Request packs | 1pm Help

Most of what you ask a client or a supplier for is the same every time. A wedding needs a run sheet, a family photo list and a signed agreement. A corporate job needs a purchase order, an AV brief and a headcount. A new supplier needs their public liability certificate before they set foot on site.

A request pack is that list, saved once. Add the pack to a booking and every ask in it is created there in one click, ready for the client or the crew member to answer in their portal. Point a lead type at a pack and it happens on its own, the moment a lead of that kind becomes a booking.

Where packs live

Go to Requests in the sidebar and click Request packs on the title row. That page is the whole library: every pack you have built, and the asks inside each one.

You can hold up to 100 packs, with up to 100 asks in each.

Starting from a template

Start from a template at the top of the page holds ready-made packs for onboarding your own staff and the contractors you bring onto a job: one for staff and one for contractors, for Australia, New Zealand, the United Kingdom and the United States. Pick a country to see its two packs and the asks in each, then click Add this pack.

Staff packs cover tax forms, retirement savings where the country has them, bank details for pay, right to work and an emergency contact. The Australian pack also asks for each super fund detail your payroll needs: fund name, fund ABN, USI, member number and member name.
Contractor packs cover the business number or tax reference, insurance certificates with their expiry dates, licences and payment details.
Asks are grouped under headings, such as Tax, Super, or Bank account for your pay, so the person sees one section at a time.
Bank details are split into one ask per part, in the form each country uses: account name, BSB and account number in Australia; account name, sort code and account number in the UK; account name and the full account number in New Zealand; bank name, routing number, account number and account type in the US.
Asks that depend on the role, such as a Working with Children Check or a white card, are optional.
Where an official government form exists, the ask links to it, so the person can open it straight from their link.

Adding a template makes an ordinary pack of your own, named after the template, which you can change like any other. Adding the same template twice gives you a second copy with a number after its name.

Documents and answers that belong on the person's record, like a public liability certificate or an ABN, are saved to custom contact fields. An existing field with the same name and type is reused; otherwise one is created. If you are at the 30-field limit, or already use that name for a different type of field, the ask is still added but isn't saved to a contact field, and the notice tells you how many asks that happened to.

Two more things can happen when a template uses a field you already have, and the notice names the fields each time. If the template treats the field as sensitive, such as National police check, your field is marked sensitive too, so only admins can view its answers. If a document field of yours has Save answers to the contact profile switched off, the template uses it as it is, and documents sent for it stay out of the Document compliance report until the field saves to the contact profile.

The country shown first is worked out from your account's time zone, and the one you pick last is remembered in this browser.

Building a pack

Type a name in the box at the top and click Create. Name it after the kind of job it is for, because that name is what you pick from later: Wedding, Corporate AV, Supplier onboarding, Marquee wedding.

Click a pack to open it. The pencil beside it renames the pack and gives you a description field, worth filling in the moment you have two packs with similar names: the description shows under the name in the list, so you can tell Wedding from Wedding (marquee) without opening either.

To add an ask, type what you want to call it, choose a kind, and click Add. Two fields, because building a pack should not start with a dozen empty boxes. Everything else about an ask is set by opening it.

Drag the handle on any ask to reorder it. The order in the pack is the order the person meets them in, so put the thing you most need first.

The kinds of ask

Kind	What it does
Upload	They send you a file.
Text	They type an answer.
Choice	They pick from options you write.
Terms	They read and accept a document from your terms library.
Task	They confirm they have done something.
Contact field	Their answer writes onto their contact record.
Heading	Groups the asks under it and collects nothing.

Headings are worth using once a pack passes about six asks. A pack split into Before the day and On the day reads as a brief; the same asks in one long run read as a form.

Setting up an ask

Open any ask to configure it. What you see depends on its kind.

Every kind has an Instructions box, which is where you say exactly what you need and in what format. Most kinds also have a They can't finish until this is done tick, which makes the ask required. An Upload works differently: Fewest files is what makes it required, so leave it at 1 for something you must have and set it to 0 for something optional.

