Settings & Configuration

MAX for Sales, the first product in the MomentusMAX suite of native AI products, is an application for venue sales teams. The Settings area is where an admin configures it for the venue. Opportunity scores, revenue goals, calendar behavior, and AI-drafted output all depend on what you set here, so check these screens before relying on the numbers and automation they drive.

Open Settings from the main navigation. Every screen in this article appears in the left-hand list, in the same groups as below. Most screens are available to admins only. Each section states whether sales managers or sales representatives can see the screen, and whether it is read-only.

Overview

Group	Screen	What it covers
General	General	Currency, fiscal year start, date format, time zone, the inactivity threshold, your inbound inquiry address, and voice capture
	Users & Access	Adding users and assigning roles (see Goals, Calendar Insights & Roles for full permissions)
	Calendar Settings	Default calendar view, venue closures, event colors (view only), and how long holds last
Revenue Goals	Goals	Venue revenue targets by month, quarter and event type, across this year, future years and prior years
	Individual Targets	Each representative's share of the venue target
Sales Tools	Price List	Default price list suggestions for Holds and Packages & Services
	Proposal Templates	Default branding, uploading templates, field mapping, and send size limits
Insights and Automation	Opportunity Scoring	How MAX for Sales rates every opportunity on value, probability and urgency, and how you tune it
	Recommendation Score	Where it lives and what it does (see Space Planning, Packages & Proposals for full detail)
	Communication Timeline	The day thresholds behind reply-chasing badges and follow-up tasks
	Instructions	Where the AI's written guidance lives; see Writing AI Instructions for full detail
Data & Sync	Mappings	Matching your source system's event types and note classes to MAX for Sales
	Import Records	Picking records from your source system and bringing them into MAX for Sales
	Email Connector	Connecting your Microsoft Entra organization and configuring which mailboxes sync
	Automated Sender Matching	Teaching MAX for Sales to look past no-reply addresses to identify the contact
My Account	Profile	Your role and your email signatures
	Preferences	Your own language, theme and time zone
Space Planning / Holds	Booking Settings	Which bookings hold a space, and the usage types applied to move-in and move-out

General

Venue-wide preferences plus a few settings that change how MAX for Sales behaves. Find it under Settings → General → General.

📌 Note: Admins only. Sales managers and sales representatives can open this screen but cannot change anything on it.

Setting	What it does
Currency	The currency used across revenue goals and pricing. Defaults to USD.
Fiscal year start month	The month your financial year begins. Drives how MAX for Sales groups goals and reports into quarters and years.
Date format	MM/DD/YYYY, DD/MM/YYYY, or YYYY-MM-DD, with a live preview of today's date underneath.
Time zone	The time zone used for event dates and timestamps across MAX for Sales. Defaults to UTC. The list is searchable: type to filter it.
Opportunity Inactivity	Days without activity on an opportunity before MAX for Sales automatically creates a follow-up task. Whole numbers from 1 to 200; defaults to 5.
Inbound Email Address	The address that feeds email into MAX for Sales. Read-only, with a Copy button.
Voice & Recording	Voice recording, transcription and call capture for your organization. Off by default.

MAX for Sales does not save changes as you make them. A Save Changes / Cancel bar appears once you have edited something, and Save Changes stays unavailable while any field is invalid.

Fiscal year start month

Set the month your financial year begins. A preview confirms the period you have described (for example "FY2026: Apr 2026–Mar 2027") so you can check it reads the way you expect before saving.

This setting determines which months fall in Q1, how annual totals are calculated, and how reporting groups your numbers.

📌 Note: This setting is permanent. After you save it, you cannot change it in MAX for Sales. To change it, contact Momentus Support. If you are unsure what your organization uses, confirm it with finance before you save this screen.

📌 Note: You cannot enter goals until you set this. The Goals screen shows "Fiscal year not configured yet" until you have saved a start month here.

Date format

This is not only a display preference. The format you pick is also how MAX for Sales reads dates when it extracts them from inbound email and documents.

⚠️ Known issue: If you choose the wrong format, MAX for Sales reads dates incorrectly, in addition to displaying them in an unexpected way. With DD/MM/YYYY selected, an American correspondent who writes 03/04 means 4 March, but MAX for Sales reads it as 3 April. Match this setting to how your prospects write dates, not to personal preference.

Opportunity Inactivity

This setting has two effects.

MAX for Sales creates a follow-up task automatically. After this many days with no activity on an opportunity, MAX for Sales raises a follow-up task so that nobody overlooks the opportunity. The hint under the field restates it in plain terms as you type.

Scoring pauses. The same threshold is what pauses an opportunity's score. See Scoring lifecycle.

Only the following count as activity:

Counts as activity	Does not count
An inbound email from the prospect	Emails you send them
An update a representative logs explicitly on the opportunity	System-generated and automated email
	Internal notes, status changes and field edits
	File uploads

Only the prospect engaging back proves the deal is alive. Chasing someone who never replies is evidence of effort, not of a live opportunity, and this threshold exists to detect that.

📌 Note: Calls and meetings do not count as activity. Only inbound email and explicitly logged updates reset the clock, so an opportunity that a rep is actively working by phone can still go inactive.

💡 Tip: Changing this re-checks opportunities that are already paused. Lengthen the threshold and anything that now falls inside the window resumes scoring on its own, so you do not need to touch them individually.

Inbound email address

This is the address that gets email into MAX for Sales. Copy any email you want MAX for Sales to read. For example, a representative can bring in an inquiry thread they are handling in Outlook by copying this address on the reply. MAX for Sales processes inquiries emailed straight to it into your pipeline automatically.

