Tasks for an event

At a big event the work rarely comes in one block: there is a build-up beforehand, someone has to be behind the bar during the event, and afterwards everything has to be cleared away again. With Tasks for an event you divide that work into phases, assign volunteers to each task, and see at a glance what is still open.

Step 1: Open the event

1. Click Communication in the menu and then Events.
2. Open the event you want to add tasks to.
3. In the Admin block, click Edit event and scroll down to the Tasks section.

Members see the same tasks on the event page itself, in the Tasks block. As long as there is no task, they do not see that block — it only appears once there is something to do.

Step 2: Set up phases

If nothing is there yet, click Set up phases. You then get your organisation's default set-up, by default: build-up, during the event and take-down.

Use Add phase to create one of your own — for example cleaning or cashing up. Each phase has a name and an icon, and you can change both later with the pencil in the phase header.

Step 3: Add a task

Click Task inside a phase and fill in:

• What needs doing? — the job, for example put up the tent.
• People needed — leave this empty and the task is for one person.
• When — a start and end time. Leave it empty and the task follows the event (all day). The calendar opens on the month of the event and puts a dot on the day itself.
• Details — optional: where to report, what to bring.
• Who is doing this? — search and select the members you want on it.

Switch on Members may sign up for this themselves if you want to open the task up. Members then see the I will do this button and can add themselves until the task is full.

Above the save button there is a strip reading N will be notified. Open it to see exactly who gets a message before you save.

Step 4: Keeping track of who does what

Each phase shows how many places are filled, and for every task you see the names and photos of the people on it. The colour of a row tells you where it stands:

• Orange with Today — this task is due today.
• Red with Overdue — the day has passed and the task is not finished.
• Green — completed.

Anyone assigned to a task can tick it off themselves with Complete; admins can do that too. If something is not right, Reopen puts it back.

Step 5: Your organisation's default phases

If you use the same set-up for every event, set it once under Settings › Extra fields › Tasks for an event. Every new event then starts with those phases. Changing the template does not affect events that already exist.

Good to know

• The feature is on by default for new environments. Don't see it and want to use it? Get in touch and we will switch it on for you.
• Assigning someone to a task sends them a notification. Anyone who has switched off Assigned to a task under My account › Notifications gets no push message, but still sees it in the app.
• If you delete a phase, the tasks in it disappear from this overview, including who was on them.

Frequently asked questions

Do members sign up themselves, or do I assign them? Either. You can put members on a task directly, and you can open a task up so members add themselves. You can also add people yourself to a task that is open for sign-ups.

What happens when a task is full? The I will do this button disappears and it says Full. If two people go for the last place at the same time, exactly one gets it and the other sees a message that the task has just filled up.

Can a member withdraw? Yes, with Never mind. That is always possible, including on a task an admin put them on.

Do volunteers get a reminder? Yes. Anyone on a task gets a reminder one day beforehand by default. Every member can change that under My account › Notifications.

Does this work without the Planning board? Yes. Tasks for an event is independent of the Planning board and works even when that feature is off.