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 program generates from it. When something changes, every connected view updates.
Run Of Shows
All your Run of Shows (Runsheets) are interconnected. Staff, volunteers, and service providers each get their own tailored Run of Shows. Update in one place -- update everywhere.
Staff Schedules
Give each person a tailored schedule. External Read-Only View for quick access, individual login to make change requests, and toggle between available schedules.
Staff Double-Booking Prevention
The moment the same staff member or volunteer is assigned to two overlapping sessions, the system flags it -- catching scheduling conflicts before they become a problem on the day of the event.
Multiple Views
List, drill down, or side-by-side. Master Run Sheet, Timeline, Venue, Individual Staff, or Role Dependent views of the schedule.
Unified Visual Planner
See every schedule, venue, and space side-by-side with public holidays and one-off custom events on a single calendar. Planners 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 -- not just new dates. Know exactly what processes were used even if employees left.
Activity Tasks
List tasks that need completion for each activity. Set up tasks with detailed notes per activity. When cloning the event, all tasks are recreated and moved to the default stage so that you can re-run the playbook.
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 Run of Shows. Tailor your communication to the receiver of the sub-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. Have different staff roles, volunteer positions, etc. The roles are kept during cloning, so you only have to assign a new person to the role.
Notifications
Prepare notifications per selected activities. Define which activities should receive notifications scheduled to be sent before, during, or after the activity. Confirmations, cancellations, waitlist offers, and payment reminders go out automatically at every step of the booking journey.
Complete Booking Audit Trail
Every change to a booking -- created, paid, cancelled, 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 members directly from the activity -- messages appear instantly, not on an email-style delay. Keep several conversations open at once in a persistent drawer that follows you around the portal. Stored in JSON format so that you can use AI more effectively when analyzing patterns.
Pages / Booklet
Create specialized information pages that are presented to a section of staff and guests. Create an event booklet that is fully tailored for each individual with relevant information.
Front-Office Guest Management
Guests and external stakeholders access personalized schedules, booking flows, and event content. All connected to the same schedules your team operates from.
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. Choose between pay directly, waitlist, or 'Pay first, fill form after' to secure payment before collecting details. When a session sells out, customers join a fair, first-come-first-served waitlist and are offered the next open spot automatically -- with the same real-time 'sold out' state shown to staff and customers, so the two never disagree. Add any storefront to your website through our API.
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 -- creating clear urgency and freeing the spot back up automatically if payment never completes.
Mobile Wallet & 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. One clean, accurate record per guest -- no duplicate or fragmented profiles.
Localized Emails
Communicate with guests in their preferred language. Set up localized notification emails tailored for each event. Use your own email domain for each event to fully brand the experience.
Reminders
Set notification reminders to be sent out a certain period before an event. Define exactly how many notifications, the exact content, and send localized notifications.
Broadcast Recipient Preview
Before a manager sends a broadcast or announcement, preview exactly who will receive it and in what language -- removing the guesswork from mass communications.
Payments & Billing
Every booking generates a real invoice and flows straight into your own Stripe account -- reconciled automatically, with no middleman and no manual bookkeeping.
Your Own Stripe Account
Connect and manage your own Stripe account directly from the console -- publishable, secret, and webhook keys are validated live against Stripe on save. Payments flow straight into your business's own Stripe balance, not through a shared intermediary.
Multi-Provider, Multi-Brand Routing
Running multiple brands, currencies, or product lines? Assign a different connected payment account to each product collection, so every part of the business collects revenue into the correct account automatically.
Automatic Invoicing
Every booking automatically generates a fully itemised invoice -- no manual invoice creation required. If a booking changes before payment, the old invoice is automatically superseded so staff and customers only ever see one current, accurate bill.
Configurable Tax Rates
Sales tax is calculated and itemised 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 and language, letting businesses sell to an international customer base without extra configuration per sale.
Automatic Reconciliation
The platform continuously tallies payments against each invoice and marks a booking as fully paid the moment it's 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.
Refunds, Built In
Issue refunds -- whether returning money processed through Stripe or recording an offline refund -- with built-in safeguards that prevent refunding more than a customer actually paid. The invoice updates automatically to show it as partially or fully refunded.
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 graduated tiers that scale with room configuration -- more people allowed 'theatre style' than 'banquet style,' matching 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
Render venues, rooms, and points of interest on a real map with custom shapes and color styling -- not just pins -- giving customers and staff 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
Availability is automatically locked at the right moment in the booking flow, so two customers can never be sold the same seat or resource at the same time.
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 archived observations, near-term forecasts, and long-range projections are stitched together 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 gauging outdoor-event risk months in advance.
Public & School Holiday Calendars
Instantly know which dates are public holidays, bank holidays, or school breaks in a customer's country or region -- national or state-specific. Avoid scheduling conflicts and set accurate expectations before you ever confirm a date.
Cultural & Religious Observance Calendars
Check religious and cultural observance dates across eleven traditions -- Christian, Jewish, Islamic, Hindu, Buddhist, Sikh, Jain, Bahá'í, Shinto, Zoroastrian, and Chinese -- scoped correctly to a customer's country, region, or timezone. Schedule respectfully and avoid dates that matter to your guests.
External Calendar Sync
Point the platform at any public calendar feed -- sports schedules, industry events, other organizations' calendars -- and it keeps itself up to date automatically, with built-in health checks that flag a feed if it 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.
Structural Features
We aim for a flexible system so you can adapt it to your needs and creativity when creating your events.
Localization
The software is fully localized so that you can engage with guests in their preferred language -- including right-to-left and vertical scripts. All schedules, notifications, and the entire onboarding flow are localized, and the system tracks exactly which languages are still missing content.
Draft & Publish Workflow
Content for venues, events, and activities is edited as a draft and only goes live once explicitly published, so teams can prepare and review changes safely without affecting what customers currently see. Before anything goes live, the system checks for common gaps -- missing translated content, missing images, no pricing configured -- and flags exactly what's missing.
Multi-Brand Strategy
Run multiple brands from one system. Each event sends confirmation emails from your own domain via your own email server. Each product within an event connects to its own Stripe account, so partner revenue routes directly to their gateway. Full branding control from checkout to confirmation.
Export
Your data is yours! Export all your guest data using JSON or CSV files. Export registration information and send notifications. Subroles can export without exporting guests' email addresses for increased security.
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.