CaterSOFT Occasion

Bookings Management

A streamlined, end‑to‑end workflow that helps your team manage every event with clarity and confidence.

  • View all bookings in one place, filtered by Enquiry, Provisional, or Confirmed
  • Instantly switch between statuses to see what needs attention today
  • Colour‑coded indicators make it easy to spot availability, clashes, and upcoming events
From the first enquiry to a fully confirmed booking, everything stays organised in one simple system.
 
Enquires
Provisional
Confirmed
 
Every event in Occasion moves through a clear, structured journey. Our three‑status model keeps your team aligned, reduces confusion, and makes it easy to understand exactly where each booking stands at any moment.
 

Active Enquires

The starting point for every potential event.
  • Captured via web leads, phone calls, or manual entry
  • Basic details logged instantly
  • Automatic acknowledgement emails (optional)
  • Perfect for fast response and follow‑up
This stage ensures no opportunity slips through the cracks.
 
 

Provisional

A temporary hold while details are being finalised.
  • Date and time reserved
  • Quotes and proposals sent
  • Deposit pending
  • Internal notes and requirements gathered
This gives customers confidence while giving your team time to prepare.
 
 

Confirmed Bookings

The event is officially booked.
  • Deposit received
  • Final details locked in
  • Automatically updates the booking diary
  • Triggers event planning workflows (staffing, guests, dietaries, etc.)
This status ensures your team is aligned and ready for delivery.
 
 

Custom Workflow Stages under every Status

CaterSOFT gives you full control to create your own internal workflow. Create custom workflow statuses under each main booking stage, allowing your team to follow a process that matches exactly how your venue operates.
Workflow Status
Workflow Status gives your team a clearer picture of how each booking is progressing by breaking the journey into smaller, meaningful steps. Instead of relying on notes or memory, every stage of the process is visible, structured, and easy to follow. This helps teams stay consistent, respond faster, and ensure nothing gets overlooked as enquiries move toward confirmation.
  • Break each main status into organised steps that reflect your internal process
  • Track progress at a glance and see exactly where each booking sits in the pipeline
  • Improve team coordination by giving everyone a shared, structured workflow
  • Reduce missed follow‑ups and delays with clearly defined milestones
Example Workflow Statuses
Under Enquiry
These help teams manage new leads and early communication.
  • New Enquiry – just received and awaiting first review
  • Reviewing Details – checking availability, requirements, and suitability
  • Awaiting Customer Info – waiting for menu choices, timings, or event details
  • Quote Being Prepared – team is building a quotation or proposal
  • Quote Sent – awaiting customer response or approval
Under Provisional
These help track progress while the booking is on hold.
  • Proposal Accepted – customer has agreed in principle
  • Deposit Pending – awaiting payment to secure the date
  • Final Details Required – collecting dietary needs, timings, or room layout
  • Quote Being Prepared – team is building a quotation or proposal
  • Chasing Customer - follow‑up needed to move forward
Under Confirmed
These help teams prepare for delivery and close out the event.
  • Planning in Progress – coordinating menus, staffing, and logistics
  • Final Balance Pending – awaiting remaining payment
  • Event Ready – all details confirmed and team prepared
  • Completed – event delivered and closed
  • Follow‑Up Sent - thank‑you message or feedback request sent
 

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