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 a Client Workflow timeline that shows every status change, along with when it happened and what triggered it. Here is the typical 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. Agreement Sent — You sent a contract (either standalone or as a follow-up to an approved proposal).
6. Agreement Viewed — Your client opened the contract link.
7. Agreement Signed — All signatories have completed their signatures.
8. Collecting Payments — You are actively collecting payments according to the payment schedule. The timeline shows each individual payment as a pair of steps (Requested and Received).
9. Paid in Full — All scheduled payments have been collected.
10. Completed — The event is finished and fully settled.

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

Payment Phase

Once the contract is signed, Gilded tracks each payment in your schedule individually. If you set up three payments (Deposit, Second Payment, Final Balance), the timeline shows:

• Deposit Requested → Deposit Received
• Second Payment Requested → Second Payment Received
• Final Payment Requested → Final Payment Received

The status badge on the event updates to show exactly what needs to happen next — for example, "Request Deposit" when it is your turn to send a payment request, or "Deposit Requested" when you are waiting on the client to pay.

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 "Agreement Signed"
• Sending a payment request updates the payment schedule item to "Requested"
• Payment received updates the payment schedule item to "Received" and checks if all payments are complete

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, use the options in the action panel. You will see a confirmation dialog asking you to confirm the change. There is also an optional note field where you can explain why — 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.

Status Badge Colors

The status badge on each event uses color to communicate what type of action is needed:

• Tan — Not started (Prospect)
• Blue — Waiting on the client (Sent, Viewed, Payment Requested)
• Gold — Client milestone (Approved, Signed)
• Terracotta — Your action needed (Create Agreement, Request Payment)
• Green — Payment received
• Dark with gold text — Complete (Paid in Full, Completed)
• Gray — Closed (Didn't Book, Cancelled)

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 in the payment collection phase
• 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 Client Workflow 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.