THESE ARE ALL ARCHIVED MATERIALS AND WILL ONLY BE AVAILABLE FOR A LIMITED TIME. THE ORIGINAL EXERCISES ARE NOT INCLUDED HERE.
To access the new EventsAir Academy, please use the "Learn" button at the top right of EventsAir.
NOTE: These videos were recorded prior to Version 16, so EventsAir looks a little different. The navigation bar is now on the left-hand side (instead of along the bottom of the screen).
Efficient event management relies on proper planning of tasks and responsibilities, before and during the event.
In EventsAir, you have powerful tools for managing these tasks in the Project Manager and the Run Sheet.
2B.8.1.1 Assigning Team Members
You can assign team members to tasks and projects in your Project Manager and Run Sheet, and give them access whether they're either existing members of your EventsAir team (with licensed access to EventsAir) or external team members, such as external contractors and event volunteers (who don't have licensed access to EventsAir).
Your list of Team Members is shared in both the Project Manager and the Run Sheet tool.
Find out more by watching the video below.
2B.8.2.1 Working in the Project Manager
The Project Manager provides a multi-view experience for managing your different projects and tasks leading up to the start of your event. These views offer different ways of seeing projects and tasks so you can easily edit, update and manage them.
The options are: a Grid view, a Gantt Chart View, a Calendar View and the drag-and-drop Card View. Each view offers you different perspectives on your tasks and projects.
There are also automated tools to export and import data or make changes to Team Members and task dates and times.
To see all of this in action, watch the video below:
2B.8.3.1 The Project Overview Tool
Many organizations work on more than one event at a time, and you may be managing team members working in multiple events.
The Project Overview Tool is a view of all project information across all your events. Available from any screen in EventsAir in top right corner, this tool lets you see projects, tasks and status information for all your events in one place.
Find out more about using the Project Overview Tool by watching the video below.
2B.8.4.1 Setting up Your Run Sheet
Your Run Sheet is similar to the Project Manager, but whereas Project Manager is more for pre-event planning, the Run Sheet is focused on tasks and action items you need to take care of during your live event. These tasks and responsibilities cover all aspects of your onsite activities, including any tasks that you might want to track during event load in and load out.
You Run Sheet will use the same list of Team Members as your Project Manager, whether or not they have an EventsAir license. Once you've given them access to the Project Manager (in Set Up) they'll also have access to the Run Sheet.
Watch the video below to learn more.
2B.8.5.1 Managing Your Run Sheet Tasks
Like Project Manager, Run Sheet offers you a number of different ways to manage tasks. There are tools to Re-assign Team Members from one task to another, and you can easily reassign dates for all tasks or selected tasks.
You can also export your Run Sheet details and import new Run Sheet assignments with the built-in import and export tools.
See how it all works by watching the video below.
2B.8.6.1 Using Your Run Sheet Onsite
As you get closer to your live event, you'll want to set up access to the Run Sheet from the Organizer App, which is the onsite app used by your onsite teams to manage all aspects of your event.
There are two tools you can use – The Run Sheet and My Run Sheet.
The Run Sheet option will show all Run Sheet tasks created for this event. As each team member can log into the Organizer App with their own personalized login, the My Run Sheet shows just the tasks for that person.
Learn more by watching the video below.
WRAPPING UP
In this topic, we've looked at:
- Setting up team members in Project Manager (who will also be able to access Run Sheet)
- Adding tasks to Project Manager, moving them around, and reassigning them to other team members
- Using the Project Overview Tool to see projects and tasks from multiple events
- Using the Run Sheet and My Run Sheet tools, accessed by your team members using the Organizer App, to delegate and ensure completion of all onsite tasks.