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.

 

If your contracts/agreements have more than one signer, you can now download a reference copy that includes all signatures, once the document is e-signed by all parties. This document is not legally binding, but merely a reference copy for your or your client's records. You can access this through the Event Files screen when managing the event.

 

Our e-signature system generates a separate, fully executed document for each signer. This approach fully complies with the ESIGN Act and UETA, which require that every signature be attributable to the signer, logically associated with the document, and preserved in a form capable of accurate reproduction. Each signer’s copy contains the identical contract along with a document hash, timestamp, IP address, and a complete audit trail, ensuring it is independently verifiable and legally enforceable.

You can now create a Prospect or Event from any inquiry received through your Availability Checker, Contact Form, or Instant Quote by clicking the links included at the bottom of the email. This will instantly create a Prospect or Event in the Management system, allowing you to begin collecting event details as well as start sending out automated emails and texts.

The new Private Notes feature allows you to add notes to an event that are only viewable by staff members with 'Financial Management' privileges. With this feature, you can add notes that you do not want your assigned staff members to see, such as sensitive financial information or other private information.

 

The existing Miscellaneous Notes feature continues to function as always, allowing any staff member assigned to that event to view the notes. This is the place to add notes that you do want your staff to be able to see before the event.

Fully integrated E-Signatures are live and included with the Professional, Premium, and Enterprise plans at no extra cost.

Clients can digitally sign any of your Custom PDF documents, such as contracts and agreements, with ESIGN/UETA compliant e-signatures right within DJ Intelligence — no 3rd party services required.

Custom PDFs can be digitally signed by up to 2 clients (e.g., bride & groom) and optionally signed by a company representative.

E-signed documents are automatically added to Event Files for the event and accessible by the client in the Documents section of their Event Portal.

 

• {TOTALMINUSDEPOSIT} = Total Cost - Deposit
• {TOTALMINUSDEPOSIT50PCT} = Total Cost - Deposit X 50%
• {TOTALMINUSDEPOSIT25PCT} = Total Cost - Deposit X 25%

Integration with Mailchimp has been rebuilt from the ground up using their latest API. Mailchimp is an email service provider that allows you to send bulk email to your clients. If you do not have a Mailchimp account, you can sign up and send 1,000 emails per month with their "Free" plan (paid plans are available if you wish to send more). With the new integration, you can sync your past events, future events, or all events with specific lists in your Mailchimp account. Additionally, you can now filter by event status (e.g. "Pending" vs. "Booked"), assigned staff member, and event type, allowing you to create individual lists in your Mailchimp account for specific types of events or clients. The Mailchimp integration is now also available on the Prospects page, allow you to sync your prospects with a specific MailChimp list. Mailchimp integration is not available with all subscription plans. Check your plan for details.

When creating scheduled emails and texts, you can select "Assigned Staff Member" when choosing who the message comes from, who it’s sent to, and whether to bcc anyone. This has created questions as to what happens when an event have more than one staff member assigned. With this latest improvement, you will notice "Assigned Staff Member" has been changed to "Primary Assigned Staff Member." When assigning staff to an event, you now have the option to choose who is the "primary" staff member for that event. When assigning the first staff member, the system will set them as the primary. Upon assigning additional staff members, you have the option to make any of them the primary. There must be at least one primary and there may not be more than one primary.

Automated Emails are now LIVE for U.S. based DJ Intelligence subscribers on one of the upper plans.

What are automated texts?

Automated texts are templates you create that merge in event data and are automatically sent based on a schedule you set. Some examples:

• A text sent to a client the day after they book with information on how to log into their Event Portal to plan their event

• A text sent to a client 30 days before their event reminding them of their final balance with a link to pay online

• A text sent to a client a week before their event letting them know they still have event forms that are outstanding

• A text sent to a client a week after their event asking them to fill out the Event Survey and leave an online review

• A text sent to a staff member reminding them of an upcoming event

How can I schedule texts?

• Based on a specified number of days before or after an event date
• Based on a specified number of days after an event is created in the system
• Based on a specified number of days after an event status is set to "Booked"
• Based on event status (e.g. "Pending" or "Booked")
• Based on event type (e.g. "Wedding" or "Corporate")
• Based on the remaining balance being greater than a certain amount
• Based on whether there is any incomplete planning data (e.g. planning forms or timelines)

What options do I have?

• Customize the body of the text to include any necessary information

• Specify what time of day you want the text to be sent
• Pause automated schedules at any time
• View sent texts to see exactly what your client received
• Manually send any text at any time, as needed

What tokens can I include in my texts?