Momentus manages it for you, and you cannot edit it here. Use Copy instead of typing it.

📌 Note: The field only appears if your venue has an inbound inbox provisioned. If you do not see it, that is a provisioning step rather than something you can switch on here.

💡 Tip: If your mailboxes are connected through the Email Connector, relevant mail is already synced and attached to opportunities automatically. Use this address for cases outside the connector, such as a representative's one-off thread or a forwarded inquiry.

Voice capture

Turning Voice & Recording on opens a consent dialog you have to acknowledge before it takes effect. It asks you to confirm three things:

• You have reviewed the recording and privacy laws for every location your team works in.
• You have told employees and have any internal approvals you need.
• Your organization accepts responsibility for following those laws, including getting consent from everyone required before each recording.

You must also tick the checkbox confirming that your organization is authorized to use voice recording and accepts responsibility for compliance with all applicable laws. Until you do, Enable Voice Recording stays unavailable.

Turning it back off needs no dialog. As with the other settings on this screen, select Save Changes to apply it.

📌 Note: Momentus provides the recording controls and disclosure mechanisms. Compliance with local law is your organization's responsibility. Recording law varies between jurisdictions, so discuss this with your legal team before you enable it.

💡 Tip: Set Currency before you enter any revenue goals. Each goal records the currency it was created in, so changing this setting later does not convert existing goals, which stay in their original currency.

Users & Access

Add users, assign or change a role (Sales Rep, Sales Manager or Admin), and remove access. Find it under Settings → General → Users & Access.

📌 Note: Admins only.

Changes take effect on the user's next login. MAX for Sales always keeps at least one Admin. The system blocks removing or demoting the last one.

📌 Note: For the full breakdown of what each role can see and do, see Goals, Calendar Insights & Roles.

Calendar Settings

How the interactive calendar opens and behaves for everyone in your organization. Find it under Settings → General → Calendar Settings.

Changes apply the next time someone loads a calendar, not to one already open on someone's screen.

Defaults

The view the calendar opens in, the first day of the week, and the working-hour window shown on each day.

Default view is Day, 3-Day, Week or Month. Start of week sets which day each row begins on.

📌 Note: Working hours is visible, but you cannot change it. The calendar uses a fixed 7am–10pm window.

Venue closures

Dates your venue is closed. Add a date and an optional label.

Closures stop anyone from creating or moving holds onto those dates. Use this setting when your venue closes for a public holiday or a maintenance period and you do not want anyone placing business on those dates.

Closure dates also show in the Today's Focus calendar heat map in their own blackout color, overriding the usual booking-level shading.

Event colors

The colors the calendar uses for each booking state: Confirmed, Date held, Proposal Accepted, Proposal, New, Qualified, Prospect, Space plan and Conflict.

📌 Note: Momentus manages the colors, and you cannot edit them. The calendar hides Prospect and Space plan by default.

Holds Expiration

Two numbers that govern how long a hold survives:

Setting	What it does
Default expiration	How many days after you place a hold it expires
Expiration warning	How many days before expiry MAX for Sales warns the representative

A summary line restates the pair in plain terms as you edit them, so you can sanity-check the combination before saving.

📌 Note: MAX for Sales creates an "expiring soon" task once the days left on a hold are equal to or fewer than Expiration warning (7 by default). The task has High urgency at 2 days or fewer, and Medium before that. Its due date is today.

📌 Note: The warning must be fewer days than the expiration. A warning that fires after the hold has already lapsed would be useless, so the screen blocks it.

📌 Note: Expiring does not free the room. It flags that a hold has been on the calendar longer than the venue considers appropriate, and the representative decides what to do next. Release is the only way to free the space, and it deletes the hold outright. There is no undo, because freeing a room is an intentional action the representative has to take.

Goals

Your venue's revenue targets. MAX for Sales measures pipeline and bookings against these, and they are the baseline for the quota widgets and goal tracking elsewhere in the product.

Find it under Settings → Revenue Goals → Goals. One screen, three tabs:

Tab	What it is for
Prior Years	Read-only history of what previous years' targets were.
This Year	The venue's revenue target for the current fiscal year.
Future Years	The same, for years that have not started yet.

📌 Note: Set your Fiscal year start month in General first. Until you do, this screen shows "Fiscal year not configured yet" and does not accept goals.

This Year

Set the target at annual, quarterly and monthly level. Enter it at the level you plan at:

Where you type	What happens
Annual	Spreads across the four quarters and twelve months as a starting point, which you can then adjust.
Quarterly	Spreads across that quarter's three months and updates the annual total.
Monthly	Rolls up into the quarterly subtotal and the annual total.

Distribute evenly gives you a flat spread to start from. Monthly values do not have to be equal. If your venue has a slow January and a busy September, set the monthly values to match, because every comparison uses the monthly numbers.

Each quarter shows a subtotal and its share of the annual goal. Each month shows its share of the quarter. This helps you see how the goal is spread as you build it.

Keep the totals balanced

Quarterly and monthly totals have to match the annual goal. If they do not match, the screen tells you which level is off, for example "Quarterly totals must equal the annual goal". It also shows how far over or under the quarterly target you are. A Fix action reconciles it for you, so you do not have to find the figure that is off.

MAX for Sales does not accept negative amounts and resets them to zero.

Goals by event type

Open the drill-down panel from any goal view to set monthly targets By Event Type (Corporate, Wedding, Conference) or By Sub-Category.

Event-type goals are optional and additive. They sit alongside the overall goal and do not divide it, so you can set a Corporate target without allocating the whole venue goal to event types.

