Finding events and crew fast — Help

A busy planner ends up with a long list of events and a deep crew list, and the most-asked question becomes "where's that one job from last spring with that catering company?" or "what's the phone number for the AV lead I used three weddings ago?". The Events and Crew pages both have search, filter, and pagination tools that turn those questions into a few seconds of typing.

This article covers the controls and a few practical patterns.

Searching events

Open the Events page from the top navigation. The events list has a search box, a status filter, and a Show old events checkbox at the top of the page.

The search box matches event names only. Start typing and the list filters as you type (with a small debounce so the results don't flicker on every keystroke). Search is partial match: typing "park" finds every event whose name contains "park", whether that's "Park Wedding", "Hyde Park Conference", or "After-park dinner".

Search is case-insensitive. Search ignores leading and trailing spaces. The browser's native clear button (the X on the right of a search input) wipes the search and brings the list back to no-filter.

Search doesn't match the venue, the client, the organizer, or anything else: just the event name. If your event names are short or generic, consider including a distinctive word in the name to make events findable later. "Smith Wedding 2026" is easier to find six months from now than "Wedding".

Filtering by status

Next to the search box is a Status dropdown. Pick a status and the list filters to events at that stage:

All statuses (the default). The full pipeline.
Enquiry. New prospects you've recorded but haven't committed to.
Tentative. Pencilled-in jobs that aren't fully booked yet.
Confirmed. The booked, active work.
Cancelled. Jobs that fell through, kept on file for reference.
Completed. The historical archive of jobs that have run.

The filter and the search work together. Filter to Confirmed and type a client name to find that client's confirmed work. Filter to Completed and type a venue name to find every event you've finished at that venue. The status article (Tracking events from enquiry to done) goes deeper on the lifecycle; this is the search angle.

Show old events

By default, the events list hides events whose date has passed. This keeps the working list focused on today and the future, not the historical tail.

Tick Show old events to bring the past into view. The toggle works alongside search and the status filter, so you can hunt for an event from any point in time. A common combination:

Tick Show old events.
Set the status filter to Completed.
Type a fragment of the event name, the client name, or the venue (if the name includes it).

The list collapses to the matching historical events.

Untick the box when you're done to return the list to the active pipeline.

Paginating through results

If the filtered list runs to many events, the page paginates 25 events at a time. Page controls appear at the bottom of the list when there are more pages.

The current page is tracked in the URL, so a list you've scrolled deep into stays put if you reload the page. Changing the search term, the status filter, or the Show old events toggle resets to page 1 (because the page you were on might not exist in the new filter; better to start fresh than to 404).

Searching crew

Open the Crew page from the top navigation. The same search-plus-filters pattern shows up here, tuned for crew records.

The crew search box matches on the contact name, the first name, the last name, and the email address. Type a partial fragment and the list narrows. Use this to find a vendor by company ("Sue's"), by contact person's first name ("Jane"), or by email domain ("@brightevents.com").

Crew searches respect tags. If you've tagged crew members (Caterer, Preferred, VIP, and so on), you can filter by tag to see just one slice of the list. Combining a tag filter with a search term answers questions like "which of my preferred caterers have I tagged for outdoor events?".

The crew list also paginates 25 records at a time.

The Client and Organizer pickers

When you're filling in the event form's Client or Organizer fields, the picker is a separate kind of search: instead of filtering a list of crew on the page, it autocompletes against your full Crew list as you type.

The picker matches across the contact name, the first name, and the last name. Typing "jane" finds Jane Doe at Bright Events whether you search by company or by person. Pick one from the dropdown and the picker fills in the field with the crew record's ID; the visible text shows the contact name so you can see what you picked.

If the person you want isn't there yet, the picker offers an inline Add new crew option that opens a small form, lets you add the contact, and drops you back in the event form with the new crew already selected. This is the fastest path to add a crew member you only need for one event: no detour to the Crew page, no losing your place on the event you were editing.

The Space autocomplete on the event form

The Space field on the event form (the venue or room) is also an autocomplete: as you type, your previously-used Space values appear as suggestions, ordered by recency.

This is small but useful. After a few events at the Grand Ballroom, typing "g" autocompletes the full name and you don't end up with "Grand Ballroom", "grand ballroom", and "Grand BR" as three different spaces. Picking the same value across events also makes it possible to look for all events at one venue by typing the Space into the event-list search later.

The "Where" autocomplete on the timeline

The Where field on individual timeline items (the location for that activity, like "Marquee" or "Bridal suite") works the same way: previously-used Where values from the same event autocomplete. This keeps locations consistent across rows so a crew member scanning the run sheet sees "Marquee" everywhere rather than three slight variants.

Imminent-start cue on the planner timeline

A timing-related find: when you're on the planner page for a live event, the same "Starts in" countdown that crew see also appears for items approaching their scheduled start. The planner countdown helps you spot what's about to happen without having to track times in your head.

The countdown shows in the final 99 seconds before an item's scheduled start, and clears once the item enters its window. It's there whether the event is one you're actively running from the planner page or one you're keeping an eye on in the background.

A few common patterns

To find a specific past event by name. Tick Show old events, type the search term.
To audit a client. Use the events page search with the client name (if it's in the event name), or search the Crew page for the client and look at events they're connected to.
To find all events at a venue. Type the venue name into the events page search (assuming it's part of the event name or the event title contains the Space).
To filter to a working set. Status filter Confirmed plus untick Show old events gives you "active confirmed work". Status filter Enquiry plus search "wedding" gives you "wedding enquiries you haven't booked yet".
To find a specific crew member by their offsider's name. Crew search the offsider's name; the first/last name fields are indexed so you don't have to remember which company they work for.

When search and filter aren't enough

A few queries don't have a one-click answer:

Searching across timeline item content (the title, the details, the Where). The events list search matches event names only, not the details of individual items. If you remember the timeline item but not the event, the fastest path is to use the events list to narrow by date or status and then open the event to scan the timeline.
Cross-event reporting (how many weddings did we run last year, total PAX served, etc.). This isn't built into the events list filters yet; export the list manually or contact hello@1pm.app if you have a recurring reporting need.
Searching crew responses to requests. The Requests panel on each event shows submissions per crew, but there's no cross-event search across responses. Open the relevant event to find the response.