• Client Data: {CLIENTFIRSTNAME}, {CLIENTLASTNAME}, {CLIENTEMAIL}, {CLIENTPHONE}, {CLIENTADDRESS}
• Event Data: {EVENTNAME}, {EVENTDATE}, {EVENTDAY}, {STARTTIME}, {ENDTIME}, {EVENTTYPE}
• Location Data: {LOCNAME}, {LOCROOM}, {LOCADDRESS}, {LOCCONTACT}, {LOCEMAIL}, {LOCPHONE}
• Financial Data: {TOTALCOST}, {DEPOSIT}, {TOTALPAID}, {REMAININGBALANCE}
• Event Planning Data: {LOCKOUTDATE}, {INCOMPLETEFORMS}, {INCOMPLETEFORMLIST}, {COMPLETEFORMS}, {COMPLETEDFORMLIST}
• Company Information: {COMPANYNAME}, {COMPANYWEBSITE}, {COMPANYEMAIL}, {COMPANYPHONE}
• Staff Information: {STAFFFIRSTNAME}, {STAFFLASTNAME}, {STAFFALIAS}, {STAFFTITLE}, {STAFFEMAIL}, {STAFFPHONE}, {STAFFMOBILE}

 

There is a new link that allows you to view full payment history under the "Financials" section when viewing or editing an event. You can view a Statement of all payments and remaining balance, as well as receipts for each individual payment.

DJ Intelligence is now integrated with Leads Import. Leads Import automation will improve your response times and effectiveness with automation enhancing your DJ Intelligence account while saving hours of labor daily. They continuously scan your lead sources for new inquiries. New leads are downloaded and checked for duplicates. ​All you need is user name and password to start the automation. Automatically send customized messages to your lead with acknowledgement and links for additional information. Alerts are also sent to your staff via SMS and/or email. Leads are seamlessly uploaded to your DJ Intelligence account as "Prospects" in real time avoiding the need to copy and paste and risk missed or delayed responses or any human error.

Improvements have been made to how forms are automatically assigned to the Event Portal for a client's event. With these latest changes, forms (e.g. planning forms, timelines, playlists) will automatically be assigned to the event under the following circumstances:

 

(1) When logging into the Event Portal, any previously saved forms that were not already assigned to the event will now automatically be assigned. This will ensure that clients can locate any previously saved forms when they log into their Event Portal.

 

(2) If a client is already logged into the Event Portal and is sent a direct link to a form that was not already assigned to the event, it will now automatically be assigned. This will allow subscribers to send direct links to their clients to access additional forms.

 

(3) If a client visits a form for the first time and is prompted to create an account, that particular form will now automatically be assigned to the event, allowing the client to immediately begin working on that form.

 

If you wish to allow your clients to create their own Event Portal account (and subsequently have forms automatically assigned in the manner above), set "Allow Create Login" to "Yes" on the Master Settings page of your account.

 

If you do not wish to have forms automatically assigned, you should set "Force Login" to "Yes" (which will only allow access to forms if a client is logged in) and set "Allow Create Login" to "No" (which will not allow clients to create their own Event Portal account) on the Master Settings page of their account.

 

To learn about the 4 options you have for how Event Portal accounts are created and set up, watch this video: https://www.youtube.com/watch?v=f_1EfNuEwag&list=PL6Ghy-DT1wxmoUf9HZFndymagTTp_TMmo&index=18 

A new default theme has been introduced to offer a sleeker, more modern look for the website tools. Along with a new color palette, improvements have been made to the icons for a more modern look. The new theme has been automatically applied to all accounts that were using the previous default theme.

Many subscribers have been asking us for the ability to add a service fee for online payments. We know this is not for everyone. But if you are interested in adding a service fee for online payments, we are testing this feature. When your clients make an online payment, the service fee will automatically be added to the amount charged. For example, if your client makes a $1,000 payment and you have a 3% service fee, they will be charged $1,030. This works with all payment processors. You can come up with your own name for the fee (e.g. "Online Convenience Fee" or "Customer Service Fee"). You can optionally set a dollar threshold so that the service fee is only applied on higher amounts.

Use this feature with caution: Many states and localities have enacted laws prohibiting surcharges on credit card transactions. Additionally, many payment processors have strict rules against surcharges that can result in your account being permanently suspended. Before using this feature, perform all necessary due diligence to ensure it is legal in your region and compliant with your payment processor.

Ready to test it out? Go to https://www.djintelligence.com/manage/admin/payment/ and scroll to the BOTTOM of the page to configure your service fee.

Changes have been made to the DJ Intelligence mail servers to ensure all emails being sent pass requirements for SPF, DKIM, DMARC, and COMPAUTH to meet the newest standards being set by major ISPs like Gmail, Yahoo, Hotmail, Outlook, AOL, and others. Passing these requirements will ensure that more emails sent to you from DJ Intelligence and emails sent to your clients on your behalf are being delivered and landing in the inbox.

Easily create repeat events by cloning/duplicating past events with a single click. To clone an event, open the existing event for editing and click the new icon in the upper right corner. This makes creating repeat events fast and simple.

New charts have been added to the reporting section to show you the most popular "Sources" for past and future events (e.g. Google, The Knot, Facebook, Instagram, Past Client, Referral, etc.). Use this reporting functionality to determine where your leads/events are coming from, so you know where to invest your marketing dollars.

You can now track the "Source" of your events and prospects using a new field added to the Events and Prospects pages. You can create a drop-down list of the most popular sources from the Advanced Settings page of the Management System (e.g. Google, The Knot, Facebook, Instagram, Past Client, Referral, etc.). An "Other" option will appear in the drop-down list, allowing you to enter a source that is not within the list. If you do not create a list of the most popular sources, a free-form text box will appear. Use this feature in combination with the reporting functionality to determine where your leads/events are coming from, so you know where to invest your marketing dollars.

