Everything under control – from planning to execution

Let’s take a look at how to create an event manually in the system. At the top, under Events, there is the New event button. You can use one of your templates right away — in this case, though, we will start completely blank and fill in the event from scratch. Say we have a company party: we look up the matching contact, add the number of guests, and can select the on-site contact person at the customer and the project planner for the event. Then we set the payment method, so we know later, at a glance: pays by card, pays cash or pays by invoice. And instead of a single date, we can also create a whole recurring series as an event series. Next we pick the date — let’s say October 2nd at 4 pm — and can select the venue along with its seating layout. If you want a different location name to appear on the quote than the venue name, you can change that here, and you can also book additional rooms if the event takes place in more than one. You can also enter the address directly or use the customer’s address — Univents then calculates the travel distance automatically. If it should be calculated automatically, leave the distance field empty; otherwise you can enter it directly, so it is correctly reflected in the products priced by kilometer on the quote. You can also assign various tags, mainly for the sake of overview, so you know what each event belongs to. You can release events to specific people by tag — someone in group A, for example, only sees events tagged company party — and run different email automations depending on an event’s tags, more on that in another video. For the event color: leave it empty and the status color is used automatically; but you can also mark events of a certain type or at certain venues with their own color, so you can keep track more easily. Then you set the event’s language, and last but not least the kitchen details, which can also be preset completely. That done, you can create the event. And there we are in the event overview. Here you can add notes that also appear on the quote or in the function sheet, as well as internal notes meant only for you, and get an overall picture of the event. You can also upload images for the customer portal or look at the customer information again. Under Events, we now see all events sorted, with a summary of all the key information for each one at a glance, plus a timeline view and a status view — you can fully configure the statuses yourselves and move your events through them. And the overview is also available as a calendar, adjustable by month, week or day. If you want to create an event exactly the same way again, you can simply copy it and adjust it afterward, you can view the event’s edit history, and once an event is truly finished and should no longer be shown, you archive it.