Add another date adds dates that aren't in a row. A day that's already taken is greyed out. See Bookings, including several days.

Step 1 with Friday 13 to Sunday 15 November chosen: an Each day list with Fri 13 Nov greyed out (it is booked) and Sat 14 Nov and Sun 15 Nov each set to The whole day, an Other dates section with a + Add another date button, and on the right the summary saying Fri 13 Nov 2026 is booked and the other two are free

Step 2: Your day

Tell us about the day: the Kind of event (the only box they must fill in), Day guests, Evening guests, Ceremony here?, Rough budget for the venue and food and Anything we should know.

Step 2, "Tell us about the day": Kind of event, Day guests (80), Evening guests (110), Ceremony here?, Rough budget for the venue and food, Anything we should know, with Back and Continue buttons

Step 3: Your details

How do we reach you?: Your name, Partner's name (optional), Email, Phone (optional) and the Best way to reach you (Email, Phone or WhatsApp). Then two tick boxes:

  • Hold my date for 14 days if it's free (no payment, no obligation) (Pro), ticked to start with. If someone else holds the date, they go on its waiting list instead.
  • I agree that [your venue] may keep these details..., which they must tick.

They click Send and hold my date. The summary on the right now shows each date as free, held or booked, and the Estimated venue hire.

Step 3, "How do we reach you?", filled in for Alex Sample with the hold box and the consent box ticked and a Send and hold my date button; on the right the summary lists Friday 9 October 2026 – Sun 11 Oct, The whole day, The whole venue, Wedding, 80 day and 110 evening guests, all three dates Free, and an estimated venue hire of £29,100 for the 3 dates

Step 4: Held

The form is replaced by a confirmation: Enquiry [reference] sent: your date is held (or Enquiry ... sent if no date was held), with See your enquiry and Add the hold to my calendar (.ics). They also get an email with the reference, the details, until when the date is held and a calendar file.

Their own page

Every enquiry has a private page for the person, linked from their email. There they can see their details and the hold, extend the hold once (Pro), release it if they no longer need it, add it to their calendar and book a viewing.

The enquirer's own page for WH-1001: "Your enquiry", "Your viewing is arranged.", an amber dashed box "Your date is held for you" for the whole venue on Sat 17 Oct 2026 until Tue 20 Oct 2026, 17:00, with reminders on 17 and 19 Oct, buttons Extend the hold by 7 days and I don't need the date any more: release it, an Add it to my calendar link, then What you told us and a Book a viewing button
The same page on a phone, with the hold box and buttons stacked full width

The staff side: the enquiry list

  1. Go to Venue → Enquiries. The number beside Enquiries in the menu shows how many are at the New stage.
  2. The list shows each enquiry's Reference, Who, Event, Date, Diary (free, held to a date, or booked), Owner and Stage.
  3. Use the links along the top (All, New, Contacted, Viewing, Proposal sent, Held, Booked, Lost) or the Every stage, Every kind (enquiry, brochure request, viewing) and Anyone's menus, then Filter. Search by reference, name or email.
Venue → Enquiries with Add an enquiry, Board and Download CSV buttons, the stage links with counts (All 8, New 1, Viewing 2, Booked 5), filter menus, and eight enquiries from WH-1001 to WH-1008, showing for example WH-1007 Aisha Rahman & Rob Kerr, Wedding, 150 day and 180 evening guests, Saturday 19 December 2026, stage New

How to work on an enquiry

Click a reference or name to open it. The stage bar at the top shows where it is. On the left are What they sent, The date, Viewings and Deposit; on the right Looking after it and History.

An open enquiry, WH-1001 Hannah Okafor & Tom Reed at the Viewing stage: What they sent (email, phone, best way to reach them, event, date, space, guests, ceremony, budget, estimate £11,500, anything else, received), Change the details and Their page (as they see it) links; The date card with the hold until Tue 20 Oct and Extend the hold, Book the date and Release the hold buttons; on the right, Looking after it and History

What they sent

Everything they entered, plus the Estimate from your price guide and when it was Received. Their page (as they see it) opens the person's own page.

If the date, space or guests change, click Change the details, edit the boxes (you can also set the Value (£) of the event) and click Save the details.

