Event Coordination Features
Everything you need to coordinate complex events, from back-office operations to guest-facing experiences. Have questions? Check our Q&A.
Back-Office Ops Features
Build your master schedule once. Every runsheet, stakeholder view, task list, and guest schedule generates from it. When something changes, every connected view updates.
Runsheets
All your runsheets are interconnected. Staff, volunteers, and service providers each get their own tailored runsheet. Update in one place, and it updates everywhere.
Staff Schedules
Each person gets their own view. Use an external read-only link for quick access, or an individual login to make change requests and switch between the schedules they are on.
Staff Double-Booking Alerts
The moment the same staff member or volunteer is assigned to two overlapping sessions, the system flags it. You catch scheduling conflicts before they become a problem on the day of the event.
Multiple Views
List, drill down, or side-by-side. Master Runsheet, Timeline, Venue, Individual Staff, or role-based views of the schedule.
Unified Visual Planner
Your schedules sit on one calendar, laid over public holidays and one-off custom events. Spot conflicts and gaps across the whole operation at a glance, instead of piecing it together from separate screens.
Drag & Drop Editor
Visual editing of schedules. Simply move your activities around as needed for quick adjustments. Quickly see what happens in which room.
Clone Events
Built on top of previous editions with a few simple clicks. Have all your event schedules and workflows cloned in seconds. Remap every venue and space to a new location as you go, so a clone can move city as easily as it moves dates. Know exactly what processes were used even if employees left.
Activity Tasks
List the tasks that need completing for each activity, with detailed notes on each one, so the same preparation checklist is ready to re-run on every edition of an event.
Progress Dashboard
See how activity tasks are progressing without bothering your team. Anyone with the proper access level can see the progress dashboard where activities with tasks are listed.
Dependencies
Decide the order of activities and their dependencies. Create a Parent-Child relationship between activities. Visualize the dependencies for a quick overview.
Notes
Add notes to each schedule, task, and runsheet. Tailor what you write to whoever receives that particular schedule, in any format.
Role Management
Set roles and assign people to each role. Control their access rights. Control who can read and export emails, who can make changes, and filter out irrelevant information for staff.
Sub-Role Management
Create any number of sub-roles for different staff roles, volunteer positions, and specialist assignments. Responsibilities are defined once, and you assign people into them.
Notifications
Prepare notifications per selected activities. Define which activities should receive notifications scheduled to be sent before, during, or after the activity. Confirmations, cancellations, and payment reminders go out automatically at every step of the booking journey.
Complete Booking Audit Trail
Every change to a booking (created, paid, canceled, promoted from a waitlist) is logged with who made it and when. Pull up the full history on any booking in one click.
Conversations
Start a live chat with staff directly from the activity. Messages appear instantly, not on an email-style delay. Keep several conversations open at once in a drawer that follows you around the dashboard, and every thread is stored as structured data that AI can actually analyze.
Staff Booklets
Create specialized information pages for a specific section of your staff, and assemble them into an event booklet tailored to each individual with only what is relevant to them.
Event Readiness Dashboard
One card per event, answering both questions at once: is it ready to go on sale, and how is it selling? What is still blocking it from publishing, how many customers have booked, a full booking-status breakdown, gross and trending earnings, and every package tied to it.
Recurring Schedules
Set up a weekly class, monthly workshop, or repeating shift once, and it keeps running automatically. You never recreate the same session over and over. Individual occurrences can still be tweaked or canceled without breaking the pattern.
Multi-Level Event Programs
Organize activities into schedules, and schedules into larger events that nest into folders. Run a season, festival, or multi-track conference as one coherent program instead of a scattered set of separate listings.
Timezone-Smart Scheduling
Every venue, schedule, and session carries its own timezone, so attendees always see accurate local times no matter where they are. Daylight saving is handled for you.
Saved Views
Save a favorite combination of filters, layers, and date ranges on the planner and re-apply it instantly later. The views your team checks every day are one click away instead of a fresh setup each time.
