One Complete Platform. Every Feature You Need.

AI Draft Messages

Compose outgoing client messages in seconds. Describe what you want to say and the AI generates a ready-to-send reply with your smart merge tags already filled in.

• ✓One-click AI draft from any event
• ✓Tone-matched to your Company AI Profile
• ✓Smart merge tags resolved automatically
• ✓Edit before sending - always in your voice

Embeddable Chat Widget

Add a floating AI chat bubble to your own website. Visitors can ask about pricing, availability, and packages - powered by your AI profile and live calendar data.

• ✓One-line script embed for any website
• ✓Answers availability questions in real time
• ✓Captures leads when a date is booked
• ✓Fully branded with your colors and greeting

Company AI Profile

Configure exactly how the AI represents your business - tone, specialties, FAQs, service area, and which packages and add-ons to surface in conversations.

• ✓Tone options: Professional, Casual, and more
• ✓Custom FAQ library the AI references
• ✓Control which packages appear in AI responses
• ✓Drives both the draft assistant and chat widget

Business Intelligence

Lead conversion tracking, pipeline analytics, and financial summaries.

• ✓Lead conversion tracking
• ✓Pipeline analytics
• ✓Quote abandonment analysis
• ✓Financial reporting

Dashboard Widgets

Upcoming events, activities feed, pipeline summary, and quick actions.

• ✓Upcoming events calendar
• ✓Recent activities feed
• ✓Pipeline summary
• ✓Quick action buttons

Deep Analytics

Comprehensive KPIs with lead ghosting tracking, win/loss analysis, and unique heatmaps.

• ✓Lead ghosting detection & tracking
• ✓Win/loss percentage analysis
• ✓Conversion rate heatmaps
• ✓Comprehensive KPI metrics

Business Health Check

An audit of your booked events that flags any missing a signed contract, a payment schedule, or a dollar amount.

• ✓Flags bookings with no signed contract
• ✓Flags bookings with no payment schedule
• ✓Flags signed contracts left at $0
• ✓One click through to the event to fix it

Client Portal

Passwordless secure access for clients with proposal viewing, contract signing, and payments.

• ✓Token-based secure access
• ✓Digital contract signing
• ✓Online payment processing
• ✓Custom branding

Client Registry

Centralized client database with contact management and history tracking.

• ✓Contact information management
• ✓Client history tracking
• ✓Address geocoding
• ✓Communication preferences

End-User Discovery

Public marketplace connecting event service providers with clients searching for vendors.

• ✓Public vendor profiles at https://zenvents.com
• ✓Fair, random, and equal exposure
• ✓Tie ins to availability
• ✓Direct inquiry management

Reviews & Reputation

Collect a review from the client after the event, then point them at the platforms where it counts.

• ✓Review requests sent on a schedule you set
• ✓Client submits from the portal, a direct link or an email link
• ✓They are then prompted to post it to Google, Yelp, Facebook, WeddingWire, The Knot or Zola, and the platform records which they used
• ✓Reviews publish to your Zenvents directory profile automatically
• ✓Auto-stages to your WordPress site as a draft

White-Label Portal Domain

Run the client portal on your own domain with your own branding.

• ✓Custom portal domain
• ✓Your logo and colors throughout
• ✓Clients never see a third-party address

Event Notes

Rich text notes attached to the event, pinned and categorized.

• ✓Rich text editor
• ✓Note pinning
• ✓Note categories
• ✓Attached to the event, not a separate doc

Unified Inbox

Three-column chat-style inbox with email and SMS threading, live client context, and event-based conversation management.

• ✓Email and SMS threading
• ✓Chat-style layout with client & event context
• ✓Communication history per event
• ✓Activity logging

Email Integration

SMTP integration for transactional emails with automated workflows.

• ✓Transactional email support
• ✓Email templates
• ✓Automated sending
• ✓Delivery tracking

SMS Notifications

Automated SMS notifications for important event updates.

• ✓Event reminders
• ✓Payment confirmations
• ✓Status updates
• ✓Custom messages

Client Broadcasts

Email your whole client book from the same composer you use for one-to-one mail.