⚠️ Known issue: Event-type goals do not appear anywhere else in MAX for Sales. Nothing on the dashboard, in reporting or on the opportunity reads them back to you, so they are a planning record, not something you can track against. Set your overall goal first and treat event-type goals as supplementary.

Versions and re-forecasts

Your first saved goal is the baseline. When your forecast changes during the year, use Re-forecast instead of editing the original numbers: MAX for Sales creates a new version and preserves the previous one for reference. The screen tells you which version you are creating and which one is being kept.

You can attach an optional reason, such as "Updated after Q1 performance review", which shows in the version history alongside who made the change and when.

Switch between versions from the version selector. Viewing anything other than the current forecast shows a banner saying so, with a Return to current link, so you can tell an earlier version from the current one.

Future Years

Plan goals for upcoming fiscal years. Add a year, then either build it from scratch or Copy FY goals as baseline to start from last year's targets instead of twelve empty fields.

Removing a year removes all its goals with it, so the screen asks you to confirm.

Prior Years

Read-only. Previous fiscal years keep their full version history, so you can see what a year's original baseline was and how it was re-forecast as the year went on. Years appear here once a fiscal year closes.

Individual Targets

Each representative's share of the venue target, at annual, quarterly and monthly level. Find it under Settings → Revenue Goals → Individual Targets.

📌 Note: Hidden from sales representatives. Admins and sales managers see it.

📌 Note: Set the venue goal first. Without one for the selected year there is nothing to allocate, and the screen points you back to This Year's Goals.

A sidebar lists the fiscal years that have a venue goal, each showing its total and how many representatives have a target set, shown as 4/7 set. Years without a venue goal do not appear.

At the top, a pool card tracks the allocation:

Value	What it means
Total	The venue revenue target for the selected fiscal year
Assigned	The sum of every representative's annual target
Pending / Over	What is left to allocate, or how far past the venue total you have gone

Over- and under-assignment are both allowed, and the card switches from Pending to Over accordingly. Nothing blocks either. Managers can over-assign to allow for attrition and under-assign while new hires ramp up.

Assign Target puts the table into edit mode. From there:

• Distribute evenly splits the venue goal across all representatives, then across quarters, then across months.
• Copy from last year brings forward each representative's monthly targets, matched by representative, and tells you how many it copied. Anyone who was not there last year gets nothing and needs a manual figure.
• When you type in a cell and move out of it, MAX for Sales updates the related cells. An annual figure spreads to quarters and months. A quarterly figure spreads to its three months. A monthly figure adds up into its quarter and year.

Quarters collapse and expand so you can work on one at a time instead of scrolling across twelve columns. Targets display in compact form ($1.5M, $437K) and show in full once you are editing. MAX for Sales marks months already past as a past period.

When the team is under-assigned, an Unassigned row at the bottom shows what is left and what share of the venue goal that is.

Switching fiscal year with unsaved edits warns you before discarding them.

⚠️ Known issue: The list shows every user in your organization, not only sales representatives. Nothing stops you assigning a revenue target to someone in finance or operations. Check the names before you use Distribute evenly, because it divides across everyone in the list, which shrinks each sales representative's share.

📌 Note: MAX for Sales saves individual targets in place, with no version history. Re-assigning a target overwrites the previous figure, unlike the venue goal where Re-forecast keeps a trail. If you need the before and after on the record, note it elsewhere.

📌 Note: Representatives have no "active from" date, so every representative shows editable cells for all twelve months, including months before they joined. For a representative who joined mid-year, set the months before their start date to zero by hand.

💡 Tip: Targets set here drive the representative's own quota tracking: the quota widget on Today's Focus and their performance view both read from this screen. Reporting against the venue goal is covered in Reporting & Performance.

Price List

This screen controls which price list MAX for Sales suggests first. It does not restrict choice. A representative can always choose a different price list within the opportunity itself (at the hold or Packages & Services level). This setting only changes what MAX for Sales offers by default.

Find it under Settings → Sales Tools → Price List.

📌 Note: Admins can edit. Sales Managers can view only. Sales Reps cannot see the screen.

Three scopes, each ordered by drag-and-drop priority (top = suggested first):

Scope	Used for
Holds	Suggested first when placing or editing a hold
Packages & Services	Suggested first when setting up a Packages & Services configuration
Everywhere	The fallback, used whenever neither Holds nor Packages & Services has a matching price list set

📌 Note: A price list marked Unavailable can no longer be found, for example because someone removed or deactivated it in Enterprise or Elite. Remove it from the list and add a current one in its place.

Proposal Templates

Use this screen to set the default branding for proposals built from scratch and to manage your library of uploaded templates. Find it under Settings → Sales Tools → Proposal Templates.

📌 Note: Admins only.

Defaults

Set the default branding for proposals you build from scratch instead of from a template: logo, placement, primary color, and cover page style. You can also choose which branding elements (logo, footer, accent line) appear on the cover and on inner pages.

Select Set up the first time and Edit after that. This is a one-time setup most organizations do not need to revisit.

Templates

Upload a PDF to turn it into a reusable template.

Field mapping

When you upload a PDF, MAX for Sales finds fields it can fill from an opportunity and marks them as wildcards. For each wildcard, choose one of these options:

• Wildcard: pulls live opportunity data into the template.
• Static text: stays as written in the template.
• Free-text placeholder: stays blank for the representative to fill in when they use the template.

Template statuses

Status	Meaning
Draft	Uploaded but not published. MAX for Sales cannot publish the template until you have made a decision for every wildcard.
Published	Confirmed and available for anyone to use when building a proposal.
Archived	No longer available for use.

📌 Note: Only Published templates are selectable when a representative builds a proposal. Draft and Archived templates do not appear as options.

