EventR Wiki - User contributions [en]

Interesting Use Cases

2026-07-14T15:29:16Z

Alexp:

Over the years we have been developing the app many inventive ways have been found to achieve a team's requirements. We share these here so others can benefit from features they didn't know were possible!

[[Adding Contact lists with telephone numbers via Markdown]]

[[Storing work permits and documents as personal private stands]]

[[Using Power Lists for meal allowances|Using Power Lists for meal allowances]]

[[Configuring chat to work as a broadcast feature]]

[[Using Power Lists to take orders from guests|Using Power Lists to take orders from guests]]

[[Gathering clothing sizes from your team]]

[[Using descriptions to pass information on the main screen to your team]]

[[How to copy Google Maps addresses into the ECH quickly]]

[[How to build templates - activites, documents etc]]

[[How to see what time it is in the different timezones of a global itinerary]]

[[How to share a show itinerary with the public]]

[[How to operate in a cost capped sports environment]]

[[Use group tags to adjust participants in activities]]

[[How to build a race countdown screen]]

[[How to restrict visibility of sections to different user roles]]

[[Category:Tips]]

Main Page

Dragon Racing 88

2026-07-14T13:13:06Z

Alexp: Alexp moved page Dragon 88 Racing to Dragon Racing 88

[[File:Dragon Page 1.png|thumb|485x485px]]

=== About Dragon Racing 88 ===

* [https://www.dragonracing88.com/ Dragon Racing 88] is the leading Ferrari & AMG-approved GT race team in the Gulf Cooperation Council, housing over 150 drivers in its time, with 20 full time employees. As EventR was initially designed for F1, we are a perfect fit for Dragon Racing and they make use of a broad range of our in-house features to coordinate the complex logistical nature of the racing season.

=== Race Weekend - The Challenge ===

* ≈ 200 Team Members: With close to 200 people requiring coordination across race operations, Dragon Racing needs a system capable of managing large volumes of personnel without sacrificing clarity or control.
* 2 Weeks of Planning: Each race cycle involves roughly two weeks’ worth of planning, meaning schedules, movements, and bookings need to be handled well in advance while still allowing for live adjustments.
* Multiple Sub Teams: Transport arrangements are segmented across four separate teams, requiring clear categorisation and oversight to ensure the right people at the right time are moving through the right channels.
* Customisable Operational Structure: Dragon Racing needs to separate race activity, social activity, travel, accommodation, and staff-specific requirements in a way that’s clear to both organisers and team members.

=== The EventR Solution ===

* '''Booking AI Inbox:''' Dragon Racing uses [[EventR AI Inbox|EventR’s AI Inbox]] to add flights efficiently, with [[Live Flight Updates|live tracking support]] helping the team maintain a reliable, up-to-date view of incoming travel plans. This reduces the administrative burden of manually processing travel details as the AI autofill can take a single input document and convert it into an itinerary feature.
* '''Department and Group Tags:''' By using [[Departments and Groups|department and group tags,]] Dragon Racing is able to bulk-organise personnel according to function and operational role. This makes it easier to assign relevant information at scale, segment communications and maintain structure across a large and varied race operation.
* '''Additional Information Capture:''' EventR’s ability to collect [[Additional Information for Users|additional info]] requests allows Dragon Racing to capture operationally important details such as uniform requirements and other role-specific logistical needs. This ensures that the team has a single source for personal operational details, removing the need to chase information across separate channels.
* '''Accommodation Management:''' Dragon Racing uses EventR to track accommodation allocations and room types, supporting efficient room planning across the team. Competent accommodation management directly affects rest, readiness, and performance. By centralising this information, EventR helps ensure that team members are placed correctly and can focus on race preparation.
* '''Transport Coordination:''' With four transport teams to manage, Dragon Racing uses EventR to keep transportation plans clear and segmented. This allows organisers to coordinate movement more effectively, reducing confusion around transfers and ensuring different groups can follow the right travel plan for their role.
* '''Categorised Activity Planning:''' Dragon Racing groups itinerary items by category to distinguish between track activity, social events, travel and operational movements. This creats a cleaner experience for users and makes complex itineraries easier to follow, helping team members understand exactly what’s relevant to them at each stage of the race programme.

