Manager Role

MainEvent User Guide: 

Manager

Welcome to MainEvent!

As you begin your journey with us, we want you to know that we’re here to help and support you. Getting to know any new platform can be daunting, but with some time and support, we know you’ll be a superstar!

This guide is here to help you on your way, outlining the major aspects of your MainEvent site. From logging in to automated reporting, we’ve got you covered. Within the site, you can also find help with the click of a button, or at least an icon. Embedded help is available on all pages of the application, just click the lightbulb at the bottom right of the page. Searchable and mapped by page, find the help you need where you need it.

Ready to get started? Let’s go.

Logging In

The first step you take when using your new MainEvent site is arguably the most important: You need to sign in. Maybe you’re an old pro at this, but maybe this is the first time you’ve seen Single Sign On and you need some tips. The important thing is you’re here and we’re in this together.

When you first navigate to your MainEvent site, you will be taken to the login page. This will be branded with your global logo, and will require you to enter the login name you were sent. Click Continue to Site.

You will now be asked to enter your password. The password field is case sensitive. Once you have entered your password, click Login. 

If you have forgotten your password, click Lost Password? and you will receive an email to reset your password.

Finding a Client

Now that you’ve logged in, you might be staring at a screen and wondering what to do next. If you have access to more than one client site, logging in will take you to the global homepage. On this page, each client will be represented by a logo tile. Click on the appropriate logo to go to the client site.

Viewing the Dashboard

When you enter a client site, the first thing you’ll see is the dashboard, which can be configured to display data points and points of interest specific to the client and their programs. The custom dashboard is able to display media, charts, stats, event lists, and event calendars. This page also contains filters for Program, Market, Event Type, Tour (Asset) Type, Asset (Tour) Activity Type (if using Assets/Tours), and Period.

On the dashboard, the chart widgets are also exportable. Click on the hamburger icon to see what download options are available.

Types of Widgets

Bar Chart

The Bar Chart is a diagram in which the numerical values of variables are represented by the height or length of lines or rectangles of equal width.

Available Data Options: Weekly breakdown of recap question(s), Monthly breakdown of recap question(s), Recap question(s) by market, Recap question(s) by event type, Recap question(s) by market & program, Recap question(s) by Asset, Recap question(s) by program, Events by market & program, Events by status, Events by program, Events by status and program, Events by status and type, Events by type, Recap select question by market, Recap select question by program, Select type recap question, Recap select question by asset, Yes/No type recap question, Recap Yes/No question by program

Needs Recap (Events List)

An agenda list view of all events in the selected statuses.

Asset Activities List

An agenda list view of your asset activities. You can choose to show all asset activities, past asset activities, present and future asset activities, or only asset activities that can have events requested. You may also choose to exclude certain activity types.

Display Text

A heading to convey a direct message to the user. Allows basic formatting.

Line Chart

The line chart displays information as a series of data points called 'markers' connected by straight line segments.

Available Data Options: Weekly breakdown of recap question(s), Monthly breakdown of recap question(s), Recap question(s) by market, Recap question(s) by event type, Recap question(s) by market and program, Recap question(s) by program, Recap question(s) by Asset, Events by Market and program, Events by Program, Events by status and program, Events by status and type, Events by type, Recap select question by market, Recap select question by program, Yes/No type recap question, Recap Yes/No question by program

Stacked Bar Chart

A stacked bar chart uses bars to show comparisons between categories of data, but with the ability to break down and compare parts of a whole. Each bar in the chart represents a whole, and segments in the bar represent different parts or categories of that whole.

Available Data Options: Weekly breakdown of recap question(s), Monthly breakdown of recap question(s), Recap question(s) by market, Recap question(s) by event type, Recap question(s) by market & program, Recap question(s) by Asset, Recap question(s) by program, Events by market & program, Events by status, Events by status and program, Events by program, Events by status and type, Events by type, Recap select question by market, Recap select question by program, Select type recap question, Recap select question by asset, Yes/No type recap question, Recap Yes/No question by program

Pie Chart

A pie chart displays a circle divided into sectors that each represent a proportion of the whole.

Available Data Options: Recap question by market, Recap question vs. recap question, Recap question by event type, Events by status, Events by type, Select type recap question, Yes/No type recap question

Stat Billboard

The Stat Billboard displays a single data point or computed value that allows users to see the figure "at a glance".

Available Data Options: Custom field sum, Leads field sum, Multiple custom fields sum, Multiple custom fields sum by product, Total events, Total asset activities, Total events with an assigned asset

Map

The national map shows clustered results of event locations. Zooming in will display more specific event location results and allow users to click through to the event summary page on any event.

Agenda (Calendar List)

A list view of all events on the calendar.

Calendar

A standard calendar view of events in the system. Can be toggled between weekly and monthly views.

Media

A preview window that displays a random selection of recent media uploads.

Asset Calendar

A calendar view to display all asset activities. The calendar will include a dedicated section on each day for each asset whether there is a scheduled activity or not. This allows for easy visualization of each assets bookings.

Index Page Functions

Many sections of MainEvent include an Index Page. These pages highlight specific data but include many of the same features.

Quick Search

Quick Search allows users to filter down the results showing on the index page without having to add filters. To complete a Quick Search, enter an identifier in the search bar (ie. ID number, Name, Date, Address, Territory, etc.).

Entering a search term will narrow the results displaying on the index page considerably.

 to

To clear the search term, click the x at the end of the search bar.