📌 Note: You cannot remove your default template. Its Remove button is disabled.

📌 Note: You can upload proposal files up to 20 MB. The maximum size of a proposal sent by email is 20 MB for Enterprise and 5 MB for Elite.

Opportunity Scoring

MAX for Sales scores every opportunity from 0 to 100 so representatives can see where to spend their time. Use it to define what a good opportunity means at your venue.

Find it under Settings → Insights and Automation → Opportunity Scoring.

📌 Note: Hidden from sales representatives. Sales managers can see it as read-only. Admins can edit it.

MAX for Sales rates every opportunity on three dimensions, each built from its own factors, which then combine into the single Composite Score representatives see on cards and in the pipeline:

Dimension	What it measures
Value	How much this deal is worth and how well it fits the venue
Probability	How likely it is to close
Urgency	How soon it needs attention

The page has four tabs (Score Display, Value, Probability and Urgency) and opens on Score Display.

💡 Tip: You do not have to configure any of this to start. MAX for Sales gives every threshold and weight a default when it sets up your venue, and scoring runs from day one. Adjust the settings after you see how your pipeline scores.

How every factor scores

Each factor lands in one of three bands. You set the thresholds. The score for each band is fixed:

Band	Contributes
Top: meets your best threshold	1.0
Middle: meets your minimum but not your best	0.7
Bottom: below your minimum	0.4

A factor always contributes at least 0.4, even when the deal is weak on it. The thresholds decide which band a given opportunity falls in.

Each factor carries a weight, and the enabled weights in a dimension must total 100%. A factor's contribution is its band score times its weight.

MAX for Sales excludes a factor with no data instead of scoring it low. If the opportunity is missing the field a factor reads, that factor drops out and MAX for Sales scales up the remaining factors' weights to cover it. A blank field does not drag a score down, and two opportunities with the same real information score the same regardless of which other fields are empty.

You can switch off each factor if the signal is not meaningful at your venue, which removes it from the weights list entirely.

The rest of this section covers what each factor reads and what you can set. The banding above applies throughout.

Score Display

Two things: what the colors mean, and how the three dimensions combine.

Score Color Bands set where a score stops being red and starts being yellow, then green. The defaults are red 0–39, yellow 40–69, green 70–100. The bands have to cover 0–100 with no gaps, and the red threshold must be below the yellow one. The same bands color all four scores: Composite, Value, Probability and Urgency.

Composite Score Weights control how much each dimension contributes. Defaults are Value Score 40%, Probability Score 40%, Urgency Score 20%. They must total 100%.

Value Score

How financially and strategically valuable an opportunity is. Five factors, in the order they appear on the page. The Score Weights panel mirrors that order.

Factor	Default	Reads
Estimated Revenue Config	On, 25%	The opportunity's estimated revenue
Potential Revenue Config	On, 25%	The opportunity's revenue potential
Event Type Preference	On, 25%	The opportunity's event type
Budget Fit	Off, 0%	The budget the prospect has stated
Event Size Tiers	On, 25%	Expected attendance

Estimated Revenue Config

Reads the opportunity's estimated revenue, the MAX for Sales figure for what this deal is likely to close at.

Set a High Revenue and a Medium Revenue threshold. At or above High scores 1.0, at or above Medium 0.7, below that 0.4. Defaults are $10,000 and $5,000, in your venue's configured currency.

Potential Revenue Config

Reads revenue potential: what comparable past events at your venue billed, not the estimated close value of this one.

Same three-threshold setup, its own weight, defaulting to the same $10,000 / $5,000. MAX for Sales keeps the two revenue factors separate because they answer different questions. One asks what this deal is likely to close for. The other asks what deals like it have been worth. An opportunity with strong upside should not score the same as one without it.

📌 Note: When comparable past-event billing data is not available, MAX for Sales excludes this factor and spreads its weight across the other factors. The factor is on by default, so it applies automatically when the data becomes available.

Event Type Preference

Reads the opportunity's event type and looks it up in a table of every event type you run. Mark each one Preferred (1.0), Neutral (0.7) or Low Priority (0.4).

Use this table to tell MAX for Sales which business you want. For example, a venue that targets conferences and tolerates weddings can mark conferences Preferred and weddings Neutral, and every conference inquiry then scores above an equivalent wedding inquiry.

The table collapses out of the way when you are not working on it. MAX for Sales treats an opportunity with no matched event type as Neutral.

Budget Fit

Reads the budget the prospect has stated, against a Budget Target and a Budget Minimum: at or above Target 1.0, at or above Minimum 0.7, below 0.4. Defaults are $10,000 and $5,000.

Off by default, because stated budget is not a meaningful signal at every venue. Many prospects never name one, and in some segments the number they give bears little relation to what they eventually spend.

📌 Note: MAX for Sales treats a budget of 0 as real information, and it scores in the low band. MAX for Sales treats a budget that nobody entered as missing and excludes the factor from the score. A budget of 0 indicates that the prospect has no budget, and a missing budget means nobody recorded one.

Event Size Tiers

Reads expected attendance against two ranges you set: an Ideal Range (1.0) and an Acceptable Range (0.7). Outside both scores 0.4. Defaults are 200–600 ideal, 100–800 acceptable.

Size these ranges to your rooms. For example, your main hall works best for 300 attendees and feels empty with 80. Set the ranges so that an inquiry for 60 attendees scores as a poor fit.

Weights and missing data

Enabled weights must total 100%, or 0% when every factor is off. Turning a factor off removes it from the Score Weights list.

📌 Note: Value Score weights do not rebalance themselves. When you turn a factor off, retype the remaining weights by hand until they total 100%. You cannot Save until they do. Probability and Urgency redistribute automatically.

