EventR Wiki - User contributions [en]

EventR Team for Web

2026-10-07T10:58:09Z

Alexp:

EventR Team for Web can be found [https://l.softpauer.com/teamforweb here].

It is a web accessible version of the EventR Team app with some limits to functionality. It allows users to quickly log in from anywhere and check their information using their standard EventR credentials.

It functions the same as [[EventR Team Guide|EventR Team]] with the following limits:

* Notifications for Chat are not supported
* No Widgets or Calendar Integration
* No offline capability
As of the 3.6.3 update it now works on wider screens:
[[File:Team for web basic itinerary view.png|alt=Team for web showing the larger dual screen layout|center|thumb|700x700px|Team for web showing the larger dual screen layout]]
[[Category:3.6.0]]
[[Category:Team For Web]]

EventR Team for Web

2026-10-07T10:24:53Z

Alexp:

EventR Team for Web can be found [https://l.softpauer.com/teamforweb here].

It is a web accessible version of the EventR Team app with some limits to functionality. It allows users to quickly log in from anywhere and check their information using their standard EventR credentials.

It functions the same as [[EventR Team Guide|EventR Team]] with the following limits:

* Notifications for Chat are not supported
* No Widgets or Calendar Integration
* No offline capability
As of the latest update it now works on wider screens:
[[File:Team for web basic itinerary view.png|alt=Team for web showing the larger dual screen layout|center|thumb|700x700px|Team for web showing the larger dual screen layout]]
[[Category:3.6.0]]
[[Category:Team For Web]]

File:Team for web basic itinerary view.png

2026-10-07T10:23:56Z

Alexp:

Team for web home screen view

ECH Admin Page

2026-10-07T10:22:03Z

Alexp:

== Overview ==
On the Admin page, the EventR app and the Coordinator Hub can be configured using the '''Settings''' and '''[[Permissions Tab|Permissions]]''' tabs.

The '''Organisation''' tab contains the organisation's details, including primary and secondary billing information. This information is automatically pre-filled during the hotel booking checkout process.This page also contains a '''Summary of the Plan Subscription'''

is where you manage various aspect of the organisation such as organisation details,App and Coordinator Settings,App and Coordnator Permissions,Theming and Sections-Setup.

The '''Theme''' tab is used to customize the appearance of the EventR app and to set the logo displayed on the itinerary PDF.

control various settings for your organisation.

'''The Section Setup''' tab determines which sections are displayed on the '''Overview''' page and in the '''itinerary Navigation''' tabs'''.'''

=== Organisation Tab ===
[[File:Screenshot 2026-07-15 at 11.04.55.png|center|thumb|513x513px|ECH organisation page (admin tab)]]
Basic information about your organisation, including billing information and subscription summary.
<div style="clear:both;">
=== Settings Tab ===
{| class="wikitable"
|+
!Setting
!Definition
|-
|'''In app editing enabled for admins only'''
|Only members with admin role can make edits on the app.This hides the '''Edit Pen''' Icon/button on the ''Home'' page on the app for all other roles.
|-
|'''Disable in app editing for everyone (including admins)'''
|This blocks everyone from making edit on the app including admins and owners.This hides the '''Edit Pen''' Icon/button on the Home page on the app for all roles
|-
|'''Disable user invites in app'''
|This blocks inviting users into the itinerary on the app.This hides the '''Add User''' button on the ''Team'' members page for all everyone including the Admins
|-
|'''Disable chat in app'''
|This hides the Chat tab on the app.
|-
|'''Disable location sharing in app'''
|Disables app location sharing
|-
|'''Enable Booking Service in the coordinator hub'''
|Checking this displays the '''Book Hotel''' button on the app and on the hub on the ''Accommodation'' section.
|-
|'''Enable Booking Service in the app'''
|Enable or disable whether you get ads for hotels, and also can actually book.
|-
|'''Enable flight booking in the coordinator hub'''
|Show the option to buy another flight to a destination from our partner.
|-
|'''Enable flight booking in the app'''
|Show the option to buy another flight in the EventR Team App from our partner
|-
|'''[[Expense Tracking Modes|Expense Tracking Mode]]'''
|This refers to the 3 display mode for expense on the app.
- '''Disabled''' means the '''Expense/Bill''' Icon on the ''Itinerary Carousel'' and ''Expense Section'' on the ''Summary'' page are not displayed.
- '''Personal'''(Default mode) mean expense status groupings are not displayed on the app.Only one total is displayed,

- '''Approval''' means expense status grouping are displayed.This includes ''Totals'' for ''Pending'' ,''Approved'' ,''Cancelled'' Expenses.
|-
|'''Enable Booking AI in the coordinator hub'''
|Checking this displays the '''AI Inbox''' on the ''sidebar,'' the '''Forward Your Bookings''' button on the Itineraries panel and '''AI Inbox''' icon on the ''Itinerary sidebar'' view
|-
|'''Number of days events can be added before event starts'''
|Sets the number of days before the itinerary start date that are enabled and selectable in the date picker in additional to the itinerary date range.
|-
|'''Number of days events can be added after event ends'''
|Sets the number of days after the itinerary end date that are enabled and selectable in the date picker in additional to the itinerary date range.
|-
|'''Name format for team members in the EventR Coordinator Hub'''
|Provides a list of name format options for displaying member names throughout the Coordinator Hub, such as '''Full Name''', '''Initials''', and other supported formats.
|-
|'''Name format for team members in the EventR App'''
|Provides a list of name format options for displaying member names throughout the app, such as '''Full Name''', '''Initials''', and other supported formats.
|-
|'''Name format for team members in the team PDF'''
|Provides a list of name format options for displaying member names throughout the Itinerary PDF, such as '''Full Name''', '''Initials''', and other supported formats.
|-
|'''Enable additional information profile options for EventR team and EventR Coordinator Hub users'''
|When enabled, users can add more details to their profile page and choose to share them with team. If this setting is active, profile information for users added via the HUB will be automatically shared with the team until they opt out.
|-
|'''Enable additional information sections to be required'''
|Once sections have been enabled, you can require users to provide and share additional information sections with the team
|-
|'''Toggle severity of additional user information'''
|Once sections have been required, you can set alert levels.By default a required section is set to 'Dot marker'
|}
<div style="clear:both;">
=== [[Permissions Tab]] ===
<div style="clear:both;">
=== Theme Tab ===
[[File:ECH Admin Theme Tab.png|thumb|ECH theme screen (admin tab)|center|507x507px]]Create custom app theme for team members.<div style="clear:both;">
=== Section Setup Tab ===
[[File:ECH Admin Sections Tab.png|thumb|ECH sections screen (admin tab)|center|514x514px]]

Deactivate and active sections of your itinerary to alter their visibility to your team members.
<div style="clear:both;">

EventR AI Agent Skill

2026-09-29T10:44:12Z

Alexp:

The EventR Agent skill can be installed in your favourite AI Harness.

With the introduction of [[Itinerary import/export|Itinerary imports]], you can now use your favourite AI harness to create and edit itineraries from prompts.

We have full details of how to install here in Github: https://github.com/eventr-admin/skills.

Once the skill is installed, restart the AI Harness and you can now use AI to edit and generate importable itineraries. It requires Python's openpxl library to generate the XLSX files, so this may be installed by the agent on first use.

To use try something like:<syntaxhighlight lang="as">
/build-eventr-itinerary use this url as a source: https://www.formula1.com/en/latest/article/formula-1-tag-heuer-gran-premio-de-espana-2026.3EpMV9Idk1jwxq3KtxcC6x
</syntaxhighlight>Alternatively you can just start giving it information and letting it build up the itinerary.zip. The finished zip can be imported into EventR.

You can also have a conversation with an existing itinerary using the skill like:<syntaxhighlight lang="ambienttalk">
/build-eventr-itinerary Has everyone got a flight and hotel? Can you add a booking for everyone who hasn't at the Marriot 4 seasons?

</syntaxhighlight>The AI should be able to interrogate the itinerary and adjust it just with a few words.
[[Category:3.6.0]]
[[Category:AI]]

Itineraries

2026-09-25T12:50:30Z

Alexp:

An Itinerary is a collection of Activities, spanning a time period in a location.

This is the basic unit of organisation in day to day operations in EventR.

Itineraries are made up of the following:

* Members - people doing the collaborative task
* Activities
* Flights and Transport
* Accommodation

They have many properties:

* A date time range - this is used as a guide for all date times in the event
* The Itinerary location - this is used to anchor the itinerary for activity searches. Note an itinerary does not need to have a specific location, but it generally helps the system if one can be provided, as all timezones and locations will default to around these details
* A timezone - this is used as the default. If an itinerary is copied to a new timezone, everything in it will inherit the new timezone default as a base.
* An Additional information field, used for extra information for everyone. This can be [[Markdown and Hyperlink Support|markdown]] so can be quite rich in content.

