Overview
The Events view provides a comprehensive operational overview of your upcoming events, including task status, staff assignments, resource allocation, and payment tracking. It serves as a central hub for managing all aspects of event delivery.Events Dashboard
Status Indicators
Visual Status System
Visual Status System
The dashboard uses color coding to track event status:
- Green: Completed tasks, fully staffed, resources assigned
- Yellow: Incomplete tasks, requires attention
- Red: Critical issues - staff shortage, resource shortage, overdue payments
- Admin task completion
- Staff assignments
- Resource allocation
- Payment status (Paid, Pending, Partially paid, Open, Overdue, Draft)
These visual indicators help quickly identify events that need immediate attention.
Event Management
Event Details
Admin Tasks
Admin Tasks
Monitor and manage:
- Required preparations
- Assignment status
- Payment tracking
- Resource allocation
Logistics
Logistics
Track essential information:
- Load-in details
- Drive times
- Staff assignments
- Cart/resource assignments
- Shift durations
- Contact information
Location Details
Location Details
Access venue information:
- Google Maps integration
- Distance calculations
- Drive time estimates
- Buffer time allocation
Drive times automatically update based on real-time traffic data.
Event Information
General Details
General Details
Manage event specifics:
- Guest count
- Service location
- Parking information
- Loading details
- Staff requirements
- Resource needs
- Dress code
- Gratuity status
- Event type (indoor/outdoor)
Multi-Day Events
Multi-Day Events
Access booking information:
- View all event days from the original quote’s service days
- Track related events within the same booking
- Manage service dates and times for each day
- Update individual event details or all events at once
- Handle setup, main event, and breakdown days separately
Copying Events vs Bookings
Copying Events vs Bookings
Flashquotes offers two distinct copying features to help you quickly handle repeat business and multi-day services:Copying an Event (Add Another Service Day)
- Creates a new event within the SAME booking
- Shares the same invoice and payment structure
- Perfect for adding another service day to an existing booking
- Example: Client wants to add a second day of service to their wedding weekend
- Access via: Event details page → “Make a copy” button
- Creates an entirely NEW booking with new invoice
- Duplicates all events from the original booking
- Generates fresh invoice and payment schedule
- Perfect for repeat clients or similar events
- Example: Client loved your service and wants to book you for next year’s event
- Access via: Booking details page → Copy booking option
Quick Guide:
- Same client, additional day = Copy Event
- New occasion or repeat booking = Copy Booking
When you copy an event, the new event inherits most details from the original (staff, resources, timeline) but you can customize the date, time, and specific requirements.
Additional Features
Scheduling
Scheduling
Manage timing with:
- Service date changes
- Time adjustments
- Schedule updates
- Shift management
Event History
Event History
Track client history:
- Past quotes
- Previous bookings
- Service history
- Client preferences
Best Practices
- Regularly monitor status indicators
- Keep contact information current
- Verify resource assignments
- Update special instructions promptly
- Check drive times for accuracy