EventR Wiki - User contributions [en]

How to create your first itinerary in the ECH

2026-09-23T14:33:23Z

Kaylanp:

So you've [[How to Add a User to EventR|added all your users]] to your EventR Organisation. Now we will create your first itinerary using them.
[[File:Add Itinerary Button.png|center|thumb|Add Itinerary Button]]
Go to the Itinerary tab and click on "Add Itinerary". You can [[copy from an existing itinerary]] (such as past event or template), but we're going to start from scratch.
[[File:Important Areas when adding an Itinerary that control visibility on the Event Information Tab.png|center|thumb|Important Areas when adding an Itinerary that control visibility on the Event Information Tab|542x542px]]
Fill in all the details for your Event. Boxes marked with an asterisk must be filled in. Pay special attention to the Pink circled areas above, as they are critical to control whether users can see the itinerary in the app.

== Members ==
Every Itinerary needs members - this is the list of users that have any access to the app. Any Member can be assigned activities in other sections, but if they aren't listed here, they will not appear in subsequent user selections. Users can be assigned as groups, and then individual users removed. This can be handy when groups are later updated.

== Visibility ==
There is a choice box with an icon for an eye and an eye crossed out. This is the master visibility to control whether members can see the itinerary on the app. The ECH will warn you that the itinerary is not visible if this is set to the eye crossed out. Leaving it hidden allows you to prepare the itinerary in private, so users don't see any confusing information before it is ready. However make sure the itinerary is visible once completed.

== Update App ==
This button appears on each screen. Press it to push out changes. This should be clicked regularly, but allows you to batch together changes before they are seen by a group of users.

Congratulations! You have now created your first empty itinerary. Now its time to [[Add some activities to your Itinerary from the ECH|add some activities]]!

How to add users to EventR via a spreadsheet

2026-09-23T14:20:25Z

Kaylanp:

[[File:New user dialog.png|thumb|Add new user dialog|380x380px]]
[[File:Additonal user info setting.png|thumb|Additional user info setting on admin page|380x380px]]
[[File:Users export.png|thumb|Example of a users CSV export opened in Numbers|387x387px]]

== 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|392x392px]]
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|392x392px]]
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]]

How to Add a User to EventR

2026-09-23T14:17:33Z

Kaylanp:

Getting your team together is something we wanted to make as easy as possible. Therefore there are many ways of adding users, depending on how you are operating. Enterprise customers can also restrict the options via the Admin screen.

* '''Invite via email from the app''' - this can be done from the app on the team page. Users joining this way will sign up and instantly be added to the itinerary. This includes sign up through Google, Apple and Microsoft.
* '''Invite via share link''' - the link can be obtained from the app on the team page. This is a URL which when followed will create a join request.
* '''Invite via QR Code''' - if a user scans the QR code they will be be directed to a join request flow.
* '''Create a user manually''' in the ECH. The administrator can enter all the user details, and add them to the team. They can also assign a role and departments. Users added this way must still be invited by sending them an email from the EventR Enterprise Coordinator Hub.
* '''[[How to add users to EventR via a spreadsheet|Upload a spreadsheet of users]].''' Users can be added in bulk by downloading the spreadsheet of existing users, editing, and then reuploading. This process is done from the EventR Enterprise Coordinator Hub on the User Screen. Users added this way must still be invited by sending them an email from the ECH.
* '''Downloading the app''' - users can just sign up to their own team. This will to join another team, but it is the starting point!
* '''Signing up''' on https://eventr.softpauer.com to the ECH.

All users for the first time will have to follow the account creation flow - which gathers their name and personal details. This only happens once, and then the user can join other teams freely.
[[Category:Tutorials]]

EventR Enterprise Coordinator Hub Guide

2026-09-23T14:14:48Z

Kaylanp:

The EventR Enterprise Coordinator Hub is the premium interface for coordination. With it you can quickly work with huge teams, assigning them tasks, transport and everything they need to perform their tasks.

== Getting Started ==

- [[EventR Enterprise Coordinator Hub Features]]

- [[Permissions Tab|EventR Team and Coordinator Hub permissions configuration]]

- [[How to add a user to EventR]]

- [[How to create your first itinerary]]

- [[How to use Transport for car allocation]]

[[How to Book a Hotel through EventR|- How to Book a Hotel through EventR]]

- [[Why is my user not seeing the right information?]]

=== Part of multiple teams? ===

If you are a member of multiple teams, the team name will become a button which accesses the [[ECH Team Selection]] screen.
[[Category:Coordinator]]

Permissions Tab

2026-09-23T14:11:18Z

Kaylanp:

This page gives an explanation of the Permissions tab, found in the admin section.

== '''Roles''' ==
EventR includes four predefined roles.
{| class="wikitable"
|+
!Owner
|This role is assigned to the creator of the team/organisation and has full control.This role can be transferred to another member of the team.See [[Transfer Ownership]] .There can be only one owner at a time.
|-
!Admin
|This role is equivalent to the Owner role and has full control.There can be multiple admin members
|-
!Guest
|Members with this role do not have access to the '''Chat''' and '''Team''' tabs in the app. Only items that they are part of are displayed on the '''Home''' page, and only their name is listed.
|-
!User
|This role is assigned to all members invited to the team. They do not have access to the Hub or other administrative features.
|}
[[File:Roles with customs.png|alt=Default Roles Permissions Checkboxes|center|thumb|617x617px|Default Roles Permissions Checkboxes with a sample custom role 'External Editor']]

=== '''Custom Roles''' ===
Custom roles can be created to meet your specific requirements. For example, the '''External Editor''' role shown above allows members to add items to an itinerary, access the EventR Coordinator Hub (ECH) and the '''AI Inbox''' page, and interact with '''To-do''' checkboxes. However, members with this role do not have access to the '''Team''' page in the app.

Any permission that is not selected is not granted to users assigned to the role.

=== Checkbox States ===
[[File:Four_Available_Checkbox_Colours.png|thumb|Clockwise from top left: Black, Green, Grey, Locked.|left|416x416px]]
{| class="wikitable"
|+
!Unchecked/Black
|Permission Not Granted/Given
|-
!Checked/Green
|Permission Granted
|-
!Disabled/Greyed
|Permission not available or overridden
|-
!Locked
|Permission denied
|}

<div style="clear:both;">
In the image above the specific required for 'External Editor` include :

Edit Itinerary to be able to add items to the itinerary like flight,

=== Scope ===
Permissions are grouped into scopes that define how far across the organisation they apply.By default all role have organisation scope.
{| class="wikitable"
|+
!Organisation
|By default all role have organisation scope.These permission apply to all itineraries and sections in the organisation
|-
!Itinerary
|This refers to setting permission for a selected itinerary and supports only User and Custom Role.
|-
!Sections
|This refers to setting permission for selected sections in an itinerary
|-
!Itinerary Tags
|This refers to setting permission for itineraries with a specified itinerary tag
|}

</div>

===== Itinerary Scope =====
[[File:No delete itinerary permission.png|thumb|668x668px|Members with External Editor role can not delete the selected itinerary. On the app the delete itinerary button is disabled. While in [[EventR Enterprise Coordinator Hub Guide|ECH]] it is completely hidden.|none]]

==== Section Scope ====
[[File:Screenshot 2026-07-15 at 15.40.56.png|thumb|674x674px|Image displaying section scope. This means member with this role have no access to selected sections|none]]
[[File:Screenshot 2026-07-15 at 15.35.51.png|alt=Image displaying the Event Information, Flights, and Accommodation tabs hidden on the ECH when they are locked in the section scope for a certain role|thumb|687x687px|Image displaying the Event Information, Flights, and Accommodation tabs hidden ,on the ECH (Left) and on the App (Right), when they are locked in the section scope.|none]]

==== Itinerary Tags Scope ====
Itinerary tags are attached on the event information page.
[[File:Itinerary tags.png|none|thumb|681x681px|Itinerary tags]]

On the '''Permissions''' page, under the '''Itinerary Tag''' scope, select the itinerary tags and configure the permissions for the specified role. Check the box to grant access, set a lock to deny access, or leave it unchecked to inherit the default permission which is access granted.This means that any member assigned to a role with this configuration will have access to '''all checked, unchecked, and untagged itineraries.''' However, they will not have access to any itineraries that are locked.

'''Best practice:''' Tag all itineraries and explicitly configure each tag by either checking it to grant access or locking it to deny access. This ensures permissions are applied consistently and produces the expected access results.