A new set of charts has been added to the Reports section to show you the most popular types of events you have booked, both for past events and future events.

A new icon appears in the top right corner when viewing Events or Prospects that allows you to filter the event list by event type. This will allow you to quickly locate upcoming events of a certain type, such as weddings or corporate events.

If you sync your DJ Intelligence calendar to your smartphone or other device, the description of the event now contains links to any assigned planning forms, event timelines, or playlists, allowing you to quickly view or print these items directly from your smartphone without having to log into your DJ Intelligence account.

If you sync your DJ Intelligence calendar to your smartphone or other wireless device, the event status now appears in the title of the calendar event, allowing you to quickly see the event's status (e.g. "Pending" or "Booked").

A new icon appears at the top right corner when viewing a Client Communication, which includes forms submitted through your Availability Checker, Contact Form, Instant Quote, and Booking System, allowing you to instantly convert that communication into a prospect. This will allow the prospect to receive your automated sales email sequence.

The new session management system will now keep you logged into your account for up to 4 hours. Previously, the system would log you out after 20 minutes of inactivity. For your protection, please remember to log out when you are finished with your session.

Added the ability to set your staff as the recipient of automated emails, allowing you to notify assigned staff of new bookings or send reminders to assigned staff of an upcoming event. These automated emails can be sent based on the date an event is created in the system, the date the status was changed to "Booked," or the event date itself (# of days before or after the event).

We have added the ability to trigger automated emails based on the date the event status changes to "Booked." This is perfect if you have a sequence of emails set to go out to a client after they book with you (e.g. information on how to begin planning their event) or if you have emails set to notify staff that they have been assigned to a booked event.

Watch Video Overview: https://www.youtube.com/watch?v=u2I7j1-VRAs&list=PL6Ghy-DT1wxmoUf9HZFndymagTTp_TMmo

What are automated emails?

Automated emails are templates you create that merge in client, prospect, and event data, and are automatically sent based on a schedule you set. Some examples:

• An email sent 3 weeks before the event if they have outstanding event planning details, such as planning forms or timelines
• An email sent 14 days before the event if they have a balance due with a link to pay their balance online
• An email sent 7 days after the event is created with information on how to log in to begin planning their event
• A welcome email from the assiged staff member after the event is created with their contact information
• An email sent 2 days after a prospective event is created with additional information about your company
• A follow-up email sent 7 days after a prospective event is created asking if they have any additional questions
• A "thank you" email sent 10 days after the event with a link to the Event Survey to post an online review
• A "happy anniversary" email sent one year after a wedding date to the bride & groom
• A "book us again for this year's holiday party" email sent to corporate clients 9 months after their last event
• A notification sent to the assigned staff member letting them know the event has been booked
• A reminder sent to the assigned staff member before the event

The possibilities are endless as to how you can use this to better communicate with clients and prospects, increase efficiency, and book more events.

How can I schedule emails?

• Based on a specified number of days before or after an event date
• Based on a specified number of days after an event is created in the system
• Based on a specified number of days after an event status is set to "Booked"
• Based on event status (e.g. "Pending" or "Booked")
• Based on event type (e.g. "Wedding" or "Corporate")
• Based on the remaining balance being greater than a certain amount
• Based on whether there is any incomplete planning data (e.g. planning forms or timelines)

What options do I have?

• Specify a dynamic subject line
• Specify who the email should come from (e.g. company, staff member, or assigned staff)
• Specify an optional BCC recipient (e.g. company, staff member, or assigned staff)
• Specify what time of day you want the email to be sent
• Compose HTML emails with styling, links, your logo, and more
• Pause automated schedules at any time
• View sent emails to see exactly what your client received
• Manually send any email at any time, as needed

What tokens can I include in my emails?

• Client Data: {CLIENTFIRSTNAME}, {CLIENTLASTNAME}, {CLIENTEMAIL}, {CLIENTPHONE}, {CLIENTADDRESS}
• Event Data: {EVENTNAME}, {EVENTDATE}, {EVENTDAY}, {STARTTIME}, {ENDTIME}, {EVENTTYPE}
• Location Data: {LOCNAME}, {LOCROOM}, {LOCADDRESS}, {LOCCONTACT}, {LOCEMAIL}, {LOCPHONE}
• Financial Data: {TOTALCOST}, {DEPOSIT}, {TOTALPAID}, {REMAININGBALANCE}
• Event Planning Data: {LOCKOUTDATE}, {INCOMPLETEFORMS}, {INCOMPLETEFORMLIST}, {COMPLETEFORMS}, {COMPLETEDFORMLIST}
• Company Information: {COMPANYNAME}, {COMPANYWEBSITE}, {COMPANYEMAIL}, {COMPANYPHONE}
• Staff Information: {STAFFFIRSTNAME}, {STAFFLASTNAME}, {STAFFALIAS}, {STAFFTITLE}, {STAFFEMAIL}, {STAFFPHONE}, {STAFFMOBILE}