Events Management Applet

Purpose and Overview

Who Benefits from This Applet?

Event Coordinators:

  • Plan and organize company events
  • Track RSVPs and attendance
  • Manage event logistics

HR Teams:

  • Schedule team-building activities
  • Organize training sessions
  • Coordinate company-wide events

Marketing Teams:

  • Plan product launches
  • Organize promotional events
  • Track event effectiveness

Department Managers:

  • Submit event requests
  • Track department event budgets
  • Monitor team participation

What Problems Does This Solve?

Traditional Event Management Challenges:

  • Spreadsheet-based planning prone to errors
  • No centralized event calendar
  • Difficult to track attendance
  • Manual budget tracking

The Events Management Solution:

  • Centralized event planning - All events in one place
  • Automated invitations - Send and track RSVPs
  • Resource management - Book venues and equipment
  • Budget tracking - Monitor event spending

Key Features Overview

Event Creation
Plan and schedule events
Attendance Tracking
RSVP and check-in
Resource Booking
Venues and equipment
Calendar View
Company event calendar
Reports
Event analytics
Settings
Configure event policies

Key Concepts

Event Lifecycle 

Draft → Published → Registrations Open → Event Day → Post-Event
   │       │              │                  │           │
   │       │              │                  │           └── Feedback & reporting
   │       │              │                  └── Check-ins, execution
   │       │              └── Collecting RSVPs
   │       └── Visible to invitees
   └── Planning phase

Event Types

TypeDescriptionExample
InternalStaff-only eventsTeam lunch, Training
ExternalCustomer/partner eventsProduct launch, Conference
RecurringRegular scheduled eventsMonthly town hall
One-timeSingle occurrenceAnnual dinner

Quick Start Guide

For Event Coordinators: Create an Event

Goal: Set up a company team-building event

  1. Navigate: Go to Events from the sidebar
  2. Create New: Click "+" to create event
  3. Basic Details:
    • Enter Event Name (e.g., “Q1 Team Building”)
    • Set Date and Time
    • Select Venue/Location
    • Set Capacity limit
  4. Invitations:
    • Select target audience (All Staff, Department, Custom)
    • Set RSVP deadline
  5. Publish: Make event visible and send invitations

For Employees: RSVP to Events

Goal: Respond to an event invitation

  1. View Invitation: Click notification or browse events
  2. Review Details: Check date, time, location
  3. RSVP: Select “Attending” or “Not Attending”
  4. Add to Calendar: Sync with your personal calendar

Event Creation

Create events with comprehensive details:

  • Event name and description
  • Date, time, and duration
  • Location (physical or virtual)
  • Capacity and waitlist settings
  • Budget allocation
  • Agenda items

Attendance Tracking

Manage who’s coming:

  • RSVP tracking - See who’s confirmed
  • Check-in - Mark actual attendance on event day
  • Waitlist - Handle overbooking gracefully
  • No-show tracking - Identify patterns

Resource Booking

Book what you need:

  • Venues - Meeting rooms, halls, outdoor spaces
  • Equipment - AV equipment, projectors, microphones
  • Catering - Food and beverage orders
  • Transportation - Shuttle services, parking

Calendar View

See all events at a glance:

  • Monthly/weekly/daily views
  • Filter by event type or department
  • Avoid scheduling conflicts
  • Export to personal calendar

Reports & Analytics

Measure event success:

  • Attendance rates - RSVPs vs actual attendance
  • Participation trends - Most popular event types
  • Budget analysis - Cost per attendee
  • Feedback scores - Post-event satisfaction

Configuration & Settings

Event Categories

  • Define event types and categories
  • Set default settings per category

Approval Settings

  • Configure event approval workflow
  • Set budget thresholds requiring approval

Resource Management

  • Manage bookable resources
  • Set availability schedules
  • Configure booking rules

Notification Settings

  • Customize invitation templates
  • Set reminder schedules
  • Configure follow-up messages

FAQ

Q: Can I create recurring events? A: Yes, set up a recurrence pattern when creating the event (daily, weekly, monthly).

Q: How do I manage event capacity? A: Set a max capacity when creating the event—the system automatically enables waitlist when full.

Q: Can I require manager approval for RSVP? A: Yes, this can be configured per event or event category in settings.

Q: How do I get post-event feedback? A: Enable feedback forms in event settings—attendees receive a survey after the event.