Staff-Assisted Bookings
Create a booking on a customer's behalf, over the phone or at the counter, capturing each attendee's name and email as you go. You can override normal capacity limits for special cases.
Bulk Booking Management
Make sweeping changes across many bookings at once. Move an entire group of attendees to a new session, or add a resource to everyone in a cohort, instead of editing records one at a time.
Email Draft, Review & Publish
Email content is drafted and reviewed before it ever reaches an inbox. Edit subject lines, rich-text body copy, and translations in a safe draft state, then publish once everything is ready. Half-finished messaging never goes out.
Delivery History & Audit Trail
Every sent email is tracked and archived with its recipients, content, and delivery outcome, giving you a complete record for customer support, compliance, and reporting.
Test-Send Before You Go Live
Send yourself a sample through the real delivery configuration before switching it on for customers, catching formatting or mail-server problems before a single customer ever sees them.
Front-Office Guest Management
Guests and external stakeholders access personalized schedules, booking flows, and event content.
Guest Schedules
Create tailored schedules for each type of guest. Add descriptions using text, images, and video. Share activities across schedules.
Event Overview
Highlight all your events in one overview. Create any number of overview pages and separate overview pages for affiliates.
Location Info Per Activity
Each activity has a location with a Google map link associated with it. Our system automatically shows the location information in an easy to understand way in their schedules.
Pages
Provide additional information as pages to your guest schedules. Create pages that can hold any media: itinerary information, hotel information, speaker information, and more.
Ticketing Solution
Create tailored booking pages with multiple checkout flows: pay directly, or 'Pay first, fill form after'. Chain them in priority order, so a full session falls through to the next option instead of a dead end. Add any storefront to your website through our API.
Smart Waitlists
When a session sells out, customers join a fair, first-come-first-served waitlist and are offered the next open spot the moment one frees up. Declining passes the offer to the next person in line, and staff can promote or release entries manually.
Attendee Registration
Register multiple attendees on a single booking, capturing each person's details and terms acceptance in one guided flow. A group booking arrives with everyone already accounted for.
Affiliate Solution
Unique and isolated booking pages for affiliates. Tickets can be sold from many sites and through many partners. All guest schedules are controlled from the same place.
Reservation Hold Timers
When a spot is held pending payment, customers see a live countdown to their reservation's expiry. That creates clear urgency, and the spot frees up automatically if payment never completes.
Mobile QR Access
Every booking generates a QR code and mobile link for quick access from a phone, so customers can pull up their booking on the go without digging through email.
Unified Customer Profiles
Every person who books is automatically recognized as a single customer, even across small variations in how they typed their email. You get one clean, accurate record per customer, with no duplicate or scattered profiles.
Localized Emails
Write each event's notification emails once per language, and the right version is chosen for every recipient automatically.
Reminders
Set notification reminders to be sent out a certain period before an event. Define exactly how many go out and the exact content of each.
Broadcast Recipient Preview
Before a manager sends a broadcast or announcement, preview exactly who will receive it and in what language. No guesswork on mass communications.
Localized Checkout Confirmations
Write your own success, cancellation, and waitlist messaging for each event, with a separate message for every outcome. That includes a booking diverted by a balancing rule, or a session that filled while the customer was still looking.
Customer Language Preferences
Each customer's preferred language is tracked per service. Change which languages a service supports and their preference adjusts automatically instead of breaking.
Booking Content Pages
Attach extra content directly to a booking: practical information, related offerings, or anything else a customer should see once they have booked.
Push Notifications, Web & Mobile
Real push notifications to customers' and staff's phones, tablets, and web browsers, so people hear about what matters the moment it happens rather than the next time they check email.
Targeted, Multi-Language Alerts
Alerts are aimed at the exact schedule, booking, or conversation they relate to, and at the right place: the customer app, the staff app, or the management dashboard. Content is written per language.
Dynamic, Personalized Content
Emails pull in live booking details automatically: customer name, session times in their own timezone, product and program titles. Every message reads as a personal, current one rather than a template.