When no enabled factor has data, or you have turned every factor off, the Value Score does not calculate. It shows as a dash with no color. It also tells the representative why: either no factor is switched on, or the opportunity has no revenue, budget or attendance data. Turning off the last remaining Value factor asks you to confirm first.

Probability Score

How likely the opportunity is to close. Three factors: one reading account history, two reading the live conversation.

Factor	Default	Reads
Repeat Booking Bonus	On, 100%	The account's completed event history
Responsiveness as a Buying Signal	Off, 0%	The email thread on the opportunity
Budget Clarity Bonus	Off, 0%	How specific the prospect's budget is

Repeat Booking Bonus

Reads the account's booking history and rewards prospects who have run events with you before. A client on their fourth conference is a better bet than a first-time inquirer, and this factor reflects that.

MAX for Sales counts the account's completed events over the past ten years:

Tier	Default	Score
High	6+ events	1.0
Medium	3–5 events	0.7
Low	1–2 events	0.5
None	0 events	0.0

You set the High and Medium minimums. Low is everything below Medium, and the score each tier contributes is fixed. High must be greater than Medium.

Only completed and confirmed business counts. MAX for Sales excludes cancelled and archived events, so an account with a history of cancelling does not collect a loyalty bonus for it. Confirmed future events do not count either. The event has to have happened.

MAX for Sales matches the opportunity to an account through its linked CRM account, or by a read-only search on company name and email if there is no linked account. Placeholder company names ("Unknown", "undefined") are never matched.

📌 Note: If MAX for Sales cannot find booking history for the account, this factor scores 0. It still counts toward the score, so it can lower it. MAX for Sales leaves this factor out only when you switch it off. A new account and an unmatchable account look the same to the score.

📌 Note: The AI's written score summary describes relationship depth in words: early relationship, growing relationship, established repeat client. It does not quote an event count or repeat your thresholds back to a representative.

Responsiveness as a Buying Signal

Reads the email thread on the opportunity and evaluates whether the prospect's replies indicate intent to buy. Three signals:

Signal	What makes it count
Response time	The prospect replied within your Response time threshold (default 48 hours)
Consistent communication	They have sent at least your Minimum replies to qualify (default 2) within the Replies window (default 5 business days)
Next meeting booked	A follow-up meeting is on the calendar

All three present scores 1.0, two of three 0.7, one 0.4, and none 0.0. You configure the three numbers; the banding is fixed.

MAX for Sales re-evaluates Probability whenever someone sends or receives an email on the opportunity, so this factor updates in near real time.

📌 Note: A brand-new inquiry has no reply history, so MAX for Sales leaves this factor out of the score. A first email cannot count as unresponsive. The factor starts counting when the prospect replies, or when 30 days pass after you reply and receive no answer.

Budget Clarity Bonus

Reads how specific the prospect has been about money. A confirmed, specific budget is a stronger buying signal than a vague range, and this factor rewards the difference.

There are no thresholds to set; it is on or off.

Weights

Weights must total 100%. Toggling a factor splits the total evenly across what is left: 33/33/34 with three on, 50/50 with two. Turning off the last enabled factor asks you to confirm.

📌 Note: Two of the three factors are off by default, with Repeat Booking Bonus carrying the whole weight. To count the conversation signals, switch them on and set the split yourself.

Urgency Score

How quickly an opportunity needs attention. Three weighted factors, plus a duration adjustment nested inside the first.

Factor	Default	Reads
Event Timing	On, 50%	The event date
Availability Pressure Thresholds	On, 50%	Your calendar on the requested dates
Decision Timeline Thresholds	Off, 0%	The opportunity's decision date

Event Timing

Reads the event date and measures how far out it is. Set a High Urgency window (default 30 days or fewer, scoring 1.0) and a Medium Urgency window (default up to 90 days, 0.7). Anything beyond scores 0.4. High must be fewer days than Medium.

📌 Note: If there is no confirmed event date, MAX for Sales uses the possible dates the representative has recorded. This way, an inquiry still gets a timing score before the date is final.

Event Duration Prioritization

Sits inside the Event Timing card and reads the event's length. It has no switch of its own. It always applies when Event Timing is on, and carries no weight of its own.

Set each length band to Higher Priority, Standard or Lower Priority: higher adds 0.15 to the Event Timing component, lower subtracts 0.15, standard leaves it alone.

Band	Length
Single-day	1 day
Short	2–3 days
Multi-day	4–7 days
Extended	8+ days

All four default to Standard. Use them where length changes how hard you chase an opportunity. For example, a venue that depends on multi-day conferences can set Multi-day to Higher Priority and Single-day to Lower Priority.

Availability Pressure Thresholds

Reads your own calendar on the dates requested, specifically peak utilization across them, and asks how much room you have left. Both confirmed bookings and holds count as committed space.

Set Peak demand (default 80% and above) and Partially booked (default 40–79%). Partially booked must be a lower percentage than peak.

📌 Note: Peak demand scores lower, not higher. Space that is nearly full is harder to win. A prospect who asks for dates you have mostly sold is a worse use of a representative's time than one who asks for dates you still need to fill. Low demand scores 1.0, and peak demand scores 0.4.

📌 Note: When MAX for Sales has no availability data for the requested dates, this factor uses a mid-range value.

Decision Timeline Thresholds

Reads the opportunity's decision date (when the prospect has said they plan to decide) and measures how close it is. Set Imminent (default 14 days or fewer, 1.0) and Approaching (default up to 30 days, 0.7). Beyond that, or with no decision date recorded, scores 0.4.

