• Add a cost to an event

  Once an event reaches the Contracted status you will have access to the Costs tab.  The Costs tab provides an overview of all of the expected expenses for the event.  This can include things such as catering costs, venue hire, cleaning costs, and entertainment costs. For each cost that is added the Totals and Per Guest Totals are automatically updated, giving you live figures of the total costs added, total price that will be charged, the markup, as well as the profit margin percentPopular

• Secondary Dates

  Secondary Dates is a feature that allows you to keep all relevant dates for each individual event under one roof.  This allows you to easily see upcoming interactions/milestones. Secondary Dates can be used to record other events that take place around the main event dates, such as meetings, set up/breakdown days, and conferences etc. To add a Secondary Date select Events from the navigation bar on the left. Select the desired event and this will bring you to the Event Dashboard.  Under thPopular

• About resources

  Resources are assets that can be assigned to events.  This feature can help you not only for organising an event but also to ensure that particular assets are not double-booked.  Each resource can be displayed on the diary meaning you can easily see their availability. Examples of resources include venues, event spaces within a venue, furniture, equipment and staff. Resources also be organised into groups, allowing great flexibility in the way you organise your resources. For example, an organPopular

• What is uplift and how is it calculated?

  Uplift is the amount by which your gross profit on an event has increased or decreased since your client accepted the quote. The main purpose on the Uplift figure is to display how much the gross profit has changed from the most recently accepted quote.  The fluctuation of the gross profit is usually caused by up-selling and adding additional products or services. Uplift is shown at the bottom of the event costs page, on the Costs information panel: Insert screenshot Uplift is calculatSome readers

• Creating a Resource

  Creating a Resource Using the navigation menu on the left select Resources. Here you can see an overview of all of the resources associated with your organisation.  You can search for specific resources using the filters.  Select Create resource at the top right. Give the resource a name that accurately reflects what the resource is for.  Complete all other relevant fields. After completing the template select Save. Below is a screenshot of the *Create ResourceSome readers

• A breakdown of each report

  Here you can find a complete breakdown of each report and what they are useful for. You can find each report by selecting Reports from the navigation menu on the left of the page. On the Reports homepage you can see a list of all reports that have been created previously, the report type, as well as who created them. To create a new report select Create report at the top right. Included at the bottom of this page will be a breakdown of each field you can use to customise each reportSome readers

• Create a quote

  Navigate to the event that you would like to create a quote for by selecting Events from the navigation menu on the left and searching for it.  Once the event is selected you are redirected to the event dashboard. Along the top you can see various tabs (Dashboard, Quotes, Contacts etc).  Select the Quotes tab. From this landing page you can see all quotes that have been associated with this event within the Quotes panel.  The Event info panel (on the right) lists various pieces of theSome readers

• How to create a task and assign it to users

  How to create a task and assign it to users There are several ways to create a task on EventWorks.  The most direct way is as follows :  On the navigation menu on the left select Tasks. Here you can see all tasks that have been created within your organisation.  Select the Create task button at the top right of the panel. Assign a name to the task within the Title field and complete the template as required.  A detailed list of every field is listed at the bottom ofSome readers

• Add a user

  Users are individuals that require access to EventWorks.  Creating a user profile allows you to store all relevant personal information for that user in one place.  For example, when creating a user you can save contact information, associated social media accounts, as well as a bio for them. Follow these steps to create a new user. Select Staff from the navigation menu on the left. Select Users. This will bring you to the Users landing page where you can see all users currentlFew readers

• About Teams

  Teams is a feature that allows you to group users together and assign events or tasks to those groups.  This means that you can track the performance of individual teams through filters and various reports. How to create a Team Select the Staff from the navigation menu on the left of the page. Select Teams. Here you can see any teams that have been created previously.  You can edit any team on this list by simply clicking on the team name. To create a new team selectFew readers

• Create a client invoice

  This article will explain the quick and easy way to create a client invoice as well as provide a detailed explanation of each field of the client invoice template.  Once an invoice is created you can then update its status to track the progression from being a draft right up to it being paid.  There are also controls to print or download an invoice as a PDF. How to create a client invoice For you to have access to the Invoice tab the event status (https://help.geteventworks.com/en/Few readers

• About accounts

  Accounts is where you store information about your customers or entities you are working with such as companies, schools, government agencies, or individuals.  You can save an office address, invoice address, phone numbers, how you got in contact with them initially, Primary Contact information, and much more.  Below is an example video on how to setup a new account. Was this article helpful?  Let us know by rating the article below!Few readers

• Create a Damage Deposit invoice

  This article will explain the quick and easy way to create a Damage Deposit invoice.  Once an invoice is created you can then update its status to track the progression from being a draft right up to it being paid.  There are also controls to print or download an invoice as a PDF. How to create a Damage Deposit invoice For you to have access to the Invoice tab the event status https://help.geteventworks.com/en/article/about-statuses-1k8107l/?1599045275866) must be set to a status tFew readers