Adding Filters

Filters can be created using more complicated or specific search criteria. Filters can be applied for a single use, saved for repeated use, and shared across management users on the project.

To create a new filter, click the chevron button next to the search bar. Click Create New.

This will open the Filters section. First, select the column that the filter should apply to from the Select Column dropdown menu. Any columns active on the index will be available to select.

Next, apply a qualifier to the column. A qualifier can be: Is Exactly, Contains, Starts With, Ends With, Is Blank, Is Not Blank.

Finally, enter the filter information. Either the name, number, etc that the column filter and qualifier will be comparing against.

At this point, the filter can be applied to the index results. If this filter is going to be used only once, click Apply.

If the filter is going to be used multiple times, there is the option to save it. Enter a Name for the filter in the field at the bottom left of the filter section. Then click, Save & Apply.

Once the filter is applied, it will be listed above the Index Page results. From there, it can be edited or cleared.

You will be able to see which columns have filtering applied through the yellow highlight applied to the column name.

Saved Filters can be used by clicking on the chevron button and selecting the filter name from the dropdown menu.

Managing & Sharing Filters

Saved Filters can be found by clicking Filters.

This will open the Filter Manager window. There are two tabs in the Filter Manager: My Filters and Available Filters. ‘My Filters’ lists all saved filters that were created by the user or saved from shared filters. It will list the Filter Name, the private setting (yes or no), and a delete icon.

Changing the Private setting on a Filter will allow it to be shared to all management users with permission to view the project. Filters created by other users across the project that have been set to share will be available to download.

Click Get It to migrate an available filter to your My Filters tab.

Add/Remove Columns

Index Pages on MainEvent are customizable by user. Each user can select and deselect which columns are shown when the page is opened. Click Columns on the right side of the screen.

This will open a menu of all columns that can be used in the Index Page. Those with a blue checkbox are already in use, those with a blank box are not. To select or deselect a column, click on the checkbox. Click Columns again to close the menu.

Newly added columns will be visible on the Index Page. Deselected columns will no longer be present on the Index Page.

Reordering Columns

All columns can be reordered as needed on a per user basis. The order selected will be the default for the page until the user makes additional changes.

To rearrange the columns, click Columns.

This will open the Columns menu. The order that the columns are listed on this menu is the order that they will appear on the Index Page.

To rearrange this order, click on the arrows beside the Column Name and drag it to the preferred location in the list. This will automatically update the order of the columns on the Index Page.

Export to Excel

All Index Pages can be exported in Excel format. Once all filters have been applied, the appropriate columns selected/deselected and ordered as desired, click Export to XLS.

This will begin the export.

The exported file will be saved to the default Downloads location. It can be opened using the device's default spreadsheet software. The file will contain the same content in the same order as the Index Page.

Viewing an Event

Each event in MainEvent will have an Event Summary page. The Event Summary includes all information related to an individual event such as event details, recap response(s), shift assignments, claims (if using), and media.

Event Index

To find an event, you will first have to go to the Event Index by clicking the Events tab on the navigation menu and clicking View Events.

This will direct you to the Events Index. From here, you can either manually find the event you need, use the quick search, or add filters. These options are outlined in the Index Page Features section of this manual.

Each event will have it’s own line on the index page. To view a specific event, click the blue event name.

Event Summary

At the top of the page, you will see the event name, venue name and address, and a details section. The details section will include Event Name, Status (Scheduled, Staffed, Recapped, Finished), Event Type, Date and Time, Program, Recap(s), Location, Market, and Event Description.

In the section below the Details box, is the Shifts information. This will include any shifts that are assigned to the event (if using staffing features). There are also tabs for Claims (if using), Contacts, Tasks, Goals, and External Links.

Smaller windows to the right of these sections will allow you to see assigned Assets/Tours (if using), Media, and Documents uploaded to the event.

Recap Responses

The final section on the event summary is the Recap Response(s). All unique recap responses will be displayed in this section. If the recap response includes any photos, those will be included inline as well as in the media preview window.

Adding an Event

From the dashboard navigate to the menu header, click Event and select Add Event.

Event Details

This will open the Event Details page. If naming is available for your event, you’ll be able to add an event name.

Depending on your permissions, you may be able to choose the Event Status. Your options will be Requested or Scheduled. If the setup of your program defaults to Requested or Scheduled, this selection will be made automatically for you. Any of the scheduling fields with more than one option will offer a quick search field at the top of the list to make finding what you need quicker in longer lists.

Next you’ll choose the event category. If there is only one active category, it will automatically be assigned to the event. If there are multiple, a dropdown menu allows users to select the correct one.

Then, select the Program for the event. If there is only one active Program on the Client, it will automatically be assigned to the event.

Select the Event Type from the dropdown menu. Event Type could include Conference Call, Retail, Training, Guerilla Parent Event, Sampling Event, etc.

Select the Recap to assign to the event. This will be the recap that the Staff Users complete at the end of their event. The correct recap must be selected in this step to ensure that the desired data is collected.

If you have more than one recap for your program to complete per event, you can also assign Additional Recaps. This is a user role permission so if you need to have this enabled, please speak with your admin team.

Enter the Event Description in the text field. This description information will be visible on the Event Summary page as well as in the Event Details page on the Staff Portal. Some programs may not have the Event Description option available, so if you don’t see it, don’t worry.

Date & Time

Next, select the Date, Start Time and End Time for the Event. The Date field will default to today's date. Clicking on the field will populate a calendar to allow easy navigation to the appropriate date.