• ✓Bulk client broadcast with CAN-SPAM handling
• ✓Start from any saved email template
• ✓Suppression list honored across every send
• ✓The full editor, not a stripped-down bulk form

Cold Prospect Lists

The expo badge scans and bought lists live somewhere separate, so they never pollute your pipeline or your reporting.

• ✓Bulk import a cold list yourself, no service needed
• ✓Prospects are a separate record type, not a label on a lead
• ✓Kept out of your pipeline and out of every funnel metric
• ✓A reply automatically promotes them to a real lead, dated from the reply
• ✓Campaign several lists at once, deduped to one email per person
• ✓Tag lists so a campaign can target every list carrying that tag

SMS Broadcast & Opt-In

Text your clients and crew, with consent tracked properly.

• ✓Opt-in capture and records
• ✓Broadcast to a segment
• ✓Scheduled sends
• ✓Two-way threading into the unified inbox

Custom Sending Domain

Send from your own domain, so client mail arrives from you rather than from a platform.

• ✓Full domain authentication
• ✓Applies to composed mail and automated workflow mail
• ✓Your address on every client touchpoint

Email Signatures with Smart Tags

One signature that fills itself in from the event and the user sending it.

• ✓Smart tags resolved per event and per user
• ✓Consistent across the whole team
• ✓Applies to automated mail too

Community Discussions

A Reddit-style community built exclusively for event professionals - discuss, share resources, and connect with DJs, photographers, planners, venues, and more.

• ✓Broad community support
• ✓Threaded discussions with upvotes and karma
• ✓Open and mindful community guidelines
• ✓SSO via Zenvents360, Social, or local login

Inquires & Quotes System

Capture leads and deliver real-time pricing the moment a client reaches out - with smart conditional fields that show only what's relevant.

• ✓Conditional visibility hides irrelevant fields
• ✓Embedded inquiry forms for your website
• ✓Instant quote wizard with real-time pricing
• ✓Automatic lead creation on form submission

Event Lifecycle Management

Complete event pipeline from inquiry to completion with multi-stage tracking.

• ✓Multi-stage lead management
• ✓Event type categorization
• ✓Lead source tracking
• ✓Lost/cancelled tracking

Event Hand-Off

Seamlessly transfer event details to designated businesses while maintaining data security and monitoring capabilities.

• ✓All data but financial data is sent
• ✓Perfect for sub-contracting
• ✓Data ready in case of an emergency
• ✓Choose to monitor hand-off events

Floor Plan Designer

Visual floor plan builder for event spaces - store common venue layouts and annotate critical infrastructure to help professionals plan every detail in advance.

• ✓Store and reuse common venue layouts
• ✓Mark power outlet and distribution locations
• ✓Highlight ingress, egress, and load-in points
• ✓Annotate staging, seating, and restricted zones

Guest Lists

Centralized guest list management for all your events - everything your clients need in one place.

• ✓Single source for all guest information
• ✓RSVP tracking and management
• ✓Meal preferences and dietary restrictions
• ✓Plus-one and group management

Calendar & Scheduling

Month, week, and Gantt day views - plus a webcal subscription feed that syncs your schedule to Apple Calendar, Google Calendar, or any compatible app.

• ✓Month, week, and Gantt day views
• ✓Webcal subscription feed for external calendar apps
• ✓Calendly, TidyCal, Acuity scheduling integration
• ✓Zoom meeting creation from the event
• ✓Client portal prompts couples to book their next meeting, timed to their event stage

Advanced Scheduling

Innovative time tracking system for travel, setup, event, and strike times for seamless management.

• ✓Travel time tracking & routing
• ✓Setup & teardown scheduling
• ✓Event duration management
• ✓Strike time coordination

Yearly Calendar View

Weekend-aligned yearly calendar showing all events at a glance with multi-event day indicators.

• ✓Full year view at a glance
• ✓Weekend-aligned layout
• ✓Multi-event day visualization
• ✓Quick event density overview

Unique Views

Four views built for the way event professionals actually think about time, coverage, and their business.

• ✓Weekend-aligned yearly calendar for instant season scanning
• ✓Gantt day view for multi-op scheduling across simultaneous events
• ✓Per-event employee schedule Gantt showing who is on the floor and when
• ✓Inquiry heatmap across your full business history

Staff Scheduler

Visual Gantt-style day view for assigning and managing large event teams at a glance - the command center for multi-op organizations.

