3 Additional Request Lists Added to Music Playlist Tool
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.
Emails Sent to Staff when Assigned to Event
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.
New Contact Person Field and Additional Tokens
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 |
Generate and Send Invoices to Clients
You can now create and send invoices to clients. Invoices can be viewed, printed, or emailed and are accessible from three locations:
- The Event Payments tab on the event (invoice icon at the top)
- The Open Balances page under Financials (invoice icon in the balance list)
- The client's Payment page in their Event Portal, where they can view or print the invoice at any time
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:
- Receipts: Record of a single payment made, serving as proof of payment
- Statements: Show the overall balance due with a running total of all payments
- Invoices: Formal document that itemizes services and the total amount owed
Scheduled Services Now Visible from Event List
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.
New Automation Scheduling Variable
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.
Filter Event List and Calendar by Service
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 Added for Scheduled Services
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:
{SERVICES}
DJ (6:00 PM - 11:30 PM), Photography (6:00 PM - 9:00 PM), Photo Booth (6:00 PM - 9:30 PM)
{SERVICESLIST}
DJ (6:00 PM - 11:30 PM)
Photography (6:00 PM - 9:00 PM)
Photo Booth (6:00 PM - 9:30 PM)
{SERVICESNOTIMES}
Photography (6:00 PM - 9:00 PM)
Photo Booth (6:00 PM - 9:30 PM)
{SERVICESNOTIMES}
DJ, Photography, Photo Booth
{SERVICESNOTIMESLIST}
DJ
Photography
Photo Booth
All-New Mobile-Responsive Calendar View
An all-new mobile-friendly calendar is now available. Highlights include:
• Color-coded view of events, prospects, and meetings
• Assign a dedicated color of your choice to each Event Type
• Assign a dedicated icon of your choice to each Service offered
• Filter by status, event type, staff member, or any combination
• Manage staff time off requests
• Add meetings and appointments
• Create tasks and reminders
• Add blackout dates when you are unavailable
• Sync your calendar with your mobile device
• Fully optimized for mobile and on-the-go access (certain Plans only)
• Assign a dedicated color of your choice to each Event Type
• Assign a dedicated icon of your choice to each Service offered
• Filter by status, event type, staff member, or any combination
• Manage staff time off requests
• Add meetings and appointments
• Create tasks and reminders
• Add blackout dates when you are unavailable
• Sync your calendar with your mobile device
• Fully optimized for mobile and on-the-go access (certain Plans only)
Add Scheduled Services to Your Events
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.
Manage and Track Staff Time Off
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 Meetings & Appointments to 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.
Create Tasks & Reminders on Calendar
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.
Color Code Your Event Types for Easier Recognizability
When setting up your Event Types, you can now choose a dedicated color for each event type. This color will appear with each event on the Calendar view to help you quickly identify the event type. This is now a permanent color that you choose and will not change, unless you explicitly change it.
WHOIS Lookup Links Added to Form Notifications
To help you stay one step ahead of fraudulent and fake inquiries, we have added a WHOIS link to the emails you receive from your Availability Checker, Contact Form, Instant Quote, and other web forms. You can click this link to view IP registration data, including the reported country of origin and network provider associated with the sender’s IP address.
Please note that IP-based location data is not always perfectly accurate. In some cases, the location shown may reflect the internet service provider’s registration address rather than the actual physical location of the person submitting the form. Additionally, some users may be using VPNs, proxies, or other privacy tools that intentionally mask or change their apparent location. For these reasons, the WHOIS information should be treated as a helpful signal for evaluating inquiries, not as definitive proof of someone’s true location or identity.
Use this information as one more data point to help you spot suspicious activity and make better-informed decisions about which inquiries to trust and follow up on.
Include E-Sign Link Directly in Email
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.
See When a Client Views E-Signature Document
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.
Preview Custom HTML in Advanced Settings
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.
The "Professional" Plan has been re-named to the "Standard" Plan
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.
Newly Improved Event Financials
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.
Event Information Packet PDF
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.
Event Communications Hub
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.
Consolidated Event Planning Data Icon
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.
Received Web Forms (formerly Client Communications)
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.
Three Ways to Create an Event
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.
Three Ways to Create a Prospect
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.
Download Contracts E-Signed by All Parties
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.
Create Prospects/Events from Any Inquiry with a Single Click
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.
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