Event Management Guide

Purpose

Use this guide to create events, select an Active Event context for planning, and use the event workspace tabs (timeline, budget, RFQ, tickets, operations) to execute and close out.

Who should use this guide

• Event operators creating and maintaining event records
• Planning teams managing budget, RFQ, tasks, and documents
• Shift leads tracking readiness and execution status

How to do it

• In Dashboard, click Event Management in the left module list.
• In Overview → Events, click Create Event and complete title, start/end date (end must be on/after start), and select at least one module.
• After the success message, locate the event in the list (use search/filters as needed).
• Click View (or Edit) to open the event workspace at `/event-management/:eventId`.
• Click Edit in the header and set Status (Draft/Planning/Active/Completed/Cancelled), then Save.
• Back in Event Management, select the same event in the Active Event dropdown.
• Open Budget / Procurement / Tasks & Milestones / Documents and add at least one record in each active workstream.
• After important changes, refresh and confirm values persisted (status badge, budget items, procurement activity, tasks).

Event inventory (create / edit / open event detail)

Where: Dashboard → Event Management → Overview → Events

Used for: Creating and maintaining event records, and opening the event workspace (`/event-management/:eventId`) to run planning and operations.

Configure

• Open Dashboard → Event Management.
• In Overview, open the Events tab.
• Click Create Event.
• Enter a title (required), dates (end date must be on/after start date), and location details as needed.
• Select at least one module for the event (required), then submit and wait for the success message.

Use day-to-day

• Use filters (Current & Future / Past / All) and search to find the right event quickly.
• Use View or Edit to open the event workspace at `/event-management/:eventId`.

Pro tips

• Use consistent event naming conventions (client + date + venue) to make handovers easier.
• If an event “disappears”, check the filter (Current & Future vs Past vs All) and your search term.
• If you hit an event creation limit, you may need to upgrade your plan to create more events.

Active Event selector (sets context for planning sections)

Where: Dashboard → Event Management → header (Active Event dropdown)

Used for: Selecting the event context used by Budget, Procurement, Tasks & Milestones, Documents, and Settings sections.

Configure

• Open Dashboard → Event Management.
• In the page header, open the Active Event dropdown.
• Select the event you want to work on (or leave blank while browsing Overview).

Use day-to-day

• Before making changes in Budget or Procurement, confirm the Active Event title matches your intent.
• Switch Active Event when moving between events; the section tabs reuse the same page shell.

Pro tips

• If a section says “Select an event…”, set Active Event first — most planning tabs require it.
• Treat Active Event as “the event you are editing right now” to prevent cross-event mistakes.

Event status + core metadata (Draft / Planning / Active / Completed / Cancelled)

Where: Event workspace (`/event-management/:eventId`) → Header → Edit → Status

Used for: Updating the event’s operational status and foundational details (title, dates, description) so teams share the same source of truth.

Configure

• From Event Management → Events, click View or Edit on an event.
• In the event workspace header, click Edit.
• Update title/description/dates as needed.
• Change Status (Draft, Planning, Active, Completed, Cancelled).
• Click Save and confirm the status badge updates.

Use day-to-day

• Use Draft/Planning while building the plan (tasks, budget, RFQs).
• Move to Active for day-of execution and operational reporting.
• Move to Completed (or Cancelled) once the event is closed out.

Pro tips

• Agree on status rules with your team so operators don’t change stage prematurely.
• After saving, refresh once and confirm the status badge persists before handing off.

Planning sections (Budget / Procurement / Tasks & Milestones / Documents)

Where: Dashboard → Event Management → Management Sections

Used for: Capturing the operational plan: spend tracking, procurement (RFQ + vendors), tasks & milestones, and documents in one place.

Configure

• Open Dashboard → Event Management.
• Set the Active Event in the header.
• Open Budget → Dashboard to add or update budget items (planned vs actual).
• Open Budget → Templates to apply a pre-built template (optional).
• Open Budget → Approvals to review approval workflows (if used).
• Open Procurement → Workspace to manage quote requests, supplier requests, and quote decisions.
• Open Procurement → Activity to review history, audit signals, and purchase-order progress.
• Open Procurement → Suppliers to manage your vendor directory (including bulk import options).
• Open Tasks & Milestones → Tasks to manage timeline and milestones.
• Open Documents → Documents to upload and organize files for the event.

Use day-to-day

• Keep budget actuals up to date and review approvals regularly (if you use approvals).
• Use Procurement Workspace + Activity to manage sourcing from draft to completion.
• Keep Tasks & Milestones current as your execution control plane.
• Upload key documents (contracts, proposals, run sheets) so operators find the latest version fast.

Pro tips

• If you see “Select an event…”, set Active Event first (planning sections require an event context).
• Treat Tasks as your source of truth during execution; avoid side-channel task lists.
• Use Procurement Quick Access buttons to jump to Budget/RFQ/Vendors quickly once an event is selected.

Operations tab (PDF exports, messaging, scheduling, reports)

Where: Event workspace (`/event-management/:eventId`) → Operations

Used for: Day-of operations tools: export PDFs, run attendee comms, reschedule tasks, and send scheduled email reports.

Configure

• Open an event from Event Management → Events (View/Edit).
• Open the Operations tab.
• Use PDF Reports & Exports to generate PDF outputs as needed.
• Use SMS Messaging to send attendee communications (if enabled/configured).
• Use Task Scheduling to drag/reschedule tasks across status columns.
• Use Scheduled Email Reports to set up automated reports for your team.

Use day-to-day

• Export a PDF before leadership updates or shift handover to keep reporting consistent.
• Use scheduling to keep milestones realistic as conditions change on site.

Pro tips

• If you need RSVP workflows, use the RSVP module link from the RSVP tab (RSVP is managed in the dedicated module).
• If you need ticket setup, use the Tickets tab shortcut to open ticketing configuration.

Status validation (save confirmation + refresh consistency)

Where: Event Management (all sections) + event workspace

Used for: Ensuring event updates persist (critical for operator handovers and avoiding “looks saved but isn’t” issues).

Configure

Use day-to-day

• After any important change, wait for the success toast (or saved state indicator).
• Refresh and re-check status chips/fields to confirm persistence.

Pro tips

• If a section looks empty, confirm the Active Event selector is set to the correct event.
• When troubleshooting, reproduce on a single event to avoid mixed-context edits.

Runbook

Daily checklist

• Review active and near-term events at shift start.
• Check budget and RFQ queues for pending approvals.
• Validate top-priority milestones for today.
• Confirm status transitions and blocked owners before handoff.

Troubleshooting

• Missing sections/tabs usually indicate role or entitlement restrictions.
• If event is not visible, re-check filters and tenant context.
• If planning sections are empty or blocked, verify the Active Event selector first.