Upload asks add Fewest files and Most files, so you can accept one certificate or up to five site photos. Set the fewest to 0 and you have a "send it if you have one" ask. There is also Ask for an expiry date, which makes them enter the date the document runs out. Right for a public liability certificate, meaningless on a run sheet. Under it, Don't use AI to check expiry date stops the expiry date on files for that ask being read and compared with the date entered.
Text asks add an Answer shape, so you can insist on a phone number, a number, a date or an email address rather than free text, and Give them a big box to write in for anything longer than a line.
Choice asks take your options, one per line, and They can pick more than one if it is not either-or.
Terms asks take Which terms, either your default terms or any document in your terms library, plus They type their name to accept and They draw a signature to accept. Your default terms means the document that is your default on the day the pack is applied, and the ask keeps that document if you change your default later.
Sign PDF asks take a PDF from your Files library for people to read and sign, plus the same name and signature ticks as Terms. The PDF has to come from your library, not a link. If you switch an ask that already carries a link, or a file that isn't a PDF, to Sign PDF, saving removes that attachment so you can pick a PDF instead. See Asking someone to sign a PDF.
Task asks can take Steps from a workflow, which turns a single "confirm you did this" into a checklist built from one of your saved workflows. Leave it on Just the task, no steps and the ask arrives on the booking as one task, named after the ask, for them to tick. The same happens if the workflow has since been deleted or has no steps.
Contact field asks take Which detail this updates: a built-in detail such as their mobile, or one of your own Text, Choice, Date, Number or Time fields. They get the input that suits the field, and the answer lands on their contact record, ready for next time you work with them. A field with Save answers to the contact profile switched off keeps the answer on the request instead.

An Upload ask can also keep its file on the person's contact. Under Also save their file to a contact field, pick one of your Upload fields, and the latest file they send becomes that field's current document. It only shows once you have built at least one Upload field. To save a written or picked answer onto the contact, use the Contact field kind rather than Text or Choice.

Choosing who is asked

Every kind of ask, headings included, has an Asked of setting. Once the pack is on a booking:

Crew asks everyone holding a link except the booking's client.
Client asks the booking's client contact alone.
Crew and client asks everyone holding a link.
Same as the booking decides when you add the pack: Client if the booking has a client contact and nobody else holds a link to it yet, otherwise Crew.

Nobody sees an ask that isn't asked of them, and it doesn't count towards their completion bar or their reminders.

That is how one pack can carry a client questionnaire and a supplier checklist side by side: set the couple's questions to Client and the insurance certificate to Crew. The pack's list shows a badge on every ask with a fixed choice. If a booking has no client contact, nobody sees its Client asks, and its Requests panel says so. On a portal, every ask is asked of the people on it. See client questionnaires and surveys for a worked example.

A Text ask can also write its answer onto the booking. Save the answer onto the booking puts it in the booking's event brief, which is how "tell us about your day" ends up on the booking rather than buried in a request. An ask set up that way is always asked of the client, so Asked of reads Client and can't be changed while an event brief is picked. Choice and Upload asks have nothing that fits an event brief, so the picker does not appear on them.

Showing an ask only after a certain answer

An ask can be shown only when another ask in the same pack is answered a certain way. A Ceremony details ask can wait until the client answers Yes to Ceremony on site?, so a couple holding their ceremony elsewhere never sees it.

The deciding question has to be in the pack first. It can be a Choice ask, or a Contact field ask that fills in a choice field. If the pack has neither, Show only when says so and offers nothing to pick.

To set it up:

Add the deciding question, for example Ceremony on site? as a Choice ask. Open it, type each answer on its own line under Options, one per line (Yes, then No), and click Save ask.
Add the ask that should wait, for example Ceremony details as a Text ask.
Open it and scroll down to Show only when (optional).
Click + Show only when…, choose the question, then choose the answer that should show this ask.
Click Save ask. The ask now shows a Conditional badge in the pack's list.

Click + add another condition for a second rule, then choose Match all (every condition has to be met) or Match any (one is enough). The ✕ beside a condition removes it. Headings can't be conditional.

When you add the pack to a booking, each ask arrives with the same conditions, pointing at the questions that arrived with it. If you untick the question when you add the pack, the asks that depended on it show to everyone on that booking instead.

Change a question's options and the conditions keep up: rename one option and the conditions on it follow the new wording, and remove an option and the conditions on it go back to "pick an answer" until you choose another. A condition still on "pick an answer" doesn't hide anything, so the ask shows to everyone. Delete the question, or change it to a kind that can't be a question, and the conditions on it are removed.

For a Contact field question, the options come from the contact field itself, so editing them in custom contact fields works the same way: a renamed option carries across and a removed one clears. Point the question at a different contact field and its conditions go back to "pick an answer". When you add the pack, any condition whose answer the contact field no longer offers, or whose field has been archived, is left off, so that ask shows to everyone on the booking.

Due dates

An ask can carry a due date as a number of days before the event, for example a run of show / runsheet due 14 days before. It arrives on every booking with that deadline, counted back from that booking's own date, and shows as Overdue once the day passes. Portals have no event date, so the due date only applies on bookings. See Due dates on requests.

Sensitive asks

A Text, Date or Upload ask can be ticked Sensitive, and it arrives on every booking or portal already marked. The answer is then stored encrypted and only admins can view it. The starter templates mark their tax forms, super choice and KiwiSaver forms, bank account numbers, ID and background checks this way. See Keeping sensitive information private.

