Changelog

A new setting in Master Settings controls whether you want to receive email notifications when a client marks a form or playlist complete or incomplete. (Note: It is highly recommended that you leave this feature enabled otherwise you and your staff will not receive any notification that a client has completed a form.)

A new setting in Master Settings controls whether you want to allow clients to add notes to requests on the Music Playlist tool (e.g. First Dance or Special Dedication).

Event Intelligence's Zapier integration now supports Actions in addition to Triggers.

 

Previously, Zapier could only send data out of Event Intelligence when activity occurred inside your account. With this update, you can now send data into Event Intelligence from other apps.

 

This means you can automatically create new prospects and events in Event Intelligence using data from third-party apps such as lead forms, CRMs, calendars, spreadsheets, booking tools, and other Zapier-connected services.

The Music Playlist tool now includes three additional optional request lists for clients. In addition to Must Play, Play If Possible, Do Not Play, and Spotify Import, you can now enable separate lists for Cocktail Music, Dinner Music, and Ceremony Music.

 

These are default list names only. Each list can be renamed, enabled or disabled, and configured with its own song limit from your account’s Master Settings page.

 

By default, the new lists are not active and will only appear for clients after you enable them.

The system will now send your staff members an email any time they are assigned to (or unassigned from) an event, letting them know the basic event details including the event name, date, times, and location. This will give your staff an opportunity to confirm their availability and reach out if there are any personal scheduling conflicts.

A new optional Contact Person field has been added to the Client Information section when creating/editing an event. This is ideal if your Client Name is a company, school, or organization.

 

There have been additional merge fields added to the Custom Email and Custom PDF templates:

 

{CLIENTFIRSTNAME}	Client First Name	Kelly
{CLIENTLASTNAME}	Client Last Name	Taylor
{CLIENTNAME}	Client Name	Kelly Taylor
{CLIENTEMAIL}	Client Primary Email	ktayor@gmail.com
{CLIENTPHONE}	Client Primary Phone	630-686-1010
{CLIENTPHONEALT}	Client Alternate Phone	630-686-1111
{CLIENTADDRESS}	Client Address	175 E Deleware Pl, Chicago, IL 60611
{CONTACTPERSONFIRSTNAME}	Contact Person First Name	John
{CONTACTPERSONLASTNAME}	Contact Person Last Name	Doe
{CONTACTPERSON}	Contact Person	John Doe

You can now create and send invoices to clients. Invoices can be viewed, printed, or emailed and are accessible from three locations:

Invoices can itemize booked services (when scheduled services are assigned to the event), display prior payments, and show the current balance due.

 

Each event can generate receipts, statements, and invoices:

When viewing events or prospects, an icon now appears next to the event type indicating what type of service is scheduled. If you have more than one service scheduled, a circle icon with a number will appear, indicating how many services are scheduled for that event. If you hover your mouse over the icon, a pop-up will appear that shows you each scheduled service along with scheduled times.

When setting up automated emails and texts, you can now schedule based on Service. For example, you can have an email that goes out to clients for events with Photo Booth service asking them to choose their backdrops.

We have added a filter to the Event list, Prospect list, and Calendar View that allows you to filter upcoming events by Service, allowing you to view all events that have a specific service scheduled (e.g. DJ, Photo Booth, Videography).

New tokens have been added for Scheduled Services on the Custom Emails, Custom Texts, and Custom PDFs, allowing you to indicate which services the client has booked with you. Here are examples of how they look:

 

DJ (6:00 PM - 11:30 PM), Photography (6:00 PM - 9:00 PM), Photo Booth (6:00 PM - 9:30 PM)

 

DJ (6:00 PM - 11:30 PM)
Photography (6:00 PM - 9:00 PM)
Photo Booth (6:00 PM - 9:30 PM)

{SERVICESNOTIMES}

DJ, Photography, Photo Booth

 

DJ

Photography

Photo Booth

You can now set up the Services your company offers (e.g. DJ, Photo Booth, Videography), and assign those services to your events. When setting up Services, you will choose an icon to represent that service. That icon will appear with each event on the Calendar view to help you quickly identify booked services. When creating an event or prospect, you can now assign services to it and set exact start and end times for each one, if different from the overall event hours. This is especially useful for events with staggered service schedules, such as DJ and Photo Booth.