Dragon Racing 88

2026-07-14T13:12:23Z

Alexp:

Walking With The Wounded - The Cumbrian Challenge

2026-07-14T13:11:19Z

Alexp:

[[File:WWTW Page 1.png|thumb|409x409px]]

=== About 'Walking With The Wounded' ===

* [https://walkingwiththewounded.org.uk/ Walking With The Wounded] is a charity that supports veterans by offering support programmes in areas such as mental health, employment and wraparound care. Their organised events provide people with the opportunity to raise money for those who served by pushing themselves through fun and empowering physical challenges.
* The ‘Cumbrian Challenge’ is their annual flagship fundraiser involving sponsored hikes across the British Pennines.

=== The Cumbrian Challenge - A Logistical Feat ===

* ≈ 1000 Participants: With almost 1000 participants joining the hikes, a clean and competent event management system was required to simplify communication to attendees.
* 225 Squads: The attendees were participating in 225 squads, so communication between squad members needed to be faciliated, alongside logistical manipulation of hundreds of pods of people.
* 3 Routes: With 3 simultaneous routes running a range of distances from 12-27 km, bulk editing was required to cater the app experience to each participant.
* Customisable Experience: Individual squads needed the freedom to customise their event experience, whether that be their transport to the venue, or personal pace through the hike, whilst adhering to a governing itinerary from the organisers.

=== The EventR Solution ===

* '''Public Itineraries:''' [[Public Itineraries]] were used to allow squads to join onto a pre-written itinerary in EventR Team, and view their schedule and supplementary event information in a clear layout. This removed the need to print event brochures, or bulk email numerous PDFs to teams.
* '''Squad Customisation:''' The squads were then left to use EventR’s remaining features as they wished, providing participants with a flexible and capable interface which they could tailor to their specific needs. By utilising the hybrid combination of public and private itinerary items, the organisers could convey necessary logistical information whilst leaving squads with the independence to manage themselves.
* '''Activity Timetabling:''' Activity Timetabling proved crucial in delivering all the information necessary to map out the route and directions to squads, breaking routes as long as 27km into much more manageable steps, ensuring the event remained accessible and fun for all participants.
[[Category:Case Studies]]

Walking With The Wounded - The Cumbrian Challenge

2026-07-14T13:10:33Z

Alexp:

[[File:WWTW Page 1.png|thumb|409x409px]]

=== About 'Walking With The Wounded' ===

* Walking with the wounded is a charity that supports veterans by offering support programmes in areas such as mental health, employment and wraparound care. Their organised events provide people with the opportunity to raise money for those who served by pushing themselves through fun and empowering physical challenges.
* The ‘Cumbrian Challenge’ is their annual flagship fundraiser involving sponsored hikes across the British Pennines.

=== The Cumbrian Challenge - A Logistical Feat ===

* ≈ 1000 Participants: With almost 1000 participants joining the hikes, a clean and competent event management system was required to simplify communication to attendees.
* 225 Squads: The attendees were participating in 225 squads, so communication between squad members needed to be faciliated, alongside logistical manipulation of hundreds of pods of people.
* 3 Routes: With 3 simultaneous routes running a range of distances from 12-27 km, bulk editing was required to cater the app experience to each participant.
* Customisable Experience: Individual squads needed the freedom to customise their event experience, whether that be their transport to the venue, or personal pace through the hike, whilst adhering to a governing itinerary from the organisers.

