> ## Documentation Index
> Fetch the complete documentation index at: https://docs.flashquotes.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Managing Events

> Learn how to manage events and track event details in Flashquotes

## 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

<AccordionGroup>
  <Accordion icon="circle-check" title="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

    Status indicators appear for:

    * Admin task completion
    * Staff assignments
    * Resource allocation
    * Payment status (Paid, Pending, Partially paid, Open, Overdue, Draft)

    <Info>
      These visual indicators help quickly identify events that need immediate attention.
    </Info>
  </Accordion>
</AccordionGroup>

## Event Management

### Event Details

<AccordionGroup>
  <Accordion icon="clipboard-list" title="Admin Tasks">
    Monitor and manage:

    * Required preparations
    * Assignment status
    * Payment tracking
    * Resource allocation
  </Accordion>

  <Accordion icon="truck" title="Logistics">
    Track essential information:

    * Load-in details
    * Drive times
    * Staff assignments
    * Cart/resource assignments
    * Shift durations
    * Contact information
  </Accordion>

  <Accordion icon="map-location-dot" title="Location Details">
    Access venue information:

    * Google Maps integration
    * Distance calculations
    * Drive time estimates
    * Buffer time allocation

    <Note>
      Drive times automatically update based on real-time traffic data.
    </Note>
  </Accordion>
</AccordionGroup>

### Event Information

<AccordionGroup>
  <Accordion icon="list" title="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)
  </Accordion>

  <Accordion icon="calendar-days" title="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
  </Accordion>

  <Accordion icon="copy" title="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

    **Copying a Booking (Duplicate Entire Booking)**

    * 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

    <Tip>
      **Quick Guide:**

      * Same client, additional day = Copy Event
      * New occasion or repeat booking = Copy Booking
    </Tip>

    <Note>
      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.
    </Note>
  </Accordion>
</AccordionGroup>

## Additional Features

<AccordionGroup>
  <Accordion icon="clock" title="Scheduling">
    Manage timing with:

    * Service date changes
    * Time adjustments
    * Schedule updates
    * Shift management
  </Accordion>

  <Accordion icon="arrows-rotate" title="Event History">
    Track client history:

    * Past quotes
    * Previous bookings
    * Service history
    * Client preferences
  </Accordion>
</AccordionGroup>

## Special Notes

Add internal notes and reminders for your team using the rich text editor. Special notes support full formatting including:

* **Text styling**: Bold, italic, underline, strikethrough
* **Structure**: Headings (H1, H2, H3), bullet lists, numbered lists
* **Visual dividers**: Horizontal rules to separate sections
* **Links**: Add hyperlinks to external resources or documents

**Quick tips:**

* Click the formatting buttons in the toolbar to apply styles
* Press `Cmd+Enter` (Mac) or `Ctrl+Enter` (Windows) to save quickly
* Use headings to organize longer notes
* Existing Markdown notes automatically convert when you edit them

<Info>
  Special notes are internal-only and perfect for staff reminders, setup instructions, or event-specific details that your team needs to know.
</Info>

## Best Practices

1. Regularly monitor status indicators
2. Keep contact information current
3. Verify resource assignments
4. Update special notes promptly with clear formatting
5. Check drive times for accuracy

## Next Steps

After setting up an event:

* [Configure event brief with checklists](/events/event-brief)
* [Manage timeline](/events/timeline)
* [Assign staff](/staff)
* [Track resources](/resources)
* [Set up task templates](/settings/tasks)