[[File:Locked itinerary tag.png|left|thumb|873x873px|Selected Itinerary with the lock will not be displayed on the app or ech]]
[[File:Itinerary tags scope.png|thumb|800x800px|Image displaying permission granted via the itinerary tag scope on the ECH and on the app. The "Testing Test" itinerary is not visible due to permissions options. |center]]See [[How to restrict visibility of sections to different user roles|External Editor]] example

==== Permissions Table ====
{| class="wikitable"
|+
|-
!Full Control
|This permission gives team member unrestricted permission and overrides individual permissions.By default this permission is enabled for Owner and Admin.
|-
!Create Itinerary
|Allows creating of new itinerary by displaying the '''''Add New Itinerary button''''' in both the app(''Home, edit itinerary and itineraries pages'') and coordinator.Note a user can not create a new itinerry but they can edit existing ones of they have edit itinerary permission.
It is checked for Users by default.
|-
!Edit Itinerary
|Allows editting of itineraries and its sections.
It is enabled for Users by default.
'''Best Practise'''

* ''For the coordinator leave this Permission enabled and restrict editting on lower scope such as Itinerary Itinerary Tags,Sections to achieved desire configuration''
* ''For the app to disabled in app editting use '<nowiki/>''<nowiki/>'''''In app editing enabled for admins only'<nowiki/>''' from the Settings page in the coordinator.''
|-
!Delete Itinerary
|Gives permission to delete itinerary by displaying the Bin Icon in ECH and enabling Delete Itinerary on the app.It is disabled for Users by default.
|-
!Create User
|Allows adding/creating a new user by displaying the Add New User button in the Users Page in ECH and Add Team Member Icon on the Team Member page in the app.
It is enabled for Users by default.
'''Best Practise'''
To disable inviting a new in the app use '<nowiki/>'''Disable user invites in app'''' from the settings page in the coordinator
|-
!Edit User
|Allows editting of team member details on the Users page -> List tab on the coordinator.
Not applicable in the app.
|-
!Delete User
|Allows deleting of a team member by displaying thr ''Delete User Button'' on the Edit User Modal in the coordinator.
It is unchecked for Users by default.
Not applicable in the app.
|-
!View users Profile Information Permission
|This allows a team member to view other team member Profile on the Team Member page.Owners and Admin have this permission enabled by default.
|-
!View Private Entries Permission
|This gives a team member the permission to view itinerary private entries for other team members on the Team and Team member pages.Owners and Admin have this permission enabled by default without being part of the entry. This permission can be added to a role on the Permissions Tab in ECH
|}

Permissions Tab

2026-09-23T14:01:53Z

Kaylanp:

This page gives an explanation of the Permissions tab, found in the admin section.

== '''Roles''' ==
EventR includes four predefined roles.
{| class="wikitable"
|+
!Owner
|This role is assigned to the creator of the team/organisation and has full control.This role can be transferred to another member of the team.See [[Transfer Ownership]] .There can be only one owner at a time.
|-
!Admin
|This role is equivalent to the Owner role and has full control.There can be multiple admin members
|-
!Guest
|Members with this role do not have access to the '''Chat''' and '''Team''' tabs in the app. Only items that they are part of are displayed on the '''Home''' page, and only their name is listed.
|-
!User
|This role is assigned to all members invited to the team. They do not have access to the Hub or other administrative features.
|}
[[File:Roles with customs.png|alt=Default Roles Permissions Checkboxes|center|thumb|617x617px|Default Roles Permissions Checkboxes with a sample custom role 'External Editor']]

=== '''Custom Roles''' ===
Custom roles can be created to meet your specific requirements. For example, the '''External Editor''' role shown above allows members to add items to an itinerary, access the EventR Coordinator Hub (ECH) and the '''AI Inbox''' page, and interact with '''To-do''' checkboxes. However, members with this role do not have access to the '''Team''' page in the app.

Any permission that is not selected is not granted to users assigned to the role.

=== Checkbox States ===
[[File:Four_Available_Checkbox_Colours.png|thumb|Clockwise from top left: Black, Green, Grey, Locked.|left|416x416px]]
{| class="wikitable"
|+
!Unchecked/Black
|Permission Not Granted/Given
|-
!Checked/Green
|Permission Granted
|-
!Disabled/Greyed
|Permission not available or overridden
|-
!Locked
|Permission denied
|}

<div style="clear:both;">
In the image above the specific required for 'External Editor` include :

Edit Itinerary to be able to add items to the itinerary like flight,

=== Scope ===
Permissions are grouped into scopes that define how far across the organisation they apply.By default all role have organisation scope.
{| class="wikitable"
|+
!Organisation
|By default all role have organisation scope.These permission apply to all itineraries and sections in the organisation
|-
!Itinerary
|This refers to setting permission for a selected itinerary and supports only User and Custom Role.
|-
!Sections
|This refers to setting permission for selected sections in an itinerary
|-
!Itinerary Tags
|This refers to setting permission for itineraries with a specified itinerary tag
|}

</div>

===== Itinerary Scope =====
[[File:No delete itinerary permission.png|thumb|668x668px|Members with External Editor role have can not delete the selected itinerary.On the app the delete itinerary button is disabled while in ECH it is completely hidden.|none]]

==== Section Scope ====
[[File:Screenshot 2026-07-15 at 15.40.56.png|thumb|674x674px|Image displaying section scope.This means member with this role have no access to selected sections|none]]
[[File:Screenshot 2026-07-15 at 15.35.51.png|alt=Image displaying the Event Information, Flights, and Accommodation tabs hidden on the ECH when they are locked in the section scope for a certain role|thumb|687x687px|Image displaying the Event Information, Flights, and Accommodation tabs hidden on the ECH when they are locked in the section scope.|none]]

==== Itinerary Tags Scope ====
Itinerary tags can be attached on the event information page.
[[File:Itinerary tags.png|none|thumb|681x681px|Itinerary tags]]

On the '''Permissions''' page, under the '''Itinerary Tag''' scope, select the itinerary tags and configure the permissions for the specified role. Check the box to grant access, set a lock to deny access, or leave it unchecked to inherit the default permission which is access granted.This means that any member assigned to a role with this configuration will have access to '''all checked, unchecked, and untagged itineraries.''' However, they will not have access to any itineraries that are locked.

'''Best practice:''' Tag all itineraries and explicitly configure each tag by either checking it to grant access or locking it to deny access. This ensures permissions are applied consistently and produces the expected access results.

[[File:Locked itinerary tag.png|left|thumb|927x927px|Selected Itinerary with the lock will not be displayed on the app or ech]]
[[File:Itinerary tags scope.png|thumb|874x874px|Image displaying permission granted via the itinerary tag scope on the hub and on the app.Excluded locked itinerary tags|center]]See [[How to restrict visibility of sections to different user roles|External Editor]] example

==== Permissions Table ====
{| class="wikitable"
|+
|-
!Full Control
|This permission gives team member unrestricted permission and overrides individual permissions.By default this permission is enabled for Owner and Admin.
|-
!Create Itinerary
|Allows creating of new itinerary by displaying the '''''Add New Itinerary button''''' in both the app(''Home, edit itinerary and itineraries pages'') and coordinator.Note a user can not create a new itinerry but they can edit existing ones of they have edit itinerary permission.
It is checked for Users by default.
|-
!Edit Itinerary
|Allows editting of itineraries and its sections.
It is enabled for Users by default.
'''Best Practise'''

* ''For the coordinator leave this Permission enabled and restrict editting on lower scope such as Itinerary Itinerary Tags,Sections to achieved desire configuration''
* ''For the app to disabled in app editting use '<nowiki/>''<nowiki/>'''''In app editing enabled for admins only'<nowiki/>''' from the Settings page in the coordinator.''
|-
!Delete Itinerary
|Gives permission to delete itinerary by displaying the Bin Icon in ECH and enabling Delete Itinerary on the app.It is disabled for Users by default.
|-
!Create User
|Allows adding/creating a new user by displaying the Add New User button in the Users Page in ECH and Add Team Member Icon on the Team Member page in the app.
It is enabled for Users by default.
'''Best Practise'''
To disable inviting a new in the app use '<nowiki/>'''Disable user invites in app'''' from the settings page in the coordinator
|-
!Edit User
|Allows editting of team member details on the Users page -> List tab on the coordinator.
Not applicable in the app.
|-
!Delete User
|Allows deleting of a team member by displaying thr ''Delete User Button'' on the Edit User Modal in the coordinator.
It is unchecked for Users by default.
Not applicable in the app.
|-
!View users Profile Information Permission
|This allows a team member to view other team member Profile on the Team Member page.Owners and Admin have this permission enabled by default.
|-
!View Private Entries Permission
|This gives a team member the permission to view itinerary private entries for other team members on the Team and Team member pages.Owners and Admin have this permission enabled by default without being part of the entry. This permission can be added to a role on the Permissions Tab in ECH
|}

Permissions Tab

2026-09-23T13:59:34Z

Kaylanp:

This page gives an explanation of the Permissions tab, found in the admin section.