A default Start Time default can be set in the admin menu. Clicking on the field opens a window with toggleable arrows to enter the correct time. The hour field arrows increase by increments of one hour, the minute field by increments of one minute. Clicking on either the hour or minute field will open a quick select window in one hour or five minute increments.

The End Time defaults to 5:00pm. Clicking on the field will also open a window with arrows for easy editing. The hour field arrows increase by increments of one hour, the minute field by increments of one minute. Clicking on either the hour or minute field times directly will open a quick select window in one hour or five minute increments.

Multiple dates can be added in this section. Note, adding multiple dates will create the same Event for each date. Each day will have its own associated recap and scheduling. To add a second date to the Event, click Add Date.

Repeat the Date and Time steps as necessary. As many dates as needed can be added to the Event. To delete a date, click Remove.

Location

Selecting a Location for the Event is the next section on the Event Details page. This is a mandatory step. There are two ways to select the Location for an event, either Search Existing Locations or Add a New Location. Best practice is to search first to avoid duplicate entries in the system. The system default will be to the Search Existing Locations tab.

To Search Existing Locations, enter any or all of the following information: Market, Location Name, Location Street Address, City, State/Province, Country, Location Type. Click Search.

Search results will populate below the Search fields.

Click the correct Location from the results to add it to the Event.

If the correct Location does not appear in the Search Results, it may need to be added to the system. Click Add New Venue at the top of the Location box.

Complete the Location information to the fullest extent possible. Clear and complete information will ensure that future searches for the Location yield the proper results and decrease duplication across the site. Fields will include: Location Name, Market, Location Type, Street Address, City, State/Province, Zip. You may also find Venue Custom Fields at the bottom that can be specific to your site or client.

Positions

The final step in creating an event is to set up the shifts, if you are using the staffing functionality. Positions can be made to cover the entire event, or smaller segments of a longer event as necessary. Multiple positions can be created for each event as necessary for the staffing needs of each program.

To create a Position, first select the RSVP Send Time. This will determine when (or if) invitations for the shifts will be sent to eligible staff. The default send time is Next Daily Digest. This is a globally determined time that all pending shift invitations will be sent to Staff Users. This is the recommended choice as it sends all shift information in a single message and prevents Staff Users from missing messages if many positions are created in a single day. Other options include: Now (invitations will be sent immediately upon submitting the Event information to the server), Custom Time (Management Users can select the time that they would like to send the invitations), and Don't Send (no invitations will be sent and the shift can be staffed manually). The RSVP Send Time will be applied to all positions added.

Next, select the Position Type for the Shift. This will vary project to project but may include: Brand Ambassador - PT, Brand Ambassador - FT, Team Lead - PT, Team Lead - FT, Market Manager, Promo Model, DJ, Program Driver, and Costume Character. Make the appropriate selection, click Add Shift.

Note, when selecting the Position Type, only Staff Users assigned to that Position Type will be eligible for staffing the shift. If a Team Lead is going to be assigned to a Brand Ambassador shift, they must also be assigned to the program as a Brand Ambassador.

This will create the Shift Card which lists the Shift Start Time, End Time, and the Override Rate. The Override Rate will default to zero and is to be used for special circumstances only. This Override Rate field will override all other rate fields within the system and should not be used to reflect standard pay rates for Staff Users. The Start Time and End Time fields will default to the Start and End Times of the Event but can be changed as needed. Clicking on either field will open a toggleable clock window which allows for incremental and select options for choosing the time, as when the event time was entered.

Click Save to create the Event.

The Event Summary page will automatically load following submission of the Event Details. From here, users can assign staff to shifts, view all recaps and claim submissions, access uploaded media, edit the details, lock claims, approve, unapprove, and lock recaps, cancel the event, set a missed reason (providing the date has passed and no recap has been submitted), get directions and upload documents.

Editing an Event

Existing Events can be edited from the Event Summary Page after they have been created. This allows for flexibility in scheduling as well as room for unexpected changes.

From the Program Dashboard, click Events then select View Events.

This will open the Event Index Page. The Event Index Page will list all of the Events scheduled for that program. This page can be filtered and searched in the same ways as all other index pages.. Select the correct Event and click on the blue Event Name.

This will navigate to the Event Summary page. On the top of the page, at the left hand side, click Edit.

Clicking Edit will reopen the Event Details page from when the event was created. At this point, most details of the event will be able to be changed as necessary. However, multiple days cannot be added at this time. Multi-day events may only be added when creating a new event. Territory, Category, Event Type, Recap, Event Description, Date and Time, and Location can all be edited. Make the necessary changes, click Save.

This will reopen the Event Summary page. All edits made to the event will be visible from this page.

Viewing Locations

The Location Summary page allows you to see data related to a specific location. View venue details, previous and upcoming events, territory and location type assignments on both the global and client level of the site.

Global Location Summary

Locations are added to MainEvent at the Global level first and then assigned - or ‘claimed’ - by clients. This means that each location exists on the global level of the site in the form of the Global Location Summary. The Global Location Summary page is accessed via the Global Location Index. Begin by clicking Location in the navigation menu on the Global homepage.

This will load the index page. The Global Locations Index Page will include every location on your site, regardless of assignments. You can search for the needed location entry using all the standard index page functionality. Click on the Location Name (in blue) to access the Location Summary.

Now you’re looking at the Location Summary Page. The top section will have the Location Details. The Location Name, Parent Location Chain and Location Chain (if using), Address, City, State, Country, and Zip. Any added Location Variables will also be listed in this section.

