Event Recap
After an event takes place, the Event Recap is where you capture how it went: the final guest count, what came in for revenue, how the guests were, and any notes the rest of the team should know about. It takes about a minute per event and feeds your Revenue and performance reporting.
This page covers how the recap form works, what each field is for, and how to adjust which fields your team sees.
How the Recap Works
When an inquiry has been Booked, Confirmed, or Completed, an Add Event Recap button appears on the inquiry’s detail page. Clicking it opens a side panel with the recap form.
Once you save anything, the inquiry page shows a small Event Recap card at the top with a summary of what you entered. The button changes to Edit Event Recap so you can reopen it and tweak any field later.
A recap is always optional. You can mark an event Completed without filling one in, and you can fill one in without marking the event Completed.
Filling Out a Recap
- Open the inquiry from the Paloma Dashboard.
- Click Add Event Recap in the top-right of the inquiry page.
- Fill in whatever fields you have answers for. Skip anything you don’t.
- Click Save Recap.
If you’d like to mark the event Completed in the same save, leave the Mark event as Complete checkbox at the bottom ticked. It’s on by default for events that haven’t been Completed yet. Uncheck it if you want to save the recap but keep the inquiry in its current status, useful if you’re recording notes mid-event on a multi-day booking.
What Goes in the Recap
| Field | What it’s for |
|---|---|
| Final Guest Count | The actual headcount on the day. Helper text shows the original estimate from the inquiry, so you can see at a glance how close it landed. |
| Revenue | What the event brought in. Choose the currency from the dropdown if it’s different from your default. The amount type (Subtotal, Total, or Net) is set once at the organization level so every venue reports the same way. |
| Additional breakdown | Optional. Click to expand and split the revenue into Gratuity, Facility fee, and Other. These feed the revenue breakdown widgets on your stats. |
| Event Success Score | A five-star rating of how well the event went overall. |
| Guest Experience Score | A five-star rating of how the guests experienced the event, from your team’s perspective. |
| Guest Rating | A quick label on the guest: Great Guest, Standard, or Problem Guest. |
| Quick Tags | Multi-select pills for short labels like VIP, Great Tipper, Repeat Customer, Late Payment. Add your own using the + button. New tags stick to your organization’s vocabulary and show up as suggestions on future recaps. |
| Post-Event Notes | Free-text notes about how the event went. Different from the inquiry notes you take during the booking conversation. This one is just for after-the-fact commentary. |
Adjusting What Your Team Sees
The recap form is configured at the organization level so every venue captures the same things the same way. Visit Settings → Event Management from the dashboard to:
- Turn Sales Tracking on or off (the Revenue field appears only when this is on).
- Set the value type (Subtotal, Total, or Net) and primary currency for revenue.
- Toggle individual recap fields on or off (Final Guest Count, scoring fields, Guest Rating, Quick Tags, Post-Event Notes).
Changes apply to every venue in your organization. Existing recap data stays put if you turn a field off later. You just won’t see it on the form anymore.
Recapping by Chat
You can also fill in a recap by asking Paloma directly from the inquiry’s chat panel. Something like:
Hey Paloma, the Tech Corp event came in at $4,800 with 22 guests, mark them as a Great Guest and tag them VIP.
Paloma writes the same fields you’d enter by hand. You’ll see the summary card update on the inquiry once it’s done.
Common Questions
I marked the event Completed but didn’t fill in a recap. Can I still add one?
Yes. Open the inquiry, click Add Event Recap, and fill in whatever you have.
I saved a recap last month with the wrong currency or value type. Did changing the organization setting reclassify it?
No. Historical recaps keep their original currency and value type. New recaps use the current default.
My team added a Quick Tag I don’t want anymore.
Tags persist to your organization’s vocabulary so they’re suggested on future recaps. To prune the list, drop us a line and we’ll clean it up: concierge@palomaparties.com.
For anything else, reach us at concierge@palomaparties.com or book a call.