Products & Commerce
Everything you sell, structured once and reused everywhere. A package is kept separate from the products inside it, so the same product can be sold several ways, at several prices, to several audiences.
Single Event or Full Portfolio
Sell one event from its own storefront, or group many events into a portfolio that customers browse and drill into, down to the tickets for each individual event. Running many locations or seasons stays easy to navigate, with no extra structure to maintain.
Reusable Packages
A package is a single ticket that bundles several products together: activity access today, plus accommodation, meals, and more over time. It carries its own pricing and booking rules, kept separate from the products inside, so one product can sell in several packages at different prices.
Clone Packages Across Seasons & Locations
Clone a package through a guided wizard, within the same event for a new run, or across events, venues, and schedules. Choose exactly what comes along: pricing, images, and session times.
Reuse Products Across Packages
Put the same product (a session, a room, a resource) into several packages instead of duplicating it, and take it out just as easily. It stays in sync everywhere it is sold rather than needing separate copies maintained by hand.
Capacity Control Per Session
Attach recurring schedules to each product and manage capacity session by session. Open or close a specific session, adjust its seat count, and see exactly how many spots remain across everything a package draws on.
Automatic Overflow Balancing
Set balancing rules that redirect bookings away from a popular session or resource once a threshold is reached, on a customizable 'every Nth booking' ratio. When no alternate is free, a diverted customer is sent to a waitlist or a paid reservation queue rather than hitting a dead end.
Balancing Rule Simulator
Before changing a balancing rule's ratio or threshold, preview how it would play out against real or hypothetical sales numbers. See instantly which packages would be blocked and why, updating live as you type. You never have to test it on live traffic first.
Live Storefront Browsing
Customers browse your storefront with live pricing, remaining spots, and schedule information, filtered to only what is genuinely on sale right now. It stays fast however large the portfolio gets.
One-Click Public Link Sharing
Copy or open the live storefront link for an event or product line straight from your dashboard, so staff can preview or share exactly what customers will see without hunting for the URL.
Payments & Billing
Every booking generates a real invoice, and the payment flows straight into your own account. Matched automatically, with no middleman and no manual bookkeeping.
Connect Your Own Payment Accounts
Connect and manage your own payment providers from your dashboard: Stripe, Adyen, Mollie, Revolut, Square, and SumUp. Credentials are checked against the provider the moment you save them. Money flows straight into your business's own account, not through a shared intermediary.
Multi-Provider Routing
Assign a different connected payment account to each product line, so revenue lands in the correct account automatically. You set that routing, and the customer never sees it. Where a product line has more than one account, the customer picks at checkout.
Automatic Invoicing
Every booking automatically generates a fully itemized invoice, with no manual invoice creation required. If a booking changes before payment, the old invoice is replaced automatically, so staff and customers only ever see one current, accurate bill.
Configurable Tax Rates
Sales tax is calculated and itemized per product on every invoice, so customers see a transparent breakdown of what they're being charged and why.
Multi-Currency Checkout
Invoices and checkout are generated in the customer's own currency, letting businesses sell to an international customer base without extra configuration per sale.
Automatic Payment Matching
The platform continuously matches payments against each invoice and marks a booking as fully paid the moment it is settled. No manual bookkeeping, and bookings move forward exactly in step with actual payment.
Offline Payment Recording
Not every payment happens online. Staff can record cash, bank transfer, or other offline payments against an invoice, and the system automatically applies it and re-checks whether the booking is now fully paid.
Refund Management
Issue refunds through a connected provider or record an offline one, with safeguards against refunding more than a customer actually paid. A refund is not counted as done until the provider confirms it, and staff get a queue to re-check or resolve anything stuck.
Detailed Invoice Breakdown
Open any invoice into a complete financial record: each line item, its taxes, every payment applied to it, every checkout session used to pay it, and any refunds issued. One place to answer 'what happened with this booking's money?' without digging through separate systems.