MainEvent uses Google Places for mapping, which may result in your imported addresses being normalized. This will occur if the imported address does not match the universal address within Google. MainEvent will include both the pre-normalized and normalized addresses on the Location Summary. This will display in the Details section of any location that was normalized.

Next to the details section, you will be able to see a map. This will display the location on a map with a pin. Clicking on the map will expand the picture. Clicking on the expand icon will take you to a full screen map.

Below that, you’ll see a Photos preview gallery. This section will display a selection of photos uploaded from this location. Click on any of the thumbnails to expand the image or click to download directly from the page.

The next section will display the Client Territory and Location Type assignments for the location. Each client that has claimed the location will be listed, and alongside, you’ll see the territory (market) and location type that each client has assigned to the location. There may be no entries in this section, or there may be multiple.

After that you’ll find the Location Custom Fields that have been assigned per client. Each client the location has been claimed by may or may not have Location Custom Fields created.

Finally, there’s the Upcoming and Previous Events List. These tabs will allow you to view all previous and upcoming events scheduled for the location. The event list will display the Client Name, Date and Time of the event, Event Name, Event Status, and Program. Click View to go to the Event Summary Page for a specific event.

Client Location Summary

The Client Location Summary is accessed from the Locations Index on the Client level of the site. After selecting the client from the Global homepage, click Locations from the navigation menu and select View Locations.

This will bring you to the Location Index, client edition. This Location Index will again include all locations in the system but those assigned to your client will be indicated with a market and location type assignment. Use scrolling, quicksearch or filters to find the location you want to look at. Then click on the Location Name.

Now you’re looking at the client-level Location Summary. The top section will have the Location Details. The Location Name, Parent Location Chain and Location Chain (if using), Address, City, State, Country, and Zip. Any added Location Variables will also be listed in this section.

MainEvent uses Google Places for mapping, which may result in your imported addresses being normalized. This will occur if the imported address does not match the universal address within Google. MainEvent will include both the pre-normalized and normalized addresses on the Location Summary. This will display in the Details section of any location that was normalized.

Next to the details section, you will be able to see a map. This will display the location on a map with a pin. Clicking on the map will expand the picture. Clicking on the expand icon will take you to a full screen map.

Below that, you’ll see a Photos preview gallery. This section will display a selection of photos uploaded from this location. Click on any of the thumbnails to expand the image or download directly from the page.

The next section will list the Client territory (market) and Location Type assignment for the location

Next up will be the Custom Fields section. Any Location Custom Fields that have been entered into the system for this client will be listed with responses (where applicable).

The final section on the page is the Upcoming and Previous Events. These tabs will allow you to view all previous and upcoming events scheduled for the location. The event list will display the Date and Time of the event, Event Name, Event Status, and Program. Click View to go to the Event Summary Page for a specific event.

Adding Locations

Adding Locations Manually

Creating Global Locations

To start manually adding a location to your MainEvent site, click Locations in the Global navigation menu.

You will now be viewing the Global Locations Index page. This index lists all the locations in the system. You can learn about how the index pages function in another section of this document. To begin adding a new location, click Add New Location in the upper right of the page.

This will load the Add Location page. Begin by entering the Location Name.

The first section of the page also lets you assign a Chain Owner and Location Chain (if using). Parent Location Chains allows you to create nested chain entries so that subsidiary chains can be tied to their parent chain. These chains are added in the Admin section and instructions on how to apply them can be found in the Admin Instruction Manual.

The next section contains the address information. Be as specific as possible. This information will be used to help your staff find the location, as well as in recaps and reporting. It may also help users differentiate between locations with similar or duplicate names.

Next, are the checkboxes for Location Variables, which allow you to customize the recap definitions viewed by users if their location meets specific criteria. For example, say you’re running a program at hardware stores. If the hardware store has a garden center, you have additional questions to ask. If the location doesn’t have a garden center, those questions are not needed. Assign a location variable to the location with a garden center and the recap definition assigned to those events, and only users working at the store with a garden center will receive those questions.

To assign a location variable, click on the checkbox. To unassign, click it again.

The final section will contain any active global location custom fields as well as all client location custom fields. This section will only exist if you have added location custom fields in the admin section of the site. These fields will collect information that you want to collect or display that is specific to your venues, clients or programs.

When you have completed all sections, click Save. The site will reload to the Location Summary page for the new location.

Creating Client Locations

Locations can also be added from the Client level of the site. Click Locations in the client-level navigation menu and select Add Locations.

This will load the Add Location page. This page will look similar to that on the global level but will only include Location Variables and Custom Fields that have been activated on the client specifically.

In the first section, add the name of the location. This section also lets you assign a Chain Owner and Location Chain (if using). Chain Owner allows you to create nested chain entries so that subsidiary chains can be tied to their parent chain. These chains are added in the Admin section and instructions on how to apply them can be found in the Admin Instruction Manual.

The second section is address information. Enter as much information as possible here as this will be used to help your staff find the location, as well as in recaps and reporting. It may also help users differentiate between locations with similar or duplicate names.

Next, you will assign the Market and Location Type. These settings are client-specific.

Finally, you will see checkboxes for Location Variables. Location Variables allow you to customize the recap definitions viewed by users if their location meets specific criteria. For example, say you’re running a program at hardware stores. If the hardware store has a garden center, you have additional questions to ask. If the location doesn’t have a garden center, those questions are not needed. So, you assign a location variable to the location with a garden center and the recap definition assigned to those events, and only users working at the store with a garden center will receive those questions.

