Events Calendar

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Events Calendar Overview

Once a lead becomes a booking, the work shifts from selling to executing. Cortado gives you three surfaces to manage that work: an Events list for triaging upcoming and completed jobs, a Calendar for seeing everything on a timeline, and a per-event detail page for the day-of details that matter.

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Events List

Find the Events list at Home > Events. It has two tabs:

• Upcoming — every event that hasn’t been completed, cancelled, rescheduled, or postponed yet
• Completed — every event you’ve marked complete

Each row shows the contact name, event stage as a badge, date and time (with duration and timezone), guest count, location, and when the event was created.

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Filters and Search

Above the list you can narrow what you see:

• Stage — filter to one or more event stages
• Event date range — show only events between a From and To date
• Name search — find events by contact name

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Creating an Event Directly

The New Event button in the top-right lets you create a booking and its first event without going through the lead-and-quote flow. Use it when a customer is already booked and you just need the event on your calendar.

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Bookings and Multi-Event Jobs

A single Booking can contain more than one Event. A weekend wedding with a rehearsal dinner Friday and the reception Saturday is one booking with two events. When you open any one event, you’ll see its sibling events from the same booking and can switch between them inside the detail page.

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Calendar

The Calendar page gives you a visual timeline of everything happening. Three view toggles in the top-right let you switch between:

• Month — a high-level grid for planning ahead
• Week — a denser layout for the current week’s load
• Day — a single day’s schedule when you need to focus

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What Appears on the Calendar

You can toggle which kinds of records show up using filter chips above the calendar:

• Lead stages — New, In Progress, and Quote Sent leads also surface on the calendar by their requested event date, so you can see what might land before it’s booked
• Event stages — Upcoming, Complete, Cancelled, Rescheduled, and Postponed events
• Task statuses — tasks that have a due date surface on the calendar so you don’t miss them

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Interacting with Events

Hover or click any event to open a quick popover with the key details — contact, time, location — and a link through to the full event detail page. Multi-day events plot on every date they span, so a three-day festival appears across all three days on the month view.

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Timezones

Every event displays in its own local timezone. If your business runs jobs across regions, set the timezone on each event so customers and staff see consistent times. When the event has a location address set, a one-click Use location timezone option appears so you don’t have to look it up.

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Event Detail Page

Click any event — from the list, the calendar, or a contact’s detail page — to open the full event view.

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Booking Overview (Left)

The left side of the page shows the core details:

• Date, time, and duration
• Timezone
• Guest count
• Location, with a one-click map link
• Event type badge (wedding, corporate, etc.)
• Stage badge with a dropdown to move the event through Upcoming → Complete / Cancelled / Rescheduled / Postponed

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The Four-Card Grid (Right)

The right side is a grid of four cards for the day-of details.

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Scheduling

Assign team members to the event. For each assigned person you can set:

• Start time — when they need to be on site
• Duration — in 15-minute increments
• Acceptance status — Confirmed, Declined, or Pending

See the Staff guide for how staff invitations and confirmations work.

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Timeline

A visual breakdown of the full day, from prep through teardown:

• Prep — internal prep time at your shop or office
• Drive To — travel time from your business address to the event location, calculated via Google Maps
• Setup — on-site setup time before doors open
• Event — the event itself
• Teardown — on-site teardown after the event ends

Your default buffer times — Preparation, Setup, and Teardown — come from Settings > Company > Time Settings. Override them per event when the job needs more or less time.

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Inventory

For catering and coffee businesses, the Inventory card calculates how much you need to bring based on guest count:

• Drinks needed per guest, with a configurable buffer percentage
• Consumables breakdown — cups, lids, napkins, stirrers, and anything else you’ve defined

Inventory ratios are configured under Settings > Services > Inventory, and the card recalculates automatically when the guest count changes.

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Directions

A quick link to driving directions from your business address to the event location.

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Activity Tabs

At the bottom of the detail page, an activity area lets you keep context across four tabs:

• Notes — internal team notes scoped to this event
• Tasks — to-dos with due dates and assignees
• Emails — email correspondence with the customer about this event
• Quote Interactions — every send, view, and acceptance of the quote tied to this booking

See the Activity guide for what each tab tracks.

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Calendar Sync Status

A badge near the top of the detail page shows whether this event is currently synced to your connected Google Calendar. A button next to the badge lets you trigger a manual re-sync if you’ve made changes and want them to push immediately. See the Calendar integration guide for setup.

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Auto-Completion and Conflict Detection

A couple of things happen quietly in the background:

• Auto-completion — events stay in Upcoming until you change their stage. Past events that haven’t been marked Complete, Cancelled, Rescheduled, or Postponed will move into the Completed tab automatically over time as part of background housekeeping. You can always re-stage an event manually if it needs a specific outcome.
• Scheduling conflict detection — when you’re about to schedule an event time on a lead (see the Leads Pipeline guide), Cortado flags overlapping events using your Preparation, Setup, and Teardown buffers, so you don’t accidentally double-book a crew.

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Best Practices

1. Set the timezone on every event — a five-second action that prevents the worst kind of mistake: showing up an hour late.
2. Trust the buffer times — once Preparation, Setup, and Teardown are configured in Settings, the Timeline card and conflict detection both use them, so keep them realistic.
3. Use the Stage dropdown the moment an event finishes — moving an event to Complete (or Cancelled/Postponed with a reason) keeps the Upcoming tab focused on real work.
4. Filter the calendar to one stage when you triage — toggle Lead stages on when you’re forecasting, off when you’re executing.
5. Keep the guest count current — the Inventory card depends on it, and a stale number means under- or over-packing the truck.
6. Re-sync to Google Calendar after big changes — if you’ve moved a time or location and your team relies on phone calendar notifications, hit the manual re-sync button to push it fast.