They can be duplicated using the Copy from Existing Itinerary feature.

They can be [[Excel Itinerary import/export|imported]] from an <code>.xlsx</code> workbook or a <code>.zip</code> archive to create a new itinerary.

They can also be tagged into groups for organisation.

EventR uses itineraries to group users to tasks, and they are core to the Event Model.

In the EventR Team App they can be hidden on a personal basis using the Bin icon.
[[Category:Core]]

Feature list

2026-09-25T12:41:54Z

Alexp:

EventR feature pages should be listed here. There is also a [[:Category:Feature]] that should be added to the page.

[[Chat]]

[[Itinerary Editing]]

[[Live Flight Updates]]

[[Hotel Booker|Hotel Booking]]

[[Timezone Switching]]

[[Map]]

[[Location Sharing]]

[[Calendar Syncing]]

[[Hyperlink Support]]

[[Public Itineraries]]

[[Team Tab|Team View]]

[[EventR AI Inbox|AI Bookings]]

[[EventR Expense Guide|Expense Tracking]]

[[PDF Generation]]

[[Rooming List|Rooming Lists]]

[[Document Uploading]]

[[Itinerary Tags|Itinerary Tagging]]

[[Costing and Budgeting]]

[[Groups and Departments]]

[[Permission Control]]

[[Access Requesting]]

[[Theming]]

[[Reports]]

[[Power List Features|Enhanced Power List Features]]

[[iOS Home Screen Widget]]

[[CO2 emission tracker|CO2 Emission PDF]]

[[Activity Favouriting]]

[[Itinerary Import and Export]]

Feature list

2026-09-25T12:41:27Z

Alexp:

Itinerary Import and Export

2026-09-25T12:38:06Z

Alexp:

== Overview ==
The Itinerary import/export feature allows you to export an itinerary from the [[EventR Enterprise Coordinator Hub Guide|Coordinator Hub]] to a spreadsheet, make bulk edits offline, and then import it back to create a new [[Itineraries|itinerary.]]

This is useful when you want to update many items at once using Excel or another spreadsheet tool, rather than editing items individually in the Coordinator Hub. It works particularly well with our [[EventR AI Agent Skill|EventR AI Skill]] - which will generate you itineraries you can import directly into the system with a few prompts.

[[File:Excel import-export screen.png|thumb|442x442px|Excel Import/Export Page]]
On the Event Information tab in the [[EventR Enterprise Coordinator Hub Guide|Coordinator Hub]], you can open the Itinerary Export screen and switch from the default PDF tab to the Excel tab. The page then splits into two sections:

* '''Export''' — downloads the itinerary as an <code>.xlsx</code> workbook.
* '''Import''' — uploads an <code>.xlsx</code> workbook or a <code>.zip</code> archive to create a new itinerary.

There is option to include a '''[[deeplinks]]''' sheet in the downloaded workbook, which will include a tab for deeplinks to each itinerary item in the app.

== Exporting an itinerary ==

# Open the itinerary in the '''Coordinator Hub'''.
# Click '''Itinerary Export'''.
# The export page opens on the '''PDF''' tab.
# In the '''top-right corner''', switch to '''Excel'''.
# Use the '''Export''' section to download the itinerary.

=== Export output ===
The itinerary is exported as an <code>.xlsx</code> workbook.

If the itinerary includes attached files, they are downloaded alongside the workbook and packaged into a <code>.zip</code> file.

You can also choose to include a '''[[deeplinks]]''' tab. This adds an additional sheet containing a [[wikipedia:Deep_linking|deeplink]] for every item in the itinerary.

== Importing an itinerary ==
The '''Import''' section allows you to upload either:

* an <code>.xlsx</code> workbook
* a <code>.zip</code> file containing the workbook and attached files in the same format produced by the export

<blockquote>'''Important:''' Attached files must be uploaded in a <code>.zip</code> file. Do not upload a folder directly.</blockquote>

=== Import process ===

# Upload the workbook or <code>.zip</code> file.
# A '''data review''' page appears with detected issues.
# Check that the correct number of rows has been identified.
# Confirm the import.

EventR then creates a '''new [[Itineraries|itinerary]]''' from the uploaded file.
[[File:Excel Import Page.png|center|thumb|674x674px|Excel Import Confirmation Page]]

== What happens after import ==

* The original itinerary is '''not changed'''.
* A '''new itinerary''' is created instead, so there is no risk of overwriting the existing one if something goes wrong.
* The imported itinerary is labelled with '''<code>(imported)</code>''' to distinguish it from manually created itineraries.

== Limits and notes ==

* Maximum upload size: '''30 MB'''
* The export/import structure must be preserved for the upload to work correctly.
* The feature supports '''[[Stands]]''', not just [[Activity Card|activities]].
* Deeplinks can be included as an optional extra tab during export.

== Recommended workflow ==

# Export the itinerary from the [[EventR Enterprise Coordinator Hub Guide|Coordinator Hub]].
# Edit the workbook in your spreadsheet software.
# Re-upload the file using the Excel import section.
# Review the detected rows on the data review page.
# Create the imported itinerary.
[[Category:3.6.0]]
[[Category:Enterprise]]
[[Category:Excel]]

Itinerary import/export

2026-09-25T12:37:47Z

Alexp: Alexp moved page Itinerary import/export to Itinerary Import and Export

#REDIRECT [[Itinerary Import and Export]]

Itinerary Import and Export

2026-09-25T12:37:46Z

Alexp: Alexp moved page Itinerary import/export to Itinerary Import and Export

EventR AI Agent Skill

2026-09-25T10:41:45Z

Alexp:

The EventR Agent skill can be installed in your favourite AI Harness.

With the introduction of [[Itinerary import/export|Itinerary imports]], you can now use your favourite AI harness to create and edit itineraries from prompts.

We have full details of how to install here in Github: https://github.com/eventr-admin/skills.

Once the skill is installed, restart the harness and you can now use AI to generate. It requires Python's openpxl library to generate the XLSX files, so this may be installed by the agent on first use.

To use try something like:<syntaxhighlight lang="as">
/build-eventr-itinerary use this url as a source: https://www.formula1.com/en/latest/article/formula-1-tag-heuer-gran-premio-de-espana-2026.3EpMV9Idk1jwxq3KtxcC6x
</syntaxhighlight>Alternatively you can just start giving it information and letting it build up the itinerary.zip. The finished zip can be imported into EventR.

You can also have a conversation with an existing itinerary using the skill like:<syntaxhighlight lang="ambienttalk">
/build-eventr-itinerary Has everyone got a flight and hotel? Can you add a booking for everyone who hasn't at the Marriot 4 seasons?

</syntaxhighlight>The AI should be able to interrogate the itinerary and adjust it just with a few words.
[[Category:3.6.0]]
[[Category:AI]]

Itinerary Import and Export

2026-09-25T10:39:10Z

Alexp:

Deeplinks

2026-09-25T10:37:14Z

Alexp: Created page with "EventR App Deeplinks allow you to get a link to a particular part of the app, such as a hotel, flight or booking. For them to work you will need the app installed, and have access to the relevant information. However in a team environment this can still be a handy tool. They can be found from the Calendar Syncing or from the Itinerary Export feature for any itinerary."

EventR App [[wikipedia:Deep_linking|Deeplinks]] allow you to get a link to a particular part of the app, such as a hotel, flight or booking. For them to work you will need the app installed, and have access to the relevant information. However in a team environment this can still be a handy tool. They can be found from the [[Calendar Syncing]] or from the [[Itinerary import/export|Itinerary Export]] feature for any itinerary.

Itinerary Import and Export

2026-09-25T10:34:59Z

Alexp: /* Limits and notes */

== Overview ==
The Itinerary import/export feature allows you to export an itinerary from the [[EventR Enterprise Coordinator Hub Guide|Coordinator Hub]] to a spreadsheet, make bulk edits offline, and then import it back to create a new [[Itineraries|itinerary.]]

This is useful when you want to update many items at once using Excel or another spreadsheet tool, rather than editing items individually in the Coordinator Hub. It works particularly well with our [[EventR AI Agent Skill|EventR AI Skill]] - which will generate you itineraries you can import directly into the system with a few prompts.

