Managing Events

An Event is the central anchor of every job. It brings together your schedule, staff, tasks, and automated communications in one place.

Accessing Events

Click Events in the top navigation menu.

Toggle between List and Calendar views from the top left of the screen.

Use the search bar or filter menu 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 an event name to open its Details page.

Creating an Event

You can create an event from two places:

Option 1: From the Events tab Click the Add button in the top right corner of the Events list.

Option 2: From an Account page Open the client's Account and add the event directly — it links automatically.

Once you click Add:

1. Select an Event Template (e.g., "Fall Portrait Workflow")

2. Select the Account (client hosting the event)

3. Choose the Event Type

4. Enter the Start/End Date

5. Select a Location from the account's saved addresses or enter a new one

6. Complete any custom fields required by the template (e.g., "Setup Time," "No. of Students")

7. Click Save

The event is created with a status of Planning. Tasks and automated emails generate instantly based on the template.

🛠 You may need Write access or Admin/Manager status to create events, depending on your studio's permissions.

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The Event Details Page

The Event Details page is your command center for the job. Sections can be expanded or collapsed as needed. The Activity Log and Notes panel sit on the right side of the screen.

🛠 Only Admins, Managers, or users with Write permissions can edit event details or add employees, contacts, tasks, or attachments.

1. Event Information

Top-level details — date, time, location, and overall status.

2. More Details (Custom Fields)

The custom questions answered at booking. Predefined by your template to capture job-specific requirements (e.g., "Student Count," "Special Instructions").

3. Tasks

Tasks load automatically from the template but can be edited, added, or reassigned at any time.

• Each task shows the name, assigned employee, and due date (calculated from the shoot date)

• Statuses: Not Started, Scheduled, In Progress, Due, Overdue, Completed

• Click Add Task to create one manually

• Click a task to view its Steps or update its status

4. Emails

Emails load from the template and schedule automatically.

• Click Preview to see the drafted email with variables already filled in

  • e.g. Event Date, Recipient

• The preview shows which contacts are scheduled to receive it

• Send directly from here or send a test email first

• Click an email to see delivery status per contact

• Click Add Email to schedule an additional message

5. Employees

The staff assigned to work the event.

• Click Add Employee to assign photographers or support staff

• Assigning an employee automatically adds the job to their scheduling calendar

• Remove employees if plans change

This event, Fall Portraits, has 3 employee requirements. You can add more requirements to the template by clicking "add". When ready, you can assign employees to these tasks by clicking "add" beside "Employees Assigned".

6. Contacts

The client-side contacts tied to the event (e.g., Yearbook Advisor, Coordinator, Billing Contact).

• Click Add Contact to assign specific people

• Automated emails use the Contact's Role to determine recipients

• If a contact isn't assigned to the event, ScheduLink will find the right person from the Account automatically

7. Attachments

Store event-specific files — contracts, floor plans, style guides.

• Click Upload File to attach PDFs, PNGs, or DOCXs

8. Notes

Internal collaboration space for your team.

• Click Add Note to log details

• Tag teammates to trigger a notification

• Pin important notes to keep them at the top

• Reply to existing notes to keep discussions organized