Statuses turn the Private Events inbox into a simple funnel. They help staff see which inquiries need attention, which are being worked, and which became real business.
Use statuses consistently. If each staff member uses them differently, the inbox becomes hard to trust.
New
Use New for requests that have not been reviewed or worked yet.
New requests should be checked quickly. A private-event inquiry often has high revenue potential and a guest who expects a personal response.
Move out of New when staff has reviewed the request and taken action.
Contacted
Use Contacted when staff has reached out or replied.
Examples:
- Sent an email asking for budget and room preference
- Called and left a voicemail
- Replied with available dates
- Asked for menu or setup details
Add a note describing what happened. Contacted alone is not enough context.
Quoted
Use Quoted when the venue has sent meaningful pricing, proposal, availability, or package details.
Examples:
- Sent room minimum and menu options
- Sent a buyout estimate
- Sent tasting package pricing
- Sent contract or deposit instructions
Quoted requests should be followed up on. Add the quote summary or where the quote was sent.
Booked
Use Booked when the inquiry becomes confirmed business.
Booked can mean:
- Staff created a reservation
- A deposit agreement was completed
- A contract was signed
- The venue confirmed the event outside CoverCount
Add a note with the reservation number, contract reference, or next operational step when available.
For the reservation workflow, see Turn a Private Event request into a reservation.
Lost
Use Lost when the request is not moving forward.
Common reasons:
- Guest chose another venue
- Date was unavailable
- Budget did not match
- Party size was not a fit
- Guest stopped responding
- Request was spam or not legitimate
Add a short reason so the venue can learn from lost requests over time.
Reopen When Needed
If a guest returns after a request was marked lost or booked incorrectly, reopen the request as New or move it to the appropriate active status.
Add a note explaining why the status changed. The status history should be understandable later.
Recommended Team Habit
Every status change should answer two questions:
- What happened?
- What should happen next?
If the next action is not obvious, add it to the note.