Assign a location variable to your location by clicking the checkbox. To unassign, click it again. Only Location Variables made active in the client admin will be visible here.

The final section will list any active Location Custom Fields.This section will only exist if you have added location custom fields in the admin section of the site. These fields will collect information that you want to collect or display that is specific to your program. Find out more about adding Location Custom Fields by reading the Admin Manual. Complete any custom fields necessary. 

Click Save.

The new Location Summary page will load. This page will display all the information that you just input about your new location. This page will also display all events that have been completed at the location or are scheduled for the future.

Add Locations Tool

The Add Locations Tool allows management users to add locations at the Client level. This tool is to add locations that are not already within MainEvent. To learn about how to add existing locations to the Parent Program, read about the Claim Locations Tool. To learn how to edit locations, read about the Edit Locations Tool.

Using the Add Locations Tool

Login to the correct Client program. Click Tools in the menu, select Add Location.

This will open the Add Locations Tool page. From this page, users will download the template that will be used to upload the new locations. Click Download Template. The template will automatically download and save to the device's default download folder. Click Continue.

Open the template. The required columns are: Location Name, Address 1, City, State/Province, Postal Code, Territory, and Location Type. Complete the template by entering all necessary information and any additional information available. The information entered in Territory, Location Type, Parent Location Chain, and the Location Chain must correspond exactly with the client-specific value. DO NOT edit any of the column headers, delete any columns, leave a required field blank, or put information in a row beyond the last column. Any of these issues will populate an error when uploading the template.

Save the completed template in UTF-8 Comma Separated Value format. This will accommodate any special

characters that may be included in the template.

Upload the template to the Upload Edited Template page. Click Choose File and select the appropriate file.

Click Conduct Test. This will test the uploaded template for errors. If the new location information matches all requirements the test will complete with no errors. When the test is completed successfully, click Complete Import to add the new locations.

If any errors are present after running the test, the template will have to be edited and resubmitted until the test is successful. A template with errors present will not be permitted to be uploaded.

When you click Complete Import, the system also checks if data entered in Street Address 1, Street Address 2, City, State, and Zip match any other entries. If a match is found, the location will not be imported to avoid duplicate locations within the system.

Once the upload is completed, the newly added locations will be visible in the Location Index and able to be used when creating new events

.

Staffing an Event

Manually

Shifts can be manually assigned whether or not the RSVP system is being used. If the Client is using the RSVP system, Management Users can ensure that only the Staff User they wish to work the Shift receives the Shift Information by selecting Don't Send in the RSVP Send Time section discussed above. If the RSVP System is not activated on the Client, no Staff Users will receive Invitations.

To manually assign field staff, create an event and shift as outlined above. From the Summary Page, click Staff and select Edit Assignments.

The Staffing Assignment page will show a list of all eligible staff, the Staff User's distance from the event location, all shifts to be staffed for the event, event details and staffing costs.

To staff the event, select the desired Staff User and drag and drop their Name Card onto the Shift Card.

Selected Staff can be removed from the Shift by clicking Remove. To staff the event, click Save & Continue. This will reopen the event Summary Page. Scrolling down to the Shift Information will show that the event is in a Staffed Status.

Using the RSVP System

To make use of the RSVP System, create an event as normal. In the Shifts section, there will be a field for RSVP Send Time. This is where management users can select how and when to send the invitations for shifts. There are four options: Next Daily Digest, Don't Send, Now, and Custom Time. Next Daily Digest is the default setting and will send all available shift information to Staff Users in a single email. This is the preferred option as it will prevent users being overwhelmed with individual messages throughout the day. Don't Send allows Management Users to assign a Staff User directly to a shift with no invitations being sent to other Staff Users. Now will send an individual email to all eligible Staff Users when the event is created. This is a good option for last-minute scheduling when it is important to get information to Staff rather than waiting for the Daily Digest. Select the appropriate Send Time.

Create the Shift(s) as necessary for the event. Click Save.

On the event Summary Page, in the Shift card, the number of Invitations will be visible.

Click on the Invitations button to see more detailed information. In the Invitation Details page, users can see which Staff Users were sent invitations, how many hours each staff user is assigned to for the week, how many sent, pending and rejected invitations there are, assign a specific user to the shift, and send additional requests.

Approving a Recap

If you have staff users completing recap responses, you may need to review and approve those submissions. This is as easy as the click of a button. No, really.

To view the recap response, you need to start at the event summary. Every event on MainEvent will have a recap assigned to it. You can see which events have recaps awaiting approval by filtering the Event Index to events in “Recapped” status.

Events in Recapped status have submitted recaps that have not yet been approved. Once the recap is approved, the event will move to Finished status. Click through to the event.

The recap response will be located at the bottom of the event summary page. You will be able to view all fields from this section.

You may click the Approve Recap button at the top of the recap response. This will approve the individual recap. If there is more than one recap response submitted for the event, you will only approve the individual recap using this function. If the response is not appropriate to what you were expecting, you may wish to remove the response altogether. This can be achieved by clicking Delete Recap Response.

If there is more than one recap response submitted on an event, the additional recaps will display below the first.

To approve multiple recaps, you have options. You can go through each recap response individually and approve them by clicking Approve Recap as outlined above. Alternatively, you can approve all recaps in one step. At the top of the page, there is an Approve All Recaps button.

Selecting this option will approve all the recaps on an event at the same time.