== '''Roles''' ==
EventR includes four predefined roles.
{| class="wikitable"
|+
!Owner
|This role is assigned to the creator of the team/organisation and has full control.This role can be transferred to another member of the team.See [[Transfer Ownership]] .There can be only one owner at a time.
|-
!Admin
|This role is equivalent to the Owner role and has full control.There can be multiple admin members
|-
!Guest
|Members with this role do not have access to the '''Chat''' and '''Team''' tabs in the app. Only items that they are part of are displayed on the '''Home''' page, and only their name is listed.
|-
!User
|This role is assigned to all members invited to the team. They do not have access to the Hub or other administrative features.
|}
[[File:Roles with customs.png|alt=Default Roles Permissions Checkboxes|center|thumb|617x617px|Default Roles Permissions Checkboxes with a sample custom role 'External Editor']]

=== '''Custom Roles''' ===
Custom roles can be created to meet your specific requirements. For example, the '''External Editor''' role shown above allows members to add items to an itinerary, access the EventR Coordinator Hub (ECH) and the '''AI Inbox''' page, and interact with '''To-do''' checkboxes. However, members with this role do not have access to the '''Team''' page in the app.

Any permission that is not selected is not granted to users assigned to the role.

=== Checkbox States ===
[[File:Four_Available_Checkbox_Colours.png|thumb|Clockwise from top left: Black, Green, Grey, Locked.|left|416x416px]]
{| class="wikitable"
|+
!Unchecked/Black
|Permission Not Granted/Given
|-
!Checked/Green
|Permission Granted
|-
!Disabled/Greyed
|Permission not available or overridden
|-
!Locked
|Permission denied
|}

<div style="clear:both;">
In the image above the specific required for 'External Editor` include :

Edit Itinerary to be able to add items to the itinerary like flight,

=== Scope ===
Permissions are grouped into scopes that define where they apply within the organisation.By default all role have organisation scope.
{| class="wikitable"
|+
!Organisation
|By default all role have organisation scope.These permission apply to all itineraries and sections in the organisation
|-
!Itinerary
|This refers to setting permission for a selected itinerary and supports only User and Custom Role.
|-
!Sections
|This refers to setting permission for selected sections in an itinerary
|-
!Itinerary Tags
|This refers to setting permission for itineraries with a specified itinerary tag
|}

</div>

===== Itinerary Scope =====
[[File:No delete itinerary permission.png|thumb|668x668px|Members with External Editor role have can not delete the selected itinerary.On the app the delete itinerary button is disabled while in ECH it is completely hidden.|none]]

==== Section Scope ====
[[File:Screenshot 2026-07-15 at 15.40.56.png|thumb|674x674px|Image displaying section scope.This means member with this role have no access to selected sections|none]]
[[File:Screenshot 2026-07-15 at 15.35.51.png|alt=Image displaying the Event Information, Flights, and Accommodation tabs hidden on the ECH when they are locked in the section scope for a certain role|thumb|687x687px|Image displaying the Event Information, Flights, and Accommodation tabs hidden on the ECH when they are locked in the section scope.|none]]

==== Itinerary Tags Scope ====
Itinerary tags can be attached on the event information page.
[[File:Itinerary tags.png|none|thumb|681x681px|Itinerary tags]]

On the '''Permissions''' page, under the '''Itinerary Tag''' scope, select the itinerary tags and configure the permissions for the specified role. Check the box to grant access, set a lock to deny access, or leave it unchecked to inherit the default permission which is access granted.This means that any member assigned to a role with this configuration will have access to '''all checked, unchecked, and untagged itineraries.''' However, they will not have access to any itineraries that are locked.

'''Best practice:''' Tag all itineraries and explicitly configure each tag by either checking it to grant access or locking it to deny access. This ensures permissions are applied consistently and produces the expected access results.

[[File:Locked itinerary tag.png|left|thumb|927x927px|Selected Itinerary with the lock will not be displayed on the app or ech]]
[[File:Itinerary tags scope.png|thumb|874x874px|Image displaying permission granted via the itinerary tag scope on the hub and on the app.Excluded locked itinerary tags|center]]See [[How to restrict visibility of sections to different user roles|External Editor]] example

==== Permissions Table ====
{| class="wikitable"
|+
|-
!Full Control
|This permission gives team member unrestricted permission and overrides individual permissions.By default this permission is enabled for Owner and Admin.
|-
!Create Itinerary
|Allows creating of new itinerary by displaying the '''''Add New Itinerary button''''' in both the app(''Home, edit itinerary and itineraries pages'') and coordinator.Note a user can not create a new itinerry but they can edit existing ones of they have edit itinerary permission.
It is checked for Users by default.
|-
!Edit Itinerary
|Allows editting of itineraries and its sections.
It is enabled for Users by default.
'''Best Practise'''

* ''For the coordinator leave this Permission enabled and restrict editting on lower scope such as Itinerary Itinerary Tags,Sections to achieved desire configuration''
* ''For the app to disabled in app editting use '<nowiki/>''<nowiki/>'''''In app editing enabled for admins only'<nowiki/>''' from the Settings page in the coordinator.''
|-
!Delete Itinerary
|Gives permission to delete itinerary by displaying the Bin Icon in ECH and enabling Delete Itinerary on the app.It is disabled for Users by default.
|-
!Create User
|Allows adding/creating a new user by displaying the Add New User button in the Users Page in ECH and Add Team Member Icon on the Team Member page in the app.
It is enabled for Users by default.
'''Best Practise'''
To disable inviting a new in the app use '<nowiki/>'''Disable user invites in app'''' from the settings page in the coordinator
|-
!Edit User
|Allows editting of team member details on the Users page -> List tab on the coordinator.
Not applicable in the app.
|-
!Delete User
|Allows deleting of a team member by displaying thr ''Delete User Button'' on the Edit User Modal in the coordinator.
It is unchecked for Users by default.
Not applicable in the app.
|-
!View users Profile Information Permission
|This allows a team member to view other team member Profile on the Team Member page.Owners and Admin have this permission enabled by default.
|-
!View Private Entries Permission
|This gives a team member the permission to view itinerary private entries for other team members on the Team and Team member pages.Owners and Admin have this permission enabled by default without being part of the entry. This permission can be added to a role on the Permissions Tab in ECH
|}

Permissions Tab

2026-09-23T13:58:40Z

Kaylanp:

== '''Roles''' ==
EventR includes four predefined roles.
{| class="wikitable"
|+
!Owner
|This role is assigned to the creator of the team/organisation and has full control.This role can be transferred to another member of the team.See [[Transfer Ownership]] .There can be only one owner at a time.
|-
!Admin
|This role is equivalent to the Owner role and has full control.There can be multiple admin members
|-
!Guest
|Members with this role do not have access to the '''Chat''' and '''Team''' tabs in the app. Only items that they are part of are displayed on the '''Home''' page, and only their name is listed.
|-
!User
|This role is assigned to all members invited to the team. They do not have access to the Hub or other administrative features.
|}
[[File:Roles with customs.png|alt=Default Roles Permissions Checkboxes|center|thumb|617x617px|Default Roles Permissions Checkboxes with a sample custom role 'External Editor']]

=== '''Custom Roles''' ===
Custom roles can be created to meet your specific requirements. For example, the '''External Editor''' role shown above allows members to add items to an itinerary, access the EventR Coordinator Hub (ECH) and the '''AI Inbox''' page, and interact with '''To-do''' checkboxes. However, members with this role do not have access to the '''Team''' page in the app.

Any permission that is not selected is not granted to users assigned to the role.