This factor is off by default because it depends on representatives recording decision dates. Until they do, most opportunities score 0.4 on it for lack of data. Turn it on after your representatives routinely record decision dates.

Weights

Weights must total 100%, or 0% with everything off, and toggling a factor splits the total evenly across the rest. Turning off the last enabled factor asks you to confirm.

Event type overrides

Opportunities of equal value can differ by event type, such as a $15,000 wedding and a $15,000 concert. On both the Value and Urgency tabs, Event Type Overrides lets you set different thresholds for specific event types while everything else falls back to your global settings.

Add Event Type, pick a type, then enable only the factors you want to treat differently. Enabled fields pre-fill with your global values, so you adjust from the current settings. Resolution is per factor, not per event type. A Concert override can change Budget Fit and leave Event Size on the global standard.

Removing an override returns that event type to global thresholds and puts it back in the Add Event Type list.

You can save an override with nothing enabled, with a warning (useful if you are setting up incrementally), but it has no effect until you enable a factor.

📌 Note: An override for a factor you have switched off globally has no effect, because the global switch takes priority. The card shows a message when this happens.

📌 Note: Probability Score has no event-type overrides. Its factors are venue-wide.

When scores recalculate

Saving a change to Value or Urgency settings, including overrides, re-scores your active opportunities automatically. You do not need to touch each one.

Day to day, a score recalculates when something about the opportunity changes: someone edits a field that feeds one of the factors, or someone sends or receives an email. MAX for Sales records score changes in the opportunity's activity log with the before and after values.

⚠️ Known issue: MAX for Sales does not re-score an opportunity as time passes. For example, an event 6 months out that nobody edits keeps its original Event Timing score as the date approaches. The score updates only when someone edits the opportunity or an email arrives. Opportunities that nobody has touched for a long time are most likely to show an old score. So a low urgency score on a quiet opportunity might be out of date.

Scoring lifecycle

MAX for Sales pauses scoring when there is nothing meaningful to score, and stops scoring once a deal is settled.

What happens	Effect	Comes back?
No client activity beyond your Opportunity Inactivity threshold	Paused	Yes, on the prospect's next inbound email, or a logged update
The event date passes	Paused	Yes, if someone moves the date to the future
Status set to Not Qualified	Paused	Yes, when the status moves back to an active one
Deal Won	Stopped	No
Deal Lost	Stopped	No

A paused or stopped opportunity keeps its last calculated score on display. Won and Lost are permanent. The score freezes at the value it had when the deal closed.

Only the prospect's inbound email and updates a representative logs explicitly count as activity. Your own outbound email does not reset the inactivity clock. See Opportunity Inactivity.

MAX for Sales can pause an opportunity for two reasons at once. For example, the event date has passed and the prospect has stopped replying. Scoring starts again only when both reasons are cleared.

⚠️ Known issue: Nothing in the interface tells a representative that scoring is paused or stopped. The score stops moving, so an opportunity with no activity for three weeks shows a normal-looking score with no indication that it is frozen. If a score does not respond to changes, check whether the opportunity has passed its event date, been marked Not Qualified, or had no activity beyond your inactivity threshold.

Recommendation Score

Find it under Settings → Insights and Automation → Recommendation Score.

📌 Note: Admins only.

The screen is titled Space Plans Recommendation Score. It controls how MAX for Sales scores and ranks past events as matches for a new opportunity. You set weights and match limits for six factors. To help you tune them, the screen also has Eligible Events for Recommendation, Suggest settings, and a live preview (Try a test inquiry).

📌 Note: For the full breakdown, see Space Planning, Packages & Proposals.

Communication Timeline

The day thresholds behind the recency badges on communication threads and the automatic follow-up tasks that go with them. Find it under Settings → Insights and Automation → Communication Timeline.

Three numbers, all in days:

Setting	What it controls
Warning threshold	How long one of your outbound messages can sit without a customer reply before the thread gets an amber badge
Critical threshold	How long before that badge turns red. Must be greater than the warning threshold.
Customer awaiting reply after	How long a customer's message can sit unanswered before the thread shows "Customer awaiting reply"

The first two detect prospects who have stopped replying. The third detects threads where a customer is waiting for a reply and no one has responded.

A preview line restates all three as a sentence, so you can read the combination back before saving. Restore defaults returns them to the shipped values.

📌 Note: Changes apply on the next page refresh and on the next nightly recency scan. Badges already shown on an open screen do not change until then.

💡 Tip: These settings and Opportunity Inactivity in General both create follow-up tasks, but different ones. Opportunity Inactivity measures silence on the whole opportunity and creates an opportunity-level follow-up task. These settings measure individual message threads, set the badges a representative sees in their inbox, and create thread-level follow-up tasks. Set the two so that a critical badge does not appear long after the opportunity-level follow-up task.

Instructions

Instructions are the written guidance MAX for Sales reads before it drafts an email, captures notes from an inquiry, or recommends spaces. You write them once for your venue, and the AI output that uses them follows them from then on.

Find them under Settings → Insights and Automation → Instructions. One screen, four tabs: Venue, Email, Spaces and Notes. Each feeds a different part of what MAX for Sales produces.

Two settings elsewhere in this article pair with what you write here:

• Note categories you map in Notes Class Mapping are the same categories you write extraction guidance for on the Notes tab.
• Event type preferences in Opportunity Scoring tell MAX for Sales which events you want. Instructions tell it how to write about them.

📌 Note: This section is an overview. How the tabs work, how to write effective instructions, the Enhance Instruction feature and output language settings are covered in Writing AI Instructions.

Mappings

Tells MAX for Sales how your source system's categories line up with its own. Find these under Settings → Data & Sync.

Complete the mappings before you import records, because import matching depends on them.