If a recap was approved in error, you have the option of unapproving the response. Click Unapprove Recap to revoke the approved status. This will return the event to Recapped status if it was in Finished status.

Recap Response Index

To view recap responses individually, you can look for them in the Recap Response Index. Access to this index is permission based and not all user roles will have it enabled.

Click Recaps in the navigation menu then click View Recap Responses.

This will load the Recap Response Index. From here, you can either manually find the response you need, use quick search or add filters. These actions are outlined here.

To open a specific response, click on the blue link under the ID column. You can also view an event by clicking on the Event Name or Event ID or a Location Profile by selecting the Location Name.

Now you’re viewing the Recap Response. The top of the page has a Details section that includes Event Name, Submission Time, Submission Slot (what role the submitter was assigned on the event), Recap Definition Name, Submitted By, Submitted with App Version, Staff App Version, and Full Staff App Version.

The next section displays the Recap Response Version History. If multiple versions of the recap response have been submitted, you will be able to see the different versions in this section.

The final section on the page will be the Recap Response itself. This section will allow you to view the entire response submission including all photos. You can also click Export to get a copy of the response for yourself. If you are viewing an archived version of a response, a warning will display to alert you of that.

Viewing Reports

MainEvent offers custom reports for displaying data collected on the site. To view a report, click Reports in the navigation menu and select Custom Reports List.

This will bring you to the Custom Reports Index. Here you’ll see all the Custom Reports that have been assigned to your user group. To open a report, click the Report Name or the eyeball icon.

When the report opens, you’ll see the Report Name in the upper left of the page. There’s a button to add this report to your My Reports folder for quick and easy access to your most important reports.

Then you’ll see any filters that are available on the report. Typically a report will include at least a date filter to allow you to specify what range of data you wish to include. Other filters may be available depending on the report.

You’ll also see your export options. The default option is also the quickest: Export to Minimal Spreadsheet, an excel spreadsheet format. Additional formats are: Excel 2007, Legacy Excel, OpenOffice Spreadsheet, Comma-Delimited, PDF document, HTML document. Depending on the size and complexity of the report, these other formats may take time to download. Learn more about our export formats here.

Finally, there’s the report itself. Click the arrows above any column to reorder the data. The report will default to showing limited data to speed up load time, but if needed, you may select Load All Data to see the full report at once.

If there are reports that you require on a schedule, consider setting up automated reports. You can learn more about them here. This feature will deliver a report to your email inbox on a set schedule (daily, weekly, monthly, or quarterly) and save you the time of having to export it yourself.

Automated Reports

MainEvent allows you to set up scheduled deliveries for your reports. To begin, you must first build a report (please see Reports: the basics). Once that big step is out of the way, you can set up the automated delivery.

To find the automated reporting section, click Reports in the navigation menu then select Automated Report Schedules.

This will open the Report Delivery Schedules Index page. This index will display any previously scheduled report deliveries. To add a new Delivery, click Add New Report Schedule Delivery.

You are now on the Report Delivery Scheduler page. First, select the name of the delivery you wish to send. Please note, this does not have to be the report name (you will choose the report further down), it can be whatever you wish to call the delivery.

Next, select the report you wish to have included from the Report Name drop down.

Then select if you want the delivery active (will send) or inactive (will not send). The choice is the file format. This will determine what file type you send the report in. The options are: Minimal Spreadsheet (.xlsx)(default and recommended), Excel 2007 (.xlsx), Legacy Excel (.xls), OpenOffice Spreadsheet (.ods), Comma-Delimited (.csv), HTML Document (.html), and JSON (.json)

Then, choose your delivery method. The options are: Email (default and recommended), FTP, and API.

By Email

If you select email as your delivery method, your first step will be entering the recipient email addresses. Enter any and all addresses in a comma separated list.

Then enter the subject of the email. And finally the full message.

Next, you can choose whether you would like to include a link to the report. This option is great for users who have access to the site, but if the recipient doesn’t, it’s not recommended. The default for this is unselected.

Finally, select the frequency you want the report delivery sent. Your options are: Daily, Weekly, Monthly, Quarterly.

Daily

If you select Daily delivery, you will need to select a Delivery Time (default 12 AM), and a Time Zone (default Central).

Weekly

If you select Weekly delivery, you will need to select a Day of Week, Delivery Time (12 AM default), and a Time Zone (default Central).

Monthly

If you select Monthly delivery, you will need to choose Day of Month (default 1st), Delivery Time (12 AM default), and a Time Zone (default Central).

Quarterly

If you select Quarterly delivery, you will need to choose the Deliver Time (12 AM default) and Time Zone (default Central).

Once you have set up the delivery frequency, click Save Delivery. The delivery will now display on the Report Delivery Schedules Index. From there, click through to view the Delivery History.

By FTP

If you select FTP as your delivery method, MainEvent will deliver your report directly to your server. In order to configure this, you will need to provide the following information: Server, Port (default 21), Login, Password, and Path.

Finally, select the frequency you want the report delivery sent. Your options are: Daily, Weekly, Monthly, Quarterly.

Daily

If you select Daily delivery, you will need to select a Delivery Time (default 12 AM), and a Time Zone (default Central).

Weekly

If you select Weekly delivery, you will need to select a Day of Week, Delivery Time (12 AM default), and a Time Zone (default Central).

Monthly

If you select Monthly delivery, you will need to choose Day of Month (default 1st), Delivery Time (12 AM default), and a Time Zone (default Central).

Quarterly

If you select Quarterly delivery, you will need to choose the Deliver Time (12 AM default) and Time Zone (default Central).

