Using Event Dashboards

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

When you go to the Events Main Section Overview page and click on an Event, you are taken to that Event's Dashboard.

The Event Dashboard is your portal for managing the tools, details and assignments for each specific Event. Your ability to access this dashboard as well as the tools and information presented in it is based on if you have been assigned to the Event and what level of permission you were granted to the account.

Below are descriptions of the elements within each Event Dashboard.

The following features are located at the top of the Dashboard screen...

Event Name and Navigation
At the top of the page, you can view the Event name and date(s)/time(s). The Tool Navigation Header below the Event name tells you what tool you are currently in for the Event.

  • To navigate to another tool inside the same Event, click on the name of the tool or the arrow next to the header.
  • To navigate to another Event/Tool, clicking on the "Switch Event" button on the right side.

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

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

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

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.

The following features are located under the "Overview & Tools" area...

Event Tools
You can view all the tools available in the Event as well as quick statistics/totals for each tool.

  • To go to a tool, just click on the tool's name.
  • To change the order of how tools are displayed, use the up/down arrow next to each tool and drag the tool to the desired position.

Status Notifications Grid
This area displays four categories of status notifications: recent key activities (green), overdue items (red), waiting items (yellow) and upcoming items (blue) for each tool inside the Event.

These categories are arranged into four columns, and each column contains:

  • A summary area at the top providing counts of the types of items appearing below.
  • Status notifications for each tool that, when clicked, provides details in tabular form about those specific items in that tool.

At the top of the grid, you can set the time range for each category of status notifications.

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.

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.

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.

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.

The following features are located in tabs under the "Contacts, Vendors and Venues" area...

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 master Calendar in Venue view.

Tags
Here you can apply Tags to the Event so you can runs searches and Reports based on Tags.

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