Invoice Voiding
Void an invoice that should no longer be collected on. The bill is cleanly canceled without deleting the record, so the books stay accurate and the audit trail stays intact.
Venue Management
Flexible venue space and capacity infrastructure fully integrated with the operations across all your events.
Defining Venues
Setting up venues for your activities. Create any number of venues, define their timezone, and add Map URLs.
Set Up Spaces
Define spaces and their capacity within the venues. Set capacity as a simple headcount, an area-based limit, or tiers that change with the room layout. More people fit 'theater style' than 'banquet style,' which matches how the room actually gets used.
Sub-Spaces
Break down your capacity management further. Define spaces within a space, such as individual booths at a conference or reception areas.
Interactive Venue Maps
Draw venues, rooms, and points of interest on a real map, with custom shapes and colors rather than plain pins. Customers and staff get a true visual sense of the space.
Shared Capacity Across Activities
Split a single physical space's capacity across multiple simultaneous activities by percentage, so a venue can safely run parallel sessions in a shared area without overselling the room.
Live Inventory Locking
The moment a booking starts, the spot is held and counted against live capacity, so two customers checking out at the same time are not sold the same seat. Staff and customers always see the same 'sold out' state.
Planning Intelligence
Know what you're scheduling into. Weather, holidays, and cultural observances for anywhere on Earth, built into the same calendar as your events.
Weather Forecasts & History
Look up the weather for any city and any date: sunny-day probability, temperature range, rainfall, wind, and hours of daylight. Real past records, near-term forecasts, and long-range projections are combined automatically, even for a city nobody has ever looked up before.
Seasonal Weather Outlooks
For dates too far out for a normal forecast, get a statistical outlook built from years of historical weather at that location: average highs and lows, typical rainfall, and how many past years saw rain or snow on that date. Perfect for judging outdoor-event risk months in advance.
Public Holiday Calendars
Instantly know which dates are public holidays, bank holidays, or optional observance days in a customer's country or region, whether national or state-specific. Avoid scheduling conflicts and set accurate expectations before you ever confirm a date.
Cultural & Religious Observance Calendars
Check observance dates across eleven religious and cultural traditions, including Christian, Jewish, Islamic, Hindu, and Buddhist, matched to a customer's country, region, or timezone. Schedule respectfully and avoid dates that matter to your attendees.
External Calendar Feed Import
Point the platform at any public calendar feed: sports schedules, industry events, other organizations' calendars. It keeps itself up to date automatically, and built-in checks warn you if a feed stops updating correctly.
Bulk Event Import
Upload a spreadsheet of events in bulk instead of entering them one by one, with guided column mapping, a review step before anything commits, and a full log of exactly what was imported, skipped, or failed.
Custom Events & Color-Coded Calendars
Add your own one-off or recurring events, such as company closures, promotions, and maintenance windows. Group related calendars into named, color-coded categories so everything is easy to tell apart and filter on a shared view.
Structural Features
The cross-cutting pieces that keep everything else safe to run: language coverage, publishing safeguards, brand control, and getting your own data back out whenever you want it.
Localization
Author your content in any language your audience needs, including right-to-left and vertical scripts. The system tracks which languages still have content missing, so nothing goes live half-translated.
Draft & Publish Workflow
Venue, event, and activity content is edited as a draft and only goes live once you publish it. Before it does, the system flags common gaps: missing translations, missing images, or no pricing set.
Multi-Brand Strategy
Run multiple brands from one system. Each event sends confirmation emails from your own domain via your own email server, so nothing arrives looking like it came from a third party. Full branding control from checkout to confirmation.
Export
Your data is yours! Export all your customer and registration data as JSON or CSV. Sub-roles can export without including customers' email addresses, for increased security.
Email Archive Export
Export the email delivery history for any event and date range as CSV or JSON, for dispute resolution or record-keeping outside the platform.
Schedule a Live Demo
Walk through your coordination workflow with the founder. Bring your current event setup and see how it maps into one connected system.