=== Checkbox States ===
[[File:Four_Available_Checkbox_Colours.png|thumb|Clockwise from top left: Black, Green, Grey, Locked.|left|416x416px]]
{| class="wikitable"
|+
!Unchecked/Black
|Permission Not Granted/Given
|-
!Checked/Green
|Permission Granted
|-
!Disabled/Greyed
|Permission not available or overridden
|-
!Locked
|Permission denied
|}

<div style="clear:both;">
In the image above the specific required for 'External Editor` include :

Edit Itinerary to be able to add items to the itinerary like flight,

=== Scope ===
Permissions are grouped into scopes that define where they apply within the organisation.By default all role have organisation scope.
{| class="wikitable"
|+
!Organisation
|By default all role have organisation scope.These permission apply to all itineraries and sections in the organisation
|-
!Itinerary
|This refers to setting permission for a selected itinerary and supports only User and Custom Role.
|-
!Sections
|This refers to setting permission for selected sections in an itinerary
|-
!Itinerary Tags
|This refers to setting permission for itineraries with a specified itinerary tag
|}

</div>

===== Itinerary Scope =====
[[File:No delete itinerary permission.png|thumb|668x668px|Members with External Editor role have can not delete the selected itinerary.On the app the delete itinerary button is disabled while in ECH it is completely hidden.|none]]

==== Section Scope ====
[[File:Screenshot 2026-07-15 at 15.40.56.png|thumb|674x674px|Image displaying section scope.This means member with this role have no access to selected sections|none]]
[[File:Screenshot 2026-07-15 at 15.35.51.png|alt=Image displaying the Event Information, Flights, and Accommodation tabs hidden on the ECH when they are locked in the section scope for a certain role|thumb|687x687px|Image displaying the Event Information, Flights, and Accommodation tabs hidden on the ECH when they are locked in the section scope.|none]]

==== Itinerary Tags Scope ====
Itinerary tags can be attached on the event information page.
[[File:Itinerary tags.png|none|thumb|681x681px|Itinerary tags]]

On the '''Permissions''' page, under the '''Itinerary Tag''' scope, select the itinerary tags and configure the permissions for the specified role. Check the box to grant access, set a lock to deny access, or leave it unchecked to inherit the default permission which is access granted.This means that any member assigned to a role with this configuration will have access to '''all checked, unchecked, and untagged itineraries.''' However, they will not have access to any itineraries that are locked.

'''Best practice:''' Tag all itineraries and explicitly configure each tag by either checking it to grant access or locking it to deny access. This ensures permissions are applied consistently and produces the expected access results.

[[File:Locked itinerary tag.png|left|thumb|927x927px|Selected Itinerary with the lock will not be displayed on the app or ech]]
[[File:Itinerary tags scope.png|thumb|874x874px|Image displaying permission granted via the itinerary tag scope on the hub and on the app.Excluded locked itinerary tags|center]]See [[How to restrict visibility of sections to different user roles|External Editor]] example

==== Permissions Table ====
{| class="wikitable"
|+
|-
!Full Control
|This permission gives team member unrestricted permission and overrides individual permissions.By default this permission is enabled for Owner and Admin.
|-
!Create Itinerary
|Allows creating of new itinerary by displaying the '''''Add New Itinerary button''''' in both the app(''Home, edit itinerary and itineraries pages'') and coordinator.Note a user can not create a new itinerry but they can edit existing ones of they have edit itinerary permission.
It is checked for Users by default.
|-
!Edit Itinerary
|Allows editting of itineraries and its sections.
It is enabled for Users by default.
'''Best Practise'''

* ''For the coordinator leave this Permission enabled and restrict editting on lower scope such as Itinerary Itinerary Tags,Sections to achieved desire configuration''
* ''For the app to disabled in app editting use '<nowiki/>''<nowiki/>'''''In app editing enabled for admins only'<nowiki/>''' from the Settings page in the coordinator.''
|-
!Delete Itinerary
|Gives permission to delete itinerary by displaying the Bin Icon in ECH and enabling Delete Itinerary on the app.It is disabled for Users by default.
|-
!Create User
|Allows adding/creating a new user by displaying the Add New User button in the Users Page in ECH and Add Team Member Icon on the Team Member page in the app.
It is enabled for Users by default.
'''Best Practise'''
To disable inviting a new in the app use '<nowiki/>'''Disable user invites in app'''' from the settings page in the coordinator
|-
!Edit User
|Allows editting of team member details on the Users page -> List tab on the coordinator.
Not applicable in the app.
|-
!Delete User
|Allows deleting of a team member by displaying thr ''Delete User Button'' on the Edit User Modal in the coordinator.
It is unchecked for Users by default.
Not applicable in the app.
|-
!View users Profile Information Permission
|This allows a team member to view other team member Profile on the Team Member page.Owners and Admin have this permission enabled by default.
|-
!View Private Entries Permission
|This gives a team member the permission to view itinerary private entries for other team members on the Team and Team member pages.Owners and Admin have this permission enabled by default without being part of the entry. This permission can be added to a role on the Permissions Tab in ECH
|}

Itineraries

2026-09-23T13:39:58Z

Kaylanp: added section on importing itns including link to the page with greater detail on how to

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.

Chat

2026-09-23T13:36:48Z

Kaylanp: added categories

[[File:Chat Feature.png|thumb|450x450px|This is where users can access all the Chat channels they have made in a specific itinerary.]]
EventR features a full channel based chat system. Channels are automatically created and populated with the people on any activity. You can send text messages, files, and photos to everyone in the group. Each [[Itineraries|Itinerary]] has its own separate chat channels, which are not reused. At the top you can search by name of the channel for messages. Most recent messages appear at the top - and are bold if unread.

The bottom right icon allows you to create a channel containing specific people. These groups persist across itineraries so can be used to collaborate on long running jobs, site wide communication or any manner of user groupings not directly covered by the automatically created channels.

Chats send notifications if enabled to all users in them, so are a good way to explain changes to the team. When inside a chat, you can quickly view all the members and also their individual itineraries. This transparency allows other users to stay informed on the event they are at and improves communication.

Chats can also be initiated by users that are on the same Flight, in the same Hotel or taking part in the same Activity.

The Chat service works like Slack - in that it is channel based. We build channels automatically based on who is on the activity. They can be accessed from the tab in the app or from the speech bubbles dotted around the interface. We've tried to make it as simple as possible to get in touch with the right people.

If notifications are enabled they will be sent to everyone in the channel.

<youtube>_C-2vRbtpFo&t=1s</youtube>
[[Category:Feature]]

Category:Public itineraries

2026-09-23T13:34:34Z

Kaylanp: added link to public itineraries wiki page in the category page

[[Public Itineraries]]

Conference Organiser

2026-09-23T13:30:45Z

Kaylanp: added categories

The following features may be of use for a conference organiser...

'''<big>Public Itineraries</big>'''

A conference organiser will benefit from [[Public Itineraries]] - allowing them to share their pre-built conference. Activities such as registration and welcome talks can be set to public, whilst attendees’ individual breakout room sessions and keynote attendances can be kept private to them, maintaining a professional level of privacy across the conference whilst keeping the app logistically functional.

'''Chat'''

The [[chat]] service can be reconfigured to support [[Configuring chat to work as a broadcast feature|working as a broadcast feature]].

'''Activity Categories'''

By using EventR’s inbuilt category assignment feature to group activities by location, organisers can easily view all sessions taking place in each conference room, while attendees can clearly see the location of each item in their itinerary.

'''Timetabling and Planner View'''

Team organisers and admins can view a detailed and clear planning page in the Coordinator Hub, displaying the individual timetables of all speakers and attendees. Attendees can view a time organised itinerary for their day, and sync this to their device calendars for easy integration into their existing workflows.

'''VIP Support'''

If you require VIP support, we can obviously manage all the [[Travel Manager]] features to give an exclusively tailored experience.
[[Category:ECH]]
[[Category:Public itineraries]]

Incentive Travel Organiser

2026-09-23T13:27:40Z

Kaylanp:

Incentive Travel Organisers can follow the Travel Manager processes, with the additional feature of publishing a public itinerary if necessary, allowing them to add to existing trips. With the Coordinator Hub Incentive Travel Organisers can:

* Manage Flights
* Manage Hire Cars and Vehicle Allocations for them
* Manage Accommodation flows
* Manage procuring hotels from [[Rooming Lists|requirement]] to purchase.
* Has a fully featured integrated hotel purchasing system via our partner [https://hotelplanner.com/ HotelPlanner]
* Track travel costs for all travel with budgets
* Keep travellers updated with travel including flight details if they need to change.
* Assist in quoting, if required, to a client

We also have features such as images in the [[General Activity Screen layouts|activities]], which when paired with [[Markdown and Hyperlink Support|Markdown]] can produce visually appealing information. Document stores are also an important feature for this user story, providing information required to have a great trip!
[[Category:ECH]]
[[Category:Coordinator]]

Incentive Travel Organiser

2026-09-23T13:22:44Z

Kaylanp: addded categories

Incentive Travel Organisers can follow the Travel Manager processes, with the additional feature of publishing a public itinerary if necessary, allowing them to add to existing trips. With the Coordinator Hub Incentive Travel Organisers can:

* Manage Flights
* Manage Hire Cars and Vehicle Allocations for them
* Manage Accommodation flows
* Manage procuring hotels from [[Rooming Lists|requirement]] to purchase.
* Has a fully featured integrated hotel purchasing system via our partner [https://hotelplanner.com/ HotelPlanner]
* Track travel costs for all travel with budgets
* Keep travellers updated with travel including flight details if they need to change.
* Assist in quoting, if required, to a client

We also have features such as images in the [[General Activity Screen layouts|activites]], which when paired with [[Markdown and Hyperlink Support|Markdown]] can produce visually appealing information. Document stores are also an important feature for this user story, providing information required to have a great trip!
[[Category:ECH]]
[[Category:Coordinator]]

Incentive Travel Organiser

2026-09-23T13:20:03Z

Kaylanp: Added some details of travel manager to beef up page

Incentive Travel Organisers can follow the Travel Manager processes, with the additional feature of publishing a public itinerary if necessary, allowing them to add to existing trips. With the Coordinator Hub Incentive Travel Organisers can:

* Manage Flights
* Manage Hire Cars and Vehicle Allocations for them
* Manage Accommodation flows
* Manage procuring hotels from [[Rooming Lists|requirement]] to purchase.
* Has a fully featured integrated hotel purchasing system via our partner [https://hotelplanner.com/ HotelPlanner]
* Track travel costs for all travel with budgets
* Keep travellers updated with travel including flight details if they need to change.
* Assist in quoting, if required, to a client

We also have features such as images in the [[General Activity Screen layouts|activites]], which when paired with [[Markdown and Hyperlink Support|Markdown]] can produce visually appealing information. Document stores are also an important feature for this user story, providing information required to have a great trip!