[[File:Excel import-export screen.png|thumb|442x442px|Excel Import/Export Page]]
On the Event Information tab in the [[EventR Enterprise Coordinator Hub Guide|Coordinator Hub]], you can open the Itinerary Export screen and switch from the default PDF tab to the Excel tab. The page then splits into two sections:

* '''Export''' — downloads the itinerary as an <code>.xlsx</code> workbook.
* '''Import''' — uploads an <code>.xlsx</code> workbook or a <code>.zip</code> archive to create a new itinerary.

There is option to include a '''deeplinks''' sheet in the downloaded workbook, which will include a tab for deeplinks to each itinerary item in the app.

== Exporting an itinerary ==

# Open the itinerary in the '''Coordinator Hub'''.
# Click '''Itinerary Export'''.
# The export page opens on the '''PDF''' tab.
# In the '''top-right corner''', switch to '''Excel'''.
# Use the '''Export''' section to download the itinerary.

=== Export output ===
The itinerary is exported as an <code>.xlsx</code> workbook.

If the itinerary includes attached files, they are downloaded alongside the workbook and packaged into a <code>.zip</code> file.

You can also choose to include a '''deeplinks''' tab. This adds an additional sheet containing a [[wikipedia:Deep_linking|deeplink]] for every item in the itinerary.

== Importing an itinerary ==
The '''Import''' section allows you to upload either:

* an <code>.xlsx</code> workbook
* a <code>.zip</code> file containing the workbook and attached files in the same format produced by the export

<blockquote>'''Important:''' Attached files must be uploaded in a <code>.zip</code> file. Do not upload a folder directly.</blockquote>

=== Import process ===

# Upload the workbook or <code>.zip</code> file.
# A '''data review''' page appears with detected issues.
# Check that the correct number of rows has been identified.
# Confirm the import.

EventR then creates a '''new [[Itineraries|itinerary]]''' from the uploaded file.
[[File:Excel Import Page.png|center|thumb|674x674px|Excel Import Confirmation Page]]

== What happens after import ==

* The original itinerary is '''not changed'''.
* A '''new itinerary''' is created instead, so there is no risk of overwriting the existing one if something goes wrong.
* The imported itinerary is labelled with '''<code>(imported)</code>''' to distinguish it from manually created itineraries.

== Limits and notes ==

* Maximum upload size: '''30 MB'''
* The export/import structure must be preserved for the upload to work correctly.
* [[Deeplinks]] can be included as an optional extra tab during export. These can be used

== Recommended workflow ==

# Export the itinerary from the [[EventR Enterprise Coordinator Hub Guide|Coordinator Hub]].
# Edit the workbook in your spreadsheet software.
# Re-upload the file using the Excel import section.
# Review the detected rows on the data review page.
# Create the imported itinerary.
[[Category:3.6.0]]
[[Category:Enterprise]]

EventR AI Agent Skill

2026-09-25T10:33:56Z

Alexp:

The EventR Agent skill can be installed in your favourite AI Harness.

With the introduction of [[Itinerary import/export|Itinerary imports]], you can now use your favourite AI harness to create and edit itineraries from prompts.

We have full details of how to install here in Github: https://github.com/eventr-admin/skills.

Once the skill is installed, restart the harness and you can now use AI to generate. It requires Python's openpxl library to generate the XLSX files, so this may be installed by the agent on first use.

To use try something like:<syntaxhighlight lang="as">
/build-eventr-itinerary use this url as a source: https://www.formula1.com/en/latest/article/formula-1-tag-heuer-gran-premio-de-espana-2026.3EpMV9Idk1jwxq3KtxcC6x
</syntaxhighlight>Alternatively you can just start giving it information and letting it build up the itinerary.zip. The finished zip can be imported into EventR.
[[Category:3.6.0]]
[[Category:AI]]

Itinerary Import and Export

2026-09-25T10:31:28Z

Alexp:

== Overview ==
The Itinerary import/export feature allows you to export an itinerary from the [[EventR Enterprise Coordinator Hub Guide|Coordinator Hub]] to a spreadsheet, make bulk edits offline, and then import it back to create a new [[Itineraries|itinerary.]]

This is useful when you want to update many items at once using Excel or another spreadsheet tool, rather than editing items individually in the Coordinator Hub. It works particularly well with our [[EventR AI Agent Skill|EventR AI Skill]] - which will generate you itineraries you can import directly into the system with a few prompts.

[[File:Excel import-export screen.png|thumb|442x442px|Excel Import/Export Page]]
On the Event Information tab in the [[EventR Enterprise Coordinator Hub Guide|Coordinator Hub]], you can open the Itinerary Export screen and switch from the default PDF tab to the Excel tab. The page then splits into two sections:

* '''Export''' — downloads the itinerary as an <code>.xlsx</code> workbook.
* '''Import''' — uploads an <code>.xlsx</code> workbook or a <code>.zip</code> archive to create a new itinerary.

There is option to include a '''deeplinks''' sheet in the downloaded workbook, which will include a tab for deeplinks to each itinerary item in the app.

== Exporting an itinerary ==

# Open the itinerary in the '''Coordinator Hub'''.
# Click '''Itinerary Export'''.
# The export page opens on the '''PDF''' tab.
# In the '''top-right corner''', switch to '''Excel'''.
# Use the '''Export''' section to download the itinerary.

=== Export output ===
The itinerary is exported as an <code>.xlsx</code> workbook.

If the itinerary includes attached files, they are downloaded alongside the workbook and packaged into a <code>.zip</code> file.

You can also choose to include a '''deeplinks''' tab. This adds an additional sheet containing a [[wikipedia:Deep_linking|deeplink]] for every item in the itinerary.

== Importing an itinerary ==
The '''Import''' section allows you to upload either:

* an <code>.xlsx</code> workbook
* a <code>.zip</code> file containing the workbook and attached files in the same format produced by the export

<blockquote>'''Important:''' Attached files must be uploaded in a <code>.zip</code> file. Do not upload a folder directly.</blockquote>

=== Import process ===

# Upload the workbook or <code>.zip</code> file.
# A '''data review''' page appears with detected issues.
# Check that the correct number of rows has been identified.
# Confirm the import.

EventR then creates a '''new [[Itineraries|itinerary]]''' from the uploaded file.
[[File:Excel Import Page.png|center|thumb|674x674px|Excel Import Confirmation Page]]

== What happens after import ==

* The original itinerary is '''not changed'''.
* A '''new itinerary''' is created instead, so there is no risk of overwriting the existing one if something goes wrong.
* The imported itinerary is labelled with '''<code>(imported)</code>''' to distinguish it from manually created itineraries.

== Limits and notes ==

* Maximum upload size: '''30 MB'''
* The export/import structure must be preserved for the upload to work correctly.
* The feature supports '''[[Stands]]''', not just [[Activity Card|activities]].
* Deeplinks can be included as an optional extra tab during export.

== Recommended workflow ==

# Export the itinerary from the [[EventR Enterprise Coordinator Hub Guide|Coordinator Hub]].
# Edit the workbook in your spreadsheet software.
# Re-upload the file using the Excel import section.
# Review the detected rows on the data review page.
# Create the imported itinerary.
[[Category:3.6.0]]
[[Category:Enterprise]]

Excel Itinerary import/export

2026-09-25T10:29:53Z

Alexp: Alexp moved page Excel Itinerary import/export to Itinerary import/export

#REDIRECT [[Itinerary import/export]]

Itinerary Import and Export

2026-09-25T10:29:53Z

Alexp: Alexp moved page Excel Itinerary import/export to Itinerary import/export

== Overview ==
The Excel itinerary import/export feature allows you to export an itinerary from the [[EventR Enterprise Coordinator Hub Guide|Coordinator Hub]] to a spreadsheet, make bulk edits offline, and then import it back to create a new [[Itineraries|itinerary.]]

This is useful when you want to update many items at once using Excel or another spreadsheet tool, rather than editing items individually in the Coordinator Hub.

[[File:Excel import-export screen.png|thumb|442x442px|Excel Import/Export Page]]
On the Event Information tab in the [[EventR Enterprise Coordinator Hub Guide|Coordinator Hub]], you can open the Itinerary Export screen and switch from the default PDF tab to the Excel tab. The page then splits into two sections:

* '''Export''' — downloads the itinerary as an <code>.xlsx</code> workbook.
* '''Import''' — uploads an <code>.xlsx</code> workbook or a <code>.zip</code> archive to create a new itinerary.

There is option to include a '''deeplinks''' sheet in the downloaded workbook, which will include a tab for deeplinks to each itinerary item in the app.

== Exporting an itinerary ==

# Open the itinerary in the '''Coordinator Hub'''.
# Click '''Itinerary Export'''.
# The export page opens on the '''PDF''' tab.
# In the '''top-right corner''', switch to '''Excel'''.
# Use the '''Export''' section to download the itinerary.

