Create an Event To-Do Template

  1. To create an assignable To-Do, click Templates (icon shown above) in the side navigation

  2. Click Portal Templates

  3. Click on the Event Type tab to create a To-Do for that type of event.

💡Pro Tip: don’t see the type of event you need? Add a new event type to your account.

  1. Under Event To-Dos, click Add


Editing an Event To-Do Template

  1. Under Portal Template Name, give this template a name so you can find it easily.

ℹ️ Note: the name will not be visible to your client

2. Add a new To-Do to this template by clicking Add Template

To-Do Settings

Email Reminders

Do you want an email reminder to be sent about this To-Do? To enable sending an email reminder, click the email button and choose Turn Email Reminders On.

Assign to Client

Is this To-Do for your client? If you would like to automatically assigning this To-Do to your client on the event, click the client button and choose Assign this to my client.

Request Song Selection (DJ Add-On Only)

Is this To-Do to request song selection? To enable the song selection tool for this To-Do, click the song selection button and choose Turn on song selection.

Request a Form / Questionnaire to be Filled Out

Is this To-Do to request your client to fill out a form / questionnaire? To add a form to this To-Do, click the Add Form button and choose Add a Form.

Adding the To-Do Description & Details

The title/email subject & description/email body will be used in the portal to help your client understand what you’re asking them to do and also for the email reminder.

You can use any of your email templates for your title & description, to use an Email Template, click on Choose Existing Template and click on the template you would like to use.

💡Pro Tip: Give specific details and instructions for them so they know what the To-Do is for and what is being asked of them to do.

Scheduling an Email

Releventful’s email scheduling gives you the power to send the email reminder out exactly when it needs to be.

To choose when the emails should be sent

  1. Click the menu button (icon shown above) next to Scheduled Email

  2. Click Change Email Schedule

Building Your Email Reminder Date

The email reminder date can be ON, BEFORE, or AFTER a specific date that is set and it can also be ON, BEFORE, or AFTER an event status that has been set on the event.

Example 1:

I would like the email to be sent 30 days BEFORE the Event Start Date.

Example 2:

I would like the email to be sent ON the Automation Start Date (immediately).

Setting the Email Reminder Date

Step 1: Click Not Set to choose your schedule trigger

Step 2: Choose a Schedule Trigger

In the Select a Schedule Trigger dropdown, choose Default to choose a date-based trigger or Event Status to choose an event status-based trigger.

Step 3: Choose a Reminder Day

In the Choose a Reminder Day dropdown, choose the day that you would like the scheduled email reminder date to be based off of.

Default Triggers

  • Event Start Date – this is the date you’ve set in the event start date field of the event

  • Event End Date – this is the date you’ve set in the event end date field of the event

  • Pipeline Close Date – this is the date you’ve set for the pipeline close date of the Sales Pipeline details of the event.

  • Automation Start Date (most commonly used) – this option is the most commonly used option; it represents the date and time when this To-Do template is added to the event.

Event Status Triggers

All of the event status values that you have added to your account will display here.

Learn more about how to add more event statuses to your account.

Step 4: Add any Additional Triggers

If you have additional date or event status conditions you would like to add to the email trigger, click the Add button under Additional Trigger Conditions.

ℹ️ Note: if the Add button is disabled, click Done to save your trigger and fix any errors first.

Step 5: Click Done to finalize your selections

Step 6: In the Choose When dropdown, select When you would like the email to be sent

Step 7: If your selection for Step 6 is BEFORE or AFTER, then you can choose the number of days BEFORE or AFTER the trigger.

Setting the Email Reminder Time

Check the box next to Send Immediately to send the email right away.

To send the email at a specific time, uncheck the box next to Send Immediately and choose a time.

Testing Your Email

To see what your email will look like, click Send Test Email in the bottom of the To-Do Template edit window.

Change the Due Date

To choose when the To-Do should be completed

  1. Click the menu button next to Due Date

  2. Click Change Due Date

Building Your Due Date

The due date can be ON, BEFORE, or AFTER a specific date that is set and it can also be ON, BEFORE, or AFTER an event status that has been set on the event.

