Event Notes

Event notes function like a digital notepad where you can jot down important details that might not fit into other sections of Hostology. This is helpful for various reasons: venues and couples don't need to email back and forth, small pointers / changes can be made, key information can be added to certain parts of the event, etc. 

You can decide whether notes are internal, shared with your hosts, or shared with and also able to be edited by your hosts. This article will introduce you to the different sections where you can add notes, who can see them, and who has permissions for them.

How to Add A Note

1. When you have selected your relevant Event, click the 'Notes' section from the panel on the left-hand side. Click '+ Add note' in the top right corner of the page.

2. A panel will open up on the right hand side:

• Title - The name of the note
• Visible - controls who can see the note (see Permission section below)
• Editable - controls who can edit the note (see Permission section below)
• Text Box - Place to add your information in

4. Press the save button once you have created your note. Your note will now be added to the notes section. To edit or delete your note click the tree dots on the top right-hand side of it.

Permissions of Each Note

• Each note has different permissions
  • Visible - who can see the note
  • Editable - who can edit the note
• The permissions of each note are shown by a key:
  • Eye with a dash through - internal (only venue can see)
  • Eye without a dash through - visible (guest can see note)
• If a note is visible to the Hosts, there is an option to change its editing permission
  • Locked Padlock - Host cannot edit the note
  • Unlocked padlock - Host can edit the note 

Types of Notes

• There are different types of notes:
  • Notes  
  • Itinerary Notes 
  • Operational Notes  
  • Food and Drink Notes
  • Dietary Notes 
  • Tasting Notes  

Notes

• As seen above, when you are on your relevant Event, in the panel on the left-hand side, there is a section titled ‘Notes”
• Notes can be created here, as seen above

Itinerary Notes: 

• When you are on your relevant Event, in the panel on the left-hand side, in the ‘Event Planning’ dropdown, there is a section titled 'Itinerary'

• Itinerary notes can be added here, above the itinerary, by typing in the box

• They can be edited and deleted on the right-hand side of the note

• These notes cannot be seen by the Hosts
• These notes will appear at the top of the Itinerary PDF when downloading the event plan

Operational Notes:

• When in the ‘Itinerary’ section of your event, as well as adding general itinerary notes, as seen above, you can add operational notes to specific sections of the itinerary

• The visibility of these notes depends:
  • If the itinerary item is private to the venue, the host will not see it, nor any notes
  • If the itinerary item is visible to all, the host will be able to see all operational notes
    • If the item is visible & unlocked, the host will be able to edit the comments
    • If the item is Visible & locked, the host will not be able to edit the comments
• This can be changed by clicking on the three dots for the itinerary item, and changing the permissions, and then saving them

• When downloading the Event Plan, the operational notes will appear below the itinerary item
   

Food and Drink Notes:

• When you are on your relevant Event, in the panel on the left-hand side, in the ‘Event Planning’ dropdown, there is a section titled 'Food & Drink’
• Food & Drink notes are the notes that can be added here, above the meals

• These notes cannot be seen by the Hosts
• These notes will appear at the top of the Food and Drink PDF when downloading the Event Plan

Dietary Notes:

• When in the ‘Food & Drink’ section of your event, as well as adding general food and drink notes, as seen above, you can add dietary notes to specific meals of the event

• These can be seen by the host
• These cannot be edited by the host
  • This is regardless of whether this section is locked or unlocked, and if the hosts can edit the operational notes, they cannot edit the dietary notes made by the venue

• Hosts can however still add dietary notes for their guests, they just cannot edit the ones made by the venue:
• When adding a guest from the Host Portal, there is an option for adding dietary requirements

• When RSVPing, guests also have the option to add their dietary requirements

• Hosts can edit the dietaries made by Guests
• Venues can see the dietary requirements added by Hosts/Guests

Tasting Notes:

• When in the ‘Food & Drink’ section of your event, you can also add tasting notes to specific meals of the event
• Click on the menu related, and then the three dots on the right hand side of the specific item you wish to add a note to

• This will open a panel on the right hand side

• Tasting notes can be seen by hosts but not edited
• These notes will appear next to the relevant item in the Food & Drink section when downloading the event plan as a PDF