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Different views
Use the Show Agenda (or Hide Agenda) button to toggle Agenda sessions and functions on or off in your Run Sheet view. (This helps you see when a task occurs in relation to agenda items).
You can view your Run Sheet (in the Run Sheet Panel) sorted by Date, Team Member, Location, or Agenda Item.
In this Grid view, the checkbox to the left of each task can be used to quickly mark a task as "complete".
Filter
Selecting the Filter icon lets you filter your Run Sheet to see only those tasks that match the filter(s):
Tasks/ Notes
Location
Course (CE Courses)
Agenda
Team Members
Status
Dates Range
Start Time Range
End Time Range
Priority [Low or High]
Adding tasks
Press the "+New task" button to add a task (or use the hamburger icon to the left of a task to edit the details).
Selecting Add Task lets you add tasks to your Run Sheet. Your options include:
Name - the name of the task.
Location - you can select the location here (once you've defined Locations in either Functions or Presentations module setup).
Agenda - if this task is included on the Agenda, you can indicate the agenda item here.
Team Members - selected from a drop-down list.
Status - lets you set the beginning status.
Start Date
Start Time
End Time
Priority
Note - enter any text about this item.
After adding a task, you'll see any custom fields you've added for this event (in Setup, Custom Fields - Run Sheet) by scrolling over to the right of the task.
Run Sheet Actions menu
The Run Sheet Actions menu lets you:
Reassign team members / task dates
Import (tasks)
Export to Excel
Run Sheet Action - Re-assign team members
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
Run Sheet Action - Re-assign dates
Re-Assign Task Dates lets you choose tasks and either change the date of the task, or incrementally advance date or time as required.
You can choose from:
All Tasks for This Event
All Filtered Tasks
All Highlighted Tasks
Date and Time Settings
You can select either or both Date and Time and edit the date, start time or end time for selected or all tasks.
Run Sheet Action - Import
This option lets you enter tasks into an Excel Spreadsheet and import this directly into EventsAir.
There's an "Import Run Sheet Tasks" wizard to help you match your data fields to the corresponding fields in the Run Sheet.
Must-haves
You must select a Date Format that matches the date format used in your Run Sheets, and use this for your import details as well.
You assign team members, status and priority items after your import has been completed.
Imported tasks are created with Status = Not Started and Priority = Low.
What you can import
There are five types of data you can import for each task:
Name - the name of the Run Sheet task you're importing
Note - the Run Sheet task note
Start Date - use mm/dd/year or dd/mm/year format as required by your region
Date and time columns must be formatted as native Excel dates and times. Text values (e.g.1/05/2030,09:00 AM) may be interpreted as US mm/dd/yyyy regardless of the Date Format setting in the import wizard, and text time values may not be recognized at all. Reformat as native Excel Date and Time cells before importing.
Start Time - use military (24 hour) time format
End Time - use military (24 hour) time format
How to import
When you click on Import, you should follow these steps:
Select your import data file (Excel format).
Select the Date Format for your region (and reflected in your spreadsheet).
Assign each column from your spreadsheet to the corresponding field in the Run Sheet list.
Select Import to complete the import process.
Run Sheet Action - Export [to Excel]
This option will let you export your detailed Run Sheet list to Excel, maintaining the same general format.
Run Sheet custom fields will be included.
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 |