=== Export output ===
The itinerary is exported as an <code>.xlsx</code> workbook.

If the itinerary includes attached files, they are downloaded alongside the workbook and packaged into a <code>.zip</code> file.

You can also choose to include a '''deeplinks''' tab. This adds an additional sheet containing a [[wikipedia:Deep_linking|deeplink]] for every item in the itinerary.

== Importing an itinerary ==
The '''Import''' section allows you to upload either:

* an <code>.xlsx</code> workbook
* a <code>.zip</code> file containing the workbook and attached files in the same format produced by the export

<blockquote>'''Important:''' Attached files must be uploaded in a <code>.zip</code> file. Do not upload a folder directly.</blockquote>

=== Import process ===

# Upload the workbook or <code>.zip</code> file.
# A '''data review''' page appears with detected issues.
# Check that the correct number of rows has been identified.
# Confirm the import.

EventR then creates a '''new [[Itineraries|itinerary]]''' from the uploaded file.
[[File:Excel Import Page.png|center|thumb|674x674px|Excel Import Confirmation Page]]

== What happens after import ==

* The original itinerary is '''not changed'''.
* A '''new itinerary''' is created instead, so there is no risk of overwriting the existing one if something goes wrong.
* The imported itinerary is labelled with '''<code>(imported)</code>''' to distinguish it from manually created itineraries.

== Limits and notes ==

* Maximum upload size: '''30 MB'''
* The export/import structure must be preserved for the upload to work correctly.
* The feature supports '''[[Stands]]''', not just [[Activity Card|activities]].
* Deeplinks can be included as an optional extra tab during export.

== Recommended workflow ==

# Export the itinerary from the [[EventR Enterprise Coordinator Hub Guide|Coordinator Hub]].
# Edit the workbook in your spreadsheet software.
# Re-upload the file using the Excel import section.
# Review the detected rows on the data review page.
# Create the imported itinerary.
[[Category:3.6.0]]
[[Category:Enterprise]]

EventR AI Agent Skill

2026-09-25T10:28:12Z

Alexp:

The EventR Agent skill can be installed in your favourite AI Harness.

We have full details of how to install here in Github: https://github.com/eventr-admin/skills

Once its installed, restart the harness and you can now use AI to generate. It requires Python's openpxl library to generate the XLSX files, so this may be installed by the agent.

To use try something like:<syntaxhighlight lang="as">
/build-eventr-itinerary use this url as a source: https://www.formula1.com/en/latest/article/formula-1-tag-heuer-gran-premio-de-espana-2026.3EpMV9Idk1jwxq3KtxcC6x
</syntaxhighlight>Alternatively you can just start giving it information and letting it build up the itinerary.zip. The finished zip can be imported into EventR.
[[Category:3.6.0]]
[[Category:AI]]

Release 3.6.0

2026-09-22T10:30:21Z

Alexp:

'''Release: 22 Sept 2026'''

APP

* iOS Native presentation and speed-ups
* Expense improvements
* Increase map detail
* Introduction of [[EventR Team for Web|Team for Web]]

ECH

* [[Excel Itinerary import/export]]
* [[Itinerary Tags|Itinerary Tag]] defaults
* [[EventR AI Inbox|AI Inbox improvements]]
* [[Image Focal Point editing]]
* [[CO2 emission tracker]] (Premium and Enterprise)
AI Skill

* [[EventR AI Agent Skill|Agent Skill]] for Claude, Cursor Opencode, Pi etc.

[[Category:Releases]]
[[Category:3.6.0]]

Itinerary Import and Export

2026-09-22T09:11:18Z

Alexp:

The Excel itinerary import/export feature allows you to export an itinerary from the [[EventR Enterprise Coordinator Hub Guide|Coordinator Hub]] to a spreadsheet, make bulk edits offline, and then import it back into EventR to create a new [[Itineraries|itinerary.]]

This is useful when you want to update many items at once using Excel or another spreadsheet tool, rather than editing items individually in the Coordinator Hub.

== Overview ==
[[File:Excel import-export screen.png|thumb|442x442px|Excel Import/Export Page]]
From an itinerary in the [[EventR Enterprise Coordinator Hub Guide|Coordinator Hub]], you can open the export screen and switch from the default PDF tab to the Excel tab. The page then splits into two sections:

* '''Export''' — downloads the itinerary as an <code>.xlsx</code> workbook.
* '''Import''' — uploads an <code>.xlsx</code> workbook or a <code>.zip</code> archive to create a new itinerary.

You can also optionally include a '''deeplinks''' tab, which will include a tab for deeplinks to each itinerary item in the app.

== Exporting an itinerary ==

# Open the itinerary in the '''Coordinator Hub'''.
# Click '''Itinerary Export'''.
# The export page opens on the '''PDF''' tab.
# In the '''top-right corner''', switch to '''Excel'''.
# Use the '''Export''' section to download the itinerary.

=== Export output ===
The itinerary is exported as an <code>.xlsx</code> workbook.

If the itinerary includes attached files, they are downloaded alongside the workbook and packaged into a <code>.zip</code> file.

You can also choose to include a '''deeplinks''' tab. This adds an additional sheet containing a deeplink for every item in the itinerary.

== Importing an itinerary ==
The '''Import''' section allows you to upload either:

* an <code>.xlsx</code> workbook
* a <code>.zip</code> file containing the workbook and attached files in the same format produced by the export

<blockquote>'''Important:''' Attached files must be uploaded in a <code>.zip</code> file. Do not upload a folder directly.</blockquote>

=== Import process ===

# Upload the workbook or <code>.zip</code> file.
# A '''data review''' page appears.
# Check that the correct number of rows has been identified.
# Confirm the import.

EventR then creates a '''new [[Itineraries|itinerary]]''' from the uploaded file.
[[File:Excel Import Page.png|center|thumb|674x674px|Excel Import Confirmation Page]]

== What happens after import ==

* The original itinerary is '''not changed'''.
* A '''new itinerary''' is created instead, so there is no risk of overwriting the existing one if something goes wrong.
* The imported itinerary is labelled with '''<code>(imported)</code>''' to distinguish it from manually created itineraries.

== Limits and notes ==

* Maximum upload size: '''30 MB'''
* The export/import structure must be preserved for the upload to work correctly.
* The feature supports '''[[Stands]]''', not just [[Activity Card|activities]].
* Deeplinks can be included as an optional extra tab during export.

== Recommended workflow ==

# Export the itinerary from the [[EventR Enterprise Coordinator Hub Guide|Coordinator Hub]].
# Edit the workbook in your spreadsheet software.
# Re-upload the file using the Excel import section.
# Review the detected rows on the data review page.
# Create the imported itinerary.
[[Category:3.6.0]]
[[Category:Enterprise]]

Category:3.6.0

2026-09-22T08:46:55Z

Alexp: Created page with "Release 3.6"

Release 3.6

EventR Team for Web

2026-09-22T07:27:03Z

Alexp:

EventR Team for Web

2026-09-22T07:26:29Z

Alexp: Created page with "EventR Team for Web can be found [https://l.softpauer.com/teamforweb here]. It is a web accessible version of the EventR Team app with some limits to functionality. It allows users to quickly log in from anywhere and check their information using their standard EventR credentials. It functions the same as EventR Team with the following limits: * Notifications for Chat are not supported * No Widgets or Calendar Integration * No offline capability"

Release 3.6.0

2026-09-22T07:21:46Z

Alexp:

'''Release: TBD'''

APP

* iOS Native presentation and speed-ups
* Expense improvements
* Increase map detail
* Introduction of [[EventR Team for Web|Team for Web]]

ECH

* [[Excel Itinerary import/export]]
* [[Itinerary Tags|Itinerary Tag]] defaults
* [[EventR AI Inbox|AI Inbox improvements]]
* [[Image Focal Point editing]]
* [[CO2 emission tracker]] (Premium and Enterprise)
AI Skill

* [[EventR AI Agent Skill|Agent Skill]] for Claude, Cursor Opencode, Pi etc.

[[Category:Releases]]
[[Category:3.6.0]]

Itinerary Tags

2026-09-11T18:09:27Z

Alexp:

[[File:Home screen - itinerary tag highlighted.jpg|thumb|Home screen - itinerary tag highlighted]]
This feature requires [[EventR Enterprise Coordinator Hub Guide|Enterprise Coordinator Hub access]]. Itinerary Tags appear as coloured areas in the top of the home screen of the app. They allow you to assign as many names and colours as you want to help you categorise your itineraries into groups. In the app if you tap on the coloured area a tray will open with the list of tag names. You can also see them from the [[EventR Team Itinerary List Screen|itinerary list screen]]

In the coordinator itinerary tags perform an number of grouping tasks. [[Roles and access|User permissions]] can be assigned by itinerary tag allowing you to make admins for one group of itineraries. In the search you can filter by itinerary tag.
[[File:Create Itinerary Tag.png|left|thumb|140x140px|Create Itinerary Tag]]
To create a tag, you must go to the [[Itinerary Event Information Tab|Event Information]] tab, and click on the luggage tag icon next to the Itinerary Name field. This will open an overlay where you can "Create a new Tag". Tags can be given a colour and a name.

