# Managing Events

In ScheduLink, the **Event** (often called a job, photoshoot, or project) is the central anchor of your operations. Every event brings together all the moving parts for a specific shoot, including the schedule, the staff, the required tasks, and all automated communication.

The Events module is where you schedule and manage these shoots, assign tasks and emails, and track your overall progress.

#### Accessing Events

To view your upcoming and past events, click **Events** in the top main navigation menu.

**There are two views for events: List and Calendar**. You can easily toggle between these views by clicking on **List** or **Calendar** located on the top left of your screen.

Use the search bar or the filter menu on the left side of the table to narrow your list by:

* **Date Range**
* **Status** (e.g., Planning, Scheduled, Completed)
* **Event Type** (e.g., Fall Portraits, Sports League, Corporate)
* **Location** (e.g., On-Campus, In-Studio)
* **Tags** (e.g., "VIP", "New Client")

Click on an event's name to open its specific Details Page.

#### Creating an Event

When you book a new job, creating an event and selecting a template instantly launches your standardized workflow. **You can create an event from two different places: the Account page or the Event tab**.

* **Option 1: From the Events Tab:** Go to the main Events list and click the **Add** button in the top right corner.
* **Option 2: From an Account Page:** Open the specific client's Account (e.g., Lakewood Central) and add the event directly from their profile so it is automatically linked to them.

Once you click Add, follow these steps:

1. **Select an Event Template** (e.g., "Fall Portrait Workflow" or "School Photo Day").
2. **Account:** Select the client hosting the event (if you didn't already start from their Account page).
3. **Event Type:** Choose the specific category of the shoot.
4. **Start/End Date:** Enter the date and time range.
5. **Location:** Choose from the Account's saved addresses (e.g., Primary, Shipping) or enter a new one.
6. **More Details:** Complete any custom fields required by your event template (e.g., "Setup Time," "Background Type," "No. of Students").
7. **Click Save.** The event is created with its status set to Planning, and the system will instantly generate your tasks and cue your automated emails based on the template.

*(🛠 Note: Based on your studio's customized User Permissions, you may need "Write" access or Admin/Manager status to create and edit new events.)*

***

#### The Event Details Page

The Event Details page acts as your central command center for the job. It is divided into sections that you can expand or collapse as needed. On the right side of the screen, you will find the **Activity Log** and internal **Notes** panel. *(Instructions outside of provided sources based on your previous draft).*

*(🛠 Note: Only Admins, Managers, or users with specific "Write" permissions can edit event details and add employees, contacts, tasks, or attachments.)*

**1. Event Information** Shows the top-level details for the event, such as the date, time, location, and overall status. *(Instructions outside of provided sources based on your previous draft).*

**2. More Details (Custom Fields)** Displays the custom questions you answered at the moment of booking. These are predefined by your event template to ensure staff know the specific requirements of the job (e.g., "Student Count," "Special Instructions," or "Setup Time").

**3. Tasks** Tasks are preloaded from the event template but can be edited, added, or reassigned at any time.

* **What You’ll See:** The task name, assigned employee, and dynamic due dates (which are often calculated automatically based on the shoot date).
* **Statuses:** Not Started, In Progress, Due, Overdue, Completed. *(Instructions outside of provided sources based on your previous draft).*
* **How to Use:** Click **Add Task** to create a new one manually. Select an existing task to view its individual **Steps** (sub-items required to finish the job) or update its status.

**4. Emails** Emails for the event are loaded from the template and scheduled automatically to save you time.

* **How to Use:** Click the **Preview** button to see the full drafted email. You will see that the "magic variables" (like `{Event Date}` or `{Recipient}`) have already been replaced with the real details for this specific event.
* At the bottom of the preview, you’ll see the list of contacts scheduled to receive it. *(Instructions outside of provided sources based on your previous draft).*
* You can send the email directly from here, or send a test email to yourself or your team. *(Instructions outside of provided sources based on your previous draft).*
* Clicking an email shows the delivery status for each contact. Use **Add Email** to schedule an additional message if needed. *(Instructions outside of provided sources based on your previous draft).*

**5. Employees** The staff members assigned to work this specific event.

* **How to Use:** Click **Add Employee** to assign photographers or support staff. Assigning an employee here will automatically push this job directly to their master Scheduling calendar. Remove employees if schedules change.

**6. Contacts** The client-side personnel tied to the event (e.g., the Yearbook Advisor, Coordinator, or Billing Contact).

* **How to Use:** Click **Add Contact** to include specific client contacts.
* *Why this matters:* Automated emails look for the Contact's **Role** to figure out who to send messages to. If you forget to assign a specific contact to the Event, ScheduLink's fallback logic can automatically check the main Account list to find the right person for you.

**7. Attachments** A place to store event-specific files, such as signed contracts, floor plans, or style guides.

* **How to Upload:** Click **Upload File** to attach documents (PDF, PNG, DOCX). *(Instructions outside of provided sources based on your previous draft).*

**8. Notes** A space for internal collaboration and communication.

* **How to Use:** Click **Add Note** to log a detail. You can tag teammates to trigger an alert in their Notification Center. Pin important notes to keep them at the top, and reply to existing notes to keep discussions organized. *(Instructions outside of provided sources based on your previous draft).*


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