 

Add staff time off to your calendar to keep track of when you or certain staff members are available to accept bookings. The company administrator can add time off for any staff member. Upon doing so, the staff member will receive an email stating the time off has been approved and added to the calendar. The staff member may also add time off directly (only for themselves, not other staff members). Upon doing so, the company administrator will receive an email stating the time off has been added to the calendar.

 

Add client/staff meetings or appointments to your calendar. Link the meeting to an existing event or prospect, if applicable. Assign staff members to meetings/appointments so they show up on the staff member's calendar. Include driving directions to out of office meetings and links to video meetings, such as Zoom, Teams, or Google Meet. Meetings/appointments will sync with your external device.

 

Watch Video Overview 

Set up tasks or reminders on your calendar. Assign staff members to tasks/reminders so they show up on the staff member's calendar. Tasks/reminders will sync with your external device.

 

You can use the new token {ESIGNURL} in the body of the email that goes out with your PDF to include an e-sign link directly in the body of the email. This is sent in place of sending the separate email with the e-sign link. With this feature, you can create a link or button in the body of your email that goes to {ESIGNURL} and the system will drop in the corresponding e-sign URL (and will not send the 2nd email with the e-sign link). Please reach out to the Support Team for more information on how to utilize this feature.

A new "eye" icon appears on the E-Signed Documents page inside the Workflow section of your account. An eye with a slash through it indicates the client has not yet viewed the document. An eye icon indicates the client has viewed the document. If you hover your mouse over the icon, it will display the date it was last viewed.

A new "Preview" icon lets you preview any custom HTML you have added to any of your web forms on the Advanced Settings page of your account.

There are no changes to features or pricing. Everything remains exactly the same, except the name. This change is being made as we lay the groundwork for some huge new features.

Quickly and easily keep track of your payments with a newly improved Event Financials system. Explore the improved Event Payments tab that allows you to email receipts and statements, the improved Received Payments page that allows you to track, assign, and apply incoming payments toward their corresponding events, and the all-new Open Balances page that gives you a quick overview as to which clients have an outstanding balance and how much they owe you.

 

No more hunting to find all the information for your upcoming events! Everything for the event, including event informational cover sheet, planning forms, timelines, and request lists (including guest request lists) can now be downloaded in a single PDF file. Perfect for printing. Perfect for using at the event on a tablet or laptop.

 

All communications for each event are now organized in the singular Event Communications hub. Click the "Event Communications" icon next to the event to view all upcoming Scheduled Emails & Texts (with the ability to suppress automated emails or texts), view all previously sent Emails & Texts (automated and manual), view sent PDFs (with ability to download a copy of the PDF or regenerate the PDF), and all Received Web Forms from your Availability Checker, Contact Form, Instant Quote, or Message Form. Plus, use the drop-downs to send any Custom Email, Custom Text, or Custom PDF directly to the client.

 

Icons for planning forms, timelines, and request lists have been consolidated into a single icon with some powerful new functionality. The new "Event Planning Data" icon lets you quickly see what planning resources are assigned to the event, which planning resources have been started by the client, and quick links to make configuration changes to the Event Portal.

 

View all Web Forms received through your account, including the Availability Checker, Contact Form, Instant Quote, or Message Form on a single "inbox style" page. Click the "RECEIVED" icon in the top menu to access this page. View and delete received web forms, redo quotes, send data to API (for 3rd party integration), or create a prospect or event with a single click! View all received Web Forms that are already associated with current Events or Prospects, as well as any Web Forms that are not associated with an Event or Prospect, and may be in need of follow up. Convert received Web Forms into Prospects with a single click so you can put them into your marketing funnel, allowing them to receive your sequence of automated Custom Emails.

 

Check out the three primary ways to create a new Event in the system, two of which require no re-typing of information. Once an Event is created, you can send contracts/agreements by PDF, send Custom Emails, and collect online payments.

 

Check out the three primary ways to create a new Prospect in the system, two of which require no re-typing of information. Create a Prospect to put them into your marketing funnel, allowing them to receive your sequence of automated Custom Emails.