Once you have set up the delivery frequency, click Save Delivery. The delivery will now display on the Report Delivery Schedules Index. From there, click through to view the Delivery History.

By API

If you select API as your delivery method, you will need to provide the URL to which your report should be delivered.

Finally, select the frequency you want the report delivery sent. Your options are: Daily, Weekly, Monthly, Quarterly.

Daily

If you select Daily delivery, you will need to select a Delivery Time (default 12 AM), and a Time Zone (default Central).

Weekly

If you select Weekly delivery, you will need to select a Day of Week, Delivery Time (12 AM default), and a Time Zone (default Central).

Monthly

If you select Monthly delivery, you will need to choose Day of Month (default 1st), Delivery Time (12 AM default), and a Time Zone (default Central).

Quarterly

If you select Quarterly delivery, you will need to choose the Delivery Time (12 AM default) and Time Zone (default Central).

Once you have set up the delivery frequency, click Save Delivery. The delivery will now display on the Report Delivery Schedules Index. From there, click through to view the Delivery History.

Recap/Program Reports

If you’re looking for your recap data in report form but don’t want to build a custom report, look no further than the Program/Recap Reports. Immediately access the report or schedule an automated delivery right from the index page.

To find the Program/Recap Reports Index, click Reports in the navigation menu, then select Standard Recap/Program Reports.

The Program/Recap Reports Index is pre-populated with all iterations of a recap definition by Program and a compiled option with all Programs per recap definition. Find the recap (either by Program or by All Programs) that you want to select.

Viewing the Recap Report

To view the Recap Report, click the View icon at the right side of the page. The View icon is shaped like an eye.

This will automatically generate the report. Default columns are: Program Name, Event ID, Event Name, Event Type, Event Date, Event Start Time, Event End Time, Event Status, Location Name, Location Address, Location City, Location State/Province, Location Zip/Postal Code, Region, Market, Staff Last Name, Staff First Name, All Recap Fields.

The report will also display with default date filters and an event status filter.

If you’re satisfied with what the system generated, you can click Export to Minimal Spreadsheet (recommended format), or select from the Additional Output Formats dropdown. Additional options are: Excel 2007, Legacy Excel, OpenOffice Spreadsheet, Comma-Delimited, PDF Document, and HTML Document. Learn about our export options here.

If you need to make any changes to the report, you can click Edit Report and edit as you would a custom report.

Report Export Options

Minimal Spreadsheet .xlsx

The default, and for good reason. This option allows for quick downloads with most of the formatting applied from the site. A smaller file output means sharing is easier than other spreadsheet formats.

Excel 2007 .xlsx

The Cadillac experience. Formatted as you see it on the site, compatible with current spreadsheet programs. File size is larger than the minimal spreadsheet.

Legacy Excel .xls

Legacy Excel is only for use when you are running an older version of excel. If you’re not sure what you need, start with the xlsx, then come here.

OpenOffice Spreadsheet .ods

Exactly what it says, an open office spreadsheet option. For use with Open Source spreadsheet software.

Comma-Delimited .csv

This option is the recommended export option for integrations, AI tools, 3rd party reporting. No formatting means no compatibility issues with this file format. It also means no formatting though.

PDF Document

A PDF output of the report file. Good for printing, takes a lot of processing power (and time) for larger reports.

HTML Document

An html output that allows you to send a small file with no need to know about the software options available to the recipient. Works on web browsers.

Media Section

The media section stores all photos and videos that are uploaded to events. To access the media section, go to the navigation bar and click View Media.

The media index will allow you to filter photos based on date, program, media tags etc. to quickly find the photos you’re looking for. You can then download each photo individually by hovering over the desired photo and selecting the “download” option. Alternatively, you can also download all the photos filtered at once by clicking the “download” button located at the bottom of the filters section.

Add

There are three ways of uploading photos so that they appear in the media section. The first option is to go to the event page and click on “Media” at the top of the page. A drop down box will appear with an option to “Edit Media”

Once clicked, a popup Event Media window will appear. At the top will be an option to choose new files to upload. If using a mobile device, you will be taken to your device’s photos library and have the option to select multiple photos. If you are using a desktop device, you will have to navigate to where your photos are saved, and then select each of the files you want uploaded. You can select multiple photos by using Shift + Click to select a group of photos in a row, or Command/Control + clicking to select multiple individual files that are spread out.

Once uploaded, you will see a thumbnail appear for each photo as well as some additional options such as tags, highlighting, and removing photos which will be covered below.

You can also upload photos by going to the media tab on the right side of the event screen and clicking “+ Edit Media”. This will take you through the same process outlined above. Additionally, staff users can also upload photos to their events via the staff portal.

Highlight

Whenever photos are uploaded to an event they will need to go through an approval process to determine if they can be client facing. By default, all photos will be imported with a “unhighlighted” status. This indicates that the photo has been uploaded to the event, but is hidden from certain role’s view, such as a client user. To make a photo visible for all users, click the highlight button located beneath the photo in the edit media page.

If a photo is no longer desired, you can also remove it by clicking the “Remove” button which will delete it from the event completely.

Tags

Tags are used on the Edit Media window to assign a specific label(s) to a photo(s) so that they can be categorized and quickly searched for in the photo index.

Custom photo tags can be created by site administrators and add/removed on the fly by using the media tab on the navigation bar and going to “edit media tags”.