• Record a supplier invoice

  Invoices can only be created from within an event.  From the Event dashboard select the Invoices tab.  On the Invoices tab, select Record supplier invoice Enter the Invoice number from the invoice you have received. Enter the PO number. Select the Invoice date by selecting the field and use the calendar to set the date. Select the Due date of the invoice by clicking the field and using the calendar that appears. You can also use the Upload file fFew readers

• How to create a Resource type

  The Resource type field allows you to categorise different Resources which in the resources being displayed more clearly.  This information is displayed in the Resources tab to give you an overview of the different types of resources required for an event. How to create a Resource type Select the settings cog at the top right of the page. Select General settings from the dropdown list. Click on the Events tab along the top and then select Resource typesFew readers

• Reconcile a cost

  Reconciling a cost puts it into a state where it can't be modified. This is a good way to lock down a cost that has been invoiced and can't be changed, for example. To reconcile a cost Navigate to the event with the associated cost and select the Costs tab. Click the downward facing arrow at the end of the row for the cost you want to reconcile. Select Reconcile from the list. A popup will appear to confirm you'd like to reconcile this cost.  Select Confirm.Few readers

• About tasks

  Tasks is a feature that allows you to create a "to do" list.  They are pieces of work to be completed that can be assigned to yourself or to another member of your organisation. Tasks assigned to a user can be found in several locations.  The easiest and fastest way to view tasks assigned to you is using the Tasks quick menu located at the top of every page.  Below is a screenshot of the Tasks quick menu icon. (https://storage.crisp.chat/users/helpdesk/website/21ac335e6ce25800/ab82dfcb-21Few readers

• About costs

  The Costs tab is where you can create an entry for individual costs that relate to an event.  It becomes available to edit once an event is set to the status of "Contracted" and appears next to the Quotes Tab. Here you can add costs such as venue hire, catering costs, security costs, entertainment hire, and transport.  Each entry that is created can be calculated as a singular charge or a "Per head" charge.  If the per head option is selected then the Costs tab calculates the total cosFew readers

• Add a contact to an account

  Contacts are individuals that belong to a particular account.  There are two ways to add a contact to an account. To add a contact to an account via the account dashboard: Find the account to which you want to add the contact. In the Contacts panel on the dashboard select Add contact. Enter your information and then select Add contact. To add a contact to an account via the Contacts tab: Find the account to which you want to add the contact. Select the *ContactsFew readers

• Accept or decline a quote

  Once a quote has been marked as sent you are then given the option to mark the quote as either Accepted or Declined. These two options are explained below. Accept a quote If your client is happy with a quote, you may wish to accept it. Accepting a quote gives you the option to copy all of the costs from the quote into the Costs tab (https://help.geteventworks.com/en/article/about-costs-1oo76p2/?1Few readers

• Create a Commission receivable invoice

  This article will explain the quick and easy way to create a Commission receivable invoice.  Once an invoice is created you can then update its status to track the progression from being a draft right up to it being paid.  There are also controls to print or download an invoice as a PDF. How to create a commission receivable invoice For you to have access to the Invoice tab the event status must be seFew readers

• Change a user's notifications

  A list of notifications that a user receives can be viewed on the user's profile page.  These can be very useful when they are setup as they will automatically notify specific users when the designated trigger is hit.  To change a user's notifications follow the steps below : Select Staff from the navigation menu on the left side of the page. Select Users. Use the search bar to find the user you would like to amend the notification settings for and select them. This willFew readers

• Add an account

  For a detailed description about accounts, click here. To add an account select Accounts on the navigation bar on the left, then select Create account on the top right. This will bring you to the Create account template.  The only mandatory field is the Account name.  A detailed list of all of the other fields and their uses can be found at the bottom of this page. Once you have completed the template seFew readers

• Create an event-related task

  Tasks is a very useful tool to assist you with keeping up to speed on your events.  You can set tasks for yourself or for other users which can really help with keeping things moving. Tasks can be things such as scheduling a phone call, a prompt to create an invoice, or a reminder to follow up on leads.  A log is displayed of all actions undertaken on tasks such as who created it, when it is updated, and when it is marked as complete. To create a task: Locate the event that you wish to crFew readers

• Create an event

  Select Events from the navigation menu on the left, then select Create event at the top right of the page. There are four sections to the form when creating or editing an event. As a minimum you must complete everything on the Required information tab including the Event start and end date. If you're unsure what a particular field is used for, a full list of every field and a detailed explanation of their function is listed below at the bottom of this article. Once you have compleFew readers

• Uploading Documents

  This article demonstrates how to upload a document and request signatures.Few readers

