Events

1In one sentence#

The Events module is LumosCRM's production engine for planning and delivering complex events — a wedding in Monaco, a milestone birthday, a corporate retreat, a yacht week — breaking each one into segments, vendors, a guest list with RSVPs, checklists, a line-by-line budget, automated reminders, files, and post-event feedback, all under a controlled lifecycle and a full audit trail.

Where the Request module handles a single service job, the Events module handles multi-part productions — the kind with many moving pieces, several suppliers, a guest list, and a budget that has to be approved and paid.

2Who it's for#

3The core idea: an event is a production plan#

An event is a structured plan made of parts. The module models that directly:

                         ┌────────────────────────────────┐
                         │            EVENT                │
                         │  EVT-… · for a Client           │
                         │  status · dates · venue · budget │
                         └────────────────┬───────────────┘
                                          │
   ┌───────────┬───────────┬─────────────┼────────────┬───────────┬───────────┐
   │           │           │             │            │           │           │
Segments    Guests     Checklists     Budget      Reminders    Files     Feedback
(parts of   (invitees, (tasks per    (line items, (automated   (uploads,  (scored +
 the event,  RSVP,      list, tick    estimate→    nudges:      promote    NPS, after
 each with   seating)   complete)     actual,      brief, RSVP  to Vault)  the event)
 vendors)               │             approve+pay)  chase…)
                        │
                 Custom attributes · Timeline · Audit trail

Each event is anchored to a primary client and can carry custom attributes for whatever a specific event type needs. Events can be created from scratch or spun up instantly from a reusable template.

4Capabilities at a glance#

5The event lifecycle#

Events move through a governed state machine — only valid transitions are allowed, so an event can't skip from Draft straight to Completed.

Each transition stamps its time (confirmed, started, completed, cancelled, postponed) and, for postpone/cancel, records the reason. Priority runs Low · Normal · High · Urgent · Critical.

Note for marketing: Event categories and many dropdowns are configurable option-sets; the state machine and priorities are fixed business rules.

6Screen-by-screen walkthrough#

6.1The Events list & calendar (index)#

A filterable list of events with KPI context, plus a calendar view for seeing what's coming up. Each row shows the event, its client, category, dates, status and priority badges, and budget. A New Event button sits in the header, alongside the option to create from a template.

6.2Creating an event#

A guided, multi-section form with a section sidebar, a completion ring, and a live preview card — the same polished pattern used across LumosCRM, with real-time validation.

Sections:

1. Basics — title, category & sub-category, priority, start/end date-times and timezone, the primary client, the managing staff member, and an optional link to the originating request
2. Venue — venue name, address, city, and country
3. Segments — add the parts of the event
4. Attributes — custom, event-specific fields
5. Checklists — set up task lists
6. Budget — add budget lines
7. Compliance — sensitive / private flags, NDA requirement, and GDPR lawful basis
8. Review — confirm and create

Minimum to create: a title, a category, the primary client, start and end times, and a timezone. Everything else can be added now or later.

Events get a unique event code automatically. An event can also be created from a template, which brings its segments, checklists, and attributes pre-filled.

6.3The event workspace (show page)#

A hero header (title, client, dates, venue, status & priority, sensitivity badges) with a status-change action that respects the allowed transitions, plus edit and delete. Below it, a tabbed workspace (each tab permission-gated):

Every tab supports inline add/edit through slide-in drawers, and heavier data loads on demand.

6.4Editing an event#

Mirrors the create form, pre-filled, with change-tracking so Save only activates on a real change. The primary client is fixed once set.

7Feature deep-dives#

7.1Segments & their vendors#

A segment is a part of the event — typed as dining, transportation, accommodation, entertainment, wellness, ceremony, activity, transfer, or other — and runs through its own mini-lifecycle (planned → confirmed → in progress → completed / cancelled). Within each segment you assign vendors, and each vendor assignment has a full engagement pipeline:

enquiring → quoted → confirmed → in progress → completed (or cancelled / no-show), with valid-transition rules enforced. You can capture the service description, confirmation, and — after the event — record a rating for how the vendor performed. Segment order can be rearranged.

7.2Guests & RSVP#

Manage the guest list with each guest's invitation method (email, WhatsApp, SMS, phone, in person) and RSVP status (pending, accepted, declined, tentative, no response). Guests can be added to or removed from specific segments, so you know exactly who's at the dinner versus the ceremony. RSVPs can be recorded as they come in, and the overview shows live guest statistics.