Media Folder

The Media Folder is located on the navigation bar and can be used to download all photos from events at once. To download photos, click on the program you want, and then click the “Download” button located next to the event desired. There is also a button that will allow you to navigate directly to the event the photos are located on.

Market Hierarchy

Every location that is added into MainEvent must be assigned to a market. When a location is then assigned to an event, it pulls that event into the corresponding market. All events must have an assigned location and an assigned market in the MainEvent system.

User permissions are also controlled by Market, which allows you to decide exactly what events and event data a user has access to. Any user will only be able to view and access events and venues that are associated with their assigned markets.

Market names are typically cities, states or regions. Most agency clients have an already established list of markets and we recommend you use those if you have them.

Where our structure may differ from what you’re used to is in the upper tiers of the market hierarchy. We do require that you also include at least one Region and District. You can have as many as you want, but we require a minimum of one.

A typical example of a full market hierarchy is:

Region = USA

District= Northeast, Southeast, Midwest, Southwest, Mountain, West

Market = by state

Each state would then be slotted into the corresponding District, ie. New York, New Jersey, Vermont, New Hampshire, etc would fall under the Northeast District.

These are just suggestions, if you have a preferred three tier setup that you want to use, that’s the right way to go. But the structure needs to be three tiers, that’s one aspect of MainEvent that is not configurable or changeable.

Approving Claims

If your program includes payroll, you may need to approve staff expenses and claims. Let’s outline what those functions look like on MainEvent.

T&E Approval Index

The primary location for actioning claims is the T&E Approval Index page. This index will allow you to complete all actions needed for all claims submitted for your approval. To access the T&E Approval Index, go to the Claims tab in the navigation menu and select T&E Approval Index.

In addition to approving and declining claims, you can also download all receipts submitted by staff by clicking Download All Receipts on the upper right of the page.

A notable difference from other index pages, is the action buttons on the right hand side of the screen.

These action buttons allow you to perform the following tasks: Quick Approve, Approve (with note), Unapprove, and Decline.

Quick Approve

The Quick Approve button allows you to look over the claim and approve it without having to add any extra information. If there are no special notes to make, simply click the button and approve the claim.

Approve

The Approve button achieves the same end as the Quick Approval, but gives you the chance to add additional notes to the claim.

When you click Approve, the Approve with Comments window will open. When you approve a claim this way, you must enter a comment to approve the claim. Click Approve at the bottom right again to submit the approval.

The note that you include on the claim will be visible to users on the management portal and also to the staff user who submitted the claim.

Unapprove

If a claim was approved in error or by accident, it’s possible to rescind that approval. Click Unapprove next to an approved claim to change the status of the claim back to Submitted from Approved.

Decline

If a claim is submitted that does not meet the criteria for approval, you can return the claim to the user who submitted it by clicking Decline. All declined claims require a comment. A declined claim will be returned to the staff user who can then edit the claim or withdraw their submission completely.

When a claim is declined, the Decline with Comments window will automatically display. Select a reason for declining from the dropdown list, or select Custom Comment to enter your own reason for choosing to decline the submission. Click Decline and the claim will be returned to the submitter for review.

Event Summary

Claims approval can also be completed from the event summary page. In the Position Tab Bar, select Claims.

You will now be able to view all the claims that have been submitted for that event. Each claim card will have an Approve button at the bottom on the right side. This button will work like the Quick Approval button on the T&E Index. No comments are able to be added if you approve a claim from this page.

For non-primary claims, you may have the option of editing or deleting a claim.

For claims that have previously been approved, an Unapprove button will display.

Your Profile

If you need to make changes to your profile, you can do so easily. On the right hand side of the screen you’ll see your name. Click your name, then select My Profile.

This will open your personal profile page. Staff profiles will be covered in another section.

The first section of the page is Personal Details. This includes Name, Email, Phone, Role, Login, and Active Status. This section also includes a link to change your password.

Next is your Address section. You can enter your home address and your Shipping Address (if different). If they're the same, you can just click the Same As Home Address box to save time. No real surprises here, if you've shopped online before, you know the drill.

The following section is the assignments. This is where you will be able to adjust your client, program, and market assignments. Ability to adjust your own assignments is permissions based and may not be available to all users. To adjust any assignments, expand the drop down menu and select the checkbox next to the name to select or deselect the assignment.

The next section is the iCal Calendar Link which produces an iCal link to embed your MainEvent calendar in your calendar program of choice (Google Calendar, Outlook, Confluence, etc.). Make your own decisions about what Clients, Programs, and Markets to export. Select what portions of your calendar to include in the link by clicking on the drop down lists and selecting or deselecting the checkbox.

You have the option of further narrowing your calendar results by including a Custom Field Filter. Only events with the selected responses to the scheduling field(s) will be included in the calendar feed.

Once you have selected the Clients, Programs, and Markets that you want included in your link, click Generate.

The page will load with a new button displaying. Click Copy Feed URL.

This will copy the system generated iCal link to your clipboard. Use that URL to embed into the calendar program of your choice following their instructions. Please note, all external calendar feeds have an internal refresh time frame (ie. Google Calendar is once per 24hr) so changes made in the system may not be immediately visible on external calendars. Please check your MainEvent calendar for the most current display of event information.

To remove the link from your profile, click Deactivate. This will not remove the link from your external calendar, only from your profile and will discontinue the feed to your calendar. The link itself will remain embedded in the calendar program until you remove it.

That’s it! If you’ve made all the changes you need to your profile, click Save. If you want to get out of here without making any changes, click Back to Users.