Meeting organiser

2026-09-23T13:09:05Z

Kaylanp:

EventR can assist in the organisation of any type of meeting with any number of people.

== Scenario: Internal Meetings for a large multinational ==
This requirement involves people from around the world traveling to a place perhaps for a multi day trip. They might be reviewing a site or a new product. They require flexible planning, where exact timings are not important, however there are likely to be certain activities that are scheduled between participants.

EventR Team allows all these activities to be captured with ease. You can track:

* Locations and addresses of meetings
* Timelines
* Additional information such as documentation require to perform the task
* Gather personal information such as visa information or dietary requirements
* Attendees can track their costs
* Attendees can collaborate with the planners, such as booking extra stays or flights
* All travel provisions
* Full timeline for every attendee
* Check lists of tasks that must be carried out before the meeting can proceed
* Costed items such as subsistence allowances.
* Preordering of extras, such as food and drink for Attendees.

The Meeting organiser can publish an agenda to all attendees. [[Roles and access|Guest mode]] allows for users to be given a personal schedule for the meeting, along with any arrangements about travelling to the meeting. People outside the core organisation can be invited via a sharelink or QR code as well as via [[Excel Itinerary import/export|spreadsheet]], and assigned a relevant schedule.

Documents and information required for a successful meeting can be attached to the itinerary.

Main Page

2026-09-23T13:06:20Z

Kaylanp: swaped Use cases and further reading while changing further reading to "features and media". As release notes and feautres list felt too important to be at the bottom?

[[File:EventR Square Logo Only - Light.png|right|135x135px]]

=== <strong>Welcome to the EventR Wiki!</strong> ===

==== ''"Helping People Do a Thing"'' ====

EventR is an itinerary management app used to make the stress and difficulty of event planning simpler and easier. It's available on [https://apps.apple.com/gb/app/eventr-team/id6466819926 iOS] and [https://play.google.com/store/search?q=eventr&c=apps Android].

This wiki is a knowledge base for everything EventR. Here, you'll find guides on how to get started with setting up your team, how to create itineraries, how to create section items and manage expenses, and more. However we realise that EventR is a tool used to solve real-world problems, so we also want to encompass some of the interesting stuff people do with EventR. If you are interested in editing this wiki and helping us curate it, please email [Mailto:eventr-admin@softpauer.com eventr-admin@softpauer.com].

== Guides ==
New to EventR? These are the best places to get started:

==== - [[Getting Started Guide]] ====

==== - [[EventR Team Guide]] ====

==== - [[EventR Enterprise Coordinator Hub Guide]] ====

==== - [[EventR Expense Guide]] ====

== Features and Media: ==
- [[Video Tutorials]]

- [[EventR AI]]

- [[Feature list]]

- [[Releases]]

== Use Cases ==

=== User Stories ===
- [[Walking With The Wounded - The Cumbrian Challenge|Walking With The Wounded]]

- [[Dragon Racing 88]]

- [[Hitech GP]]

- [[Chicago Performance & Tuning]]

=== General Use Cases ===
- [[Racing Team Coordinator]]

- [[Finance Director]]

- [[Logistics Coordinator]]

- [[Travel Manager]]

- [[Interesting Use Cases]]

=== 'MICE' Use Cases ===
- [[Meeting organiser]]

- [[Incentive Travel Organiser]]

- [[Conference Organister|Conference Organiser]]

- [[Event Organiser]]

== EventR Media ==
{| class="wikitable"
|+
!Title
!Use
!Owner
|-
|[[Media Pack]]
|3rd Party assets for print / promotion / exhiibions etc, single graphics
can be supplied, or the Full Press Pack can be sent to Supplier etc
|GFX
|-
|[[Style Guide]]
|Internal Style guide containing colours / fonts etc, once complete will
be avalible as part of press pack
|GFX
|-
|[[Bobbins]]
|Meet the Bobbins
|GFX
|}

Consult the [https://www.mediawiki.org/wiki/Special:MyLanguage/Help:Contents User's Guide] for information on using the wiki software.

If you would like to discuss EventR with us, please use our [https://g.softpauer.com/contact-us/ contact form]

Enjoy EventR!

Itinerary Tags

2026-09-23T12:21:05Z

Kaylanp:

[[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 at the top of the home screen of the app. They allow you to assign names and colours to group your itineraries. In the app if you tap on the coloured area a dropdown menu will open with the list of tag names. You can also see them from the [[EventR Team Itinerary List Screen|itinerary list screen]].[[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.

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.

=== 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]]
[[Category:Tags]]

Itinerary Import and Export

2026-09-23T08:48:53Z

Kaylanp: defined deeplinks

== 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]]

Release 3.6.0

2026-09-23T08:34:34Z

Kaylanp:

'''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 Tags

2026-09-23T08:29:36Z

Kaylanp:

Itinerary Tags

2026-09-23T08:22:44Z

Kaylanp:

[[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 at the top of the home screen of the app. They allow you to assign names and colours to group your itineraries. In the app if you tap on the coloured area a dropdown menu 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]]

Image Focal Point editing

2026-09-22T13:17:38Z

Kaylanp:

= Overview =
'''Image Focal Point Editing''' allows you to control how an uploaded image is positioned and cropped wherever an image is displayed within EventR.

Previously, images were automatically cropped from the centre. This could result in important parts of an image being cut off — for example, positioning the crop around a person's midriff rather than their face.

With Image Focal Point Editing, you can reposition and zoom an image to ensure the desired information remains visible.

== Quick positioning ==
Images can be repositioned directly from pages where they are displayed, without opening the image controls.

* '''Ctrl + Drag''' — reposition the image within its display area.
* '''Shift + Scroll''' — zoom the image in or out.

For example, these controls can be used directly from an [[Itineraries|itinerary]] overview to adjust the positioning of an image, giving you the ability to view the cropped result immediately.
[[File:Image Quick Positioning.png|center|thumb|332x332px|Quick Positioning Controls]]

== Full image controls ==
Clicking an image opens the full focal point editing controls. From here you can:

* '''Reposition''' the crop window to the desired area of the image.
* '''Adjust the zoom''' level.
* '''Reset''' the framing to the original centralised position.

[[File:Full Image Controls.png|center|thumb|567x567px|Full Image Controls]]
The controls are available wherever an uploaded image is used, including '''itinerary cover images''' and '''event card images'''.

Image Focal Point editing

2026-09-22T13:17:05Z

Kaylanp:

= Overview =
'''Image Focal Point Editing''' allows you to control how an uploaded image is positioned and cropped wherever an image is displayed within EventR.

Previously, images were automatically cropped from the centre. This could result in important parts of an image being cut off — for example, positioning the crop around a person's midriff rather than their face.

With Image Focal Point Editing, you can reposition and zoom an image to ensure the desired information remains visible.

== Quick positioning ==
Images can be repositioned directly from pages where they are displayed, without opening the image controls.

* '''Ctrl + Drag''' — reposition the image within its display area.
* '''Shift + Scroll''' — zoom the image in or out.

For example, these controls can be used directly from an [[Itineraries|itinerary overview]] to adjust the positioning of an image, giving you the ability to view the cropped result immediately.
[[File:Image Quick Positioning.png|center|thumb|332x332px|Quick Positioning Controls]]

== Full image controls ==
Clicking an image opens the full focal point editing controls. From here you can:

* '''Reposition''' the crop window to the desired area of the image.
* '''Adjust the zoom''' level.
* '''Reset''' the framing to the original centralised position.

