For an overview of this panel, read this article.
Add a new project
Select the +Add Project button to open the Details screen:
After you've added a new project, your options include:
Description
Project Managers - choose one or more managers for this project.
Note - a free-form text field to record any required details about this project.
Milestone Increment - select to display a milestone marker for this Project.
Milestones can also be incorporated into tasks.
Email Task Reminders to Project Managers - automatically generates reminder emails to Project Managers about task due dates in this project.
A project has no dates of its own; its Start and Due dates are derived from the earliest and latest task dates within it.
Add a new task
In Grid View, select "+Add Task", or use the hamburger menu icon (3 lines) to the left of a task to insert a task above or below it in the grid. (It will be inserted at the same indent level as the current task.)
Selecting Add Task lets you add new Tasks to your Project. Your options include:
Description
Team Members - select from a drop down list.
Status - lets you set the task status.
Start Date/Time
Due Date/Time
Percent Completed
Note
Milestone Increment - select to display a milestone marker.
If you select Milestone Increment, you can also choose to add a Milestone Alert, alert level and message (to be triggered if the task isn't completed by the due date).
After adding a task, you'll see any custom fields you've added for this event (in Setup, Custom Fields - Project Manager) by scrolling over to the right of the task.
Filter
Selecting the Filter icon lets you filter your Project Manager view to see specific items, such as:
Projects
Tasks/Notes
Team Members
Status
Start Dates/Times
Due Date/Times
Milestones
Promote/Demote a Task - Indent or Outdent
This option lets you select a specific project or task and either demote it or promote it, in relation to the project or task before it.
A project can be indented up to two levels — becoming a Sub-Project inside its parent, or a Sub-Sub-Project.
Tasks can be indented one level to become sub-tasks. The Indent option is greyed at maximum depth; Outdent is greyed at the top level.
Email reminders (in Project Manager & Run Sheet)
Team Member reminder emails include Event Name, Task Name, Team Members, Task Status, Start / Due Date and Time, and Notes.
Project Manager reminder emails also include the Project Name.
What is it | Where it appears | Trigger | Recipients |
Team Member email reminders | Team Members' email inbox | ~24 h before Task Start / Due | Every Team Member on the task |
Project Manager email reminders | Project Managers' email inbox | ~24 h before Task Start / Due | Every Project Manager on the parent project |
Milestone Alerts | Alerts Panel > Project Alerts (in-app) | Task Due Date passes without completion | Anyone with Alerts Panel access OR being sent alert emails/texts for the selected alert level |
Project Manager Actions menu:
Re-Assign Team Members
Re-Assign Task Dates
Import
Export to Excel
Actions - Re-assign Team Members / Task Dates
Selecting Re-Assign Team Members lets you assign or re-assign tasks to Team Members. You can choose from:
All Tasks for This Event
All Filtered Tasks
All Highlighted Tasks
Like Re-Assigning Team Members, Re-Assign Task Dates lets you choose tasks and either change the Start Date, Due Date, or incrementally advance either date by a specific number of days.
You can choose from:
All Tasks for This Event
All Filtered Tasks
All Highlighted Tasks
Actions - Import [Import tasks]
This option lets you enter your task details in an Excel Spreadsheet and import them directly into EventsAir. There's an "Import Project Tasks" wizard to help you match your data fields to the corresponding fields in the Project Manager.
What You Can Import
There are six data fields you can use to import tasks into a specific project:
Name - the task name
Note - the task note
Start Date - use mm/dd/year or dd/mm/year format as required by your region
Start Time - use military (24 hour) time format
Due Date [End Date] - use mm/dd/year or dd/mm/year format as required by your region
Due Time [End Time] - use military (24 hour) time format
Important Considerations
You must create your Projects before importing
You choose a project for each import (to import tasks into)
For multiple projects, use a separate import for each project.Select a Date Format that matches the date format used in your projects, and use this in your import details as well.
While Start Time and End Time aren't shown in the Project Manager Grid, they're included in the task details and are via their own separate columns.
You assign team members, status, and progress after the import is complete.
After choosing "Import" from the Actions menu in Project Manager:
Select your import data file (Excel format).
Select the Project to import tasks into.
Select the Date Format for your region (and reflected in your spreadsheet).
Assign each column from your spreadsheet to the corresponding field in the Project list.
Select Import to complete the import process.
Actions - Export to Excel
This option will let you export your detailed project list to Excel, maintaining the same general format. Your export will also include any custom fields you've set up.