=== The EventR Solution ===

* '''Public Itineraries:''' [[Public Itineraries]] were used to allow squads to join onto a pre-written itinerary in EventR Team, and view their schedule and supplementary event information in a clear layout. This removed the need to print event brochures, or bulk email numerous PDFs to teams.
* '''Squad Customisation:''' The squads were then left to use EventR’s remaining features as they wished, providing participants with a flexible and capable interface which they could tailor to their specific needs. By utilising the hybrid combination of public and private itinerary items, the organisers could convey necessary logistical information whilst leaving squads with the independence to manage themselves.
* '''Activity Timetabling:''' Activity Timetabling proved crucial in delivering all the information necessary to map out the route and directions to squads, breaking routes as long as 27km into much more manageable steps, ensuring the event remained accessible and fun for all participants.
[[Category:Case Studies]]

Category:Case Studies

2026-07-14T13:10:04Z

Alexp: Created page with "Case studies of people using EventR."

Case studies of people using EventR.

Hitech GP

2026-07-14T13:09:43Z

Alexp:

[[File:HiTech Page 1.png|thumb|468x468px]]

=== About HiTech GP ===

* HiTech Grand Prix has been at the forefront of single-seater competition, on both the national and world stage. They have a proven track record in FIA Formula 2, FIA Formula 3, GB3 and Formula 4 (British and UAE). They are a winning team, with a reputation for race victories in every championship they compete in.

=== Challenges Faced By HiTech ===

* Complex Itinerary Management: HiTech team consists of dozens of individuals, each with unique travel needs. Coordinating flights, accommodation, transportation, and schedules for various locations, time zones and venues is certainly complex.
* Last-minute Changes: Motorsports is a dynamic environment. Last-minute changes in race schedules, team personnel, or logistics posed a significant challenge. HiTech needed a system that could adapt quickly to real-time changes.
* Cost Management: Managing travel expenses for a large team across multiple international locations can easily get out of hand without strict oversight. Tracking costs across different currencies, vendors, and timeframes was a cumbersome task.
* Communicating: Communing complex itineraries before and during race weekends can be complicated, often done using PDFs and WhatsApp. This requires multiple iterations of a PDF and printed copies. The teams are often in areas with inconsistent signals, making it difficult to see what they are doing. WhatsApp groups often include everybody travelling, not just the people that require the information.

=== The EventR Solution ===

* '''Centralised Logistics Platform:''' EventR provided Hitech with a single, centralised platform [[EventR Enterprise Coordinator Hub Guide|(the EventR Coordinator Hub]]) that handled all travel logistics from start to finish. By controlling the flights, hotels, and local transport through one intuitive dashboard, the team’s logistics manager can oversee every aspect of travel planning without needing multiple tools or services.
* '''Flexible Itinerary Updates:''' One of EventR’s standout features is its ability to handle last-minute changes seamlessly. In the fast-paced world of motorsports, race schedules and team requirements are subject to frequent changes. With EventR, Hitech can quickly adjust travel plans without disrupting the entire schedule. With the press of a button the app is updated for the entire team and this update can be easily communicated using EventR inbuilt [[chat]].
* '''Cost Optimization/Budgeting Tools:''' EventR’s built-in [[Costing and Budgeting|cost]] tracking allows Hitech to manage their travel budget effectively. Easily duplicating itineraries enables a comparison between multiple costed plans before deciding on the best one. EventR can export the costs as a spreadsheet for easy integration with accounting systems.
* '''Improved Data Entry:''' EventR has reduced the time required for inputting and updating the information for each race. Copying previous itineraries allows for quickly updating the data. The EventR [[Live Flight Updates|flight]] system allows you to quickly update the flight information.
* '''User Responsibility:''' By having all the information in one place with automatic updates, the team takes responsibility for the information. This allows for fewer mistakes, ensuring team members don't miss flights or their onward transport.
* '''Data-driven Insights:''' Having used EventR for a full season, HiTech can review past trips and gather insights while planning for the next season.
* '''In-Built Chat:''' The inbuilt [[chat]] system allows the team to quickly communicate relevant information to the right people with groups being made for every activity.

