Accept, reject, or convert an enquiry into an event
After reading this article you will know how to accept an enquiry and activate the event, how to decline it with an optional reason, and how to archive or reactivate enquiries.
In the Inbox you handle every incoming enquiry directly in the split panel: the list on the left, the detail view on the right. The action buttons appear in the bar directly below the detail view header, in the Decide section.
Accept an enquiry and go live
A new enquiry has the status Unprocessed. Once you have decided to go ahead with the event, click Accept & go live →.
- Open Enquiries in the navigation.
- Select the desired enquiry in the left-hand list. The detail view opens on the right.
- In the Decide bar, click Accept & go live →.
- The enquiry moves to the status Accepted. The associated event is now active and you can open it via the Go to event → link in the top-right corner of the detail view.
After acceptance, a Quote / Invoice card appears in the Documents section, from which you can navigate directly to all financial documents for the event.
Date conflict detected
If another open enquiry already exists for the same event date, Univents displays a warning dialog before the acceptance is executed.
- The dialog shows the number of conflicts.
- Click Accept anyway → to accept the enquiry despite the overlap.
- Click Cancel to return to the detail view without any changes.
The warning is informational, not a hard block. You decide whether a double booking is permissible for your venue.
Decline an enquiry
If you do not want to accept an enquiry, click Decline.
- In the Decide bar, click Decline.
- A dialog appears with the title Decline enquiry? and a note that this action cannot be undone. Optionally, you can provide a reason.
- Enter a reason for declining in the text field if needed (e.g. "Date already taken").
- Click Decline to confirm, or Cancel to go back.
The enquiry moves to the status Declined and is automatically moved to the Archive segment of the inbox view.
Archive or reactivate enquiries
Archiving is possible regardless of status and helps you keep the inbox tidy.
- Archive: Click Archive in the Decide bar. The enquiry disappears from the All view and is only visible under Archive. The status remains unchanged.
- Reactivate: Open the Archive segment in the left panel, select the enquiry, and click Reactivate. The enquiry will then be visible under All again.
Accepted and declined enquiries are also moved to the Archive segment automatically.
Frequently asked questions
Can I reopen a declined enquiry? Yes. Switch to the Archive segment in the inbox, open the enquiry, and click Reactivate. The enquiry becomes active again but initially retains the status Declined until you process it further manually.
Where do I find the enquiry after acceptance? In the Archive segment of the inbox, because accepted enquiries are considered decided. You can find the associated event via Go to event → in the detail view, or directly under Enquiries in the navigation.
What happens to the reason for declining? The reason is stored internally and is visible in the enquiry history. It is not automatically sent to the customer unless you send an email via Send email in the detail view.
Can I also see conflicts in the Kanban view? Conflict detection only runs when accepting an enquiry in the inbox. In the Kanban view you can drag and drop enquiries into other status columns without a conflict dialog appearing.