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.

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.

Customising task phases

On the same page, below the status lists, you find the Task phases card. 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.