Table of Contents

Managing Events

Jennifer Sneider Updated by Jennifer Sneider

Studio Owners, Studio Managers, and Division Team Members can access this feature.

Use the Events feature to assign Assets to an Event, check Assets in/out, and track Event and Customer details.

Pro Tip: Surface the Event column on the Division Asset Index to quickly see which Assets have been added to which Events.

Managing Events

While accessing a Division, click Events in the top navigation bar to navigate to the Event Index.

View the Event Index as a table or as individual cards - toggle between the views using the Card View or Table View buttons in the top right corner. Sort the columns in the Events table by clicking the column headers.

While in Table View, use the Event Filter dropdown to filter the list by All Events, Current Events, Past Events, Active Events, Closed Events, or Events Ending in 7 or 30 Days.

Click an Event to open an Event View page.

Creating an Event

  1. Click the orange (+) button on the Event Index to create a new Event.
  2. Enter Event information (required fields are marked with an asterisk) and click Save.
Note: If you need to edit this information later, click the Pencil icon on the top right of the Event View header.

Creating Customers

Create Customers on the Event Index in order to have them available for selection on the Event Details tab of an Event View.

  1. Click Customers on the secondary navigation bar of the Event Index.
  2. Click the orange (+) button to add a new Customer.
  3. Enter Customer details (required fields are marked with an asterisk) and click Save.

To edit existing Customer information, click a line on the Customers table on the Event Index to open it, make your updates, and click Save.

Note: You can also create new Customers on the Event Details tab of an Event View.

Adding Event Details

Keep important Event Details like contact information, shipping dates, and tracking numbers in one place by entering Customer and Event Details on an Event View.

  1. From the Event Index, click an Event to open the Event View page.
  2. Click Event Details in the secondary navigation bar.
  3. Click Add Customer to assign a Customer.
  4. Select an existing contact from the dropdown or click Create New to create a new contact.
  5. Click Save.
  6. Click Add Details to add Event Details.
  7. Enter the information (required fields are marked with an asterisk) and click Save.

Adding Attachments

Upload documents relevant to an Event to have everything you need in an Event View page.

  1. From the Event Index, click an Event to open the Event View.
  2. Click Attachments on the secondary navigation bar.
  3. Click the +Attachment button.
  4. Click Choose and select the attachment(s) you want to upload from your computer.
  5. Click Upload.

Cloning an Event

If you have a recurring Event or an Event that requires the same Assets to be loaned out, it might be easier to clone an existing Event rather than create a new one from scratch. When cloning an Event, all Assets will be copied to the new Event with a Qty on Loan of 0.

Note: When Cloning an Event, the Assets will be added to the new Event, but you will need to manually enter Event Details, Customer Details, Shipping Details, and Event attachments.
  1. From the Event Index, click an Event to open the Event View.
  2. Click the Clone Event button in the header.
  3. The Event Name will pre-populate with the existing Event Name. Update your new Event Name (if you wish) and enter the Loan Dates, as they are required fields. You can add additional information now or later.
  4. Click Save.
  5. Click Confirm in the next window.

Managing Assets in an Event

Once you create an Event, you can add and track Assets. Check out Assets when they are loaned to an Event, and Check in Assets when they are returned.

Pro Tip: You can create or add to a Request from within an Event.

Adding Assets to an Event

  1. While logged into your Division, click Assets to navigate to the Asset Index.
  2. Click the checkboxes in line with the Assets you want to add.
  3. Click Add/Update.
  4. Click Add to Event.
  5. Select the Event from the dropdown and click Save.
Pro Tip: You can create Assets within an Event by clicking the orange (+) on the upper left of the Asset table in the Event View.

Removing Assets from an Event

  1. From the Event View, click the checkboxes in line with the Asset(s) you want to remove from the Event.
  2. Click Event Options.
  3. Click Remove from Event.
  4. Click Confirm in the pop-up window.

Checking Out Assets

  1. From the Event View page, click the checkboxes in line with the Assets you want to check out.
  2. Click Event Options.
  3. Click Check Out.
  4. Enter the Check Out Quantity.
  5. Click Save.

Pro Tip: On the Events tab in the individual Asset View, you'll see all Events linked to the Asset, along with the Qty Loaned and Qty Returned for each Event.

Checking In Assets

  1. From the Event View page, click the checkboxes in line with the Assets you want to check in.
  2. Click Event Options.
  3. Click Check In.
  4. Enter the Check In Quantity.
  5. Click Save.
Pro Tip: You can mark the Event as Closed in the header when everything is checked back in. If you try to close it before all Assets are checked in, a pop-up will notify you.

Copy Assets to an Event

If you need to have your Assets in multiple Events, you can copy them from one Event to another so the Assets exist in both Events.

  1. From the Event View page, click the checkboxes in line with the Assets you want to check in.
  2. Click Event Options.
  3. Click Copy to Event.
  4. Click Save.

Transfer Assets to an Event

If your plans change and you need to move Assets from one Event to another, you can transfer the Assets from one Event to the other.

  1. From the Event View page, click the checkboxes in line with the Assets you want to check in.
  2. Click Event Options.
  3. Click Transfer to Event.
  4. Click Save.

Updating Asset Status from an Event

  1. From the Event View page, click the checkboxes in line with the Assets you want to update.
  2. Click Add/Update.
  3. Click Status.
  4. Select a Status from the dropdown.
  5. Click Save.
Note: This updates the status of the Asset(s) on both the Event Index and the Asset Index.

Moving Assets to Another Division or Project Within an Event

  1. From the Event View page, click the checkboxes in line with the Assets you want to move.
  2. Click Move.
  3. Select the appropriate Owner, Division, Feature, and Project from the drop-downs (depending on which Owner you choose, the additional fields displayed may change).
  4. After making all selections, click Save.
Warning: If the selected Assets do not have identical fields in the Move Assets form, those fields will be cleared after clicking Save.

Running Reports from Events

  1. From the Event View page, click the checkboxes in line with the Assets you want to include on the report.
  2. Click Export.
  3. Click the report type you want (CSV, PDF, or Asset Page).

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Creating Division Assets

Adding Studio Users and Managing Permissions

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