Once a tag is created, if you select the tag icon at the top of the screen, you can filter the dropdown or side bar by selecting the tags for the itineraries you want to show.

=== Archive ===
The Archive tag is a special tag that is not shown by default. You can however select it, and show all archived Itineraries. Itineraries are assigned the Archive tag when you first try to delete them. If you want to recover something accidentally deleted you can remove the Archive tag, and it will be restored. If you delete something with the archive tag it will be permanently deleted.
[[Category:3.6.0]]

EventR AI Agent Skill

2026-09-11T11:04:51Z

Alexp:

The EventR Agent skill can be installed in your favourite AI Harness.

To install in Claude, simply drag this file into the prompt.

[[File:Build-eventr-itinerary.zip]]

Once its installed, restart the harness and you can now use AI to generate. It requires Python's openpxl library to generate the XLSX files, so this may be installed by the agent.

To use try something like:<syntaxhighlight lang="as">
/build-eventr-itinerary use this url as a source: https://www.formula1.com/en/latest/article/formula-1-tag-heuer-gran-premio-de-espana-2026.3EpMV9Idk1jwxq3KtxcC6x
</syntaxhighlight>Alternatively you can just start giving it information and letting it build up the itinerary.zip. The finished zip can be imported into EventR.

Check back here for updates to the skill.
[[Category:3.6.0]]
[[Category:AI]]

EventR AI Agent Skill

2026-09-11T11:03:49Z

Alexp:

File:Build-eventr-itinerary.zip

2026-09-11T10:51:28Z

Alexp:

EventR AI Agent Skill

2026-09-11T10:51:04Z

Alexp: Created page with "The EventR Agent skill can be installed in your Claude File:Build-eventr-itinerary.zip"

The EventR Agent skill can be installed in your Claude

[[File:Build-eventr-itinerary.zip]]

Release 3.6.0

2026-09-11T10:40:08Z

Alexp:

'''Release: TBD'''

APP

* iOS Native presentation and speed-ups
* Expense improvements
* Increase map detail

ECH

* [[Excel Itinerary import/export]]
* [[Itinerary Tags|Itinerary Tag]] defaults
* [[EventR AI Inbox|AI Inbox improvements]]
* [[Image Focal Point editing]]
* [[CO2 emission tracker]] (Premium and Enterprise)
AI Skill

* [[EventR AI Agent Skill|Agent Skill]] for Claude, Cursor Opencode, Pi etc.

[[Category:Releases]]
[[Category:3.6.0]]

Release 3.5.0

2026-09-10T14:22:14Z

Alexp:

APP

* Improved [[To-Dos/Power Lists|todo lists]], supporting inline checkboxes and generating dates from event dates.
* A new [[Alerts|Alert Feed]] for itinerary updates!
* Add a liquid glass tab bar for iOS 26.
* [[Local Notifications|Local notifications]], [[Calendar Syncing|calendar]] and [[Home Screen Widget (iOS)|widget]] settings are now accessible via the summary page, and you can filter by [[Activity Category Tags|custom categories]] and public items.
* Team Members entries can now be displayed by date and time. This is enabled via the [[Team Members page|Team settings]].
* [[EventR Expense Guide|Improved expenses]] on low network coverage.
* Hungarian, Polish, Russian, Greek, Turkish, and many more [[translations]] are available.
* Choose between [[Map#Using an address outside of EventR|Waze, Google Maps and Apple Maps]] when tapping on an address.
* Many more improvements and bug fixes!

ECH

* Improved [[To-Dos/Power Lists]] to support inline checkboxes and Auto Dates derived from Event Dates.
* Add a Return to [[EventR AI Inbox|AI Inbox]] page floating button.
* Fix the activity type selector to display the currently selected item in activity section.
* Added back office versioning into the sidebar so, customer service improvements.
* Added labels and aligned booking information in the sections.
* New optional itinerary [[Generate Itinerary PDF|PDF]] layout with categories, visibility, and status filters.
* AI fixes to switch to the correct itinerary.
* Section Item dropdowns now show item type and visibility.
* Support for CHF swiss currency.
[[Category:3.5.0]]
[[Category:Releases]]

Category:Releases

2026-09-10T14:21:52Z

Alexp: Created page with "EventR Release Notes Category"

EventR Release Notes Category

Release 3.6.0

2026-09-10T14:21:27Z

Alexp:

Release 3.4.1

2026-09-10T14:20:57Z

Alexp:

Release Notes

ECH

* [[Rooming Lists|New improved Rooming Lists can save multiple orders so that they can be worked on by the team]].
* Improved spreadsheet user upload to support uploading [[How to add users to EventR via a spreadsheet|User Additional Information]].
* Add [[User personal data|alert severity level]] on settings page for users additional information.
* [[Power List Features|To do list now can support Costs, enabling allowances, ordering and via reporting billing (Premium and Enterprise tier).]]
* [[EventR Expense Guide|User expenses also support distance expenses.]]
* [[Generation PDF|Itinerary PDF]] Enhancements.
* Small tweaks, enhancements and bug fixes.

APP

* Add distance to '''[[EventR Expense Guide|expenses]]'''.
* Add [[EventR Expense Guide|expense tracking]] for the whole team to the the Plus subscription.
* A pop up to remind the user to fill the required [[User personal data|user additional information]].
* [[Power List Features|To do list now can support Costs]], enabling allowances, ordering and via Reporting Billing (Premium and Enterprise tier).
* Small tweaks, enhancements and bug fixes.

[https://eventr.softpauer.com/?p=11651&preview=true Link to Blog]
[[Category:3.4.1]]
[[Category:Releases]]

Releases

2026-09-10T14:20:43Z

Alexp:

[[Release 3.4.1]]

[[Release 3.5.0]]

[[Release 3.6.0]]
[[Category:Releases]]

Release 3.6.0

2026-09-10T14:19:57Z

Alexp:

EventR AI Inbox

2026-09-10T14:18:54Z

Alexp:

== Overview ==
The EventR platform features integration with AI technology (sometimes referred to as Booking AI), to make managing your events, costs, and itineraries easier and more hassle-free. In the EventR Coordinator, an itinerary can be populated by '''''forwarding the bookings''''' to a designated email''.''

If your organisation is on the Standard plan or higher, you have access to the AI Inbox, which allows you to send emails containing itinerary-relevant documents to a provided '''eventr-bookings''' email, view AI-suggested itinerary items created based on those documents, and add them seamlessly to your itinerary.

To access the EventR AI Inbox go to the coordinator left side and click on '''AI Inbox'''. This opens the Booking AI page seen below.

=== Forward Your Bookings ===
To get started, click the "Forward Your Bookings" button on the top right.
[[File:Eventr-ai-forward.png|alt=Picture showing the AI Inbox, and where on the inbox the 'Forward Your Bookings' button can be found.|center|thumb|935x935px|You can also find this button on other pages, specifically those that allow you to view or add new itinerary items.]]
Ensure you have the correct itinerary selected. Copy the eventr-booking email address shown. Open your mail box and send or forward your bookings to the copied email address. Note that the supported file types in email attachments are:

* PDF
* XLS/XLSX
* DOC/DOX
* PPTX/PPT
* CSV
* TXT
* HTML
* XML
* EML
* JPG
* PNG
* BMP

[[File:Eventr-wiki-ai-copy-email.png|alt=Image showing the Forward Your Bookings popup.|center|thumb|707x707px|Make sure the correct itinerary is selected before copying the email address, as each address is unique to each itinerary.]]
Head back to the coordinator. A red dot on the Inbox AI icon on the sidebar indicates there is an unread email on the Booking AI page.

Go to Booking AI page. The ''Inbox tab'' displays all emails sent or forwarded to be reviewed for your itinerary. Inbox emails have a status indicated by dots:

* 🟡 Pending, currently being processed
* 🟢 Completed, ready for review
* 🔴 Failed, or timed out

The Archive tab displays emails or proposed itinerary items that have been archived. You can archive an email or itinerary item with the Archive button on the right when hovering over a section.