Example 1:

I would like the email to be sent 30 days BEFORE the Event Start Date.

Example 2:

I would like the email to be sent ON the Automation Start Date (immediately).

Setting the Due Date

Important: the trigger for the email reminder date and the due date are the same. A change to one will affect the other. If you have already set a trigger for the email reminder, proceed to step 6 to customize the remainder of the Due Date.

Step 1: Click Not Set to choose your schedule trigger

Step 2: Choose a Schedule Trigger

In the Select a Schedule Trigger dropdown, choose Default to choose a date-based trigger or Event Status to choose an event status-based trigger.

Step 3: Choose a Reminder Day

In the Choose a Reminder Day dropdown, choose the day that you would like the scheduled email reminder date to be based off of.

Default Triggers

  • Event Start Date – this is the date you’ve set in the event start date field of the event

  • Event End Date – this is the date you’ve set in the event end date field of the event

  • Pipeline Close Date – this is the date you’ve set for the pipeline close date of the Sales Pipeline details of the event.

  • Automation Start Date (most commonly used) – this option is the most commonly used option; it represents the date and time when this To-Do template is added to the event.

Event Status Triggers

All of the event status values that you have added to your account will display here.

Learn more about how to add more event statuses to your account.

Step 4: Add Additional Triggers

If you have additional date or event status conditions you would like to add to the email trigger, click the Add button under Additional Trigger Conditions.

ℹ️ Note: if the Add button is disabled, click Done to save your trigger and fix any errors first.

Step 5: Click Done to finalize your selections

Step 6: In the Choose When dropdown, select When you would like the email to be sent

Step 7: If your selection for Step 6 is BEFORE or AFTER, then you can choose the number of days BEFORE or AFTER the trigger.

Setting the Due Time

Under Due Time, choose a time the To-Do is due.

Editing a To-Do Template Form

ℹ️ Note: make sure you turn the form on in the To-Do before you read this section

Adding a Form

To add a form

  1. Click on Load a form

  2. Click on the form you would like to use

ℹ️ Note: to create a new form, see Creating and Managing Forms to learn more.

Editing a Form

To make simple edits to a form

  1. Click Edit Form

  2. You can edit any of the form items by clicking the Edit button

  3. You can reorder any of the form items by dragging them up or down in the list

If you would like to make more extensive edits to the form, we recommend editing the form in the Form Templates editor.

To view the form, click on View Form

Change a Form

If you would like to use a different form

  1. Click on the name of the currently loaded form

  2. Click on the form you would like to use

Managing Song Selection Categories

ℹ️ Note: make sure you turn song selection on in the To-Do before you read this section.

When requesting song selections from your client, you must add categories for them to add their songs to.

For example:

50 songs can be added to Must Play

5 songs can be added to Do Not Play

To add a song selection category

  1. Go to the Song Selection Categories section of the To-Do template

  2. In the Find Song Category field enter the name of the song selection category you would like your client to choose songs for.

If the category exists, it will show up in the list; click on it to select it

If the category does not exist, you don’t need to select anything, when you add the category it will be added to your account song selection categories automatically.

  1. In the How many songs are allowed for this category field, enter the number of songs your client can add.

  2. Click the Add button to add the song selection category.

Assigning a To-Do

To assign the To-Do to one of your employees

  1. Type in their name in the Assigned Employee field

  2. Click on their name to assign them to the To-Do.

ℹ️ Note: you can have the To-Do assigned to both your client & your employee at the same time. They will both receive email reminders (if enabled) & your employee will see the To-Do listed under My Outstanding To-Dos in the dashboard and Business Reports area.

Save Your Edits

To save your To-Do template and all of your edits, click Save in the bottom of the To-Do template editor window.


Turning on the Portal To-Do Template

Turning the portal to-do template on will automatically add the portal to-do template to the portal when the event is booked.

To turn on the portal template by clicking the toggle button at the top of the Portal Template edit screen.

When the portal template is off

When the portal template is on

You can change when the portal to-do template is added to the event by changing the event booking default. To change the event booking default, click the portal settings button (icon shown above) and then click Change portal template defaults

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