Planning and hosting an event can be time consuming: managing the guest list, creating and scheduling emails, organising the venue and content, and it only gets worse when there are multiple venues, and sessions!

The StoneShot events feature doesn’t just manage your registrants; the scheduler can help organise event emails, and send you and your colleagues reminders and alerts. Here’s how…

Step 1: Choose schedule type

To set up a schedule, go into the StoneShot app and click on the ‘Events’ tab, then select your event, and go to the ‘Schedule’ tab. Here you will see the option to add a schedule:

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In the dropdown menu, you will be able to choose from three options: Contact Event Status, Event Status and Venue Capacity.

We’ll go through what these all mean, and what to use them for now:

Contact Event Status
This option is for sending out auto confirmation emails when someone registers for an event. This is great because contacts won’t have to wait for their confirmation, and they’ll know right away that everything went through fine, without you having to worry about setting up additional campaigns.

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Event Status
Select this option to send scheduled emails to contacts in the app. For example, a reminder email to everyone who is set as ‘registered’, or a thank you or follow up email to those set to ‘attended’. When selected, you will be taken here, to fill out which session, and when you would like to send the message:

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Venue Capacity
This option is for you, the event organiser, to stay up to date on event capacity and registrations. You can use this option to schedule emails sent to you when registration is full, or has reached a certain point.

Screen Shot 2015-02-16 at 23.35.03Once you select and add one of these schedules, you will be taken to a page where a list of all of your scheduled tasks are displayed:

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Step 2: Add a task

Clicking ‘Add Task’ will enable you to set up the type of task that you would like to be carried out for each schedule type.

There are four options you can choose from:

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We’ll discuss what these options are best used for:

App Notification
This is used to send a message to a fellow app user, so when they log in the message will appear in the upper right hand corner of the StoneShot app. You can select the user you want to receive the message, when it should be displayed, and for how long.

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Email Notification
This is the option to use when you want to send an email with a message. It’ll come from the email you use to log into StoneShot with.

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Campaign Launch
This option allows you to launch your event emails at a scheduled time, based on your contacts event status. You can either create a new email from a template, or select a pre-existing email you’d like to use, from the ‘Campaign’ menu. This is most useful for sending reminder and follow ups to people who are registered to, or have attended an event.

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Contact Status Change
This is a rarely needed option, but can be useful in a situation such as a venue hitting capacity. You can set up this task to automatically change someone’s event status from ‘registered’ to ‘interested’.

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For each of these options, when you hit ‘Create Job’ it will add a task under the ‘Tasks’ column, on the ‘Schedule’ tab. Just make sure your schedules are set to ‘Enabled’ so that the tasks are carried out!

Remember we’re always on hand to help you get the most out of the StoneShot app. So give us a call or drop us a message at support@stoneshot.com with any questions.