Hold, confirm and release event dates
For venues and event businesses, a proposal is a promise about a date. Three small Zaps keep the shared calendar honest: pencil it when you send, confirm it when they sign, free it when they don't.
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Use three Zaps with QuoteCloud's Zapier app (Essentials and up). Document Status Changed (Sent) creates an all-day hold shown as free; Document Signing Complete finds it with Find Events and updates it to the confirmed booking; Document Expired or Document Lost deletes it. The date comes from an Event date data item on the proposal.
Last reviewed by the QuoteCloud team
Two overlapping panels with sample data. Behind, Tidewell Pavilion's wedding reception proposal TP-2741 for Hannah Lee and James Okoro: its data items (event date Saturday 13 March 2027, Boathouse Terrace, 96 guests, 3:30 pm start) and both signatures. In front, an illustration of the calendar event a Zap confirmed: Hannah & James's wedding reception, TP-2741, Saturday 13 March 2027 from 3:30 pm to midnight on the Boathouse Terrace, with the coordinator Tom Achebe as a guest, shown as busy in the Tidewell functions calendar.
Why tie the venue calendar to the proposal?
Tidewell Pavilion holds a date for seven days when it sends a wedding proposal. Functions manager Elena Brooks sets that hold as the proposal's expiry, and the couple confirm by signing and paying the deposit.
The calendar is where double bookings happen. If holds are typed in by hand, they're forgotten when a proposal lapses, or missing when a second couple asks for the same Saturday. Driven by the proposal itself, the calendar shows exactly what's held, what's confirmed and what's free again.
- One data item, Event date, set when Elena prepares the proposal, drives all three Zaps.
- A hold is all day and shows as free, so it never blocks the team's own diaries.
- The confirmed booking keeps the same event, so links and notes on it survive.
Zap 1: pencil the date when the proposal is sent
ZapSent: hold the date
-
When
QuoteCloudTriggerDocument Status ChangedDocument Status: Sent.Passes on
- Document number
- Document title
-
Then
QuoteCloudSearchFind DocumentDetail Level: Full.Searches on
- Document Number
-
Then
Google CalendarActionCreate Detailed EventMapped in
- Calendar: Tidewell functions
- Summary: HOLD · TP-2741 · …
- Start Date & Time: Event date
- All day: Yes
- Show me as Free or Busy: Free
- Location: Space
Elena sends TP-2741 on Thursday 29 October. Saturday 13 March 2027 appears in the functions calendar as an all-day hold on the Boathouse Terrace, with the proposal number in its title.
Result
Anyone checking a Saturday sees the hold and which proposal it belongs to.
QuoteCloud's Zapier app and custom data items: Essentials and up
Zap 2: confirm it, and book the tasting, on signature
ZapSigning complete: confirm the booking
-
When
QuoteCloudTriggerDocument Signing CompleteFires once both of the couple have signed.Passes on
- Document number
- Signer names and emails
- Signed date
-
Then
Google CalendarSearchFind EventsSearch term: the document number.Searches on
- Calendar
- Search_term: TP-2741
-
Then
Google CalendarActionUpdate EventOnly the fields you fill change.Mapped in
- Event (found)
- Summary
- All day: No
- Start / End Date & Time
- Show me as Free or Busy: Busy
- Attendees: the coordinator
-
Then
Formatter by ZapierActionDate / TimeEvent date minus six weeks, at 11:00 am.Mapped in
- Event date
-
Then
Google CalendarActionCreate Detailed EventThe menu tasting, with the couple invited.Mapped in
- Summary
- Start Date & Time
- Attendees: signer emails
- Minutes Before Reminders
Hannah and James both sign on Monday 2 November and pay the $4,922.28 deposit. The hold becomes the confirmed reception, 3:30 pm to midnight, with coordinator Tom Achebe on it, and the couple get an invitation to the menu tasting on Saturday 30 January.
Result
The date is confirmed in the calendar the moment the proposal is, and the next meeting with the couple is already booked.
QuoteCloud's Zapier app: Essentials and up
Zap 3: release the date if they don't sign
ZapExpired or lost: delete the hold
-
When
QuoteCloudTriggerDocument ExpiredBuild the same Zap again on Document Lost, or use Document Status Changed with Lost.Passes on
- Document number
-
Then
Google CalendarSearchFind EventsSearches on
- Calendar
- Search_term: the document number
- Only if Filter by ZapierFilterOnly continue if the event found is still a hold (its title starts with HOLD), so a confirmed booking is never deleted.