• Marking a quote as sent

  Marking a quote as sent Once you have created a quote and it has been sent to the client you can mark the quote as sent on Eventworks.  This allows you to keep track of which quote has been issued to the client as well as updates the financial information for the event. To mark a quote has sent: From the event dashboard select the Quotes tab along the top.  Here you will see a list of all quotes creatFew readers

• Add a note to an event

  Event notes allow you to store snippets of information that relate to the event such as meeting memos or specific jobs that need to be completed. To create a note, locate the event you want to record the information for, select the Notes tab from the Events Dashboard and then Create note at the top right. Give your note a title, so other users will know what the note refers to, and add the content of your note in the text area beneath the toolbar. You can format the content using the bFew readers

• Change a user's level of access

  EventWorks allows you to completely control which actions every user on the site has access to.  The differing levels of permissions are easily grouped into presets called Roles.   Using these roles you can quickly and easily assign a new user specific privileges. An example of using the roles would be to set one up called Standard user.  You would link permissions such as View events, View reports, and Export data to this role.  Any user that doesn't require permissions beyond thFew readers

• Job Sheet Overview

  The Job Sheet feature acts a centralised area where relevant information is displayed in a clear and concise way.  It can be very useful as it displays information such as custom notes, resources that are required, or costs. To find the Job Sheet for an event simply select the event and then click on Job sheet along the top toolbar. Here you can see an overview of the event details with links to the Account associated with the event and the main contact.  The Short Description paneFew readers

• Add a package to a quote

  Add a package to a quote Using the navigation menu on the left side select Events, search for and select an event. From the Events dashboard select the Quotes tab. From the quote overview (ensure you are in the costs section) select the Add button at the top right. Select Add Package. You can either type and search for the package you created, alternatively you can scroll down the alphabetised list and select your package. You will see the costs are thFew readers

• About quotes

  Quotes are documents which outline to the client the goods and services that you will provide, and the price they can expect to pay. Each item on the quote has a unit price (the price the client will pay) and a unit cost (the cost to you of providing the goods or service), so you know exactly how much profit you can expect to make from a particular event. When a client is happy with a quote, you can copy the contents straight into your event costs with a single click to save time. To view theFew readers

• About the diary

  The diary in EventWorks gives you a graphical representation of all events on the system.  There are several features built in to the diary to help you view events and resources quickly and easily. At the top of the diary, there are various controls to help customise your view and to display various calendars. The main controls are based on the right hand side just above the calendar itself.  (https://storage.crisp.chat/users/helpdesk/website/200d1efd3528f800/ad16b5a3-66fb-4b0b-811e-9e4debFew readers

• About invoices

  The Invoices tab displays all invoices that have been created for an event.  Each invoice is listed under one of the four panels : Client invoices, Supplier invoices, Commission receivable invoices, and commission payable invoices. Each of the panels is explained below. Client Invoices These invoices are sent to clients to bill for goods or services rendered.  When creating this invoice, there are several options for the type of invoice to be generated such as a fixed amount, aFew readers

• About packages

  Packages are templates of costs that you can import into a quote.  This feature allows you to setup preset groups of costs and assign them to be available to any of the teams you've registered to your organisation.  This allows you to easily import costs into quotes rather than having to allocate them individually multiple times. For example, if you regularly use a catering company and a cleaning company together, you can create a package with both costs included.  Then when you create a quoteFew readers

• Change the status of an event

  There are several ways to change the status of an event: When creating an event When creating an event, you will allocate a status on the Required information tab From the event's dashboard When viewing an event, you can use the Event status drop down in the Event info panel on the right hand side of the dashboard to set a new status for the event. The status will be saved automatically as soon as you select a new status. From the diary SeleFew readers

• To create a Package

  To create a Package Using the navigation menu on the left hand side select Packages. On the Packages overview page you can see all packages that have been created, their total cost, total price, and a duplicate button (two pages in a green square).  Here you can search for a package using the search bar or create a new package by selecting Create package at the top of the page.  Select Create package. Enter the desired package name and select the desired team for thisFew readers

• Assign staff or contacts to an event

  Event contacts are accessed from the Contacts tab. Event contacts are a list of all important contact information relating to an event, giving you a great place to quickly find a contact in a hurry. You can also download the contacts to a PDF document and print it out. Add a staff member to an event Select Add staff Select the member of staff using the dropdown list. This is a list of users who have access to EventWorks from your organisation. Enter a role for the staffFew readers

• Upload files to an account

  The Media tab on an Event Dashboard allows you to upload and store any account-related files such as documents or images. To upload a file, select the Upload button on the top right of the Media tab. You can then either drag and drop your files into the highlighted area or click inside the area to locate the files you want to upload. You can upload several files at the same time if required, just highlight the files on your computer and drag them into the highlighted area. Once you haFew readers