[[File:Full Image Controls.png|center|thumb|567x567px|Full Image Controls]]
The controls are available wherever an uploaded image is used, including '''itinerary cover images''' and '''event card images'''.

Image Focal Point editing

2026-09-22T13:15:17Z

Kaylanp: Page created

= Overview =
'''Image Focal Point Editing''' allows you to control how an uploaded image is positioned and cropped wherever an image is displayed within EventR.

Previously, images were automatically cropped from the centre. This could result in important parts of an image being cut off — for example, positioning the crop around a person's midriff rather than their face.

With Image Focal Point Editing, you can reposition and zoom an image to ensure the desired information remains visible.

== Quick positioning ==
Images can be repositioned directly from pages where they are displayed, without opening the image controls.

* '''Ctrl + Drag''' — reposition the image within its display area.
* '''Shift + Scroll''' — zoom the image in or out.

For example, these controls can be used directly from an itinerary overview to adjust the positioning of an image, giving you the ability to view the cropped result immediately.
[[File:Image Quick Positioning.png|center|thumb|332x332px|Quick Positioning Controls]]

== Full image controls ==
Clicking an image opens the full focal point editing controls. From here you can:

* '''Reposition''' the crop window to the desired area of the image.
* '''Adjust the zoom''' level.
* '''Reset''' the framing to the original centralised position.

[[File:Full Image Controls.png|center|thumb|567x567px|Full Image Controls]]
The controls are available wherever an uploaded image is used, including '''itinerary cover images''' and '''event card images'''.

File:Full Image Controls.png

2026-09-22T13:14:40Z

Kaylanp:

Full Image Controls

File:Image Quick Positioning.png

2026-09-22T13:13:35Z

Kaylanp:

Image Quick Positioning

Image Focal Point editing

2026-09-22T12:58:47Z

Kaylanp: 4355yiuyt

kaylan editing

Itinerary Import and Export

2026-09-18T10:42:49Z

Kaylanp: cross reference

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.

EventR Team Guide

2026-09-18T10:17:01Z

Kaylanp: /* Map */

=== EventR Team is where it all starts! ===
The app can be downloaded for [https://l.softpauer.com/ios Apple iOS] or [https://l.softpauer.com/android Android] for free, and is a fully featured team collaboration tool.

We recommend and support the latest OS, currently iOS 26 and Android 16, though the app supports older versions.

EventR Team has many different ways into it. Largely they follow the "[[How to add a user to EventR|join a team]]" or "[[create new team]]" flows. Once a team is created, the person that originally created it is given the [[Roles and access|Owner]] role. There can only be one owner, though support can change this. You can only be owner of one team, however you can be a [[How to swap teams|member of many teams]].

A "Team" is made up of:

* Users
* Itineraries and associated data
* Chat (premium)
* Cost models (premium)

Each team is a separate privately encrypted database that holds all the team information.

Once the sign up flow is complete, you will be given the option to create your first Itinerary.

If you do that, you will then be asked for the Itinerary details. An Itinerary is a collection of activities and users needed to do an event.

EventR Team also supports a full [[Hotel Booker]], offering convenient and competitively priced accommodation for your team.

[[Creating an Itinerary in EventR Team]]

[[Editing an Expense]]

== App Screens ==

=== Home Page ===
[[File:Home screen.png|thumb]]The home screen covers most of the basic features of the app. At the top there is the current [[Itineraries|itinerary]] name, and the Team Name above it. The dates the Itinerary runs between are shown underneath, along with any tag colours assigned.

In the top left there is a button to select different itineraries (swiping this area will also swap itineraries). Below this there is a banknote button to open the [[EventR Expense Guide|Expense]] screen (Requires EventR Plus plan and up). The top right hand clock icon allows you to show all times in your local timezone - handy if you want to work out when something is happening where you are.

There are then 3 tabs:

==== Itinerary ====
This is a time ordered list showing you the next activity at the top (The image on the right shows a long stay parking for example). Each activity is shown as a [[Activity Card|card]] that shows the start times, along with other relevant information. Past activities can be shown by tapping on the text that appears at the bottom. Also [[Account]] -> [[EventR Team Settings|Settings]] -> [[Settings Home Page Options|Home]] contains an option to show recently past activities - this will show the past activities in a greyed out state at the top. Some users find this useful if they just have start times set.

The pen icon in bottom right gives you the [[Activity Edit page in App|edit page]].

In the itinerary there are little speech bubbles on the cards. These can be used to open a chat for that activity. The chat will be created with the people on the activity in question.

==== Summary ====
The Summary Screen begins with the General tab, containing general Event details - address, website, files attached to the itinerary, and the additional info field. This screen supports [https://markdownguide.org/ markdown], so you can make it look quite fancy!

The General tab also includes the [[calendar sync]], and a real time clock in sync with your local time and the event local time. A hidden feature is you can tap on this and reveal a screen showing the time in every timezone in the itinerary - this can be handy if you're spread around the world.

After that you have a list of items by type. This includes untimed "[[stands]]" that can be used to convey more information.

==== Map ====
The Map defaults to showing every future activity with a known location (this will be the GPS location, or address set). The map also displays stands with a location assigned. There are small numbers in red circles for each activity, displaying the order in which the user will be doing them. As a default anything beyond 3 is faded out, so you can focus on what's next. This can be adjusted using the cog Settings icon. Left hand side full screens the map. Bottom left allows the user to share their location on the map to every other team member. This has various times allowing the user control how long they are shown. Finally, the final bottom right cycles through different views of the map. Simply click the search icon to search the map for a specific itinerary item (activity or stand), and the map will zoom to your searched item.

Please note Activities and stands can stack, tapping on them will show what is happening at that location. This also leads to discontinuities in the numbering, as various things through an itinerary can be happening on that spot.

Tapping on an address will take you out into Apple/Google Maps to that location. There is also a copy button to put the address on your clipboard.<div style="clear: both"></div>

== Chat Page ==
[[File:Chat Screen.png|thumb]]
EventR (premium and above) features a full channel based chat system. Channels are automatically created and populated with the people on any activity. You can send text messages, files, and photos to everyone in the group. Each [[Itineraries|Itinerary]] has its own separate chat channels, which are not reused. At the top you can search by name of the channel for messages. Most recent messages appear at the top - and are bold if unread.

The bottom right icon allows you to create a channel containing specific people. These groups persist across itineraries so can be used to collaborate on long running jobs, site wide communication or any manner of user groupings not directly covered by the automatically created channels.

Chats send notifications if enabled to all users in them, so are a good way to explain changes to the team.

<div style="clear: both"></div>

== Team Page ==
[[File:Team Screen.png|thumb|Team Screen in EventR Team]]
This page displays all itinerary items and activities for your team.

By default all itinerary items have ' [[Activity visibility levels|Team]]' visibility.Items with Public visibility are also displayed on this page.Items with Private visibility are shown only to the team members who have been assigned to them.

Owners and Admins can also view team members’ private entries on this page, as well as on the [[Team Members page|Team Member Page]].This allows them to view a team member’s itinerary as if they were that team member for confirmation or final checks.

Additional team member with User Role can be give access to Private entries using the [[Permissions Tab#Permissions Table|View Private Entries Permission]].

The default activity categories are all grouped together, but if you assign a "[[Activity Category Tags|category tag]]" in the Enterprise Coordinator Hub you will also see them grouped by these. This allows for flexible grouping of activities, that have more relevance to the users tasks. Activities can have multiple categories so can appear in multiple places. Each Activity has a Details screen if you tap on it (like on the home screen).

There are some subtle differences for some of the sections - Hotel and Flights in particular do not show personal information not on the [[Booking sections in Activity input|booking section]]. This allows users in the same team to see which users are staying at a hotel, but won't show who is sharing with whom or what room type they have been given. Flights offer similar functionality - not showing the full booking references, and other information.

The team screen is searchable, and will filter based on what you type in the search box. Sub screens will show lists of activities in that section, and can be further searched.

Team members on the itinerary are also shown and their personal schedule can be seen - following the team/public/private visibility rules.

If using the Enterprise Coordinator Hub, only items marked as "[[Booking statuses|confirmed]]" appear on this screen, not pending or cancelled items.

With sufficient access (available by default) the bottom right green icon takes you to the [[Joining a Team Guide|add team member screen]].

Under the Team Members drop down, you can also view each members itinerary by tapping on their name and going to their corresponding [[Team Members page]].
<div style="clear: both"></div>

== Account Page ==
[[File:Account Screen.png|thumb]]
The Account page manages User details and preferences. It allows you to log out, swap teams, view all itineraries you're a part of, view access requests to teams you administrate, and change settings, like notification options and more.