-
Then
Google CalendarActionDelete EventMapped in
- Event (found)
-
Or
SlackAction · optionalSend Channel MessageTell the functions team the date is free.Mapped in
- Channel
- Message
The same three jobs can be built in Make, bring your own: scenarios that take QuoteCloud's events through Make's built-in OAuth connection and change events with Make's own Google Calendar steps.
If seven days pass without signatures, the proposal expires, the hold is deleted and the Saturday is free for the next enquiry.
Result
No stale holds: a date is only held while its proposal is alive.
QuoteCloud's Zapier app: Essentials and up
Date holds, deposits and minimum spend for venuesBefore the signature: held, not booked
The same week while TP-2741 is waiting for signatures. Saturday carries the Hannah & James hold beside another couple's hold on Sunday: both all day, both shown as free, both tied to a live proposal.
When Zap 2 runs, the Saturday hold becomes the timed, busy reception you see at the top of this page.
Where every date comes fromTidewell functions shared calendar
10 – 14 Mar 2027Wed 10
- 4 pm – 5 pmSite tour · Ngata & Bell
Thu 11
- 11:30 am – 3 pmKestrel board lunch · TP-2852Harbour Room, 24 guests
Fri 12
- 2 pm – 5 pmSet-up · Boathouse Terrace
Sat 13
- All dayHOLD · TP-2741 · Hannah & JamesBoathouse Terrace · until Thu 5 NovAdded by a Zap
Sun 14
- All dayHOLD · TP-2849 · Ruiz & ParkGarden Pavilion
- 10 am – 1 pmSunday brunch · TP-2860Harbour Room
Illustration · sample data, not Google Calendar's screen
The tasting, with the couple invited
Zap 2's last step books the next meeting six weeks before the day, counted from the Event date with Formatter by Zapier. Hannah and James are attendees, so Google Calendar sends them the invitation.
Menu tasting & run sheet · Hannah & James
Sat 30 Jan 2027, 11:00 am – 12:30 pm← Event date minus 6 weeks, via Formatter
- Location
- Tidewell Pavilion, Harbour Room
- Guests
- Elena Brookselena.brooks@tidewell.example.comOrganizer
- Hannah Leehannah.lee@example.comInvited
- James Okorojames.okoro@example.comInvited
- Description
- Taste the menu, walk the run sheet and confirm numbers for TP-2741.← Document number
- Reminders
- 1 week before, by email · 1 day before
- Calendar
- Tidewell functions · shows as Busy
Illustration · sample data, not Google Calendar's screen
Field map for the three date Zaps
| Google Calendar: Google Calendar field | Direction | QuoteCloud: QuoteCloud field | Goes into | Example (sample data) | Note |
|---|---|---|---|---|---|
| Zap 1 · Sent: hold the date | |||||
| Start Date & Time (All day) | QuoteCloud to Google Calendar | Event date data item | Data item | Sat 13 Mar 2027 |
|
| Summary | QuoteCloud to Google Calendar | HOLD + document number + couple | Document field | HOLD · TP-2741 · Hannah & James |
|
| Location | QuoteCloud to Google Calendar | Space data item | Data item | Boathouse Terrace |
|
| Show me as Free or Busy | QuoteCloud to Google Calendar | A fixed value | Event field | Free |
|
| Zap 2 · Signed: confirm and book the tasting | |||||
| Search_term (Find Events) | QuoteCloud to Google Calendar | Document number | Search value | TP-2741 |
|
| Start / End Date & Time (Update Event) | QuoteCloud to Google Calendar | Event date + Event start data items | Data item | Sat 13 Mar 2027, 3:30 pm – 12:00 am |
|
| Start Date & Time (tasting) | QuoteCloud to Google Calendar | Event date minus 6 weeks, via Formatter | Formatter | Sat 30 Jan 2027, 11:00 am |
|
| Attendees (tasting) | QuoteCloud to Google Calendar | Signer emails | Document field | hannah.lee@example.com, james.okoro@example.com |
|
| Zap 3 · Expired or lost: release | |||||
| Search_term (Find Events) | QuoteCloud to Google Calendar | Document number | Search value | TP-2741 |
|
| Event (Delete Event) | QuoteCloud to Google Calendar | Event ID from Find Events | Search value | The hold found |
|
All values are sample data. If your test data doesn't show the Event date data item, ask the couple to confirm the date in a Forms question and map that answer instead.
