Adding Milestones & Tasks

Milestones and tasks are a useful tool in the planning process of the event and both are viewable from the dashboard page under events.

• Milestones - Are used to guide the planning process and give yourself and your customer (if shared with them) information on key time points in the event planning process.
• Tasks - Are a specific reminder with a due date that  can be assigned to team members, or your customer.
  
   

How to add a Milestone to an event

First, go to the event page and click Dashboard. You can add a milestone by selecting the "Add to Timeline" button.

A menu will then pop up, requiring you to fill in the following information:

• Title - This is the name of the milestone. (e.g. "Initial Planning meeting", "Show round date") 
• Date - This is the date that the milestone is due
• Time - The time of the day that the milestone will take place
• Location - Where this will happen
• Visibility - Internal, only your venue team will see this. "All", customers will also see this 
• Notes - Any notes or further information associated with the milestone.

Complete this information and then press the "Save and add to timeline" option. This will then be added to your timeline and show in the dashboard view:

You can add as many milestones to the event as you would like to help guide your customers to key points when they should expect to hear from you or confirm parts of the event. 

How to add a Task to an event

To add a task to an event, you will need to select the "Task List" tab in the dashboard view and then select the "+ Add Task" button there:

This will then open up a pop-up window allowing you to input information and create the new task. Fill out similar details to a milestone, including:

• Title - The name of the task (e.g. "Finalise guest numbers", "Pay invoice")
• Date - The date that the task is due for (also the day an email reminder is sent)
• Due - This is the time in the day the task is due by.
• Assign to - "Customer" makes this task available to any customers/hosts you have added to this event. Assigning a task to a customer means they see it in their portal, can mark it as done, and receive and email reminder. "Venue User" allows you to assign the task to anyone within the team (If you do not assign it to anyone - everyone in your venue team will be reminded on the day it is due).

Once you have inputted the data into the new task, select "Save and add Task".

How to add a Workflow to an event

Workflows add a pre-made list of milestones and tasks for the event. To add a workflow, simply go to the event dashboard and select the button that says "+ Add Workflow"

This will then cause a pop-up, allowing you to select the workflow you would like to add to the event from a dropdown list. Choose the workflow and then select "+ Add workflow". This will then add all milestones & Tasks in the workflow template to the event.

You can add as many workflows as you like to an event, you can also add them at any time throughout the planning process. TOP TIP! Some venues have created "Planning workflows" and "Finance workflows" that different team members add, when they are ready for the event.

NB: If you add a workflow with tasks for a customer to an event without a customer, a warning will pop up. The tasks will be added but not assigned. To avoid this, add the customer first.

Academy Video Guide !