Project number: every event gets one automatically
After reading this, you'll know how the automatic project number is built, when an event gets it, where you see and search it, and how to use it in documents, function sheets, the production list and supplier orders.
Every event in Univents automatically gets a project number, for example P-2026-014. It is sequential and unique per workspace – you don’t have to set anything up or keep count. The number lets you refer to an event unambiguously in conversations, emails and documents.
How the number is built
P-2026-014 has three parts:
| Part | Meaning |
|---|---|
| P | Marks it as a project number. |
| 2026 | The year the event was created. |
| 014 | The running number within that year – here the 14th event. |
- Every year starts again at 001. The first event of 2027 is
P-2027-001. - From the 1,000th event on, the number simply gets longer:
P-2026-1000. - Each workspace counts on its own. Numbers of different workspaces are unrelated.
When does an event get its number?
Right when it is created – whichever way the event comes into being:
- A new event created with the wizard.
- An incoming inquiry. An inquiry already has the number, because a draft event is created in the background as soon as it arrives. The number stays the same when you accept the inquiry later.
- Copying an event. The copy is a separate event and gets a new number.
- A recurring series. Every date of a series gets its own, new number.
Event templates have no number. A template is not a real event yet. The number is assigned only when an event is created from the template.
You cannot change the number by hand. That is intentional: it keeps the number unique and makes sure it always points to the same event in documents and orders.
Where do you see the project number?
- At the very top of the event page, as a small label to the left of the status.
- In the season list, in the large card for the next event.
Older events: They receive their number with a one-time conversion. Until then, the previous short code is shown there.
Searching by project number
You can type the full number or just a part of it, for example 2026-014.
- Event overview – in the search field, in list, calendar and timeline view.
- Inquiries – in the search in the inbox, the Kanban board and the list.
- AI assistant – it also finds events by project number.
Project number in documents and function sheets
Use the placeholder {event_project_number} to print the number in your layouts:
- Quotes, invoices, delivery notes and credit notes – in Word and HTML layouts. The full placeholder list is in the article How do I create layouts for finance documents?.
- Function sheet layouts – for example in a standard text or in the key facts. More in Function sheet layouts.
An overview of all placeholders is in Placeholders: which ones exist and where they apply.
Production list and supplier orders
- Production list (PDF): The number appears in the header after the event name, for example “Summer party · P-2026-014”.
- Supplier order (email): The email contains a Project number row.
- Supplier order (PDF): The number appears next to the event name.
This lets your supplier match delivery and invoice to your event unambiguously.
FAQ
Can I change the number or assign my own? No. The number is assigned automatically and cannot be edited. You can still store your own customer or order numbers as tags on the event.
Why does my older event still show a short code like “E-1A2B”? Older events receive their number with a one-time conversion. Until then, the previous short code is shown there.