Screen	Available for	Who sees it
Event Type Mapping	Enterprise and Elite	Everyone
Notes Class Mapping	Enterprise	Everyone

Event Type Mapping

Maps event types from your source system to Momentus reporting types. The reporting type is what analytics and goal tracking count, so this mapping decides how your numbers group.

Sync Event Types pulls the current list of types from the source system. Run it before mapping, and again after someone adds a type there.

Two tabs split the work:

Tab	What is in it
Mapped	Reporting types that already have at least one legacy type assigned
Needs Mapping	Reporting types with nothing assigned yet

Each row pairs one System Event Type (the Momentus reporting type) with one or more Legacy Event Types, named as they exist in your system. Several legacy types can point at the same reporting type, which is common when a source system has more categories than you report on.

⚠️ Known issue: MAX for Sales leaves a reporting type with no legacy types out of import matching entirely. The Needs Mapping tab warns you, but nothing blocks an import from running while rows are still unmapped. Records of that type do not match. Map every row on Needs Mapping before your first import.

Notes Class Mapping

📌 Note: Available for Enterprise only.

📌 Note: The menu item is Notes Class Mapping, and the screen is titled Note Class Mapping.

Maps your Enterprise note classes to MAX for Sales note categories. MAX for Sales uses the mapping when it generates a note and when a note skill creates a note in the application.

Sync Note Classes pulls the current class list from Enterprise. Each row pairs a Note Category with an Enterprise Note Class. To leave a category unmapped, choose — No mapping —. If no note categories exist, the table shows No note categories configured.

💡 Tip: The categories listed here are the same ones you write extraction guidance for on the Notes tab of Instructions. Map a category here and write its guidance there, and the two halves line up. See Writing AI Instructions.

Import Records

Lists records held in your source system and lets you choose which to bring into MAX for Sales. Nothing imports on its own.

Where it lives depends on your platform:

	Where	What you get
Enterprise	Settings → Data & Sync → Import Records	One screen with tabs for Events, Event Opportunities and Opportunities
Elite	Settings → Platform Data → Events	A single Events screen, drawn from the Elite calendar

Admin only on both.

📌 Note: The Enterprise tabs read from the Enterprise system, so the lists differ between platforms.

Columns differ per tab, but the shape is the same: filter or search, select the rows you want, then import.

1. Narrow the list with the filter bar: search, status, event type, date range, and Import Status are all available.
2. Select rows, or use the header checkbox to take every importable record matching your filters.
3. Select Import Selected, then select Start Import in the Confirm import dialog.

The import runs in the background, so you can leave the page. A banner shows progress, and the screen tells you when the import is done.

Import statuses

Status	What it means
Not Converted	Available to import. Nobody has acted on it.
Queued	Accepted and waiting for the background job.
Converting	In progress.
Converted	In MAX for Sales as an inquiry.
Failed	Conversion did not finish. Retry it.
Duplicate	Matched an existing inquiry and routed to review instead of importing.

A Duplicate badge links to the inquiry it matched, so you can open the match and decide what to do.

📌 Note: MAX for Sales imports records in batches of 25, every 30 seconds. A large selection imports gradually, so watch the count in the banner. If a row stays in Converting for more than ten minutes, MAX for Sales resets it and retries it automatically, so you do not need to do anything.

💡 Tip: After a large import, filter Import Status to Failed. It is faster than scrolling for red badges, and failures are the only status that needs you to act.

Sync Elite events

Elite customers get a Sync Events button to refresh the list from the Elite calendar before importing.

Only one sync runs per organization at a time. If a colleague started one, MAX for Sales tells you to try again shortly instead of starting a second sync.

Email Connector

Connects your organization's Microsoft Outlook to MAX for Sales so email and meeting invitations attach to the correct opportunity automatically.

Find it under Settings → Data & Sync → Email Connector.

📌 Note: Admin only. Only admins can see this screen, because it configures mail access for the whole organization, not one person's mailbox.

📌 Note: Representatives do not connect their own mailboxes. An admin configures everything here.

Setup has two parts, in order: connect the organization, then choose which mailboxes sync. You cannot do the second until you finish the first.

Organization connection

One Microsoft Entra connection covers everyone on your team.

Enter your Microsoft Entra Tenant ID (the directory ID from your Entra admin center) and choose Connect organization. Once connected, the card shows the last four characters of the Tenant ID, with Edit and Disconnect available.

📌 Note: Saving the Tenant ID only checks that it is in a valid ID format. A typo that still looks like a valid ID saves cleanly and fails later, at consent. If the connection does not complete, re-check the ID against Entra before you investigate other causes.

⚠️ Known issue: Disconnect removes more than the connection. It revokes access to your organization's Outlook data and deletes every sync role and account you have configured. The confirmation dialog describes this, but it looks like a standard disconnect dialog. Reconnecting does not restore the roles, so you must rebuild them. Use Edit if you only need to correct the Tenant ID.

Domain exclusions

Domain Exclusions keeps internal mail out of MAX for Sales. Add a domain such as example.com, and MAX for Sales does not sync matching mail.

MAX for Sales evaluates a message by its direction:

Direction	Excluded when
Received	The sender's domain is on the list
Sent	Every recipient's domain is on the list

This difference is intentional. A sent message to a mix of colleagues and a client is still customer-facing, so it syncs.

⚠️ Known issue: Matching is on the exact domain, ignoring case. example.com does not exclude mail.example.com or uk.example.com. There is no wildcard or subdomain matching. Add each subdomain your organization sends from as its own entry.

Mailbox sync

You cannot use this section until you connect the organization.

