TeamTrack Integration
The TeamTrack integration connects EventWorks to TeamTrack, a crew and logistics management tool. You can push event details, venues, dates, and project manager information directly to TeamTrack so your crew team has everything they need for each event.
Getting There
Go to Settings > Integrations and find the TeamTrack card. Click Connect to enter your TeamTrack URL and access token.
Overview
Once connected, TeamTrack lets you:
- Send events — Push event details to TeamTrack including dates, venue, client, and on-site contact info
- Update events — Re-push updated event details to TeamTrack after changes
- Unlink events — Remove the link between an EventWorks event and its TeamTrack record
- Automatic sending — Optionally auto-send events to TeamTrack when they're contracted
Key Concepts
Token-Based Authentication
TeamTrack connects using your TeamTrack instance URL and an access token. EventWorks authenticates with TeamTrack's API on each request.
Venue Management
When you send an event to TeamTrack, EventWorks checks if the venue already exists in TeamTrack. If not, it creates the venue automatically with the address details from your EventWorks venue record.
Multi-Day Events
EventWorks handles multi-day events by splitting date ranges into individual day records for TeamTrack, preserving the correct start and end times for each day.
Automatic Event Creation
When the TeamTrack integration is enabled, events are automatically sent to TeamTrack when their status changes to Contracted. This happens in the background without any manual action.
How To...
Connect to TeamTrack
- Go to Settings > Integrations.
- Click the TeamTrack card.
- Enter:
https://company.teamtrack.uk) - Access token — Your TeamTrack API access token
- Click Save.
Send an Event to TeamTrack
- Navigate to the event you want to send.
- Click Send to TeamTrack on the event page.
- EventWorks pushes the following information:
The event is now linked to a TeamTrack record.
Note: Events must have at least one date with start and end times to be sent to TeamTrack.
Update an Event in TeamTrack
If you've made changes to an event after sending it to TeamTrack:
- Navigate to the event.
- Click Update TeamTrack.
- The existing TeamTrack record is updated with the latest event details.
Unlink an Event from TeamTrack
If you need to remove the connection between an event and its TeamTrack record:
- Navigate to the event.
- Click Unlink TeamTrack.
- The link is removed. The event still exists in TeamTrack but is no longer connected to the EventWorks event.
Note: Unlinking does not delete the event in TeamTrack — it only removes the link in EventWorks. You can re-send the event to TeamTrack later if needed.
Automatic Sending on Contract
When the TeamTrack integration is enabled, events are automatically sent to TeamTrack when they are marked as Contracted. This happens in the background — you don't need to click anything.
Disconnect TeamTrack
- On the TeamTrack integration card, click Disconnect.
Settings & Configuration
All TeamTrack settings are configured in the connection modal at Settings > Integrations. You need the edit settings permission.
| Setting | Description |
|---|---|
| TeamTrack URL | Base URL of your TeamTrack instance |
| Access token | TeamTrack API access token |
Frequently Asked Questions
Q: How is the project manager matched in TeamTrack?EventWorks searches TeamTrack's team members using the first event manager's last name. If a match is found, that team member is assigned as the project manager in TeamTrack.
Q: What happens with multi-day events?Multi-day date ranges are split into individual day records. The first day uses the actual start time, intermediate days are treated as full days, and the last day uses the actual end time.
Q: Can I send the same event to TeamTrack twice?If the event is already linked to a TeamTrack record, use the Update TeamTrack action instead. This updates the existing record rather than creating a duplicate.
Q: What if my venue doesn't exist in TeamTrack?EventWorks automatically creates venues in TeamTrack when needed. The venue name, address, city, county, postcode, and country are sent from the venue record in EventWorks.
Q: Is the on-site contact information sent?Yes. The on-site contact name and phone number are populated from your event's managers. If the event has multiple managers, their names and numbers are combined.