You can also request account deletion here.

[[Category:EventR Team]] [[Category:Getting Started]]

EventR Team Guide

2026-09-18T10:16:03Z

Kaylanp: /* Map */ adding stands to map

=== EventR Team is where it all starts! ===
The app can be downloaded for [https://l.softpauer.com/ios Apple iOS] or [https://l.softpauer.com/android Android] for free, and is a fully featured team collaboration tool.

We recommend and support the latest OS, currently iOS 26 and Android 16, though the app supports older versions.

EventR Team has many different ways into it. Largely they follow the "[[How to add a user to EventR|join a team]]" or "[[create new team]]" flows. Once a team is created, the person that originally created it is given the [[Roles and access|Owner]] role. There can only be one owner, though support can change this. You can only be owner of one team, however you can be a [[How to swap teams|member of many teams]].

A "Team" is made up of:

* Users
* Itineraries and associated data
* Chat (premium)
* Cost models (premium)

Each team is a separate privately encrypted database that holds all the team information.

Once the sign up flow is complete, you will be given the option to create your first Itinerary.

If you do that, you will then be asked for the Itinerary details. An Itinerary is a collection of activities and users needed to do an event.

EventR Team also supports a full [[Hotel Booker]], offering convenient and competitively priced accommodation for your team.

[[Creating an Itinerary in EventR Team]]

[[Editing an Expense]]

== App Screens ==

=== Home Page ===
[[File:Home screen.png|thumb]]The home screen covers most of the basic features of the app. At the top there is the current [[Itineraries|itinerary]] name, and the Team Name above it. The dates the Itinerary runs between are shown underneath, along with any tag colours assigned.

In the top left there is a button to select different itineraries (swiping this area will also swap itineraries). Below this there is a banknote button to open the [[EventR Expense Guide|Expense]] screen (Requires EventR Plus plan and up). The top right hand clock icon allows you to show all times in your local timezone - handy if you want to work out when something is happening where you are.

There are then 3 tabs:

==== Itinerary ====
This is a time ordered list showing you the next activity at the top (The image on the right shows a long stay parking for example). Each activity is shown as a [[Activity Card|card]] that shows the start times, along with other relevant information. Past activities can be shown by tapping on the text that appears at the bottom. Also [[Account]] -> [[EventR Team Settings|Settings]] -> [[Settings Home Page Options|Home]] contains an option to show recently past activities - this will show the past activities in a greyed out state at the top. Some users find this useful if they just have start times set.

The pen icon in bottom right gives you the [[Activity Edit page in App|edit page]].

In the itinerary there are little speech bubbles on the cards. These can be used to open a chat for that activity. The chat will be created with the people on the activity in question.

==== Summary ====
The Summary Screen begins with the General tab, containing general Event details - address, website, files attached to the itinerary, and the additional info field. This screen supports [https://markdownguide.org/ markdown], so you can make it look quite fancy!

The General tab also includes the [[calendar sync]], and a real time clock in sync with your local time and the event local time. A hidden feature is you can tap on this and reveal a screen showing the time in every timezone in the itinerary - this can be handy if you're spread around the world.

After that you have a list of items by type. This includes untimed "[[stands]]" that can be used to convey more information.

==== Map ====
The Map defaults to showing every future activity with a known location (this will be the GPS location, or address set). The map also displays stands with a location assigned. There are small numbers in red circles for each activity, displaying the order in which the user will be doing them. As a default anything beyond 3 is faded out, so you can focus on what's next. This can be adjusted using the cog Settings icon. Left hand side full screens the map. Bottom left allows the user to share their location on the map to every other team member. This has various times allowing the user control how long they are shown. Finally, the final bottom right cycles through different views of the map.

Please note Activities and stands can stack, tapping on them will show what is happening at that location. This also leads to discontinuities in the numbering, as various things through an itinerary can be happening on that spot.

Tapping on an address will take you out into Apple/Google Maps to that location. There is also a copy button to put the address on your clipboard.<div style="clear: both"></div>

== Chat Page ==
[[File:Chat Screen.png|thumb]]
EventR (premium and above) features a full channel based chat system. Channels are automatically created and populated with the people on any activity. You can send text messages, files, and photos to everyone in the group. Each [[Itineraries|Itinerary]] has its own separate chat channels, which are not reused. At the top you can search by name of the channel for messages. Most recent messages appear at the top - and are bold if unread.

The bottom right icon allows you to create a channel containing specific people. These groups persist across itineraries so can be used to collaborate on long running jobs, site wide communication or any manner of user groupings not directly covered by the automatically created channels.

Chats send notifications if enabled to all users in them, so are a good way to explain changes to the team.

<div style="clear: both"></div>

== Team Page ==
[[File:Team Screen.png|thumb|Team Screen in EventR Team]]
This page displays all itinerary items and activities for your team.

By default all itinerary items have ' [[Activity visibility levels|Team]]' visibility.Items with Public visibility are also displayed on this page.Items with Private visibility are shown only to the team members who have been assigned to them.

Owners and Admins can also view team members’ private entries on this page, as well as on the [[Team Members page|Team Member Page]].This allows them to view a team member’s itinerary as if they were that team member for confirmation or final checks.

Additional team member with User Role can be give access to Private entries using the [[Permissions Tab#Permissions Table|View Private Entries Permission]].

The default activity categories are all grouped together, but if you assign a "[[Activity Category Tags|category tag]]" in the Enterprise Coordinator Hub you will also see them grouped by these. This allows for flexible grouping of activities, that have more relevance to the users tasks. Activities can have multiple categories so can appear in multiple places. Each Activity has a Details screen if you tap on it (like on the home screen).

There are some subtle differences for some of the sections - Hotel and Flights in particular do not show personal information not on the [[Booking sections in Activity input|booking section]]. This allows users in the same team to see which users are staying at a hotel, but won't show who is sharing with whom or what room type they have been given. Flights offer similar functionality - not showing the full booking references, and other information.

The team screen is searchable, and will filter based on what you type in the search box. Sub screens will show lists of activities in that section, and can be further searched.

Team members on the itinerary are also shown and their personal schedule can be seen - following the team/public/private visibility rules.

If using the Enterprise Coordinator Hub, only items marked as "[[Booking statuses|confirmed]]" appear on this screen, not pending or cancelled items.

With sufficient access (available by default) the bottom right green icon takes you to the [[Joining a Team Guide|add team member screen]].

Under the Team Members drop down, you can also view each members itinerary by tapping on their name and going to their corresponding [[Team Members page]].
<div style="clear: both"></div>

== Account Page ==
[[File:Account Screen.png|thumb]]
The Account page manages User details and preferences. It allows you to log out, swap teams, view all itineraries you're a part of, view access requests to teams you administrate, and change settings, like notification options and more.

You can also request account deletion here.

[[Category:EventR Team]] [[Category:Getting Started]]

Itinerary Import and Export

2026-09-18T09:48:41Z

Kaylanp:

The Excel itinerary import/export feature allows you to export an itinerary from the Coordinator Hub to a spreadsheet, make bulk edits offline, and then import it back into EventR to create a new 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 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 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 activities.
* Deeplinks can be included as an optional extra tab during export.

== Recommended workflow ==

# Export the itinerary from the 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.

Itinerary Import and Export

2026-09-18T09:48:19Z

Kaylanp:

File:Excel Import Page.png

2026-09-18T09:47:37Z

Kaylanp:

Excel Import Page

Itinerary Import and Export

2026-09-18T09:45:45Z

Kaylanp:

The Excel itinerary import/export feature allows you to export an itinerary from the Coordinator Hub to a spreadsheet, make bulk edits offline, and then import it back into EventR to create a new 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|410x410px|Excel Import/Export Page]]
From an itinerary in the 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 itinerary''' from the uploaded file.

== 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 activities.
* Deeplinks can be included as an optional extra tab during export.

== Recommended workflow ==

# Export the itinerary from the 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.

File:Excel import-export screen.png

2026-09-18T09:45:10Z

Kaylanp:

excel import/export screen

Itinerary Import and Export

2026-09-18T09:42:03Z

Kaylanp: Made the page

The Excel itinerary import/export feature allows you to export an itinerary from the Coordinator Hub to a spreadsheet, make bulk edits offline, and then import it back into EventR to create a new 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 ==
From an itinerary in the 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 itinerary''' from the uploaded file.

== 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 activities.
* Deeplinks can be included as an optional extra tab during export.