=== Add booking to the itinerary ===

==== Manually ====
Each email has a summary displayed on hovering on the email subject for successfully completed emails. Clicking on the subject also opens a summary overlay. You can see all the bookings that the AI has located by clicking the arrow on an email, dropping down the menu.
[[File:Screenshot 2026-05-29 at 09.58.02.png|center|thumb|736x736px|image indicating booking AI email booking counter and summary on hovering the email subject]]
[[File:Email with more info2.png|alt=booking create button|center|thumb|749x749px|Image showing email itinerary, email name and create button to add the booking to the itinerary]]Click the "+" button on any suggested itinerary item to add it to your itinerary. This should open the relevant section form. Make sure to double-check all the form information is correct, and make any edits needed. Then, click "''Save''". The booking is now successfully added to the itinerary.[[File:Eventr-wiki-ai-item-save.png|alt=An image showing a filled-out itinerary item from the AI Inbox.|center|thumb|706x706px]]Once the booking has been saved successfully you can press the "''Return to Ai Inbox''" button which will take you back to the ai inbox so you can pickup where you left off.
[[File:EventRAIInbox.png|center|thumb|825x825px]]

To delete or archive multiple emails use the ''Select All'' checkbox. You can also select individual emails, and individual itinerary items.[[File:Eventr-wiki-ai-inbox2.png|alt=An image showing a new email and itinerary item in the AI Inbox.|center|thumb|752x752px|You can use the checkboxes on the left of emails or their section items to perform deletion or archive operations on multiple items at once.]]

==== Using Hotkeys ====
[[File:BookingAIHotkeys.png|thumb|Booking AI Hotkeys]]
You can also create a booking using keyboard shortcuts. Use the Up and Down arrow keys to navigate between emails and booking entries, and the Left and Right arrow keys to expand or collapse each email.

When a booking entry is selected, press '''C''' to create the booking. This performs the same action as clicking the '''+''' button.
[[File:UsersNotFound.png|thumb|Users not found AI Inbox dialog example]]
If creation is successful it will take you to the relevant booking page and you can press '''S''' to save the booking. You will then be returned to the AI Inbox with the next booking selected. So you can quickly add booking entries by pressing '''C''' and then '''S''' repeatedly.
[[File:AIInboxMergeBooking.png.png|thumb|AI Inbox merge booking dialog example]]
If the booking already exists after pressing '''C''' it will show a dialog asking you if you wish to merge it with an existing booking or create a new one. Pressing '''M''' will merge the booking.

If the booking has users which cannot be found in your organisation after pressing '''C''' it will show a dialog asking you if you still wish to continue pressing '''C''' will go ahead and create a new booking.[[File:HotkeyUnderlined.png|thumb|Hotkeys underlined]]
During the creation flow if you see any action text underlined this means it can be pressed using the letter that is underlined.
[[File:AIInboxFlowDiagram.png|thumb|947x947px|AI Inbox flow diagram|center]]

=== Forwarded Bookings Format Cheat Sheet ===
EventR AI supports a broad list of file formats, but for an email to be processed successfully, certain pieces of information are useful for the AI to locate and set details correctly. If you're creating a spreadsheet of your itinerary and intending to use the AI to import your event, this section might be helpful.

====== General Rule ======
Members added to the section should have first and last names.

A section item must at least have a Start Time to be added successfully.

Any notes are added as booking additional information which are only visible to the members in that specific booking.

==== Flights ====

* Flight Number and Flight Date
* Departure and Arrival date and time,
* Departure and Arrival Airport codes
* Reference Number or seat number if provided
* Passenger specific information can be added as additional information

==== Accommodation ====
* Hotel name
* Guest names should ideally be in the same column.
* Hotel Default Check-in and Check-out date and times if all guests have the same check-in and out date and time
* Guest Check-in and Check-out date and times if there is a variation of the check-in and check-out date and time
* Booking reference ,room type or additional information if provided[Optional][[File:Hotel important information for AI.png|alt=hotel key information|center|thumb|917x917px|Sample image showing hotel key information for successful AI processing]]

==== Hire/Rental Car ====
[[File:AI hire card file format.png|alt=Image showing hire car file format or required data for a successful AI data extraction|center|thumb|938x938px|Image showing hire car key information for a successful AI processing]]

==== Transport ====
[[File:Ai transport file format.png|alt=Image showing transport key information for a successful Ai processing|center|thumb|955x955px|Image showing transport key information for a successful Ai processing]]

==== Activities ====

==== Parking ====
[[Category:3.5.0]]
[[Category:AI]]
[[Category:Booking AI]]

EventR AI Inbox

2026-09-10T14:18:33Z

Alexp:

Release 3.6.0

2026-09-10T14:17:55Z

Alexp: Created page with "'''Release: TBD''' APP * iOS Native presentation and speed-ups * Expense improvements * Increase map detail ECH * Excel Itinerary import/export * Itinerary Tag defaults * Booking AI improvements * Image Focal Point editing * CO2 emission tracker (Premium and Enterprise)"

Releases

2026-09-10T14:15:30Z

Alexp:

[[Release 3.4.1]]

[[Release 3.5.0]]

[[Release 3.6.0]]

How to add users to EventR via a spreadsheet

2026-08-19T13:14:11Z

Alexp:

[[File:New user dialog.png|thumb|Add new user dialog]]
[[File:Additonal user info setting.png|thumb|Additional user info setting on admin page]]
[[File:Users export.png|thumb|Example of a users CSV export opened in Numbers]]

== Export ==
From the [[ECH User Screen|user screen]], you can click on the button to Add a user. If you click on "Upload file", there is a button marked "Download Current User Data". You can export in either CSV Or XLS format.

== Import ==
The user spreadsheet import-export feature supports both CSV (comma separated variables) and XLS format. To get started we recommend downloading the existing user data, then editing the spreadsheet.
[[File:Upload tags.png|thumb|Example: Uploading department and groups]]
Groups can be added with a ',' between them, along with Departments, and Permissions.

If the system has [[user personal data]] turned on in Admin -> Settings, this information will appear too in the export.

If the user being added is new to EventR (e.g. a company email) you may edit the user personal data as an Administrator. However if they are a member of multiple teams or have a personal EventR app with the same email, this data cannot be modified in this way.
[[File:Upload user dialog.png|thumb|Upload users dialog]]
When you upload, it is important to have a First Name, Last name, and email address for every user - the Email address is required since that is where the invite will be sent to.

During the upload you may have a conflict, or a partial change. The system will present a dialog allowing you to confirm what you want to do before the upload actually happens.

If [[Departments and Groups]] are not already created, they can be created on the first screen. If you choose not to create them, the users will be added without them.

Once a spreadsheet has been uploaded, users will not receive the invite email until you check the box next to them and select "Invite".
[[Category:3.4.1]]
[[Category:Excel]]

Costing and Budgeting

2026-08-19T13:13:38Z

Alexp:

EventR supports a detailed and complex cost model for your events. It features

* Multiple currencies independently tracked
* Cost centre attribution
* Multiple parts per cost - so taxes, and cost breakdowns for a single purchase can be tracked
* A description
* [[wikipedia:Merchant_category_code|ISO18245 Merchant category codes]] for compatibility with third parties
* Optional user attribution
* Equivalent entries in a budget
* Approval status
* Invoice date

At the basic level costs accrue from all the sections to give you an overall amount spent in each currency. At present we make no attempt to convert currencies, though this might change in the future.
[[File:Itinerary Costing Tab.png|center|thumb|Itinerary Costing Tab]]
The Edit Costs screen also allows you to download and upload an Excel Spreadsheet of the costs to allow for simple import and export from third party systems.
[[File:Cost Ledger Screen.png|center|thumb|Cost Ledger Screen]]
[[Category:Excel]]

EventR Expense Guide

2026-08-19T13:13:17Z

Alexp:

{{Infobox Feature
| name = Expenses
| image = ExpenseFeature.jpg
| version = 3.0.0
| tier = Plus, Standard, Premium and Enterprise
}}

== Overview ==
EventR provides functionality for recording and managing expenses across the EventR ecosystem. We support two types of expenses: '''Distance''' and '''Standard'''. Distance expenses are used to record travel, allowing you to track journeys made by car, van, bicycle, or other modes of transport. Standard expenses cover all other types of spending. Together, these options provide a simple and flexible way for users to record and manage their expenses.

== Accessing Expenses ==
Gaining access to Expenses in EventR is controlled through a combination of organisation settings, your subscription tier, and assigned permissions. The available functionality depends on how expense tracking is configured and what level of access the user has.

To access and use expense functionality, the following conditions must be met:

==== 1. [[Expense tracking modes|Expense tracking mode]] ====

The mode must be set to 'Personal' or 'Approval'.