• ✓Gantt-style visual day timeline
• ✓At-a-glance personnel coverage
• ✓Multi-event staff coordination
• ✓Built for multi-op teams

Payment Processing

Multi-processor payments with Stripe, Square, PayPal, and QuickBooks Payments - including hosted checkout, partial/full refunds, and flexible payment schedules.

• ✓Stripe, Square, PayPal, and QuickBooks Payments support
• ✓Partial and full refund processing
• ✓Net terms and custom payment schedules
• ✓Milestone-based payment reminders

Accounting System

QuickBooks-style chart of accounts with double-entry bookkeeping.

• ✓Chart of accounts
• ✓General ledger entries
• ✓Double-entry bookkeeping
• ✓Transaction audit trail

Profit & Loss Report

Monthly, quarterly, or yearly P&L showing revenue, cost of goods, gross profit, operating expenses, and net income - exportable as a landscape PDF.

• ✓Revenue vs. expenses breakdown
• ✓Monthly, quarterly, or yearly view
• ✓Export as landscape-format PDF
• ✓Expense category auto-matching

QuickBooks Integration

Push Zenvents360 financial data directly to QuickBooks - keeping your books in sync without double-entry or manual exports.

• ✓Sync invoices, payments, and expenses to QuickBooks
• ✓Automatic chart-of-accounts mapping
• ✓Scheduled data pushes
• ✓Supports QuickBooks Online OAuth connection

Invoices Without an Event

Bill a client for something that is not tied to an event - an equipment sale, a one-off service, a booking fee taken before the event exists - and send them a payment link.

• ✓Invoice a client directly, no event required
• ✓Payment link sent by email
• ✓Listed separately under Financial
• ✓Event-based reporting is unaffected

Recurring Entries & Ledger Tools

The bookkeeping jobs that come around every month, handled inside the ledger.

• ✓Recurring journal entries
• ✓GL reclassify tools
• ✓Payee management
• ✓Minimum employee payment per event

Custom Forms

Form builder with conditional logic, multiple field types, and embeddable forms you can drop on any external website.

• ✓Conditional logic on fields and wizard steps
• ✓Embed on any external website with a 2-line snippet
• ✓Vendor-specific form assignment
• ✓File upload support

Freelancing Engine

Turn any open event into a gig opportunity - post it to a freelancer marketplace, let qualified talent opt in around their existing bookings, and award the job to the best fit.

• ✓List events as open gigs visible to freelancers
• ✓Freelancers only see dates that do not conflict with their bookings
• ✓Review each applicant's biography and aggregate star ratings
• ✓Accept or decline requests and onboard the freelancer seamlessly

Payment Integrations

Full OAuth integration with Stripe, Square, PayPal, and QuickBooks Payments.

• ✓Stripe OAuth & webhooks
• ✓Square Web Payments SDK
• ✓PayPal OAuth & webhooks
• ✓QuickBooks Payments OAuth (card charges & refunds)

API Integrations

Utilizing some of the best APIs to enhance functionality and user experience.

• ✓Calendly, TidyCal and Acuity scheduling
• ✓Deezer music lookups
• ✓Zoom meeting creation
• ✓Google Places API

Developer Settings & External API

Generate scoped API keys for Zapier, custom scripts, and external tools - backed by a full RESTful API with live documentation.

• ✓API key generation with scoped permissions
• ✓RESTful API for events, clients, & more
• ✓Revoke keys at any time
• ✓Webhook and payload documentation

Scheduling Integrations

Connect your own booking calendar so consults land in the same system as everything else.

• ✓Calendly integration
• ✓Per-user scheduling connections
• ✓Zoom meeting creation from the event
• ✓Appointment confirmation emails

Photo Booth Add-On Support

Connect a photo booth add-on to a third-party design widget, and let clients pick their backdrop or style visually instead of describing it in a text field.

• ✓Link or embed a booth design tool (BespokeBooth, PB Backdrops, or similar) once the add-on is booked
• ✓Shows automatically in the client portal - no separate email needed
• ✓"Image Choice" question type for event Documents lets clients pick a backdrop, color, or style from images

Inventory Management

Equipment and asset tracking with availability and assignment.