Attaching a document to an ask

Any ask can carry a reference document, so the person can see what you mean before they answer: a site map, a sample certificate, a uniform photo, a stage plan.

Under Document to show them, choose either a file from your Files library or a link to a document elsewhere. A link has to be a web address (http:// or https://). If you paste one without that start, such as dropbox.com/s/..., 1pm adds https:// for you. Files in a pack always come from your library rather than being uploaded to the pack itself, and that is worth knowing: rename or replace the file once in Files and every booking the pack was ever added to shows the corrected version. Sign PDF asks are the exception. Their PDF is copied onto the booking when the pack is added, so a document someone is signing never changes underneath them, and replacing the library file only affects bookings you add the pack to afterwards.

Adding a pack to a booking

Open a booking, go to its Requests panel, and the pack picker sits at the top. It lists your own packs first, then the staff and contractor templates for each country. Picking a template saves a copy in your request packs and adds that copy to the booking in one go; the copy stays in your packs even if it could not be added, except when it was turned away for two-factor authentication (below) or because the booking has no room for that many requests. Both of those save nothing. Choosing a pack lists every ask in it underneath the picker, each with its type, whether it is required, and its description, all ticked. Untick the ones this booking does not need (Untick all clears the list if you only want one or two), and the button beside the picker counts what is left, such as Add 5 requests. Only the ticked asks are added; the pack itself is not changed. When you pick a template, the copy saved in your request packs is the full template, so every ask is still there for next time.

Click the button and you are asked to confirm first, because a pack lands several requests at once and every one of them is visible the moment it exists to whoever it is asked of.

The same picker sits on a portal, so a contractor register or a stallholder intake gets its checklist the same way. A portal has no booking client, so there every ask goes to everyone who holds a link, ticked or not.

Adding a pack is additive. Adding the same pack twice really does add every ticked ask twice, so if you want a second copy of a question you can have it, and if you did not mean to, delete the extras from the panel.

A booking holds up to 200 requests. If the asks you ticked would not fit in the room left, none of them are added and you are told so, rather than the booking ending up with three of a wedding's seven asks and no sign of the other four.

Adding a ticked Upload ask needs two-factor authentication turned on for your account, the same as adding a file upload request by hand. With it off, none of the pack is added, a template is not saved to your request packs either, and the Requests panel tells you why. Untick the uploads and the rest can go on without it.

Adding a pack automatically from a lead type

This is the part that saves the most work. Go to Leads, then Lead types, open the lead type you want, and expand Request pack. Pick a pack and its asks are added to the booking as soon as a lead of that type becomes one.

That is why the setting sits on the lead type rather than on your account: a wedding lead and a corporate lead need different things, and the lead already told you which one this is. A wedding lead converts and the client's portal already asks for the run sheet, the photo list and the signed agreement, without you touching it.

The pack is added once, when the booking is created. Accepting a quote on a lead that already has a booking does not add the asks a second time, and an ask you deleted does not come back the next morning.

Leads you add by hand have no lead type, so no pack is added. Add one from the Requests panel if you want it.

If the pack has an Upload ask and two-factor authentication is off for your account, the booking is still created but none of the pack's asks are added. Turn two-factor authentication on, then add the pack from the Requests panel.

A pack is a starting position, not a live link

Once a pack has been added to a booking, the requests on that booking are its own. Editing the pack afterwards changes nothing that has already been added, and deleting the pack leaves every booking it was ever used on exactly as it is.

That is what you want most of the time: a pack you improve in March should not rewrite the questions a client answered in February.

There is one deliberate exception. A Task ask that draws its steps from a workflow reads those steps live, so editing the workflow updates the steps on every booking the pack was added to. That is the same behaviour as applying a workflow to a task by hand.

If you delete a pack that a lead type points at, that lead type simply stops adding one, and converts leads exactly as it did before.

What a pack does not carry

Conditional sections, and asks limited to named crew members, are not part of a pack. A section's crew are particular people on a particular booking, and a condition can only point at a question that comes with the pack, not one already on the booking. Add the pack first, then set those up on the booking, where the crew and the questions actually are.

Client questionnaires and surveys walks through a pack built as a client questionnaire.
Asking crew for documents and info covers a single request in full, and every setting a pack item copies.
The Requests page covers the queue everything a pack creates ends up in.
Capturing leads with a form covers lead types, and where the pack setting sits.
Portals covers the people-and-paperwork records a pack works on just as well as a booking.
Your terms and conditions library covers the documents a Terms ask can point at.
Tasks and checklists covers the workflows a Task ask can draw its steps from.
Where files live covers the library a pack's reference documents come from.