Variations on these recipes
Confirm on the deposit
If the date is only confirmed when the deposit lands, start Zap 2 from Document Part Paid instead of Document Signing Complete.
See it before it lapses
QuoteCloud's Expiring Soon smart filter lists proposals close to expiry, so Elena can call before a hold is released.
Follow-ups and expiryOne calendar per space
Keep a calendar per room and pick it in each Zap's Calendar field, or use Paths by Zapier on the Space data item.
Build it in Make instead
Bring your own: Make's built-in OAuth connection to QuoteCloud and QuoteCloud's API or Zapier endpoints, beside Make's own Google Calendar steps.
Never double-book a Saturday
QuoteCloud's Zapier app and custom data items are on the Essentials plan and up. Start a free 14-day trial and test the three Zaps with a sample proposal.
Set up the three date Zaps
Add the date to the template
Give your proposal template an Event date data item (and Space, Event start), and set the expiry to your hold period when you send.
Build the hold
Document Status Changed with Sent → Find Document (Full) → Create Detailed Event, all day, shown as free, with HOLD and the document number in the summary.
Build the confirmation
Document Signing Complete → Find Events on the document number → Update Event with the times, busy and the coordinator.
Book the next meeting
In the same Zap, Formatter by Zapier subtracts six weeks and Create Detailed Event books it with the signers as attendees.
Build the release
Document Expired (and Document Lost) → Find Events → a Filter on HOLD → Delete Event.
Test on a spare date
Send, sign and let a test proposal expire with @example.com recipients, check each event, then switch the Zaps on.
Questions about date holds
Can a QuoteCloud proposal hold a date in Google Calendar?
Yes, through a Zap. When the proposal's status changes to Sent, QuoteCloud's Document Status Changed trigger can run Google Calendar's Create Detailed Event as an all-day event shown as free, with HOLD and the proposal number in its title. The date comes from an Event date data item on the proposal.
What happens to the hold when the couple sign?
A second Zap on Document Signing Complete finds the hold with Google Calendar's Find Events, searching on the proposal number, and runs Update Event: the real times, shown as busy, with your coordinator added. Only the fields you fill change, so the event keeps its history.
How is a hold released if the proposal isn't signed?
A third Zap starts from Document Expired, or Document Lost, finds the hold by the proposal number and runs Delete Event. Add a Filter so it only deletes events still marked HOLD; that way a confirmed booking can never be removed by a later status change.
Do these Zaps cost anything in QuoteCloud?
No document fee. They read proposals and change calendar events, but don't create documents. QuoteCloud's Zapier app and custom data items are on the Essentials plan and up, and each step, including Find Events, uses a task on your Zapier plan.
More on QuoteCloud and Google Calendar
Four use cases with the exact Zapier steps, then how to connect, where the dates come from and what it costs.
- Book the work when the quote is signedWhen every signer has signed, a Zap books the install on the date the client chose, with the client invited.
- Follow-up calls and expiry remindersA first view books a call for the next morning; a quote the Zap sends gets a reminder two days before it expires.
- Draft proposals from calendar meetingsWhen a site visit or discovery call ends in Google Calendar, a Zap drafts the proposal with the meeting's details.
- Connect Google Calendar to QuoteCloud, step by stepCheck the plan, connect both apps in Zapier, build and test the first Zap, or build it in Make.
- Where the dates come from, and the field mapData items, form answers and trigger times, shifted with Formatter, and every field the Zaps map.
- What QuoteCloud with Google Calendar can and can't doWhat the Zaps do, where they stop, Zapier or Make, and what we haven't confirmed yet.
- What the Google Calendar connection costsEssentials and up for Zapier; only the meeting-to-proposal Zap creates documents that carry a fee.
- FAQAnswers to the questions teams ask before connecting QuoteCloud and Google Calendar.
Held when you send. Confirmed when they sign.
Start a free 14-day trial and build the Zaps that keep your venue calendar in step with your proposals.