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Overview

The Events view provides a comprehensive operational overview of your upcoming events, including task status, staff assignments, resource allocation, and payment tracking. It serves as a central hub for managing all aspects of event delivery.

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Events Dashboard

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Status Indicators

The dashboard uses color coding to track event status:
  • Green: Completed tasks, fully staffed, resources assigned
  • Yellow: Incomplete tasks, requires attention
  • Red: Critical issues - staff shortage, resource shortage, overdue payments
Status indicators appear for:
  • Admin task completion
  • Staff assignments
  • Resource allocation
  • Payment status (Paid, Pending, Partially paid, Open, Overdue, Draft)
These visual indicators help quickly identify events that need immediate attention.

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Event Management

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Event Details

Monitor and manage:
  • Required preparations
  • Assignment status
  • Payment tracking
  • Resource allocation
Track essential information:
  • Load-in details
  • Drive times
  • Staff assignments
  • Cart/resource assignments
  • Shift durations
  • Contact information
Access venue information:
  • Google Maps integration
  • Distance calculations
  • Drive time estimates
  • Buffer time allocation
Drive times automatically update based on real-time traffic data.

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Event Information

Manage event specifics:
  • Guest count
  • Service location
  • Parking information
  • Loading details
  • Staff requirements
  • Resource needs
  • Dress code
  • Gratuity status
  • Event type (indoor/outdoor)
Access booking information:
  • View all event days from the original quote’s service days
  • Track related events within the same booking
  • Manage service dates and times for each day
  • Update individual event details or all events at once
  • Handle setup, main event, and breakdown days separately
Flashquotes offers two distinct copying features to help you quickly handle repeat business and multi-day services:Copying an Event (Add Another Service Day)
  • Creates a new event within the SAME booking
  • Shares the same invoice and payment structure
  • Perfect for adding another service day to an existing booking
  • Example: Client wants to add a second day of service to their wedding weekend
  • Access via: Event details page → “Make a copy” button
Copying a Booking (Duplicate Entire Booking)
  • Creates an entirely NEW booking with new invoice
  • Duplicates all events from the original booking
  • Generates fresh invoice and payment schedule
  • Perfect for repeat clients or similar events
  • Example: Client loved your service and wants to book you for next year’s event
  • Access via: Booking details page → Copy booking option
Quick Guide:
  • Same client, additional day = Copy Event
  • New occasion or repeat booking = Copy Booking
When you copy an event, the new event inherits most details from the original (staff, resources, timeline) but you can customize the date, time, and specific requirements.

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Additional Features

Manage timing with:
  • Service date changes
  • Time adjustments
  • Schedule updates
  • Shift management
Track client history:
  • Past quotes
  • Previous bookings
  • Service history
  • Client preferences

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Special Notes

Add internal notes and reminders for your team using the rich text editor. Special notes support full formatting including:
  • Text styling: Bold, italic, underline, strikethrough
  • Structure: Headings (H1, H2, H3), bullet lists, numbered lists
  • Visual dividers: Horizontal rules to separate sections
  • Links: Add hyperlinks to external resources or documents
Quick tips:
  • Click the formatting buttons in the toolbar to apply styles
  • Press Cmd+Enter (Mac) or Ctrl+Enter (Windows) to save quickly
  • Use headings to organize longer notes
  • Existing Markdown notes automatically convert when you edit them
Special notes are internal-only and perfect for staff reminders, setup instructions, or event-specific details that your team needs to know.

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Best Practices

  1. Regularly monitor status indicators
  2. Keep contact information current
  3. Verify resource assignments
  4. Update special notes promptly with clear formatting
  5. Check drive times for accuracy

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Next Steps

After setting up an event: