Accept, reject, or convert an enquiry into an event

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.

When you drag a card into the Accepted column, Univents first opens the pre-filled event form — exactly like clicking Accept & set event live →. You check the date, venue, guest count and everything else there, and only your Save accepts the inquiry. If you cancel or close the window, nothing happens: the card stays in its original column. Every other column change in the kanban still applies immediately.

Accept an enquiry and go live

A new enquiry has the status Open. Once you have decided to go ahead with the event, click Accept & go live →.

1. Open Enquiries in the navigation.
2. Select the desired enquiry in the left-hand list. The detail view opens on the right.
3. In the Decide bar, click Accept & go live →.
4. 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.

When the quote is created

Univents creates the draft quote as soon as the enquiry arrives — not when you accept it. That matches how the work actually runs: an enquiry comes in, you send a quote, the customer says yes, and it becomes an event.

The draft is created for every new enquiry, no matter which way it arrives: booking page, enquiry email address, or entered by hand. It already contains the booked items, provided any were submitted.

Worth knowing:

• Exactly one draft is created per enquiry.
• The draft is never sent to the customer automatically. You send it yourself once it is ready.
• Accepting no longer creates any further document — neither a second quote nor a delivery note.
• The production list for the kitchen is still created automatically on acceptance.
• An online-paid booking still produces an invoice, never a quote.
• If your booking page has its own document setting (send a quote directly, or create an invoice), that setting still applies.
• If the booking page is set to Do not create a document automatically, its enquiries produce no draft at all. Every other route — enquiry email address, entered by hand — still creates one.

You create the delivery note when you need it, in the documents area of the event. Previously it was created automatically on acceptance — for multi-day events even one per day — and most of those stayed unused drafts.

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.

1. In the Decide bar, click Decline.
2. A dialog appears with the title Decline enquiry? and a note that this action cannot be undone. Optionally, you can provide a reason.
3. Enter a reason for declining in the text field if needed (e.g. "Date already taken").
4. 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 button is available for enquiries archived manually and for accepted enquiries — for a declined enquiry, Univents deliberately does not offer it (see below).

Accepted and declined enquiries are also moved to the Archive segment automatically. What Reactivate actually does depends on how the enquiry got there:

• Archived manually: Reactivate only changes visibility. The enquiry is visible under All again, and its status stays unchanged.
• Accepted: Reactivate asks for confirmation first, because it undoes the acceptance. Once you confirm, the enquiry moves back to Open and can be accepted or declined again. Its event stays in place and remains active, and the customer receives no email.
• Declined: Univents offers neither Reactivate nor Archive for a declined enquiry in the archive. The reason: declining an enquiry also cancels its event — accepting the enquiry again would not automatically bring that event back.

Frequently asked questions

Can I reopen a declined enquiry? Not directly from the archive: Univents offers neither Reactivate nor Archive for a declined enquiry there. The reason: declining an enquiry also cancels its event, and accepting the enquiry again would not automatically bring that event back.

What happens to the event if I reactivate an accepted enquiry? Nothing. Reactivate asks for confirmation first, because it undoes the acceptance; once you confirm, only the enquiry's status changes to Open so you can accept or decline it again. The event that has already gone live stays unchanged, and the customer receives no email.

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. Dragging a card into the Accepted column does open the event form (see above), but it does not check for date conflicts.