Using Event Dashboards

Video Tip - Go to the 3:45 mark in the video below for how to use Event Dashboards.

When you click on the Events tab in the main navigation menu and click to open an Event, you are taken to that Event's Dashboard.

The Event Dashboard is where you will manage the tools, details and assignments for each specific event. Any account user assigned to an event will be able to view this dashboard; however, the tools and information presented to them is dependent on the permissions settings of the user group to which they belong. For more about user groups and permissions settings, see Setting the Permission Levels for Authorized User Groups.

Below are descriptions of the elements within each Event Dashboard.

Event Name and Navigation
At the top of the page, you can view the Event name and date(s)/time(s). Below this information, the dashboard navigation header tells you what tool you are currently in for the event. Click on this header to quickly navigate between different tools. Easily switch events/tools by selecting "Switch Event" to the right of this header. 

"Edit" Button
By clicking on this button, you can:

• Edit the Event Name/Description/Color
• Edit the Event Date(s)/Time(s)
• Add/Delete the Thumbnail Image for the Event

"Export" Button
By clicking on this button, you can download the following PDF files:

• Event Book PDF - This is a customizable PDF that lets you compile some or all of the data you have added to the event. If you want to store a record of all event details on your local computer, downloading this file will give you this capability.
• Assigned Contacts PDF
• Assigned Vendors PDF
• Assigned Venues PDF

"Duplicate" Button
If you wish to make a duplicate copy of the event, click on this button.

"Set Repeat Schedule" Button

This button allows you to set a schedule for a repeating event or recurring event. By clicking on it, you can:

• Set a weekly or monthly repeat schedule
  • Weekly
    • Choose the weekday(s) on which the event will occur
    • Set an end date:
      • Never Ends
      • OR Ends On (to select a specific end date) NOTE: If your end date is NOT on a weekday when the event is scheduled to repeat, the final event will occur on the last weekday in the repeat schedule before the end date. If your end date IS on a weekday when the event is scheduled to repeat, the final event will occur on the end date itself.
  • Monthly
    • Set an end date:
      • Never Ends
      • OR Ends After occurrence(s) (to select a specific number of times the event should occur)
      • OR Ends On (to select a specific end date) NOTE: If your end date is NOT on the day of the month when the event is scheduled to repeat, the final event will occur on the last day of the month in the repeat schedule before the end date. If your end date IS on the day of the month when the event is scheduled to repeat, the final event will occur on the end date itself.

NOTE: The way a repeating event / recurring event works is that, when today's repeating event reaches the scheduled end time (what we call the current "occurrence"), our software will automatically create a new event on the next scheduled recurring date/time and duplicate all the information from the current occurrence into that next scheduled occurrence.

Activity Log (top right corner)
Here you can see all the user activity for everything in the Event over the last 14 days, and you can also view any emails sent from the Event in the last 14 days.

Status Notifications
This area displays four categories of status notifications and the number of items belonging to each:

• Key Activities (green)
• Upcoming items (blue)
• Overdue items (red)
• Waiting items (yellow) 

You can edit the date range for each category using the drop down below the category label. Any tool in the dashboard with key activity, upcoming, overdue, or waiting items will have a color-coded button next to it. Click on this button to display the categorized tool-related items.

Key Activities (Green)

This category displays noteworthy activities that have occurred in the Event in the recent past.

You can set this category to display items that have occurred in the last 7 or 3 days or today.

For any tool that has key activities that have been recently completed (per your display setting preferences), a green count button will appear; when you click on that button, a table will appear that displays all the relevant key activities.

Next to each item is an "Actions" button that allows you to do one or more of the following (depending on the type of item):

• Go to the tool/area where the item exists in the Event.
• View summary details that relate to the item.

Upcoming Items (Blue)

This category displays items that have a date attached to them and are coming up in the near future.

You can set this category to display upcoming items over the next 3, 7, 14, 30 or 60 days as well as just today.

For any tool that has upcoming items (per your display setting preferences), a blue count button will appear; when you click on that button, a table will appear that displays all the relevant upcoming items.

Next to each item is an "Actions" button that allows you to do one or more of the following (depending on the type of item):

• Go to the tool/area where the item exists in the Event.
• Modify the item (for example, for To-Do's you can edit or delete the item or mark it as complete).
• Send a reminder email to contacts directing their attention to the item.

Waiting Items (Yellow)

This category displays items for which you are waiting for someone to provide data or complete a process.

You can set this category to display items for which you have waited for a response/action for the past 7, 14, 30, 60, 90 or 180 days as well as all waiting items regardless of time range.

For any tool that has waiting items (per your display setting preferences), a yellow count button will appear; when you click on that button, a table will appear that displays all the relevant waiting items.

Next to each item is an "Actions" button that allows you to do one or more of the following (depending on the type of item):

• Go to the tool/area where the item exists in the Event
• Send a reminder email to contacts directing their attention to the item.

Overdue Items (Red)

This category displays items that are overdue or past their designated deadline date.

You can set this category to display items that have become overdue over the past 7, 14, 30, 60, 90 or 180 days as well as all overdue items regardless of time range.

For any tool that has overdue items (per your display setting preferences), a red count button will appear; when you click on that button, a table will appear that displays all the relevant overdue items.

Next to each item is an "Actions" button that allows you to do one or more of the following (depending on the type of item):

• Go to the tool/area where the item exists in the Event.
• Modify the item (for example, for To-Do's you can edit or delete the item or mark it as complete).
• Send a reminder email to contacts directing their attention to the item.

Event Tools
You can view all the tools available in the Event, as well as quick statistics/totals for each tool, and a calendar displaying all date-based items related to the event.

• To go to a tool, just click on the tool's name.
• Use arrow icon to the right of a tool to "Hide Tool" and move to the "Hidden Tools" area at bottom right of the dashboard (underneath the calendar)

Event Calendar

Here you can see all date-based items related to your event, including:

• Event date(s)
• Venue bookings
• Itinerary items
• Invoice payment dates
• Invoice due dates
• Budget item due dates
• Appointments
• To-dos
• Food & beverage delivery, service, and pickup dates/times

Select "Add to Calendar" in the upper left to add an Appointment or To-do directly from this calendar. Select "Change view" to navigate between month, week, day, list, or venue timeline views. 

Date/Time Conflicts

This area of the dashboard appears either bright red (indicating a conflict) or bright green (indicating no conflict). To view existing conflicts, click "View conflict".

For more about settings for date/time conflicts, see Configuring Alerts for Event/Venue Time Conflicts.

Status

This area of the dashboard displays the event status, date booked, event type, and target budget. Click on the pencil icon to update the event type or target budget, or to archive the event.

Headcounts 

Here you can see your estimated, actual, and minimum event headcounts. Click the pencil icon to edit.

Tags

Any tags applied to your event will display here. Click the plus sign icon to add/remove tags for the event.

Contacts, Vendors, and Venues

Contacts
Under this tab you can assign Contacts to the Event, which does two things:

• It allows those Contacts to access the Event if you have given them access to your account.
• It lets you and other users assign those Contacts to items inside of the Event's tools like To-Do's, Itinerary items and Budget items.

Vendors
Under this tab you can add Vendors to the vendor list inside the Event, which lets you add vendor assignments to things like Budget and Itinerary items. It DOES NOT give vendors access to the Event or to the account.

Venues
Under this tab you can assign one or more Venues to the Event and designate the dates/times those venue spaces/rooms are booked. These Venue assignments will also display on the event dashboard calendar and the master calendar.