Let HQ do something for you
When you ask HQ to do something, it shows a card that says what will change. Nothing happens until you press Confirm on the card, and most actions can be undone for 30 days.
Use an action card
- Ask in plain words, for example “Hold Saturday June 6 for the Ortega wedding, 120 guests” or “Remind me Friday to call the Park family”. HQ only offers a card when your own message asks it to do something.
- Read the card. It lists what will change, such as the date, the time, the name and the guest count. A card waits for you and shows a small “Waiting for you” tag.
- Press Confirm. On a Trash card the button says Move to trash. To drop the card, press Cancel.
- The card then says Done, with a link to the record, such as “Open the event”. A payment reminder says Sent.
- To reverse it, press Undo on the card. It says “You can undo this until” and a date. Emails cannot be undone.
What HQ can offer
| Card | What Confirm does | Lowest role | Undo |
|---|---|---|---|
| Hold a date | Creates a tentative event, or turns an inquiry into one. The hold lasts 7 days unless you extend it. Nothing is sent to the client. | Event coordinator | Yes, 30 days while unchanged |
| Reminder | Adds a reminder with a due date to an event or an inquiry. It is a reminder to you, not to the client. | Staff | Yes |
| Add a note | Adds a one-line private staff note, marked as written by the assistant. | Staff | Yes |
| Move an event | Changes the date, time or room. It refuses a closed date or a double booking. | Event coordinator | Yes, while unchanged |
| Change a status | Sets confirmed, tentative, pending or completed. It never cancels. | Event coordinator | Yes |
| Add or update an inquiry | Saves a new inquiry from details you pasted, or changes the phone, email, event type, guests or stage. | Staff | Yes for an update |
| Start a proposal | Creates a draft proposal with a short welcome note. It writes no prices and sends nothing. | Event coordinator | Yes, the draft is deleted |
| Draft an invoice | Creates an invoice for one payment on the event’s schedule, with the amount from the schedule. It does not send or charge. | Event coordinator, and an owner or someone who can see reports | Yes, while unpaid |
| Payment reminder | Emails the client the fixed reminder your automatic reminders use, now. | Event coordinator, and an owner or someone who can see reports | No |
| Follow-up email | Emails the event’s own contact a short follow-up that HQ wrote, now. | Event coordinator | No |
| Move to Trash | Moves up to 10 inquiries or draft, tentative or pending events to the Trash. | Event coordinator | Yes, restore it |
The two cards that send email
A payment reminder and a follow-up email go out the moment you press Confirm, and neither can be taken back. The payment reminder checks first that the payment is unpaid, the client has an email address and has not unsubscribed, no reminder went out in the last three days and fewer than three have gone out in all. The follow-up email goes to the contact on the event, which HQ cannot change, and skips anyone who unsubscribed. Press Read the email on the card to see the text before you confirm.
When a card refuses
A card can answer “This changed since we suggested it, so nothing was done. Ask again and we will start from what is there now.” or “That clashes with something already on your calendar.” or “Your role can’t do this.” A card also expires after 15 minutes: “This suggestion has expired. Ask again and we will make a fresh one.”
Setting an event to confirmed runs the same status change you would make yourself, so your own “booking is confirmed” automations can send their emails. That is your automation, started by your click.
What it does not do
- HQ offers a card only when your latest message asks it to do something. Text inside a client’s email cannot start one.
- A card works once, for you, in this venue, and expires after 15 minutes.
- HQ never offers to cancel an event, delete anything for good, refund, charge a card, mark an invoice paid, or change settings, people or billing.
- The text of an email cannot be edited on its card. If you want different words, cancel the card and write the email yourself.
- A payment reminder and a follow-up email cannot be undone. A change to a record cannot be undone once the record has changed again.
- Move to Trash refuses anything with a payment, an invoice, a sent or signed contract or tickets, and any inquiry that became an event. It never deletes for good: records stay in the Trash for 30 days.
Common questions
Does confirming a card cost credits?
No. Asking the question costs about one credit, and pressing Confirm costs none. A venue with no credits left cannot confirm.
Where did my card go?
If you cancel it, press Confirm or wait 15 minutes, it stays in the chat as done, cancelled or expired. Ask again for a new one.