==== 2. User Permissions ====

The user must be assigned the '''“Add Expenses”''' permission within their role. This can be found inside the admin section on the permissions tab.

==== 3. Subscription Tier Access ====
Access to expense features also depends on the user’s subscription tier:

{| class="wikitable"
|-
! User tier
! Personal
! Approval
|-
| Team
| style="text-align:center;" | ❌
| style="text-align:center;" | ❌
|-
| Plus
| style="text-align:center;" | ✔
| style="text-align:center;" | ❌
|-
| Standard
| style="text-align:center;" | ✔
| style="text-align:center;" | ❌
|-
| Premium
| style="text-align:center;" | ✔
| style="text-align:center;" | ✔
|-
| Enterprise
| style="text-align:center;" | ✔
| style="text-align:center;" | ✔
|}

== Expenses in [[EventR Team Guide|EventR Team App]] ==
{| style="width:100%; margin:auto;"
|-
| style="width:60%; vertical-align:top;" |
You can manage your own personal expenses by pressing the Expense icon on the home page.

| style="width:40%; vertical-align:top;" |
[[File:EXPENSE 1.jpg|thumb|250px|Expense icon on home page]]

|-
| style="width:60%; vertical-align:top;" |
This takes you to a page displaying a list of your expenses. From here, you can add a new expense using the plus button in the bottom right corner, or view, edit, or delete existing expenses by selecting them from the list.

| style="width:40%; vertical-align:top;" |
[[File:EXPENSE 3.jpg|thumb|250px|Expense list page]]
|-
| style="width:60%; vertical-align:top;" |
When an expense is submitted with an image, it is processed by [[EventR AI]] to automatically extract relevant details. Once this process is complete, the AI Bobbin will appear on the expense card in the list view.

Selecting the expense from the list will take you to the edit page, where the AI-generated information is displayed. You’ll then have the option to update the expense using these suggested details.

| style="width:40%; vertical-align:top;" |[[File:Edit Expense.png|thumb|543x543px|Expense list page]][[File:EXPENSE 5.jpg|thumb|250x250px|Expense card with AI Bobbin]][[File:EXPENSE 6.jpg|thumb|516x516px|AI Expense Review]]

|}

== Expenses in [[EventR Enterprise Coordinator Hub Guide|ECH]] ==
To view existing expense submissions for your organisation, navigate to the [[ECH User Screen]] and select the [[EventR Enterprise Coordinator User Expenses tab|User Expenses tab]]. Here, you’ll see a table displaying all expenses for the currently selected itinerary. From this view, you can update the status of each expense, allowing you to approve or reject submissions as needed.
[[File:EXPENSES 4.png|thumb|945x945px]]
[[Category:3.4.1]]
[[Category:3.5.0]]
[[Category:Excel]]

EventR Enterprise Coordinator Hub Itinerary Planning Tab

2026-08-19T13:12:52Z

Alexp:

The Planning Tab allows you to work out exactly what is going on. By default it shows every Activity along the top in correct chronological order, and every team member down the left. The colour of the boxes indicate whether the user is allocated to the activity.
[[File:ECH Planner Tab Filtered by Accomodation and Flights.png|center|thumb|ECH Planner Tab Filtered by Accomodation and Flights]]
The Box colour can be one of the following:

* Dark Blue - day boundary
* Light green - assigned
* Dark Green - assigned, but with altered check in/check out
* White - unassigned
* Yellow - [[Booking statuses|Pending confirmation]]
* Grey - Cancelled

Along the top the [[Activity Category Tags|Activity Category]] colour will be used for the background if set. The timezone and time are shown next to the activity name, along with its Icon - this can be adjusted using the right pane button to configure view options.

The User's groups will also be shown as colours next to the name.

The top area allows for filtering by various groupings - use these to make it easier to focus on particular checks.

The columns can be sorted by clicking on the titles, this allows you to quickly find people who have not been correctly allocated.
[[File:Planner Screen Settings.png|thumb|Planner Screen Settings]]
The right pane can be broken out. It contains three options - the first shows details of the cell you have clicked on.

The Second contains a number of view controls:

* Table Header Controls - adjust the look and feel of the header
* Keep Icons Vertical - turned off the icons are shown rotated by the Angle of the headings
* Collapse empty days - this can be helpful if you have a long running itinerary with lots of empty space.
* Display section icons - turn on or off icons to save space.
* Display Visibility Icon - show the [[Activity visibility levels|Activity visibility level]] icon
* Display Timezone - remove the timezones by turning off
* Sort by end date sorts the top columns by end time, not start, which can be useful if you care about Arrivals.
* Display Only Start and End day for Hire Cars can help declutter the view.
* Colour Unique timings for accommodation section turns dark green back into light green regardless of checkout.
* Formatters adjust how date and times are formatted on the table.
* Name Format allows you to configure different name formatting options.

The third button allows you to export the table to an Excel document.
[[Category:Excel]]

Orders

2026-08-19T13:12:19Z

Alexp:

{{Infobox Feature
| name = Orders
| version = [[Release 3.4.1|3.4.1]] (BETA)
| tier = Standard, Premium and Enterprise
}}

= Overview =
The '''Orders''' feature allows users to create, manage, save, and generate request documents for both '''Accommodation''' and '''Flight''' bookings. It acts as a central workspace for collecting booking requirements, guest preferences, and order details related to an itinerary. Users can generate PDFs for sharing with suppliers, export order data to spreadsheets, and import existing booking data from exported files.

= Accessing Orders =
{| style="width:100%; margin:auto;"
|-
| style="width:60%; vertical-align:top;" |
To find the Orders functionality, select '''Create Order''' from the itinerary section in the ECH. This opens the Orders workspace in a full-screen modal.

On opening, users can select the type of order to create using the '''Order Type''' dropdown in the top bar:

- '''Accommodation''' - For hotel and accommodation requests

- '''Flight''' - For flight booking requests

| style="width:40%; vertical-align:top;" |[[File:Screenshot 2026-08-04 at 11.07.33.png|thumb|When you have no existing orders, button is located bottom centre.]][[File:Screenshot 2026-08-04 at 11.08.41.png|thumb|Button moves into the header when you have existing orders.]]
|}

= Managing Orders =
{| style="width:100%; margin:auto;"
|-
| style="width:60%; vertical-align:top;" |New orders begin as unsaved drafts until they are saved.
When creating a new order, the form is automatically pre-filled using information from the selected itinerary, including dates, location, and lead booker details where available. The agent notes field is pre-populated with a template relevant to the selected order type.

=== Layout Overview ===
The Orders workspace is divided into four main sections:

- Top Bar

- Sidebar

- Main Form

- Bottom Bar

== Top Bar ==

=== Order Type Selector ===
Dropdown to select the type of order to create when clicking "Create New":

- '''Accommodation''' - Hotel and accommodation booking requests

- '''Flight''' - Flight booking requests

Changing the selector does not affect the currently open order. The selected type applies to the next new order created.

=== Reset ===
Restores the currently selected order back to its last saved state.

If editing a new unsaved draft, the form will revert to its original pre-filled itinerary values.

=== Create New ===
Creates a new unsaved order draft of the type selected in the Order Type dropdown, while keeping the current modal open.

If unsaved changes exist, the user will be prompted to save or discard them before continuing.

The new order is automatically given a unique title based on the itinerary name.

=== Close ===
Closes the Orders modal.

If there are unsaved changes, the user will be prompted to save or discard the draft before closing.

== Sidebar ==
The sidebar contains all saved orders (both Accommodation and Flight) for the currently selected itinerary.

=== Search ===
Filters saved orders by order name.

=== Refresh ===
Reloads the latest orders from the server without closing the modal.

=== Order Entries ===
Displays all saved orders ordered by most recently updated first.

Each entry displays:

- Order name

- Order type tag ('''Accommodation''' or '''Flight''')

- Last modified date and time

Selecting a different order will load its saved data into the form and automatically switch the form to the correct type.

If unsaved changes exist, the user will be prompted to save or discard them before switching.

When no order is selected, the sidebar shows a '''Draft''' entry indicating an unsaved draft is being edited.

== Bottom Bar ==

=== Save ===
Saves the current order.

Once saved:

- The order becomes persistent

- It appears in the sidebar with the appropriate type tag

- Future edits can be restored using Reset

=== Delete / Discard Draft ===
Deletes the currently selected saved order. This action cannot be undone and requires confirmation.

If working on an unsaved draft, this button instead discards the draft and requires confirmation.

=== Generate PDF ===
Generates a PDF version of the current order using all entered form data. The PDF format adapts to the order type:

- '''Accommodation PDF''' - Includes hotel details, guest rooming assignments, check-in/check-out times, and contact information. Designed for sharing with hotels, accommodation providers, or booking agents.