• ✓Equipment tracking
• ✓Quantity management
• ✓Availability tracking
• ✓Event assignment

Mileage & Travel

Mileage tracking with automatic distance calculations between venues.

• ✓Mileage tracking
• ✓Vehicle management
• ✓Travel expense calculations
• ✓Route optimization

Warehouse Scheduler & Equipment Systems

Plan what leaves the building and when, and group gear into the systems you actually pack.

• ✓Warehouse scheduling view
• ✓Equipment systems, so a rig is assigned as one unit
• ✓Overdue return alerts
• ✓Inventory sharing between businesses you trust

Display Boards

A read-only kiosk view for a warehouse or office screen. No login, just a screen showing what is going out.

• ✓Token-based access, no account needed
• ✓Built for a wall-mounted screen
• ✓Shows the day at a glance

Media Ingestion

Get the finished work into the system: bulk upload, automatic thumbnails, and everything filed against the event it belongs to.

• ✓Drag-and-drop bulk upload with progress
• ✓Images and video
• ✓Automatic thumbnail generation
• ✓Filed against the event, not a loose folder
• ✓Category and subcategory organization

Client Delivery Galleries

Deliver the finished photos and video to the client in a branded gallery, from the same system that ran the booking.

• ✓Password protection per gallery
• ✓Download permissions you control
• ✓Optional watermarking
• ✓Favorites, comparison and slideshow for the client
• ✓Your theme, colors, fonts and a custom intro page
• ✓Share to the client portal or by link

Social Media Integration

Post to your social channels from the platform, through your own Buffer account. Reach is whatever Buffer supports.

• ✓Requires your own Buffer account
• ✓Instagram Business posting
• ✓Facebook Page posting
• ✓Any channel your Buffer account supports
• ✓Post history & status tracking

Mobile-First Design

Built mobile-first from the ground up - every screen, every workflow, and every client interaction works beautifully on phones, tablets, and desktops.

• ✓Fully responsive on phones, tablets & desktops
• ✓Touch-optimized controls and navigation
• ✓Client portal works seamlessly on mobile
• ✓No app install required - works in any browser

Proposal System

Package-based proposals with pricing tiers, add-ons, and payment schedules.

• ✓Package-based pricing
• ✓Add-on/extras management
• ✓Payment schedule configuration
• ✓Proposal expiration with reminders

Contract Management

Turn-key contract templates with 100+ variable replacements, package-level addendums, and digital signatures with IP and timestamp tracking.

• ✓Package & add-on contract addendums
• ✓100+ smart variable replacements
• ✓Digital signature with IP address & timestamp
• ✓Contract versioning & history

Instant Quote System

Public-facing quote wizard that you can embed on your website.

• ✓Step-by-step package selection
• ✓Real-time pricing
• ✓Lead capture
• ✓Abandonment tracking

Smart Package Discounts

Dynamic discount rules that trigger automatically when add-on totals or package values cross a threshold - no manual adjustments needed.

• ✓Threshold-based automatic discounts
• ✓Apply to full proposal or individual add-ons
• ✓Add-on and package-level discount rules
• ✓Applied automatically at proposal creation

Multi-Op Permissions & Roles

Built for multi-op organizations - 60+ granular permissions and custom role groups keep every team member seeing exactly what they need.

• ✓60+ granular permissions
• ✓Custom multi-op role groups
• ✓Employee event assignment
• ✓Action-based access control

Security Features

JWT authentication, encrypted credentials, and comprehensive activity logging.

• ✓JWT authentication
• ✓AES-256-GCM encryption
• ✓Activity logging
• ✓Rate limiting with Redis

Two-Factor Authentication

TOTP multi-factor authentication on your account.

• ✓Authenticator app support
• ✓Per-user enrollment
• ✓Backup codes if you lose the device

Guided Onboarding Wizard

A comprehensive setup wizard that gets you configured properly from day one, instead of dropping you into an empty account.

• ✓Step-by-step account configuration
• ✓Industry-specific setup paths
• ✓Template selection and customization
• ✓Integration setup assistance

Multi-Op Organization Tools

Multi-op ready from day one - full organization branding, team settings, and cross-organization vendor sharing.

