Event statuses are used to indicate where an event is in the overall process. You can create and update event statuses from the Event/Job/Booking Status screen.
Default Event Status
System Parameter BK 040 (Default Event Booking Status) sets the default event status when adding an event. The code for the system parameter must match the status code configured in the Event/Job/Booking Status screen. If you use Cascading (Waitlist) Booking, those configuration settings may affect which status defaults into the Status field.
Status Codes
Momentus Enterprise uses status code to determine certain behavior:
- If you use Cascading (Waitlist) Bookings, all waitlist statuses must have a code of 29 or below. These status codes must be sequential and are usually in the 21-29 range.
- Codes between 30-79 are considered Firm statuses. The first time an event moves to a status with a code of 30 or higher, the Decision Date field on the Edit Event screen defaults to the current date to record when the event first became a Firm status.
- Codes 80 - 89 are Cancelled or Lost statuses and used with cancelling events.
- Codes 90 - 99 are Archived Statuses and used with archiving or removing events.
- If you use Contracts, you can link the Event Status and Contract Status.
Add a Status
- Click the Event/Job/Booking Status link from the Main Menu. The Event/Job/Booking Status screen opens.
- Click the Add button. The Add Event/Job Status screen opens.
- Enter the following information:
- Description - Name for the status such as New.
- Event Scope - Select to use the status for Events, Functions or by both Events and Functions. If blank, the status is only used for Jobs or Job Functions.
- Job Scope - Select to use the status for Jobs, Job Functions or by both Jobs and Job Functions. If blank, the status is only used for Events or Functions. Not applicable to event statuses.
- Text Color - Text color when the status displays in drop-downs and screens throughout the system.
- Background Color - Background color when the status displays in drop-downs and screens throughout the system.
- Status Group - Select the status group for the status. Status groups are used for searching, reporting and display purposes.
- Abbreviated Description - Shortened description for the status drop-downs. It should relate to the Description field so your users can easily understand which status they are selecting.
- Abbreviated Code - Shortened code value for the status drop-downs. It should relate to the Code field so your users can easily understand which status they are selecting.
- Lost Flag - If checked, the status is a Lost status. Only available for statuses with status codes of 80 - 89. This is used for Lost business reporting.
- Code - Describes where the status falls in the overall structure of the statuses. The code value has further impact in Enterprise and is used in access privileges and organization parameters. There are five main status code groups:
- 01-19 - Open statuses
- 21-29 - Tentative statuses
- 30-79 - Firm statuses
- 80-89 - Cancelled and Lost statuses
- 90-99 - Archived statuses
- Click OK.
Change a Status
You can change all information for a status except the Code field and the Lost Flag. When you change the description, text color, background color, abbreviated description, status group, abbreviated description or abbreviated code of a status, it updates wherever the status is used. If you don't want to update the already existing status data, then you must add a new status using the steps in Add a Status.
If you change the scope of a status and the status is already used on an event and/or function, the status on the event and/or function does not change or get removed. You need to manually update the status on each event and/or function if you no longer want to use it.
- Click the Event/Job/Booking Status link from the Main Menu. The Event/Job/Booking Status screen opens.
- Select the status to edit.
- Right-click and select Edit. The Edit Event/Job Status screen opens.
- Make the desired change.
- Click OK.
Delete a Status
If you no longer use a status and don't want to keep a record of it, you can delete it. You can only delete statuses that are not used. You cannot undo the delete process.
- Click the Event/Job/Booking Status link from the Main Menu. The Event/Job/Booking Status screen opens.
- Right-click on the status to delete.
- Select Mark for Delete.
- Click the Save button.
Comments
33 comments
How do I change the default Event Status?
0 upvotes
The value for the Default Event Status is controlled through System Parameter BK 040 (Default Event Booking Status). The code here will match the code/weight on the Event, Job, and Function Status Master. This status may be affected, however, by the use of Cascading (Waitlist) Booking settings if this feature is enabled.
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"The Code (or weight) of the status does have further impact" ... what/where are these impacts?
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There are three key impacts of the status codes, and one that can be impacted in conjunction with the use of another module.
1. If you are using Cascading Bookings (also known as Waitlisting), all of your waitlist statuses must be of a status 29 or below. These statuses should be sequential, and are usually somewhere within the 21-29 range.
Codes with a weight of 30-79 are generally considered "Firm" statuses. The first time an event is moved to a status of 30 or higher, the "Decision Date" field on the Edit Event window gets stamped with the current date to show when it first became firm.
Codes with a weight of 80 or higher are considered the Cancelled/Lost/Archived statuses, and are used in conjunction with some form of canceling the event.
For customers using Contracts, there is also the ability to link the Event Status and Contract Status if desired.
0 upvotes
If you are using waitlisting and want your default status to be lower than the waitlist you can disable BK 093 to stop the system changing booking statuses automatically. It will then take into context what you have entered in BK 040 and use that as the default again.
Hope that helps some people
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I've tried setting BK093 to 'N' but the default status is still coming as the top most value of the waitlist range - despite the System Parameter being set to a code below the range! Am I missing any other configuration steps?
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Hi Jerry,
I did a quick test of this in version 20.8 and the defaulting is working as expected. I used the same parameters that you describe above.
