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Event Catering & Decoration Management
The Event Management application helps organizations efficiently plan, organize, and manage different types of events within a centralized system. It allows users to capture event leads, manage customer requirements, and convert successful opportunities into confirmed event orders. The system supports coordination of multiple event services such as decoration and catering, ensuring that all event activities are properly scheduled and tracked. Users can manage event details including date, location, guest count, and responsible staff from a single interface. It also provides tools to monitor service orders, add additional items or services, and track event progress through different stages. Built-in validations ensure that all related services are completed before the event is marked as finished. This application improves operational efficiency, service coordination, and overall event execution management.
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Features
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Features
Event Lead Management
The system manages event inquiries through a structured lead pipeline to track potential event opportunities. Each lead includes important details such as customer information, event schedule, location, and estimated revenue. Sales teams can evaluate the lead probability and move it through stages until it is confirmed or rejected.
Event Order Management
When an event lead is marked as won, the system automatically generates an Event Order with all related details. This includes event information, customer data, event schedule, and requested services. The order progresses through different stages such as Draft, Confirmed, In Progress, and Done to manage the event lifecycle.
Decoration Service Management
The decoration module allows users to manage all decoration-related services for an event. It includes decoration packages, decoration products, staff assignments, and service scheduling. Users can create and manage decoration orders while tracking their status from creation to completion.
Catering Service Management
The catering module helps organize food and beverage services for events. Users can select catering packages, manage food products, assign catering staff, and plan meals based on the number of guests. Catering orders can be monitored through different stages to ensure proper preparation and delivery.
Additional Item & Service Management
The system allows users to add extra items or services to decoration and catering orders beyond the predefined packages. These additional entries can include special decorations, extra food items, or extra services required for the event. The system automatically calculates the cost and includes it in the total service amount.
Event Completion & Validation Management
Before completing an event order, the system validates whether all related decoration and catering orders are finished. If any service order is still pending, the system prevents the event from being marked as completed. Once all services are finalized, the event order can be successfully closed.
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Dashboard
1.) Event Leads Pipeline
Event leads pipeline organizes incoming event inquiries into structured stages to support efficient opportunity management. Each lead card presents essential details such as event title, customer name, and quick interaction indicators for tracking engagement and progress. The pipeline layout enables teams to monitor event opportunities, prioritize follow-ups, and advance inquiries through qualification, proposal preparation, and final confirmation.
Navigation : Event → Leads
2.) Event Lead Detail Management
Comprehensive event lead profile presenting client details, event schedule, location information, and service requirements within a unified workspace. Information includes expected revenue estimation, probability analysis, assigned salesperson, guest capacity, and event timeline to support accurate planning and decision-making. Action controls enable progression of the opportunity by confirming success or marking the lead as unsuccessful while maintaining a complete communication and activity history.
Navigation : Event → Leads
3.) Create Event Order from Lead (Won Action)
Clicking the won button automatically converts the event lead into an Event Order. The system generates a unique event order number and transfers all relevant lead information, including customer details, event date, location, and requested services. This automation streamlines the workflow by eliminating manual data entry. The event can then be managed through its lifecycle stages such as Draft, Confirmed, In Progress, and Done.
Navigation : Event → Leads → Event Order
4.) Mark Lead as Won and Access Event Order
Clicking the Won button marks the lead as successfully converted. Once marked as won, the system automatically creates and links an Event Order to the lead. The Event Orders smart button allows quick access to the generated event order for further event planning and management. This ensures a smooth transition from sales opportunity to event execution.
Navigation : Event → Leads
5.) Event Orders List View
The Event Orders menu displays a list of all created event orders with key details such as event reference, event title, customer, event date, expected guests, responsible person, and status. Users can create a new event order using the New button. The view options allow switching between different layouts such as list, kanban, calendar, pivot, and graph for better event management and analysis.
Navigation : Event → Orders
6.) Event Order Detail View
The Event Order form displays complete information about the scheduled event, including event reference, title, customer details, event date, time, location, and responsible user. It also shows the selected services such as Decoration and Catering for the event. Users can manage related Decoration Orders and Catering Orders directly from this screen and track the event progress through stages like Draft, Confirmed, In Progress, and Done.
Navigation : Event → Orders
7.) Decoration Orders Management
The Decoration Orders menu displays a list of all decoration service orders related to events. It includes key details such as order reference, customer, event type, event start and end dates, approximate guest count, and order status. Users can create a new decoration order using the New button and switch between different view formats like list, kanban, calendar, pivot, and graph for better tracking and management.
Navigation : Event → Decoration Events → Decoration Orders
8.) Decoration Order Detail View
The Decoration Order form displays detailed information about the decoration services planned for an event. It includes the linked Event Order, customer details, event duration, event type, and decoration package. Users can manage decoration items, quantities, pricing, and additional services directly within the order while tracking the status through stages such as New, In Progress, and Completed.
Navigation : Event → Decoration Events → Decoration Orders
9.) Catering Orders Management
The Catering Order menu displays all catering service orders related to events. It shows important details such as order reference, event title, customer, event start and end dates, responsible user, and order status. Users can create a new catering order using the New button and manage catering services for different events efficiently.
Navigation : Event → Catering Events → Catering Order
10.) Catering Order Detail View
The Catering Order form provides detailed information about catering services assigned to an event. It includes the linked Event Order, customer details, event dates, food package, meal type, and number of guests. Users can manage food courses, products, serving types, quantities, and pricing while tracking the order status through stages such as Draft, Confirmed, In Progress, Done, and Cancelled.