== Recommended workflow ==

# Export the itinerary from the 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.

Calendar Syncing

2026-07-14T15:29:43Z

Kaylanp: Added info about deep links, and some supporting phrases elsewhere

[[File:Calendar.png|thumb|Calendar|312x312px]]
EventR allows you to synchronise all the activities in an itinerary to your device's local calendar. This toggle can be found in the "Notifications, Calendar & Widgets" screen, under the Summary page. It is entitled 'Calendar Sync'. This allows you to use other tools with your itinerary information, integrating with your existing device calendar workflow.

You can filter the sections, [[Activity Category Tags|categories]], and [[Activity visibility levels|public]] items.

We create a specific EventR Calendar as opposed to merging it with an existing personal one, so depending on your settings you may need to enable it to see it. It will begin with "EventR - ".

For this feature to work, you must enable calendar access permissions to EventR in your device settings.

On Android, you'll need to enable a non-Google account (in your Calendar App, Settings, Manage accounts) before the calendars will be visible in the normal user-interface.

== Steps to exporting your calendar ==

=== Exporting iCloud calendar ===
[[File:ICloud calendars showing Eventr Calendar.png|thumb|iCloud calendars showing Eventr Calendar.]]

==== With an Apple Mac (recommended): ====

# Go to a Mac, open the Calendar app.
# Click on "EventR - " calendar.
# Go to <code>File</code> -> <code>Export</code> -> <code>Export</code>, and save the [[wikipedia:ICalendar|ics]] file.

[[File:Steps to make a public calendar on icloud.png|thumb|279x279px|Steps to make a public calendar on icloud.com]]
'''Without an Apple Mac:'''

# In a web browser, go to [https://www.icloud.com/calendar/ icloud.com/calendar].
# Hover the cursor over the calendar, and click the "profile" icon.
# Enable "Public Calendar" (disabling after these steps is recommended).
# Copy the link shown, paste into the URL of a new tab and replace <code>webcal</code> with <code>http</code> .
# Hit enter and it will attempt to download the [[wikipedia:ICalendar|ics]] file.

=== Exporting Google calendar ===
Eventr Calendars only exist on the device to which it's been synced, so you need to export using a third-party app such as [https://play.google.com/store/apps/details?id=com.icalparse.free&hl=en_GB&pli=1 this].

== The Calendar Entry ==
[[File:Example Calendar Entry.png|thumb|Calendar entry in a device's calendar app]]
The calendar entries for each itinerary event will be included in the EventR calendar added to your device. Date, time and location data transfers across (if included), alongside supporting information, such as the entry's associated itinerary name. A 'deep-link' is also provided - unique to each calendar entry - which if tapped will take you straight inside EventR Team to the activity in question, allowing precise navigation between your device's calendar app and EventR team.
[[Category:Feature]]

File:Example Calendar Entry.png

2026-07-14T15:22:33Z

Kaylanp:

Example Calendar Entry in device calendar (android?)

Hitech GP

2026-07-14T14:50:12Z

Kaylanp: new cover page

[[File:Hitech New Cover Page.png|thumb|593x593px]]

=== About Hitech GP ===

* [https://www.hitechgp.co.uk/ 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]]

File:Hitech New Cover Page.png

2026-07-14T14:49:58Z

Kaylanp:

Hitech New Cover Page (Kaylan format spelling fixed)

Dragon Racing 88

2026-07-14T13:45:47Z

Kaylanp: /* Testimonial */

[[File:Dragon Page 1 Corrected.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.

=== Testimonial ===
“While we are still discovering new ways to maximise the platform and leverage its full capabilities, the app has already become an invaluable tool across our business. From race programmes and client hospitality to lifestyle events, it has significantly improved the way we communicate with our team members and manage event information. We have also been particularly impressed by your team's responsiveness. The speed with which you have implemented updates and refinements based on our feedback has made a real difference and has helped tailor the platform to our specific operational requirements. As a reflection of our confidence in Event R, we have proudly carried the Event R branding on our GT3 race cars competing in Europe, as well as on our Ferrari Challenge cars here in the Middle East. We have also found ourselves regularly recommending the platform to fellow teams, organisers, and industry partners who are looking for a professional and reliable event management solution. Congratulations on what you have built so far, and thank you for being such a valued partner to Dragon Racing.”

- Jake Carlin (Dragon Racing 88 Business Development)

Dragon Racing 88

2026-07-14T13:41:26Z

Kaylanp: Added testimonial

Dragon Racing 88

2026-07-14T13:20:57Z

Kaylanp: image change

File:Dragon Page 1 Corrected.png

2026-07-14T13:20:44Z

Kaylanp:

Dragon_Page_1_Corrected

Chicago Performance & Tuning

2026-07-13T13:04:10Z

Kaylanp: Changed from image to text. FORMATTING MAY BE INCONSISTENT

[[File:CPT Page 1.png|thumb|484x484px]]

=== About Chicago Performance and Tuning ===

* Chicago Performance and Tuning Co. (CPT) is a U.S.-based motorsport operation combining professional GT racing, customer support, and a wider performance and tuning business. Unlike a race team focused only on on-track delivery, CPT’s event operations span both competitive race-weekend execution and the broader logistical demands of supporting a high-performance automotive programme. Across major race events, CPT used EventR to coordinate travel, accommodation, transport, and detailed event schedules for a 22-person team in a fast-moving motorsport environment.

=== Motorsport Logistics - The Challenge ===

* 22 Team Members: With a 22-strong team attending race events, CPT needed a reliable way to keep personnel aligned across travel, accommodation, transport, and on-site activity to avoid operational friction.
* 10+ Staggered Flights: Team members were flying in from around the globe to race events, resulting in staggered departure times, multiple airports and multiple airfares associated with the one event.
* Multiple Transport and Rooming Plans: Alongside flights, CPT needed to manage hotel room information for each guest and allocate team members to local transports. Competency here was essential for smooth team movement.
* Complex Activity Categories: Race weekends involved a mix of track events, logistics, scrutineering, and key driver commitments, each with different attendees and timings. CPT needed a structured way to separate these activity types while still keeping everyone on a single, coherent event plan.

=== The EventR Solution ===

* '''Flight Tracking and Expense Logging:''' CPT used EventR to [[Live Flight Updates|track 10+ team flights]], giving organisers a centralised view of inbound and outbound travel across the race crew. By also logging the [[Costing and Budgeting|expenses]] attached to plane tickets, EventR helped combine travel coordination with cost visibility, reducing the need to manage logistics and spending in separate systems.
* '''Accommodation Management:''' EventR was used to [[Hotel Booker|log hotel bookings]] and [[Rooming Lists|room information]] for each guest, giving CPT a clear overview of where everyone was staying. This reduced confusion around accommodation assignments and helped ensure the team had the right rooming plan in place ahead of each event.
* '''Transport Allocation:''' To manage local movement, CPT used EventR to assign team members to either a minivan or car. This gave the team a simple and structured way to communicate vehicle plans, helping people understand their transport arrangements as part of the wider race itinerary.
* '''Categorised Activity Planning:''' CPT organised its schedule in EventR by categorising activities into areas such as track events, logistics, scrutineering and important driver events. This made busy race programmes much easier to follow, allowing team members to focus on the parts of the schedule most relevant to their role.
* '''Detailed Schedule and Team Structuring:''' Each activity in EventR included the relevant date, time, location, and attendees, ensuring that operational detail was captured clearly and consistently. CPT also used [[Departments and Groups|group]] tags to structure the 22-person team more effectively, making it easier to organise communications and keep different parts of the operation aligned.

=== Testimonial ===
‘We’ve used the free app version of EventR to manage our team’s logistics for quite a while. The impact it had on the team was immense - going from multiple documents for every event, to an app made everything so much easier. It’s easier for the team to digest, prevents them for looking at outdated info, and much easier to manage and track all the information from a management perspective - especially changes. As our team has grown, so have our needs, and we really felt we were stretching the free app version. Now swapping to Enterprise and having all the capability, as well as the support from the EventR team, we’ve finally got a proper grip on our team logistics and are very excited to continue to grow and utilize EventR. I would genuinely recommend it to anyone managing events or team logistics in a heartbeat.”

- Chris Lester (Team Sporting & Operations Director)

Hitech GP

2026-07-13T12:55:43Z

Kaylanp: adding links

[[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 eveery 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)

Hitech GP

2026-07-13T12:53:20Z

Kaylanp: Changed from image to text. FORMATTING MAY BE INCONSISTENT

[[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 eveery 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 (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 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 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)

Dragon Racing 88

2026-07-13T12:35:28Z

Kaylanp: Changed from image to text. FORMATTING MAY BE INCONSISTENT

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

=== About Dragon 88 Racing ===

* 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.

Walking With The Wounded - The Cumbrian Challenge

2026-07-13T12:28:05Z

Kaylanp: Changed from image to text. FORMATTING MAY BE INCONSISTENT

[[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.