Crew List / Guest List Creation

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CREATE A CREWLIST

Some event planning software platforms don’t have a centralised database of Contacts that you can reuse. They might expect you to create a new crew list for every event.

1pm is centralised around Contacts, and expects you will probably routinely invite the same crew to your events (the same suppliers, volunteers etc.)

This is one of the reasons 1pm is specifically designed for event planners who plan recurring events such as weekly, monthly or annual events.

Here are the default Crew statuses within 1pm in terms of their attendance at the event:

To Invite

Guests you have decided to invite, but haven’t ‘hit the button’ yet and actually sent the invite.

Accepted

Crew you have invited, and they have hit the ‘IM ATTENDING’ button.

Invite Sent

Crew who you have invited, but haven’t gotten around to sending their RSVP.

Maybe Invite

Crew who you would love to invite (or maybe just like to invite) but only if there is enough space/budget. You can change these later to ‘TO INVITE’ and invite.

Declined

Crew who have politely DECLINED the invitation for whatever reason.

Waitlist

Crew who have indicate they would personally love to come to the event, or you would love to invite, and are just waiting to see if any of the ‘Tier 1’ guests drop out or change their status to ‘NOT ATTENDING’ so you can invite them.

Event planners love the RSVP feature in 1pm because they can easily see who has dropped out (maybe at the last minute) and to also send out reminder emails to all the Crew (to all the ‘Accepted’ crew) and to remind crew that have not yet confirmed their attendance they need to RSVP to get into the ‘ACCEPTED’ crew list.

You can use these statuses to fit how your workflow, but some event planners will call or text volunteers for example from previous years and ask them if they are available for this years event. They can then set their status to DECLINED manually if required within 1pm, so that volunteer is not contacted again.

CREATE A GUESTLIST

If you are planning an event where you want to invite Guests, you can use 1pm to invite guests and for them to provide their RSVP. You would then create a tag called GUEST or similar so you know these Crew are actually the guests at the event.

So while 1pm is primarily designed for Crew members, it can also be used to provide digital RSVP for actual guests (as well).

Runsheet Creation

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Create & Plan Activity

1pm has many smart features to make it fast and easy to add Runsheet Activity and assign Areas, Crew, Attachments & Links.

We designed the experience to be far superior than using a spreadsheet or word document (the most common other ways to create runsheets) to save you time, and reduce mistakes.

Just like a spreadsheet, you can simply insert a row above or below an existing Activity item with one click.

You can also just click inside a row and edit it without any double clicking or mucking around with edit buttons. It feels like you are editing a spreadsheet.

It adds the Activity duration to the Start Time automatically when adding new rows, to suggest the next Activity start time.

You can assign Activity to any number of Crew, and set the Area for the Activity.

Multiple PDF documents or images can be assigned to any Activity, as can URL links which are all stored in the centralised Attachment manager (for access by all Admins).

Bulk Changes for all aspects of the runsheet make making changes fast and painless. For example, using can select multiple Activity and in one click bulk change:

• Bulk Change Dates.

• Bulk Crew Assignments (both assigning & unassigning).

• Bulk Assign Areas.

• Bulk Assign Crew.

• Bulk change flags such as Agenda and Draft status.

• Upper/Lower case of Activity names.

• Bulk delete Activity.

Runsheet Features

• You can even add timelines by just typing (or pasting) in Activity aka ‘Natural Language’ editing. 1pm will interpret plain text such as ‘9AM GUESTS START ARRIVING’ and add this as Activity using the Quick Add feature.

• When creating new Activity for the runsheet, you can set the Activity to Draft so it doesn’t appear on Crew runsheets until it’s confirmed.

• Activity set to Agenda will only show on the Agenda within the Event Portal (and will also show on the Runsheet).

• Activities can be moved up or down by using the up/down swap buttons, and new Activity inserted anywhere within the runsheet.

• Internal Activity will only show for internal staff i.e. Crew with ‘Runsheet +Internal’ runsheet visibility status. This feature is very useful for Venues & Hotels to show internal use only runsheet activity, whilst sharing the main runsheet with clients.

• An Activity can be marked as Header to give it more prominence on the runsheet, this is commonly used to highlight key stages of a day, or the most critical Activity during that day. Activity marked as Header will also appear under the Event day label.

• Activities marked as Header will appear in a larger font in the live Event Portal.

• Activity Day labels can be set against any day when viewing the Admin portal on a large screen such as desktop computer. This is a fabulous feature for planning itineraries or multi-day events such as group travel, so you can see at a glance what the main location of that day is going to be e.g. ‘Arrive in Sydney’, ‘Fly to Melbourne’, ‘Bus to Brisbane’ etc.

• Entering an Activity without a time will force that Activity to be pinned to the top of the runsheet, ideal to emphasise hazards or other issues requiring attention.

• Times can optionally be entered including seconds, making 1pm ideal for AV production scenarios where every second counts. Simply activiate the ‘Show Seconds’ option when adding Activity.