Event Contacts
The contacts tab on an event shows everyone involved — from the client contact and salespeople to internal staff and external suppliers. It brings together all the people associated with an event in one place.
Getting There
Open an event and click the Contacts tab in the tab navigation.
Overview
The contacts tab displays a table of all people associated with the event, combining several types of contact into a single view:
| Type | Description | How They're Added |
|---|---|---|
| Manager | The event manager(s) | Set on the event create/edit form |
| Salesperson | The salesperson(s) responsible for the event | Set on the event create/edit form |
| Client Contact | The primary contact at the client account | Set on the event create/edit form |
| Staff | Internal team members with specific roles | Added via the Contacts tab |
| Additional Contacts | External contacts with specific roles | Added via the Contacts tab |
Contact Table Columns
| Column | Description |
|---|---|
| (Photo) | The contact's profile image |
| Role | Their role on this event (Manager, Salesperson, Client Contact, or a custom role) |
| Name | Full name |
| Company | Their associated account |
| Email address (clickable) | |
| Phone | Phone number |
| Mobile | Mobile number |
| Action | Edit or Remove button |
Adding Staff (Internal Users)
To add an internal team member to the event:
- Click the Add Staff button.
- In the modal that appears, select the user from the dropdown.
- Enter their role on this event (e.g., "Project Coordinator", "AV Technician", "On-site Manager").
- Click Save.
The staff member appears in the contacts table with their assigned role.
Adding Contacts (External)
To add an external contact (e.g., a supplier contact, a venue contact):
- Click the Add Contact button.
- In the modal, select the contact from the dropdown (these come from your CRM contacts).
- Enter their role on this event (e.g., "Catering Manager", "Venue Coordinator").
- Click Save.
Removing Contacts
Staff and additional contacts can be removed individually by clicking the Remove button on their row in the table.
Note: Managers, salespeople, and the primary client contact cannot be removed from the contacts tab — they're managed through the event edit form. To change them, click Edit on the event and update the relevant fields.
Downloading a Contact Sheet
Click the Download button to generate a PDF contact sheet for the event. This produces a printable document listing all contacts and their details — useful for on-site reference.
Tips & Best Practices
Tip: Use descriptive role names when adding staff and contacts. Instead of just "Staff", use specific roles like "Sound Engineer" or "Event Coordinator". This makes the contact list more useful when reviewing who's responsible for what.
Tip: Download the contact sheet before an event day and share it with your on-site team. Having everyone's details in one printable document can be invaluable during a live event.
Frequently Asked Questions
Q: What's the difference between Staff and Contacts? Staff are internal users — people with EventWorks accounts in your organisation. Contacts are external people stored in your CRM, typically associated with client or supplier accounts. Q: Can I add the same person with multiple roles?Each contact or staff member can only be added once to an event. If someone has multiple roles, use a combined role description (e.g., "Project Manager / On-site Lead").
Q: Why can't I remove the Manager or Salesperson from the contacts tab?Managers and salespeople are set on the event record itself, not as separate contact entries. To change them, edit the event and update the Manager or Salesperson fields.