Customizing Status Columns (Events & Inquiries)

The Kanban boards for events and for inquiries show your work in columns. Which columns exist, what they are called and what color they have is up to you.

The video shows how to create your own status columns and phases for inquiries, events and tasks under Settings.

Play video2:07

You’ll find the individual steps written out below as well.

Where to manage statuses

Go to Settings → Status columns. You will find two sections:

• Event statuses — the columns on the events Kanban board.
• Inquiry statuses — the columns on the inquiries Kanban board.

Both work the same way. Invoice statuses (due, paid, overdue) are managed automatically and are deliberately not listed here.

Adding a status

1. Click New status in the section you want.
2. Enter a name — this is exactly what appears above the Kanban column.
3. Pick the phase. It determines which automations are attached to this status (for example auto-invoicing on “Completed”) and which filter chip an inquiry shows up under. Several statuses may share the same phase, so you can build as many intermediate steps as you need.
4. Pick a color (see below).
5. Create status — the new column appears on the board right away.

The phase cannot be changed later. If it does not fit, create a new status and remove the old one.

Choosing a color — preset or custom

The color row offers six coordinated presets. At the end of the row there is a rainbow circle: that is the custom color.

• Click the rainbow circle to open your system color picker.
• Or type the hex value straight into the field below it, for example #3fa9c2.

You are not limited to six colors. Even with twelve or twenty statuses every column stays distinguishable.

Reordering

The ▲ and ▼ arrows next to each status move it up or down. The order in the list is the order of the columns on the board — left to right.

Renaming or recoloring

Edit opens the same dialog with name and color. Existing records are untouched: they keep their status, it is simply named or colored differently.

Removing a status

The trash icon removes a status. To protect your data this is blocked in three cases (a lock replaces the trash icon, and the tooltip explains why):

• Events or inquiries still sit on that status. Move them to another column first.
• It is the last status of a phase that automations depend on (for example “Completed” or “Accepted”). Create a second status with the same phase first.
• It is the very last remaining status.

Calendar colour: status or room

On the same page, the Calendar colour card decides where the event calendar takes its bar colour from. Two options:

• Status colour (the default) — the bar carries the colour of the status column the event sits in. That is how it has always worked, and it stays that way if you change nothing.
• Room colour — the bar carries the colour of the room the event takes place in. Events that are not confirmed yet stay grey until they are.

You set a room's colour under Rooms on the room itself. If a room has no colour, or the event has no room at all, the bar falls back to the status colour — an event is never left without one.

An event you gave a colour by hand when creating it keeps that colour under either setting.

The setting applies to the events calendar only. Kanban, list, season view and the inquiries calendar keep colouring by status.

Customising task statuses (task Kanban)

Below the two status lists comes the Task statuses card. It defines the columns of the task Kanban — in the Tasks tab of every event (Kanban view) and in the task overview in the left menu. By default there are three statuses for Open, In progress and Done — new workspaces get them with German names (Offen, In Arbeit, Erledigt); rename them here if your team works in English.

• Add status creates another column, for example “Waiting for client” or “Sign-off”. You enter a name and colour and choose under Counts as which stage it stands for: Open, In progress, In review or Done. A status that counts as Done ticks tasks off — reminders stop and automations such as “task completed” fire. You set the stage when you create the status; it cannot be changed afterwards.
• Use the arrows to reorder the statuses — the order is the order of the columns from left to right.
• When someone drags a task into a column in the Kanban or picks a Status in the task form, the task stays exactly there. If you simply tick a task off with its checkbox, it lands in the first status that counts as Done.
• Open, In progress and Done always need at least one active status. The last one of each therefore carries a lock: renaming, recolouring and reordering work, removing does not.
• Archive takes a status out of the Kanban. Tasks on it then show up in the first status with the same stage. An archived status can be restored or — once no task is on it any more — deleted permanently.

Customising task phases

On the same page, below the task statuses, you find the Task phases card. Phases group tasks by time; they are not the progress of a task. It defines the groups an event's Tasks tab is split into — by default Preparation, During Event, and Follow-up.

• Add phase creates a further phase, for example “Invoicing”. You set a name and colour and, optionally, a default due date: days relative to the event start (negative = before) that is suggested as the deadline when a task is created in this phase without one. Empty means: no suggestion.
• The three default phases sort tasks without an explicit assignment automatically by their deadline (before the event day, on the event day, after it). You can rename, recolour and reorder them, but not remove them — which is why they carry a lock and the label “Default”.
• Custom phases only receive tasks when you pick them in the task form or drag tasks there in the Phases view.
• Archive takes a custom phase out of the selection. Tasks still in it stay visible (marked “archived”) until you move them. An archived phase can be restored or — once no task remains in it — deleted permanently.
• The number next to each phase shows how many tasks are explicitly assigned to it.

Good to know

• Changes apply to the whole workspace, so to all of your colleagues.
• When someone drags an inquiry card into another column, its filter chip moves along — the phase of the target status decides that.