An event schedule is the central overview of all components of an event. It brings together activities, times, spaces and products, and into one clear programme.
With an accurate event schedule, everyone always works with the same up-to-date information.
Contents of this article:
1. Navigating to an event
In the event dashboard, you will find all information related to an event. To open an event:
Go to a Planning view via the main menu (Planning, Calendar, or Occupancy).
Click on the desired event.
You will now enter the event dashboard, the event schedule is shown immediately.
Example of an event (dashboard)
2. Views of an event schedule
The event schedule can be displayed in two ways:
Schedule view (most commonly used)
Timeline view
Using the button at the top right of an event (see image below), you can switch between the two views.
The schedule view (option 1) is the most commonly used and is set as default. The system remembers your preference.
1. Schedule view (option 1)
Overview of activities listed one below the other
Shows associated products per activity
Ideal for detail and content
2. Timeline view (option 2)
Visual representation of the event in time blocks
Easily add activities by clicking on the timeline
Drag, extend, and move activities
3. Creating or editing an event schedule
An event schedule is built from different components:
3.1: Packages
3.2: Activities (with times and spaces)
3.3: Products
3.1 Adding packages to an event
Ideally start by adding a package
Packages contain preconfigured activities and products
Saves time for recurring events
3.2 Adding activities with times and spaces to an event
Activities form the structure of the daily programme
Examples: reception, lunch, meeting, ceremony
Activities always have a start and end time
Link a space to an activity (this clarifies where each activity takes place)
Add via the “+” button and “+ activity” (schedule view), or by clicking on the timeline (timeline view).
3.3 Adding products to an event
There are two types of products: single products and products within an activity. In addition, you can add product suggestions.
Single products
Not linked to an activity
Apply to the entire day
Can be included by default or offered as a suggestion
Example: venue hire, technical equipment, staff
Products within an activity
Specifically linked to an activity
Can be included by default or offered as a suggestion
Example: coffee during “reception”, fresh sandwiches during “lunch”, flip chart during “meeting”
Product suggestions
The client can select suggestions for upselling (in the request widget and interactive quote)
Suggestions are not included by default
Example: fresh tomato soup or lunch drinks during “lunch”
Suggestions can be added as a single product or within an activity.
4. Timeline settings (opening hours)
The event timeline determines within which times (start and end time) activities can be scheduled, both by event planners and (optionally) by clients in the request widget.
To adjust the timeline, navigate to:
Setup > Settings > Company details > General settings > Events > Timeline
💡Tip: Set broad opening hours. Ensure at least a 1-minute difference between the start and end time of the timeline and choose the minute transition at a quiet moment (when no activities take place).
Example: from 05:00:00 to 04:59:00.