Private events
The Private Events tab, what each status means, and taking a party from the first call to the night itself.
Private Events quotes and books private parties: a rehearsal dinner, a company offsite, a birthday that takes over the taproom. Each one is a quote priced from your own menus, and its status follows it from the first call to the night itself.
The tab
Once you have a few, four tiles sum them up: Booked in this month (with the guest count), Waiting on a reply, Booked revenue this month, and the Next one coming up.
Below them, two views:
- Quotes is the list, soonest first. Search names, contacts and companies, or narrow it with Status, When and Service. Beside the count is the total of every upcoming quote that isn't canceled. Columns, saved filters and Group by status work the way they do on the Beers list. A row's … menu opens or prints it.
- Calendar shows each one on its date, a month at a time or 2 or 3 side by side. Click one to open it, or click a day to start a new quote on it.
Private events also show on the calendar, on Today, and in the Same day list of any event on the same date.
The statuses
| Status | When |
|---|---|
| Draft | Started, not sent. Every new quote starts here. |
| Quoted | Sent, waiting to hear back. It counts toward Waiting on a reply, and Today lists it under Quotes until it's booked or the date passes. |
| Booked | They said yes. |
| Deposit Paid | The deposit is in. |
| Completed | It happened. |
| Canceled | Called off. It stays on the list and the calendar. |
The Booked in and Booked revenue tiles count Booked, Deposit Paid and Completed.
From the first call to the night
Start a quote
Click New event. It's saved straight away as a Draft called New Event, dated today, and opens. To start on a date, click that day on the Calendar view, or use Add › Private event on the main calendar.
Build it
Fill in the date, the guests, the drinks and the food, and click Save. See Build a quote.
Send it
Click Print quote, then Print / Save as PDF, and send the PDF to your contact yourself. Set the status to Quoted and click Save.
Book it
When they say yes, set Booked and save. From then on Print event order prints it as an event order, stamped FINAL, for the team running the night.
Take the deposit
Take it the way you usually do, then set Deposit Paid.
Close it out
After the night, set Completed.
Use the quote's Tasks panel for what has to happen before then: the order, the staffing, the decorations. See Tasks for events, brews and beers.
What the customer sees
There's no customer page: your contact gets the PDF you send. It carries your brewery's name, logo, address, phone and website; who the quote is for; the date, times and headcount; each line with its quantity, unit price and amount; the totals; and the quote's Notes. A Draft prints stamped DRAFT and a Quoted one QUOTE.
Notes print on the quote
The Notes box on a quote says it's for internal notes, but the printed quote and event order include it. Keep anything the customer shouldn't read somewhere else, like a task's description.
Cancel or delete
To call it off, set Canceled and save; it stays on record. Delete at the bottom of the quote removes it for good, after you confirm.
On iPhone
In PintDeck Business for iPhone, private events are Bookings: on the Calendar tab, under Plan. The top line counts what's coming up and how many are booked without a deposit. List groups bookings by month, soonest first, with past ones under Earlier; Calendar shows the month. The filter button narrows either by status.
New booking asks for a name, the date and times, the guests and who it's for. A booking's page shows Where it stands, from Draft to Deposit, and one button for the next step: Mark quoted, Mark booked, Mark deposit paid, then Mark done once the day comes. A canceled booking offers Reopen as a draft.
Share makes a one-page PDF of the quote and opens the share sheet, once the quote has a total. Food, the bar and fees are priced on the web. The $ button at the top of Bookings opens your pricing settings.