Welcome to ClearEvent!
We've come up with a simple list of recommended steps that you and your team can follow to set up and run a great event using ClearEvent:
First things first! To administer your fancy new event, you'll have to sign in to the Event Manager application. To sign in you can bookmark https://app.clearevent.com for a direct link.
Once signed in, simply choose the event you wish to manage from the My Events list.
Set up your event details
Set up all your event details in the Event Setup section of the Event Manager application. In an hour, or so, you can enter all the key details for your event. For more information on setting up your event, click here.
Invite your event Admin team
Everyone on the event team can use ClearEvent to manage their part of the event. This puts all the information about the event in one place, and makes it easy to get the complete status of the event at any time by reviewing the Dashboard. Adding Event Admins is covered here.
Create and Manage the event TODO list
Now your event is set up in ClearEvent, it's time to get organized!
Add all your TODO items to the TODO manager by importing or adding new items as needed. The TODO list can be sorted and filtered to show TODOs' by date, owner, "Done" status and area and everything is searchable. Once each TODO is completed, it can be checked off. Event Admins can review some or all of the list of TODO's and easily update details of the TODO to ensure everything gets done.
For more information on creating and managing TODOs, click here.
Create your event Budget
ClearEvent includes a full-featured event Budget that is fully customizable to suit your needs. Track budgeted and actual amounts for Revenue and Expenses. Registration payments automatically update in the budget. Budgets can be imported and exported with a few mouse clicks. For more details, click here.
Import and Manage your Contact List
The Contact list in ClearEvent serves as a central aggregation point for all the contacts for your event. This serves two key functions for your event:
- Provides access to Event Admins to all the contacts for your event, including registered participants.
- Supports building a list for outbound email marketing for the event in support of attendance and participation.
For more details about the Contacts section, click here.
Offering tickets is quick and simple way to get attendees for your event. With just a few fields to configure, you'll be able to sell paid or free tickets in no time.
Click here to learn more on creating a ticket. You can also view this short video on adding a ticket to your event:
Registering participants is easy with ClearEvent. Use registration forms to register any type of participant including:
You can also set up a registration form to add attendees to your email list!
Build and publish your registration forms in the Forms section. It's very easy to get your forms posted so you can accept registrations and payments. Click here for more details on Forms.
In order to accept payments, set up and connect to your Stripe account (if you don't already have one, it's easy and quick to set one up while setting up Payments.) in the Payments section. More details here.
As Participants register with your event, you can review and manage Participants in the Participant section. Details found here.
Registration payments that your event receives update the event Budget as they occur automatically! For more information click here.
The event Dashboard is always up to date, and displays the current status for all your registration forms. Click here for details.
Create Event Schedules
Events typically have multiple overlapping schedules. The Schedules section allows you to create, edit and share schedules with Participants and the public. Schedules are available in the Event Portal for each Participant. Each Participant only sees schedules intended specifically for them. No need to email schedules, or provide lengthy explanations about which schedules apply to which participants. It's easy to change any schedule at any time. For details, click here.
Set up Jobs & Tasks
Jobs and Tasks can be set up for Participants in the Jobs section. As Participants register using your registration forms, you can assign them to Jobs and Tasks. Once a participant is Assigned to a Job, the details of the Job and Tasks will be available on the Portal for the Participant. This enables every participant with assigned jobs to see exactly what they will be doing at the event. As tasks are completed, the assigned Participant can check off the item and this is now seen in the Jobs section so you can review progress on Jobs and Tasks. For details, click here.
Communicate with Participants
Post messages to Participants and the public using the Messages section. Create, edit and post messages, select which participants to share your messages with. Send email reminders of your new post. Messages are always available on the Event Portal for your Participants. Each Participants only sees the posts that have been shared with them. Click here for more details.
Keep on track with the Dashboard
Now your team is working on the various parts of the event, the event Dashboard is always up to date, and displays the current status for your entire event. ClearEvent uses an easy-to-understand system of Green/Yellow/Red, along with the data and settings you have entered in ClearEvent, to indicate on the Dashboard which parts of your event are doing well, and which parts need attention.
All parts of the Dashboard allow you to drill down to investigate further or get more information on any item. Click Click here for details.
When your event is done, "Roll it over"
When your event is done, and you're ready to do it all over again, there's no need to setup your event from scratch! At the click of a button, ClearEvent lets you easily rollover your event, so that you can run your event again with minimal changes. ClearEvent adjusts all the dates, and manages key assets like the Event Portal and registration forms to ensure everything is in the right state, ready to go for next time around. Get all the details here.