Other than signing out and back into the application (if using v19) or closing the Booking Calendar and Add Event screen and reopening those (if using v20), it doesn't appear to be anything obvious in your configuration.
If you have done the above and the defaulting is still not working correctly, please contact our Client Care Team and they will be able to take a closer look at your particular configuration and help get it sorted out for you.
Thanks,
Maggie
0 upvotes
Hi Maggie
Thanks for the response - I've tried what you suggested and still from the Booking Calendar I'm getting the default status from the Waitlist. From Add event I get the status from the BK040 parameter!
I'll follow up with Support
Cheers
Jerry
0 upvotes
There's one option on the status configuration not included above - and I can't find anywhere else in the KB, and that is Assignable by Marketing!
Can you explain what this does and how it can be used?
Thank you
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Hi Jerry,
This is used in the Meetings area of the software in v19. If it is checked, then on the Add/Edit Meetings screen, the status will display in bold text.
Thanks,
Maggie
0 upvotes
Hey Jerry
Hope you are well.
Did you hear back from Client Support at all about the default status from Waitlist? I am experiencing this at the moment with setting up a new status. When I try to book from the calendar it defaults to the top waitlist option and not the default I have set. But booking from the Events page is putting the correct status in.
I've logged a call with Support, but was wondering if you had managed to fix this.
Thanks
0 upvotes
When booking from the Calendar, we know the space, dates and times and can tell if there will be conflicts or not, so we default to the highest available status when waitlist is enabled.
When using Add Event, we don't have that information to start with, so we use the default from the parameter.
0 upvotes
Hello,
I want to decrease the status of a confirmed event (from Confirmed to 1st option). Is it possible? I have an error message mentionning it is not possible because the event is confirmed. Can I change this parameter? If yes, where?
Thank you for your valuable help.
Fred.
0 upvotes
Fred, in order to expedite a solution to this issue, I have asked our EMEA Support team to contact you on Friday 3 June. There are some configuration options that I want them to review, as well as actually seeing the full message that is displaying to identify other possible solutions.
0 upvotes
Hi Fred,
The problem was caused by the locked status of your bookings. In the booking configuration you have the ability to set a lock status.
Once a booking reached the status you won´t be able change the event status to a lower status.
Kind Regards,
Joel
0 upvotes
How do I retire an event status?
0 upvotes
We don't have an actual Retire option on Status, but if you remove the Scope (set it to blank), the Status will no longer be available for selection.
Regards,
Wendy
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I am trying to delete a status for events/jobs/bookings link and the one I'm trying to delete will not let me because it is being used. I looked in the events, jobs, and bookings and none of them have the status I am trying to delete. Can anyone help me out on this? thanks!
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Hi Megan,
The Event/Job/Booking Statuses can also be used for Functions. If you have the Event or Job Scope on the Status set to Both (or ever had it set that way), you would need to check for Function Status also.
Regards,
Wendy
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Thank you, Wendy but that status isn't used for any of the functions either.
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Have you ever used the Remove Events/Archive process on any events? They retain the original status on Functions but don't display in the main list windows. You might need to check the Cancelled and Archived Events page if you haven't already.
You might need to run a SQL query to find out exactly where it is used. Client Care might be able to assist you with that if you don't have someone who can do it.
Wendy
0 upvotes
Hi there,
I've created a new status called Postponed but for some reason when applied to an event, the event disappears off the calendar, even when I have added the Postponed status to the Advanced options for the calendar.
I have a feeling I haven't set something, but I'm not sure what.
0 upvotes
Hi Julia,
Can you provide screen shots of how you configured the new Status, please?
Thank you,
Wendy
0 upvotes
Hi Wendy,
Many thanks for replying so quickly. This is what the status looks like. I wondered if the code number was too low and tried creating another status in Test with a higher code within the Firm Status level, but still no joy in getting it to appear on the calendar
Many thanks,
Julia
0 upvotes
Thanks, that looks fine to me.
Any other filters on the Calendar that might prevent it from being displayed?
Are the Bookings at the same new Status? Or did you set those to Cancelled? If you're on the Booking Calendar and the Bookings are cancelled, they might not show if you don't have that Status included, or if you have Organization Parameter EM 850 set to No.
Wendy
0 upvotes
Hi, I just found one of the event status " Cancelled " (code 80) disappear from the pull down bar of the Status field in the booking. However, it could be shown in the event function field.
We were using it before and it suddenly disappear from the pull down menu.
May I know how to show it again?
0 upvotes
Hi Kenny,
It looks to me like you are looking at the Event Status drop-down, not the Booking Status. For the Event, you must use the Cancel Event process from the menu at the top of the window, not just change the Status.
Regards,
Wendy
0 upvotes
I have Meeting status' that I don't want to display on the Edit Event window as a status. Can these be hidden? I have the field 'allow as meeting' ticked only for my meeting status' but they appear on the edit event window.
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Hi Gavin. Try removing the value from the Event Scope field, or changing it to Function if you still want to use it for functions.
Regards,
Wendy
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Hi Wendy,
Thank you for your quick response. Unfortunately doing either of those also removes it as a meeting status.
0 upvotes
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