Create Perfect Venue leads from emails and phone calls

1. Copy the guest's name, email, phone, date, times and party size out of the email or your call notes.
2. In Perfect Venue, add the event by hand: date, start and end time, group size, event type, the space the guest asked for and the contact information.
3. Paste the guest's own words into the event so the next person sees what was asked, and note where the inquiry came from, since a hand-typed event carries no Source or Campaign.
4. Write the first reply yourself: Perfect Venue First Reply only answers contact-form inquiries, so a lead typed in by hand gets no automatic response.
5. The pain is the gap: until someone retypes it, the inquiry does not appear on Home, in the Inbox or in the Events report, and a second inquiry from the same guest is easy to enter twice.

Add this emailed inquiry as a Perfect Venue lead: Sam Rivera, sam.rivera@example.com, rehearsal dinner for 40 on Saturday 14 Nov, 18:00 to 22:00, wants the Private Room. Check first that Sam is not already in Perfect Venue.

1. 01

   Pull out the fields, stop on gaps

   The agent reads the inquiry for first name, email, date, start and end time, guest count and event type. Without an email address there is no lead to create, so it stops and asks you for one. A date given as "next Saturday" is turned into a calendar date and repeated back in the report.

2. 02

   Look for the guest first

   list_events around the requested date, and in the open stages, is searched for the same contact email. If the guest already has an open event, the agent does not create a second one; it reports the existing event so you can add the new details there.

3. 03

   Name the right room

   list_spaces turns "the back room" or "Private Room" into a space ID. If the name matches nothing, the lead is created without a space and the guest's wording goes into the message, so nobody books the wrong room.

4. 04

   Create the lead

   create_lead runs without asking, because the lead itself sends nothing; an Automated Reminder Email you set for the Lead stage can still go out on its own. The original text of the inquiry and where it came from ("phone call, 9 Oct") go into the message field, which keeps the source visible on the event.

5. 05

   Offer the first reply

   Since First Reply skips leads created this way, the agent offers a reply with send_email in the new event thread. That email reaches the guest, so it waits for your OK.

Created lead ev_8841: Sam Rivera, rehearsal dinner, Sat 14 Nov 2026, 18:00 to 22:00, 40 guests, Private Room.
Message saved: "Emailed to events@ on 12 Oct. Wants a set menu, two vegetarians."
Not created: Dana Kim already has open event ev_8790 (Qualified, 21 Nov). New details reported to you.
Not created: voicemail from "Tom" left no email address. Please add one.
First reply to Sam drafted in the event thread, waiting for your OK.

• Perfect Venue keeps first name, email and "tell us about your event" as fixed required fields on every contact form, so those three are the minimum a hand-entered lead should match.
• Perfect Venue gives every contact-form inquiry the Lead status, and the Leads API places its leads in the inbox as a new event with status Lead as well.
• Source and Campaign tracking on Perfect Venue leads comes from tracking URLs on Premium and Enterprise plans; a lead typed in by hand has no tracking link, so the source belongs in the message.
• The Perfect Venue Zapier template for emails suggests one Zap and one inbound address per venue, so a group with several venues runs several Zaps.

send_email asks for your OK by default. To run it on a schedule without you, switch confirmation off for that tool in your dashboard.

Sources: Perfect Venue Help: Automatically Create Events from Emails with Zapier · Perfect Venue Help: First Reply · Perfect Venue Help: Contact Form & Custom Fields · Perfect Venue Help: Auto Tracking of Lead Sources · Perfect Venue Help: Team Members

curl https://cotlet.dev/api/v1/perfect-venue/create_lead \
  -H "Authorization: Bearer $COTLET_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{"first_name":"Sam","last_name":"Rivera","email":"sam.rivera@example.com","start_date":"2026-11-14","start_time":"18:00","end_time":"22:00","group_size":40,"event_type":"Rehearsal","spaces":["sp_01"],"message":"Emailed to events@ on 12 Oct. Wants a set menu, two vegetarians."}'

{
  "event_id": "ev_8841",
  "status": "lead",
  "start_date": "2026-11-14",
  "group_size": 40,
  "contact": {
    "name": "Alex Client",
    "email": "client@example.com"
  }
}

MCP: add https://cotlet.dev/mcp/v1 with the same key; the tool is perfect-venue_create_lead. Example data.

• Follow up on unanswered Perfect Venue leads
• Send Perfect Venue balance due reminders
• Perfect Venue API and MCP server: every tool
• All use cases