Event Producer Walkthrough
From initial enquiry to flawless event day. EventSmart is built for independent event planners, decorators, coordinators, and small production teams. Follow these four core workflows to organize bookings, team prep, documents, and client handoffs.
01 Inquiry & Intake Capture client and event details in one thread
02 Event Workspace & Day Flow Coordinate setup, team priorities, and checklists
03 Quotes & Invoices Itemize costs and generate client-ready PDFs
04 Safe Client Views Share dedicated snapshots without opening the workspace
01 Add a New Event Inquiry Tap New Inquiry from the Today or Events screen. Enter the client name, phone, email, and target event date.
Tip: You can select the occasion type (e.g. Wedding, Milestone Birthday, Corporate Summit) for pre-filled planning presets.
02 Log Guest Counts & Requirements Record preliminary guest headcount, venue preferences, setup constraints, and dietary flags (vegan, gluten-free, allergy alerts).
03 Set Follow-Up Reminders Schedule a local follow-up alert to check back with the client regarding venue booking or deposit confirmation.
01 Build the Event Timeline Navigate to the event's Timeline tab. Establish key milestones: Supplier Load-in (08:00), Floral Arrival (10:30), Guest Arrival (14:00), Teardown (22:00).
Offline-First: All timings, access contacts, and checklists are stored locally and accessible at the venue without Wi-Fi.
02 Assign Team Tasks & Packing Lists Organize prep tasks under Day Checklist . Group items by category (Audio/Visual, Tableware, Signage, Lighting) and track completion on event morning.
03 Attach Essential Documents Attach venue floor plans, vendor contracts, or layout blueprints directly to the event record for quick reference on location.
01 Itemize Services & Rentals Tap New Quote within the event. Add custom items (Coordination Fee, Floral Arch, Lighting Package), quantities, and custom tax labels.
02 Generate PDF Documents Locally Review the summary and tap Export PDF . The PDF renders on-device with your business name, contact info, and payment instructions.
Direct Payments: EventSmart does not hold client funds. State your preferred bank details or payment link; clients pay you directly.
03 Convert to Invoice & Track Deposits Once approved, convert the quote into an invoice with one tap. Log deposits, track outstanding balances, and mark invoices paid upon settlement.
01 Choose What to Share Select whether to publish an Event Summary, Quote, or Invoice. You control exactly which document snapshot is shared.
02 Issue Revocable Public Link EventSmart generates a tokenized URL (e.g. eventsmart.bluesparrow.dev/public/quote/[token]). Share it directly via WhatsApp, SMS, or email.
Strict Boundary: Clients review the snapshot and can submit approval or comments. Your internal costs and private notes remain concealed.
03 Revoke or Expire at Will You can revoke the link at any moment directly from the event settings, instantly cutting off public access.
Built on producer-first principles 01 · Offline-First Integrity Venues often have terrible connectivity. EventSmart keeps your entire event plan, contacts, and checklists available offline.
02 · Zero Payment Commissions We believe your hard-earned event fees belong to you. We do not intermediate payments or take percentage cuts.
03 · Deliberate Privacy Clients see only what you publish on revocable links. Internal tasks, team costs, and personal notes never leak.