The Run Sheet is a system-wide management tool that lets you manage all the micro-tasks needed to successfully deliver your event.
The tool lists the tasks allocated to team members, and shows exactly what needs to be done, where and when.
Tasks can be checked off as they're completed, and the Run Sheet updates instantly.
The Run Sheet appears in your Organizer App (which you can access on any computer, or mobile device), so you can monitor exactly what has or has not been done, in real time. (You can also add the "My Run Sheet" component to the Organizer App so each team member sees their own tasks.)
You can manage other features in the Run Sheet Panel of your event.
You can also add Run Sheet custom fields (in the Setup Panel, Custom Fields) - these will appear in the detailed task view in the Organizer App, and in Exports from your Run Sheet panel.
Team Member Setup
In the Setup Panel, in Run Sheet component, is where you can add Team Members to be included in your Project Management and Run Sheet features.
You can create a Team Member who is NOT a user of EventsAir which is very useful when working with temporary staff or volunteers.
Tip: the same Team Members are used for both the Project Manager and the Run Sheet - once you set up Team Members they will be visible in both.
To add a Team Member, specify:
First Name
Last Name
Role [Freeform text]
Email Address
Email Project Task Reminders - [optional checkbox] Checking this sends the Team Member a reminder approximately 24 hours before each assigned Task's Start Date, and another approximately 24 hours before each Task's Due Date. Reminders are sent to every Team Member listed on the task.
Phone Number [optional]
Link to EventsAir User - this lets you link this Team Member to an existing EventsAir User login.
Access Organizer Apps - this option provides access to the Organizer App for this team member.
Username and Password - for the Organizer App.
The Advanced tab has a field for Unique Code (usually only used by development teams).
Location
Any Locations you add here (in the Run Sheet module, in the Setup Panel) are part of your shared Locations (that also appear in Functions and Sessions). These are the rooms where presentations, events or meals are held.
Locations can be selected for Tasks in your Run Sheet Panel.
Setting up a Location:
Click on the plus
to right of the Location option.
Provide a name for the new location.
Add any comments as needed, such as "The east entrance is on the lower level of the hotel next to Barkley's Cafe".
Select Save.