Event Workflow and Statuses

Every event in Gilded moves through a workflow that tracks where things stand — from the first conversation to the final payment. Most of this happens automatically, but you can also advance status manually when things happen outside the app.

The Workflow Timeline

The event detail page includes an activity timeline that shows every status change, along with when it happened and what triggered it. Here is the full progression:

1. Prospect — You have created the event but have not sent anything yet.
2. Proposal Sent — You sent a proposal or combined document to the client.
3. Proposal Viewed — Your client opened the document link.
4. Client Approved — Your client clicked the approval button on the proposal. (For combined documents, this step is folded into signing.)
5. Contract Sent — You sent a contract (either standalone or as a follow-up to an approved proposal).
6. Contract Viewed — Your client opened the contract link.
7. Contract Signed — All signatories have completed their signatures.
8. Deposit Requested — You sent a payment request for the deposit.
9. Deposit Paid — Your client paid the deposit.
10. Paid in Full — All remaining payments have been collected.
11. Completed — The event is finished and fully settled.

Two terminal statuses can be set at any point: Lost (the lead did not convert) and Cancelled (the engagement was cancelled after it started).

How Status Advances Automatically

In most cases, you do not need to manage status yourself. Gilded advances the workflow based on real actions:

• Sending a document moves the status to the appropriate "Sent" state
• Client opening a link advances to "Viewed"
• Client approving a proposal advances to "Client Approved"
• All signatures completed advances to "Contract Signed"
• Sending a payment request advances to "Deposit Requested"
• Payment received advances to "Deposit Paid" or "Paid in Full"

Each of these transitions is logged in the activity timeline with a timestamp.

Manual Status Advancement

Sometimes things happen outside of Gilded. A client signs a printed contract at a meeting. A deposit check arrives in the mail. In these cases, you can advance the status manually.

From the event detail page, click the Advance Status option in the action panel. You will see a confirmation dialog asking you to confirm the next status. There is also an optional note field where you can explain why you are advancing manually — for example, "Signed physical contract at venue walk-through" or "Deposit received via check #4512."

Manual advances are logged in the activity timeline just like automatic ones, but they are clearly marked so you can tell the difference. If you added a note, it appears as a secondary line under the status change.

Events Page Tabs

The Events page organizes your events by where they are in the workflow:

• Active — all events that are in progress
• New Leads — events still in Prospect status
• Proposals — events in the proposal stage (sent, viewed, or approved)
• Contracts — events in the contract stage (sent, viewed, or signed)
• Payments — events waiting on deposits or balances
• Completed — events that are fully done
• Archived — events you have moved out of your active view

These tabs are filters, not separate categories. An event only appears in one tab at a time based on its current status.

Tips

• Check your timeline regularly. The activity timeline is the fastest way to see what has happened with an event without opening every document.
• Use notes on manual advances. You will thank yourself later when you are trying to remember why a status was advanced three months ago.
• Lost is not deleted. Marking an event as Lost keeps the record for your own reference. You can still see the event and any documents you created.