Navigation : Event → Catering Events → Catering Order
11.) Managing Decoration Orders from Event Order
The Decoration Orders tab within the Event Order allows users to view and manage all decoration services associated with the event. It displays linked decoration orders along with customer, event type, package cost, and order status. Users can add new decoration services or additional items directly from this section for better event service management.
Navigation : Event → Orders
12.) Managing Catering Orders from Event Order
The Catering Orders tab within the Event Order allows users to view and manage all catering services linked to the event. It displays details such as catering order reference, meal type, total cost, and current status. Users can add additional catering items or services directly from this section to support event food service planning and management.
Navigation : Event → Orders
13.) Adding Additional Decoration Items or Services
The Add Additional Item/Service option in the Decoration Orders section allows users to include extra decoration products or services to an existing decoration order for the event. By selecting this option, users can add supplementary items beyond the predefined package to meet specific event requirements. The added items will be included in the decoration order details and reflected in the total cost of the service.
Navigation : Event → Orders
14.) Adding Additional Decoration Item or Service
The Add Decoration Additional window allows users to add extra decoration items or services to an existing decoration order. Users can choose the Type as either Item or Service, depending on what needs to be added. After selecting the type, the corresponding decoration item or service can be chosen, and the system will automatically display details such as description, unit price, quantity, unit of measure, and item subtotal. Once confirmed by clicking Add Item/Service, the selected entry will be added to the decoration order and included in the overall service cost.
Navigation : Event → Orders
15.) Viewing Additional Decoration Items in Decoration Order
The Additional tab in the Decoration Order window displays all extra decoration items that have been added beyond the selected decoration package. This section lists details such as the decoration item name, description, quantity, unit of measure, unit price, and subtotal. Users can review or remove additional items as needed and generate a Create Additional Item Sale Order to process these extra items for billing. Once finalized, the changes can be saved to update the decoration order accordingly.
Navigation : Event → Orders
16.) Adding Additional Catering Items or Services
The Add Additional Item/Service option in the Catering Orders section allows users to include extra catering items or services to an existing catering order. This feature is used when additional food items or catering services are required beyond the selected meal package. Once added, these items will be included in the catering order details and reflected in the total catering cost for the event.
Navigation : Event → Orders
17.) Adding Additional Catering Item or Service
The Add Catering Additional window allows users to add extra catering items or services to an existing catering order. Users can select the Type as either Item or Service depending on the requirement. After selecting the type, the corresponding item or service can be chosen, and the system will display details such as the service or item description, applicable taxes, and the service charge or unit price. By clicking Add Item/Service, the selected entry will be added to the catering order and included in the overall catering cost for the event.
Navigation : Event → Orders
18.) Viewing Additional Catering Items and Services in Catering Order
The Additional section in the Catering Order window displays all extra catering items and services added beyond the selected meal package. This section lists details such as item or service name, description, quantity, unit of measure, service charge or unit price, taxes, and subtotal. Users can review or remove added entries as required. The system also provides options to Create Additional Item Invoice or Create Additional Service Invoice to bill these extra charges. After confirming the details, users can save the changes to update the catering order.
Navigation : Event → Orders
19.) Completing the Event Order
The Done button is used to mark the Event Order as completed after all related services, such as decoration and catering, have been finalized. Once the event activities are finished and all required items or services have been processed, users can click Done to update the event order status to Done. This indicates that the event has been successfully completed and no further operational changes are expected.
Navigation : Event → Orders
20.) Validation Before Completing Event Order
When attempting to mark an Event Order as Done, the system performs a validation check to ensure that all related service orders are completed. If any Decoration Orders or Catering Orders linked to the event are still pending or not completed, the system will display an Invalid Operation message. The message lists the specific orders that must be completed first. Users must finalize the listed decoration and catering orders before the event order can be successfully marked as Done.
Navigation : Event → Orders
21.) Successfully Completing the Event Order
After all related Decoration Orders and Catering Orders are completed, users can click the Done button to finalize the Event Order. Once all associated service orders have reached the Done state, the system allows the event order to be marked as completed. This confirms that all event services have been delivered and the event lifecycle is successfully closed in the system.
Navigation : Event → Orders
22.) Event Order Status Updated to Done
Once all associated Decoration Orders and Catering Orders are completed, the Event Order can be successfully marked as Done. The status indicator at the top of the record will update to Done, confirming that the event has been fully completed. At this stage, all services related to the event are finalized, and the event order is considered closed within the system.
Navigation : Event → Orders
23.) Viewing Event Orders
The Event Orders dashboard provides an overview of all created event orders in the system. Each card displays key information such as the Event Order number, event name, customer, event date, expected guests, responsible user, and the current status (e.g., Draft, Confirmed, Done). Users can quickly access and manage event orders by selecting any record from the list. The view options in the top-right corner allow users to switch between different layouts such as List View, Kanban View, Calendar View, Pivot View, Graph View, and Activity View for better data visualization and management.
Navigation : Event → Orders
24.) Decoration Module
The Decoration module manages all event decoration activities and works as a dependency of the Event Management system. It helps organize and control different decoration-related elements required for an event. This module allows users to manage products, packages, decoration staff, additional services/items, and decoration orders. It ensures that all decoration requirements for an event are properly planned, assigned, and tracked.
25.) Catering Module
The Catering module is integrated with the Event Management system to manage all catering-related activities for events. It helps organize catering services such as food products, catering packages, catering staff, additional food items or services, and catering orders. This module ensures that all food and beverage requirements for an event are properly planned, assigned, and managed. It simplifies the coordination between catering teams and event organizers for smooth event execution.
User Guide