- '''Flight PDF''' - Includes flight details, passenger list, airline information, departure and arrival details, and special requests. Designed for sharing with airlines, flight providers, or booking agents.

=== Export Format ===
Optional dropdown to select the export file format:

- '''XLSX''' (default)

- '''CSV'''

=== Export ===
Generates a downloadable spreadsheet of the current order's details. The exported file format adapts to the order type:

==== Accommodation Export ====
Includes:

- Team Name, Itinerary Name, Order Name

- Selected Hotel details (Name, Address, Check-In/Out Times, Telephone)

- Guest table with: Guest Names, Check-In Date/Time, Check-Out Date/Time, Room Type, Booking Reference

==== Flight Export ====
Includes:

- Team Name, Itinerary Name, Order Name

- Flight details (Airline, Cabin Class, Flight Number, Departure Date/Time & Airport, Arrival Date/Time & Airport)

- Passenger table with: Passenger Names, Booking Reference

=== Import ===
Imports order data from a previously exported XLSX or CSV file. The system automatically detects whether the file contains Accommodation or Flight data and populates the corresponding section form.

==== Accommodation Import ====
Imports hotel details, guest room assignments, check-in/check-out dates, room types, and booking references. Creates a new hotel in the itinerary and associates it with the imported order. Validates guest names against current itinerary members, date formats, and room date logic.

==== Flight Import ====
Imports flight details including airline, cabin class, flight number, departure/arrival airports and dates, and passenger list. Creates a new flight in the itinerary and associates it with the imported order. Validates passenger names against current itinerary members, airport codes, date formats, and cabin class values.If validation errors are found during import, they are displayed in a dialog showing a spreadsheet preview of the imported data with errors highlighted, allowing the user to identify and fix issues before re-importing.

[[Itinerary Section Template Import|Itinerary Sections Import Guidelines]]

== General Form Fields ==
These fields are shared across both Accommodation and Flight order types.

=== Order Name * ===
The title of the order.

This is used:

- In the sidebar list

- As the PDF title

- To help identify booking requests

Examples:

- "Trip to Milan"

- "Barcelona Conference Accommodation"

- "London Team Flight Bookings"

=== Lead Booker Contact Name ===
The primary contact person responsible for the booking request. Typically pre-filled using the current user profile.

=== Lead Booker Phone Number ===
The primary contact phone number for suppliers to use when responding to the request.

=== Lead Booker Contact Email ===
The main email address suppliers should use for communication. Usually pre-filled from the logged-in user profile.

=== Additional Emails ===
Optional comma-separated email addresses that should also receive communications or copies of the generated PDF.

Example: <code>ops@company.com, travel@company.com</code>

=== Event Location ===
The destination, venue, or event location related to the booking request. Uses an interactive map address selector.

=== Stay Dates * ===
The date range for the booking. Typically pre-filled from the itinerary dates.

=== Response Due Date ===
The deadline by which suppliers or agents should respond to the request.

=== Additional Information for Agent ===
Free-text notes intended for suppliers or booking agents. Character limit of 1024 with a remaining character counter.

This content is included in the generated PDF. The field is pre-populated with a template based on the order type:

==== Accommodation template ====

- Desired room type

- Required services (wifi, parking, breakfast etc)

- Additional requests

==== Flight template ====

- Special meal requirements

- Seat preferences

- Additional requests

=== Team Internal Comments ===
Internal-only notes visible to EventR users. Intended for operational or planning purposes and not shared with suppliers.

Examples:

- Internal approval notes

- Supplier preferences

- Budget discussions

- Booking reminders

== Accommodation-Specific Fields ==

=== Select Accommodations ===
Selects an existing hotel/accommodation item from the itinerary.

When selected:

- Related guest information can be used

- Room counts may auto-populate based on assigned guests

- Guest data can be included in the generated PDF

=== Number of Rooms Required ===
The total number of rooms required for the stay. May automatically populate based on the selected hotel's guest assignments, but can also be edited manually.

=== Maximum Number of Hotels to Split \* ===
Defines how many separate hotels the booking can be split across. Options: 1, 2, 3, or 4.

Examples:

- <code>1</code> = all guests must stay in the same hotel
- <code>2</code> = guests may be split between two hotels

=== Maximum Distance from Event ===
Optional distance limit between the accommodation and the event location.

# Examples: "5km", "15 minute walk"

=== Minimum Cost per Night per Room ===
Optional minimum nightly room budget. Useful when requesting accommodation within a preferred pricing range.

=== Maximum Cost per Night per Room ===
Optional maximum nightly room budget. Helps suppliers avoid quoting accommodation outside budget requirements.

== Flight-Specific Fields ==

=== Select Pending Flight ===
Selects an existing pending flight from the itinerary.

When selected, the form is automatically pre-populated with:

- Flight number/booking reference

- Airline name

- Departure airport

- Arrival airport

- Departure date and time

- Arrival date and time

- Number of passengers

Only flights currently marked as '''Pending''' are available.

=== Flight Number ===
The flight booking reference number. May be pre-filled from the selected flight.

=== Airline ===
The airline operating the flight. May be pre-filled from the selected flight.

=== Number of Passengers ===
The total number of passengers for the flight. May automatically populate based on the selected flight's passenger list, but can also be edited manually.

=== Cabin Class ===
The requested cabin class for the flight. Options:

- Economy

- Premium Economy

- Business

- First

=== Departure Airport ===
The departure airport for the flight. Uses an interactive airport selector with search functionality. May be pre-filled from the selected flight.

=== Arrival Airport ===
The arrival airport for the flight. Uses an interactive airport selector with search functionality. May be pre-filled from the selected flight.

=== Departure Date ===
The departure date and time for the flight. Uses a date/time picker with warning indicators for dates outside the event range. May be pre-filled from the selected flight.

=== Arrival Date ===
The arrival date and time for the flight. Uses a date/time picker with warning indicators for dates outside the event range. May be pre-filled from the selected flight.

== Draft Handling ==
Orders support unsaved drafts.

If the user attempts to:

- Close the modal

- Switch orders

- Refresh data

- Create a new draft

- Change the order type (while in unsaved draft mode)

while unsaved changes exist, EventR will prompt the user to:

- Save changes

- Discard changes

This helps prevent accidental data loss.
| style="width:40%; vertical-align:top;" |[[File:Screenshot 2026-08-04 at 11.11.05.png|thumb|Example: Draft order]][[File:Screenshot 2026-08-04 at 11.19.48.png|thumb|Multiple orders view with type tags]]
|}
[[Category:3.4.1]]
[[Category:Excel]]

How to add users to EventR via a spreadsheet

2026-08-19T12:12:47Z

Alexp:

Itineraries

2026-08-14T21:44:11Z

Alexp:

An Itinerary is a collection of Activities, spanning a time period in a location.

This is the basic unit of organisation in day to day operations in EventR.

Itineraries are made up of the following:

* Members - people doing the collaborative task
* Activities
* Flights and Transport
* Accommodation

They have many properties:

* A date time range - this is used as a guide for all date times in the event
* The Itinerary location - this is used to anchor the itinerary for activity searches. Note an itinerary does not need to have a specific location, but it generally helps the system if one can be provided, as all timezones and locations will default to around these details
* A timezone - this is used as the default. If an itinerary is copied to a new timezone, everything in it will inherit the new timezone default as a base.
* An Additional information field, used for extra information for everyone. This can be [[Markdown and Hyperlink Support|markdown]] so can be quite rich in content.

They can be duplicated using the Copy from Existing Itinerary feature.

They can also be tagged into groups for organisation.

EventR uses itineraries to group users to tasks, and they are core to the Event Model.

Itineraries

2026-08-14T21:43:35Z

Alexp:

An Itinerary is a collection of Activities, spanning a time period in a location.

This is the basic unit of organisation in day to day operations in EventR.

Itineraries are made up of the following:

* Members - people doing the collaborative task
* Activities
* Flights and Transport
* Accommodation

They have many properties:

* A date time range - this is used as a guide for all date times in the event
* The Itinerary location - this is used to anchor the itinerary for activity searches. Note an itinerary does not need to have a specific location, but it generally helps the system if one can be provided, as all timezones and locations will default to around these details
* A timezone - this is used as the default. If an itinerary is copied to a new timezone, everything in it will inherit the new timezone default as a base.
* An Additional information field, used

They can be duplicated using the Copy from Existing Itinerary feature.

They can also be tagged into groups for organisation.

EventR uses itineraries to group users to tasks, and they are core to the Event Model.