• Create an account-related task

  Locate the account that you wish to create a task for. On the Tasks tab, select Create task. Enter a title for the task so you and other members of your team can easily recognise the task.  Complete the description of the task.  You can use the formatting buttons on the toolbar above the text box, or attach media such as files or images. You must set the due date for the task. The task is automatically assigned to you, however you can assign the task to another user bFew readers

• Add a payment to an invoice

  When viewing the invoice you wish to record a payment for, select Add payment from the Payments panel on the right hand side Enter the amount and the date the payment was made Select Add payment If the sum of payments on an invoice is equal to the invoice amount then the invoice will automatically be marked as Paid.  If a partial payment is submitted then the financial fields in the Invoice information panel on the right will automatically update to reflect the oFew readers

• Share your diary with a third-party

  Select Diary from the navigation menu on the left, then select Share at the bottom right of the page. Accurately labelling who you are sharing your diary with allows you to easily revoke access in the future, should you need to. You are able to set the calendar to include one or more team's events to be visible via this token. The Event status field dictates which evFew readers

• Add a note to an account

  Account notes allow you to store snippets of information that relate to the account. This could be a record of your communications with the account, advisory notes for other members of your team, or a history of the organisation. To create a note Locate the account you want to record the information for. Select the Notes tab located along the tabs bar.   This tab lists all notes that have been created for this account as well as an overview of each note. Select CreateFew readers

• Delete a contact

  Find the account that the contact you wish to delete belongs to. In the Contacts panel on the dashboard or in the Contacts tab, select the delete button (x icon). In the confirmation dialogue box, select Delete contact. You can also delete a contact from the Contact panel from the Account dashboard by selecting the red X next to the contact you want to delete. Was this article helpful?  Let us know by rating the article below!Few readers

• Update an event

  Go to Events. Use the filters to locate the event you want to edit then click the name of the event to open it. Click Edit in the Event information panel on the right hand side and enter your information. Click Save.Few readers

• About events

  The Events section on the navigation bar is there to help you easily filter and find any event that you have created.  The events overview page has several filters you can use to narrow down the listed events.  There is a video below on how to use the different features on the Events page. There are also several tabs along the top of the page to easily sort the events by their status.  The tabs are listed below: All :     Lists all events that areFew readers

• Update an account

  Go to Accounts. Use the filters to locate the account you want to edit then click the name of the account to open it. Click Edit in the Account information panel on the left hand side and enter your information. Click Save.Few readers

• Update a cost

  To update a single cost, simply click the field you would like to amend on cost table. Make your changes, then select Save You can also update several costs in one operation. To do this :  Tick the checkbox on the left hand side of the table for each cost you want to change.  At the bottom of the page, select the Act on X selected Costs button to reveal a list of all actions you can undertake for all costs selected.  For example, selecting Reconcile will bulk update each cFew readers

• Update a contact

  Find the account that the contact you wish to edit belongs to. You can see the Contact panel on the event dashboard which lists all of the contacts linked to the account.  Alternatively you can select the Contacts tab at the top to display all contacts linked to the account. You can also search for the contact by name or email address in the Search for something bar at the top of the window. Using the Contacts panel The Contacts panel lists all contacts linked toFew readers

• Reported values

  EventWorks has two main categories for events: Leads and Contracted Events.  Whether an event is considered a Lead or a Contracted Event is dictated by the status you set for the event.  Assuming that you have not amended the default statuses (New, Warm, Hot, Contracted, and Closed), an event is classified as a Lead if the status is set to New, Warm, or Hot.  An event is considered a Contracted Event if the status is set to Contracted or Closed. This is important as this affects where tFew readers

• Duplicate a package

  Each package can be assigned to a singular team, although this field is not mandatory and can be left blank.  If you wish to assign a package to multiple teams you can simply duplicate the package.  When duplicating you can assign a different name to the new package, this allows you to specify which team is linked to each package if you wish.  Duplicating a package Select Packages on the navigation menu on the left. From the overview you can search for the package you'd like toFew readers

• Automated tasks

  Automated tasks allow you to create one or more tasks when particular events occur in EventWorks. These are currently: When an event is created When an event is contracted/confirmed When an event status is changed This feature allows you to calibrate new tasks to be created automatically when any one of the above triggers is hit.  A few examples of this could be a reminder to create an invoice 2 days after the event status is changed to Contracted, or for a follow up phone call toFew readers

• Transfer a contact to another account

  Find the account that the contact you wish to transfer belongs to. In the Contacts panel on the dashboard select the Actions button next to the contact you wish to transfer and select Transfer. In the Transfer contact dialogue window, start typing the name of the account you wish to transfer the contact to in the Account field. When the target account appears select it and then Transfer contact. The contact will then be transferred to the selected account.Few readers