• ✓Custom branding per org
• ✓Multi-op team settings
• ✓Cross-org vendor sharing
• ✓Credit & referral system

Duplicate & Collision Management

Imported books are messy. Find duplicate clients and vendors and merge them without losing history.

• ✓Duplicate detection across clients and vendors
• ✓Guided merge with a record of every decision
• ✓Collision review after an import

Employee Profiles & Reports

Detailed staff profiles with compensation settings, full event history, and post-event reports submitted and reviewed by your team.

• ✓Compensation and pay rate settings
• ✓Full event history per employee
• ✓Post-event report submission
• ✓Admin review and approval workflow

Bounty & Referral System

Earn account credit by contributing venues, vendors and referrals. Credit is applied to your Zenvents360 account, it is not a cash payout.

• ✓Earn credits per new venue or vendor signup
• ✓Track contributions and credit status

Advanced Search

Full-screen super search across all your records - find events, clients, venues, vendors, staff, media, and transactions from one place.

• ✓Search across all record types at once
• ✓Results grouped by category
• ✓Fuzzy matching for venues and vendors
• ✓Social media profile discovery

Data Import & Migration

Import your own contact and prospect lists yourself. Full event history is migrated for you as a managed service.

• ✓Self-serve CSV import for contacts and prospect lists
• ✓Column mapping for any spreadsheet or export
• ✓Full event, financial and contract migration handled as a service
• ✓DJ Event Planner from $99, HoneyBook from $299
• ✓You are quoted the price before you commit

Workflows

Powerful automation engine that fires on pipeline stage changes, timed waits, and manual triggers - with full activity logging on every event.

• ✓Pipeline stage change automation
• ✓Timed wait steps with guaranteed delivery
• ✓Pause a running automation for a set time, resumes on its own
• ✓Run on stage change or manually from events
• ✓Automation activity visible in the event log

Music DNA

An intelligent music curation system that extracts your client's vibe through Spotify, Deezer, Apple Music, or YouTube Music playlist imports, a curated song rating quiz, and automatic genre and decade weighting - producing a full DNA profile for both dance and cocktail/dinner.

• ✓Knowledge level sets the interface and genre depth
• ✓Up to five playlist imports from Spotify, Deezer, Apple Music, or YouTube Music
• ✓Curated song rating quiz with star ratings
• ✓Genre, subgenre, and decade weighting

Event Documents

A full run-of-show document builder with smart auto-adjusting timeline blocks, conditional visibility rules, and dynamic field inputs.

• ✓Smart timeline blocks with auto-cascading time adjustments
• ✓Conditional visibility sections and questions
• ✓Rich document sections with dynamic field inputs
• ✓Drag-and-drop sorting with real-time updates

Manual Workflow Trigger

Trigger any smart task workflow manually from any event - no automation required.

• ✓Run any saved workflow on demand
• ✓Works alongside automated triggers
• ✓Per-event task generation
• ✓Instant confirmation with task count

Service Provider Database

Google Places integration creates local venue instances with global system.

• ✓Automatic venue discovery via Google Places
• ✓Local instances with business info & contacts
• ✓Credit-based bounty/referral system
• ✓Social media profile discovery

Vendor Portal

Separate portal for vendors with limited permissions and form completion.

• ✓Token-based access
• ✓Form viewing and completion
• ✓File uploads
• ✓Read-only participant viewing

Subcontractor Management

A dedicated subcontractor system - fully independent of employees - with per-event contracts, limited event access, and built-in payment and cancellation workflows.

• ✓Contracts sent directly to subcontractors
• ✓Limited access without requiring a license
• ✓Payment reminder system for payouts
• ✓Automatic cancellation notifications

Venue Intelligence

Google Places integration with geocoding, mapping, and travel calculations.

• ✓Google Places integration
• ✓Address geocoding with Mapbox
• ✓Travel time calculations
• ✓Social information discovery

Venue Spaces, Rooms & Weather

Venues are more than an address. Track the rooms, store the media, and see the forecast for the date.

• ✓Spaces and rooms per venue
• ✓Venue media library
• ✓Weather for the event date
• ✓Distance sorting from your base, with mileage shown