In this tutorial, we will review the creation and setup of event dos within the portal templates. As a reminder, to-dos placed within this specific event type’s portal template will only apply to events in that same designated event type. For example, I will place wedding to-dos in the wedding template.

Place items in the event to-do’s section that need to be completed by the client prior to the event. If you have a planning form or a song selection form, this would be where those items are placed. To add a to-do, click the “add” button. On the page that appears, add a title for this portal template.

Once named, select the “add template” button in the upper left-hand corner of the page.

If you are adding a planning form, select the “Add Form To-Do” option. If you have the DJ add-on, select “Add a Song Selection To-Do” to add a song selection task. If you have our DJ add-on and you want to request song selection from your client, you can learn more about requesting song selection in our DJ add-on tutorial series at help.releventful.com.

Section titles can also be added to organize the To-Dos menu and are a great option if you want to incorporate a timeline directly into the To-Dos menu.

In today’s example, I will be showing you how to create a form to-do.

The icons here in the pop-up menu will turn green to indicate that those items are enabled and added into this portal template to-do. Hover over each of the icons to read more about what these pertain to.

Scrolling down the pop-up window, add a subject line and message that the client will receive with the request to complete the form to do. If you have an existing email template in the system that you would like to utilize for this email message, select it with the hyperlink under “email template.”

You have the option to add a timestamp to a to-do. If you would like to enable this option, toggle on the “time” setting with the toggle below. The time setting here is a great way to create an incorporated timeline into the to-do’s menu.

Set the due date that this to-do should be completed. To add the proper date, select the three dots to the right of the text. Select “change payment due date” to set the correct due date for this task.

Configure the trigger rule with the fields provided. Select the third field to open the date options available to you. Here you can set the date that the task is due. You can configure this due date off of the event start date, event end date, pipeline close date or automation start date. There are other options available to you if you select the “default” field on the left-hand side. You will see an option for “event status change”. This provides the option for setting the due date based on a change in event status for the client’s event.

Select the trigger date or status that works best for you and the due date you are setting for the to-do.

Use the “number of days” to indicate how many days before or after the date that this task should be due. For example, if you wanted this planning form to be due 3 months before the client’s event, you can select the “event start date” for the third column.

Select “done” at the bottom of the window to return to the other detail of the trigger configuration. Next, set 90 days before in the other two fields. This will indicate that the due date for this planning form task will be set to 3 months before the event.

Next, set the time that this to-do will be due on the date indicated above.

If the person icon at the top of the window is green, this indicates that this to-do will be assigned to your client. If you would prefer to assign this task to a team member instead of the client, click the green icon and select “Do not assign this to my client.” Proceed to add the name of the internal team member under the “Assigned Employees” field to assign the to-do to them instead.

At the top of the page, select the “Form Settings” tab. Select the “Load a form” hyperlink and proceed to click on the planning form in the pop-up window that you want to link to this to-do task.

Once your form is attached, select the “Notification Settings” tab at the top of the page. If you would like this notification to be sent from a particular person, type the name of the user in the “Send Email From” field. This is not required, but available if needed.

Underneath the “Scheduled Email” header, proceed to set the scheduled notification for this task in the same way you set the due date setting. Your scheduled email date and due date should be different dates. This will allow time for your client to complete the to-do after receiving the initial email informing them of the task. To set the date for the notification to be sent, select the three dots to the right of the text and click on “Change Email Schedule.”

Set the date rules here in the same way you set the due date on the other tab.

As a more advanced option, you can add conditional triggers to this as well. For example, if I open this back up by selecting “event start date” you will see the option for additional trigger conditions with the “add” option below.

Use the AND / OR condition to add additional trigger settings. I might want this to send this email 3 months before the event but only if the event status is “pending”. I could add an additional trigger condition for “and event status change is pending”. Once populated, I can select “save” and see this condition added to the trigger. Select “done” and see the modification to your trigger back on the original edit screen.

When these settings are complete, select the save button in the lower left-hand corner of the window.

Back on the portal template page, toggle the “off” button to “on” to add this to-do to the event portal template you were working from. You will see a setting appear in the middle of the page indicating that this to-do has been enabled and reminding you of the event type that this belongs to.

By default, this to-do applies to booked events, however, this can be changed if you select the three dots alongside this setting and select the prompt for “change portal template settings.” You can change when this to-do is applied to your event type with the first available drop-down. We suggest not assigning to-dos until the event is booked, but it is up to you if you would like to alter this setting based on your business workflows.

By default all templates in this To-Do automation will be added to your clients portal according to the To-Do automation run setting.

Once this setting has been established, select the “save” option back on the portal template page to complete this setup. You will now see this to-do back on the portal template page for this event type, alongside the settings that you set up for the to-do. If you have other to-dos to apply to this event type, continue to add them in this section with the “add” prompt.

We hope that this tutorial has been helpful in explaining event to-dos and how to configure them via the portal templates. For additional information and resources, be sure to visit help.releventful.com.