=== Testimonial ===
“EventR has been a game-changer for our team. Managing the travel needs of an entire racing crew used to be a logistical nightmare. Data entry for a race weekend used to take me half a day, now it takes half an hour! With EventR, we now have a streamlined process that saves us time, money, and stress. The EventR app is easy to use for the whole team and its offline features means they can get the information they need anywhere, this means no more Sunday phone calls asking what flight they are on! The platform’s ability to adapt to last-minute changes is incredible, and the cost management tools have helped us stay on budget without sacrificing quality. EventR is now an essential part of our race operations.”

- Victoria Haynes (Team Coordinator)
[[Category:Case Studies]]

Hitech GP

2026-07-14T13:09:25Z

Alexp:

Generate Itinerary PDF

2026-07-08T10:58:19Z

Alexp:

EventR allows you to generate a rich PDF containing all the information about your itinerary, allowing you to print it, or send it to people who aren't using the EventR Team App.

=== EventR Coordinator Hub ===
You can generate a PDF of your itinerary from the EventR Coordinator Hub, as long as you are an Enterprise-tier organization or higher.

To get started, navigate to the "Itineraries" section, and go to the "Event Information" tab. From here, click the "Generate PDF" button in the top right.[[File:Top area of ECH - Generate PDF highlighted.png|thumb|Top area of ECH - Generate PDF highlighted|center|769x769px]]This will open an options menu, in which you can define some details about the PDF.
[[File:Eventrwiki-pdfmodal.png|alt=Image showing the PDF generation menu|center|thumb|574x574px|You can change how your PDF is generated using the settings on this menu.]]
Here, you can restructure the PDF by dragging sections around, and disable sections entirely by using the checkboxes on the right.

You also have a few options to choose from to change how your PDF is generated:

* Use Original PDF - Generate rows in the style of our Legacy PDF itinerary, in case you need to match existing documents, or simply prefer that style (note that both the Members section and the Condensed Activities option are not supported in the Legacy PDF).
* Condensed Activities - Display Activity items as a single line, headed with a date, a name, and a start and end time.
* Show User Group Notes - Makes per-member-group notes visible.
* Show Member Assignments - Removes all member groups from the items, displaying only event information.
* Enable Category Filter - Enables a filter where you can limit what's shown to only certain categories of itinerary item.
* Enable Visibility Filter - Enables a filter where you can select to show only items set to certain visibilities.
* Enable Status Filter - Enables a filter where you can select items only in a certain status to be shown.

Once you're happy with your options, click "Generate" in the top right. Then, after it finishes processing, click "Open". This will open the PDF in your browser, and from here, you can view it, download it, and print it.

[[:File:Sample Itinerary PDF Output.pdf|Sample Itinerary PDF Output]]

[[Category:3.4.1]]
[[Category:3.5.0]]

2026-07-07T14:07:02Z

Alexp:

Selecting an external mapping App

Public Activities

2026-07-07T14:01:22Z

Alexp: Redirected page to Activity visibility levels

#REDIRECT [[Activity visibility levels]]

2026-07-07T13:55:54Z

Alexp:

By default the language is selected from your OS settings. You can optionally override this choice by selecting a new language in the Account->Settings->Language option.

EventR has been localized into the following Languages:

* Albanian
* Bosnian
* Brazilian Portuguese
* Bulgarian
* Chinese (Simplified)
* Chinese (Traditional)
* Czech
* Danish
* Dutch
* English (United Kingdom)
* English (United States)
* Estonian
* Filipino
* Finnish
* French
* German
* Greek
* Hindi
* Hungarian
* Indonesian
* Italian
* Japanese
* Korean
* Kurdish
* Latvian
* Lithuanian
* Malay
* Norwegian
* Polish
* Portuguese
* Romanian
* Russian
* Serbian
* Slovak
* Slovenian
* Somalian
* Spanish
* Sundanese
* Swahili
* Swedish
* Thai
* Turkish
* Ukrainian
* Uzbek
* Vietnamese
Please [https://groundhogg.softpauer.com/contact-us/ contact us] if you require any more languages
[[Category:3.5.0]]