Change the details opened on WH-1007: boxes for Event, Date, Part of the day, Space, Day guests, Evening guests, The date is flexible, and Value (£), with a Save the details button

The date, viewings and deposit

These cards let you hold, book or release the date, book a viewing and ask for a deposit. See Bookings, Holds, Viewings and Deposits and payments.

Looking after it

The Looking after it card: Move to (a menu set to Contacted), Why (optional) and Move; the line "Held holds the date in the diary, Booked books it, Lost releases it."; Owner with a menu and Give it to them; a box for "A note for the team, or a reply to them" with Add a note and Email it to them buttons

How to move an enquiry to the next stage

  1. Under Looking after it, choose a stage in Move to.
  2. Type a reason in Why (optional) if it helps, such as Proposal emailed.
  3. Click Move.

How to give an enquiry to someone

  1. Choose the person in Owner.
  2. Click Give it to them. They're emailed.

Event coordinators only see the enquiries given to them.

How to add a note or email them

  1. Type in A note for the team, or a reply to them.
  2. Click Add a note to keep it for the team only, or Email it to them to send it to the person (you're asked to confirm). A New enquiry becomes Contacted by itself when you email them.

History

Everything that has happened: when it was received, every stage change with the reason, holds and bookings, viewings, notes, emails and deposits, with who did it and when. The website means it happened by itself (for example a hold running out).

The History card for WH-1008: New → Booked by gsadmin with the reason "Contract signed", Diary: Booked for the whole venue on Sat 2 Jan 2027, Diary: Held until Tue 20 Oct 2026, and Received, Added by staff

The stages

New → Contacted → Viewing → Proposal sent → Held → Booked, or Lost.

  • Moving to Held holds the date in the diary. If someone else already has it, you're told and nothing changes.
  • Moving to Booked books the date and emails them.
  • Moving to Lost releases the date.

You can move forward to any later stage, back one step, or to Lost at any time. A lost enquiry can be reopened as Contacted. A booked enquiry can only go back to Held, or to Lost.

How to add an enquiry yourself

Took an enquiry on the phone or at an open day?

  1. Go to Venue → Enquiries and click Add an enquiry.
  2. Fill in the Name, Email, Phone, Event, Date, Part of the day, Space, Day guests, Evening guests, The date is flexible and Notes.
  3. Click Add the enquiry. It opens, ready for you to hold the date.
The Add an enquiry form with Name, Email, Phone, Event, Date, Part of the day, Space, Day guests, Evening guests, The date is flexible and Notes, and an Add the enquiry button

Who gets new enquiries

Under Venue → Settings → Enquiries → Who gets new enquiries, choose a person in Give new enquiries to. They own each new enquiry and are emailed. Leave it on — Nobody in particular — and new enquiries go to the addresses on the Email tab.

The enquiry board (Pro)

Venue → Enquiry board shows every enquiry as a card in a column for its stage, from New to Booked and Lost, with the total value of each column. Each card shows the name, the date, the number of guests, the reference and when its hold ends.

  1. Drag a card to another column to move it, or choose a stage in the card's menu and click Move.
  2. Holds ending within three days are marked in red. Lost enquiries from the last 90 days are shown.
  3. Download CSV gives you the whole pipeline as a spreadsheet. List goes back to the enquiry list.
The Enquiry board with every stage on one screen: New (1, £8,900), Contacted (0), Viewing (2, £20,400), Proposal sent (0), Held (0), Booked (5, £44,700) and Lost (0); each card shows a name such as Ruth Malone, Sat 21 Nov 2026 · 120, WH-1004, Hold ends 21 Oct, and a Move menu

Enquiry settings

Venue → Settings → Enquiries:

  • Take enquiries online: off, and the form says to call or email you.
  • Your enquiry page: where Enquire and Hold this date buttons go. It needs the Enquiry form block. Leave it on the starter Enquire page.
  • Reference numbers start with: for example WH- gives WH-1001, WH-1002...
  • Budget bands (choices): one per line. Leave it empty to leave the budget question off the form.
  • What the reply email says: the words in the automatic reply.
  • Give new enquiries to: see above.

The kinds of event on the form come from Venue → Settings → Your venue → Kinds of event (choices).

The Enquiries settings tab with Take enquiries online, Your enquiry page, Reference numbers start with, Budget bands, What the reply email says, and Give new enquiries to