Sync Roles

A role is a named bucket of mailboxes that share the same sync settings. Create one per group that needs the same settings, for example your sales representatives, and attach mailboxes to it instead of setting each one individually.

Each role carries three toggles: Sent, Received, and Meeting Invitations.

📌 Note: Deleting a role does not disconnect its mailboxes. They become Standalone accounts and keep the settings they had at that moment. Deleting a role is safe, but it does not turn sync off.

Sync Accounts

Add account connects one mailbox: choose Microsoft Outlook, enter the Outlook email address, and Connect.

Each account has a Permissions panel with two switches:

Switch	What it does
Sync sent & received emails	MAX for Sales matches every email sent or received on this mailbox to the right opportunity and logs it automatically.
Sync meeting invitations	Invites to or from this mailbox attach to the matching opportunity, along with their accept/decline status.

A mailbox attached to a role follows the role's settings unless you override them here. The panel shows which role a setting comes from, so you can tell whether a setting is a role default or a local override.

Disconnect removes a single mailbox without touching the rest.

What MAX for Sales reads, and how often

The connection is read-only. MAX for Sales reads mail and calendar data. It never sends mail or changes calendar entries on a representative's behalf from this connection.

Sync runs continuously in the background, checking roughly every minute. After a service restart the first pass takes a few minutes longer to begin.

💡 Tip: If a representative says a recent email has not appeared, wait a few minutes. If it still has not appeared, check that mailbox's Permissions and the Domain Exclusions list. An exclusion added for a partner domain is the most common reason customer mail goes missing.

Automated Sender Matching

Some inquiries come from an automated or no-reply address, not from the person who wants to book. For example, a lead forwarded by Cvent or a notification from a booking platform. By default, MAX for Sales treats the no-reply address as the contact.

Use this screen to have MAX for Sales look past those addresses. When an incoming message matches a pattern you have added, MAX for Sales identifies the contact from the content of the email instead of the sender address.

Find it under Settings → Data & Sync → Automated Sender Matching.

Adding a pattern

Each entry has two parts:

Field	What it is for
Pattern	The address to catch, with * as a wildcard: noreply@* or *@cvent.com. Must contain an @, and 256 characters or fewer.
Platform name	Optional label so you can tell entries apart later, such as "Cvent" or "Tripleseat".

Added patterns appear in a table with their platform, and you can remove each one.

💡 Tip: Two patterns cover most cases. noreply@* catches the generic no-reply addresses across every sender, and *@platform.com catches everything from one lead source. Start with the lead sources you use instead of trying to anticipate every variant.

📌 Note: If representatives report that inquiries from a lead source arrive with the wrong contact, or with the platform itself as the contact, use this screen to fix it.

Profile

Your own account details, not your organization's. Find it under Settings → My Account → Profile. Every user has this screen, regardless of role.

Setting	What it does
Role	Your assigned role, with a View permissions link.
Email Signatures	The signatures available when you write an email in MAX for Sales. If you have none, the screen offers Create one.

💡 Tip: View permissions shows what your role can see and do. Point representatives here when they ask what they are allowed to do. It is the same matrix an admin would quote back to them.

Preferences

Your own language, theme and time zone, not your organization's. Find it under Settings → My Account → Preferences. Every user has this screen, regardless of role.

Setting	What it does
UI Language	The language MAX for Sales shows the interface in.
Email Language	The language MAX for Sales writes AI-drafted email subjects and bodies in. Defaults to following your UI language.
Appearance	Light, Dark or System color theme. Applies immediately.
Time Zone	The time zone used to display task due dates, email send times and the activity feed.

📌 Note: UI Language changes the interface only. Date, number and currency formatting keep following your organization's settings in General, so a French-language interface still shows dates in the venue's chosen format.

📌 Note: MAX for Sales always saves stored times in UTC. Your personal Time Zone changes how MAX for Sales shows times to you. Hold and space plan dates are the exception: they always show the venue's time zone, because rooms book in local time.

💡 Tip: You can change Email Language for an individual email, so a representative writing to one German client does not need to change it here.

Booking Settings

Controls which bookings hold a space in MAX for Sales: which rooms it offers when a representative searches availability, and which bookings block a hold from being placed. Find it under Settings → Space Planning / Holds → Booking Settings.

Which bookings hold a space

A booking's category comes from its status code, using the ranges your platform already defines:

Category	Codes	What it means
Open	00–19	Early-stage: an inquiry or lead with nothing committed
Tentative	20–29	Provisional: a date held but not confirmed
Definite	30–79	Confirmed: contracted or otherwise committed business
Cancelled	80–89	Cancelled bookings
Lost	80–89	Business lost or dropped
Archived	90+	Closed-out historical bookings

📌 Note: These codes are Enterprise status codes. Elite bookings carry a fixed status name, matched to the same categories behind the scenes. For Elite, this screen is read-only: prospect and tentative bookings do not hold a space, and confirmed bookings do.

Turn a category on to make MAX for Sales treat those bookings as occupying their space. Cancelled, Lost and Archived never hold a space and cannot be changed.

How you set this depends on how your venue sells. Treating Tentative as holding space protects provisional dates from being offered twice. Leaving it off means representatives can keep selling a date until it is firm. Choose carefully, because the setting changes what every representative sees as available.

Your booking statuses

📌 Note: Available for Enterprise only.

Below the categories, the screen lists every status your venue defines, with its code and the category its code falls into. Override an individual status here only where it behaves differently from the rest of its category. A status set individually overrides its category.

Cancelled, lost and archived statuses never hold a space regardless.

Usage Types

The usage type applied to move-in, move-out and event day-blocks when you price a plan or convert it to holds. One selection each for Move-in, Move-out and Event.