7.3Checklists#

Create one or more checklists per event (e.g. "Run sheet," "Vendor confirmations"), each made of ordered items you can tick complete or incomplete, with assignees and progress tracking — the operational backbone for delivering the day without dropping anything.

7.4Budget — estimate to actual, approved and paid#

A proper event budget, built line by line. Each budget line can be tied to a segment (and even a specific vendor) and carries four money figures — estimated, quoted, agreed, and actual — plus currency, a deposit, and full payment tracking (paid flag, paid date, method, reference). Lines can be approved (by whom, when) and marked paid, giving finance a clear approve-then-pay workflow and a live estimated-versus-actual picture for the whole event.

7.5Automated reminders#

Schedule reminders that fire automatically. Each reminder has a type — pre-event brief, day-of reminder, birthday wish, anniversary wish, RSVP chase, vendor confirm, post-event follow-up, feedback request, or custom — a channel (email, WhatsApp, SMS, push, in-app), and a recipient type (client, staff, vendor, guest). A background process checks every minute and dispatches due reminders, tracking each as scheduled → sent / failed (with automatic retries), and reminders for cancelled events are cleared. Reminders can also be cancelled manually.

Today's delivery channel is email; the other channels are modeled and ready to light up as delivery integrations come online.

7.6Custom attributes#

Beyond the standard fields, capture event-specific attributes in a wide range of data types — text, long text, select, multi-select, URL, phone, email, number, currency, boolean, date, date-time, or JSON — so a yacht week and a gala dinner can each hold exactly the fields they need without custom development.

7.7Files & the Document Vault#

Attach files to an event, mark visibility, supersede older versions, and promote any attachment into the central Document Vault with a category, classification, and GDPR basis — keeping event paperwork governed alongside the rest of the CRM.

7.8Feedback & NPS#

After an event, capture structured feedback from the client: overall, planning, execution, communication, vendor, and value scores, plus an NPS rating, written highlights and improvements, and a private internal comment (encrypted). Standout feedback can be published.

7.9Templates — reusable event blueprints#

Define a template for a recurring event type — with default segments, checklists, and attributes — and create fully-formed events from it in one step. Templates can be archived and unarchived as your service catalogue evolves.

7.10Sensitivity, privacy & compliance#

Events can be marked sensitive or private, flagged NDA-required, and carry a GDPR lawful basis; internal notes are encrypted. The same discreet-handling posture as the rest of LumosCRM.

8Security & access control#

• Granular permissions per section: events.record.* for the event itself, plus dedicated sets for events.segments.*, events.guests.*, events.checklist.*, events.reminder.*, events.budget.*, events.attachments.*, events.feedback.*, and events.attributes.*. Event-template management and the event↔client links are their own grants.
• Per-user record scoping (self-scoping): self-scoped staff see only the events they manage or created; broader roles see everything.
• Encryption & GDPR: encrypted internal notes, NDA flags, and lawful-basis capture are built in.

9Search & integration#

• Global search (⌘K) and entity pickers surface events across the CRM.
• Cross-module ties: an event is anchored to a client (and appears on the client's record), can be created from an originating request, assigns vendors (whose engagements feed each vendor's rating and engagement count), and pushes files into the Document Vault.

10Use cases & scenarios#

Use case A — Planning a destination wedding#

A planner creates an event from the "Destination Wedding" template. It arrives with segments (ceremony, dinner, transfers), a checklist, and standard attributes pre-filled. They set the Monaco venue and dates, assign vendors to each segment, build the guest list, and schedule an RSVP-chase reminder. The event moves Draft → Planning → Confirmed as pieces lock in.

Use case B — Running the day#

On the day, the coordinator works the checklist, ticking items as they happen, and updates each segment's vendors to in progress then completed, recording a rating for the caterer who excelled and flagging the band as a no-show.

Use case C — Budget control#

Finance reviews the budget tab: each line shows estimate versus the agreed quote. They approve the confirmed lines, mark deposits paid, and watch the actual total firm up against the budget cap — no surprises at the end.

Use case D — Closing the loop#

A week after the event, the team records the client's feedback — strong execution score, an NPS of 9 — and publishes the highlight quote for use as a testimonial.

Use case E — Never miss a touch#

Automated reminders send the pre-event brief to staff the day before, chase outstanding RSVPs, and trigger the feedback request after completion — without anyone remembering to do it.

11Permissions reference (simplified)#

Event templates and event↔client associations carry their own permissions. Roles are assembled from these in the RBAC module.

12Glossary#

This document describes the Events module as currently built. Categories and other configurable option-sets can be tailored per deployment in Settings. Reminder channels beyond email are modeled and activate as delivery integrations are enabled.