How to Get the most out of Occasiona

Occasiona.com is still under construction and is currently running in beta where features are added and updated weekly, some of the following records might be incomplete, not yet live or obsolete, the help page will be updated as soon as is possible.

Home Page

The home page is broken up into 3 parts

  1. LEFT: the overall control panel. This controls which event you are working on, who you wish to work on it with and your own user profile
  2. MIDDLE: current event chat and news feed
  3. RIGHT: the current event tools, here you will find a event builder generated list, an attendance overview, the itinerary builder and for certain events a registry builder

Control panel

The overall control panel on your left has three tabs

  1. : the current event that you are working on, this tab will also allow you to edit the event data
  2. : this is the share tab, there you will be able to enter either the username or the email of the individual you with to share the event set up with, this person will then have full access to the event set up just as you have.
  3. : this is where you control the event you wish to be working on, here is also where you can add a new event.
Setting up an event

To set up a new event simply go to the tab on the Left hand control panel, scroll to the bottom and click on 'add new event'. A form will appear:

  1. Type of Occasion: this drop down will allow you to select the type of event you wish to organize this is used to create suggestions
  2. Name of Occasion: this is simply a way for you to track which occasion you are working with, only you and those you share this with will see it
  3. Date & Time of Occasion: this is separated into the date first then venue and time, many events have two venues at different times if you only have the one ignore the Secondary venue option
  4. Budget: it is important to set a well thought out budget as well as to set the currency this will tie into the budgeting system
  5. Country of venue: this allows the event builder to find listings of services in that area
  6. Town or City of Venue: this helps hone the suggestion precess
  7. Type Of Event: for certain events this will appear the options are for a closed event where a guest list will be made by you, an open event where there is ticket sales and a members event where a club guest list is set and used over and over again this will have its own options once selected

Communication

The communication and news feed panel allows communication between you and your guests, a broadcast system as such, added in is the ability to chat only to only the hosts and see updated on activity such as RSVP notifications

Dashboard features

The List

The List is Generated from the event builder and as you complete each item it will get crossed off, the list also has the supplier detail handy

Overview

Overview is simply graphical representation on how everything is progressing

Itinerary

The itinerary is a important part of every event, simply add the item you will have the option of adding a brief description then and it will automatically arrange itself by the time you set, added to that is the ability to save the list as a PDF

The Itinerary can also be added to the web page to keep all the guests in the loop

Registry

for events such as weddings and baby showers a registry list creator is availble, each item can be added under a category, as you type in the category input previous categories with reveal themselves, once again this feature can be added to the web page where guests can book and tick off items that they have acquired.

Guest List

difference between open and closed event

when setting up your occasion you will have the option of the event being either a open even or a closed event.
If the event is an OPEN event your guest list page will have only a list of people who have paid for the event via on-line sales, as well as an interface that allows you to add or remove tickets manually, these events include Concerts, Parties, Fund raising or any occasion that calls on strangers to attend.

If the event is a CLOSED event it means that it is invite only, because of this you will need to build a list of the invited that will be used for rsvp'ing, CLOSED events include, Weddings, Birthday celebrations, Baby showers as well as (still to come) Road trips and many more.

closed event guest management

setting up your guest list

The build of your guest list is simple to do but does take awhile, however once done the everything becomes automated.
You will notices below the main menu bar there is a sub menu called guest list options, there are several options which will cover futher on, for now make sure that the "Guest List" option is selected, below that you will have a line of inputs to have to enter.
The inputs are as follows:

  1. Name: this input calls for the name that you wish to put on the invite, many occaions will call for more than one name on an invitation, this leads us into our second input
  2. /invite: this allows you to change the number of names on that line, the defualt is one, this must not be confused with the plus guests examples might be a husband and wife, or grand ma and grand pa
  3. Surname: this is for the surname or family name
  4. Email: this is a n important feature that will allow you to communicate with your guest via email as well as automated deadline messages(still to come)
  5. Tel number: this has no special feature but is useful for cross user communication not only for shared users but you will be able to share contacts with certain guests for organizational purposes

use the TAB key to skip between inputs and the enter key to submit. SHIT + TAB will allow you to go backwards

editing your guest list

open event

control panel features

charts
printing
rsvp Code

To Do Lists

setting up a to do

There are two types of lists when it comes to the To Do’s.

First is the quick list, this list is to be used for daily or weekly reminders or momentary problem solving. The second is are the more complex lists for more in depth control as well as delegation

hint! on a pc the screen scroll left to right as well as up and down to scroll left and right using your mouse wheel, simply hold down the shift key

To add a quick item to the quick list simply type the item into the input box and click add Adding items into the more comprehensive list his however a little more complex, but not by much so there is no need to panic.

  1. click on the icon and a pop up form should appear
  2. enter the to do name in the first input
  3. the next input is the category, if there are no categories or you wish to create a new one simply type in the new category name, if there are already categories and you wish to use one as you start typing the name they will appear in a list under the box, simply select the one you want or finish typing it, spelling counts. For each category you add you will add a column to the page there is a limit of ten, after which the input turns into a drop down
  4. the "By Whom" can be filled out in any way you want, however once your guest list is up and running as you type it will lead with guest names which can allow you to add tag certain people for certain tasks, and when they log on through the guest log in the tasks will be there for them
  5. the "By When" is simply for goal setting and is a great resource for time management
  6. the "Budget" is a great feature that allows you to communicate with your by whom's as well as automatic integrating with you budget master, it's default is 0 and will only be added to the budget master if it is more
  7. Last but not least is the brief description limited even though it is limited to 144 characters it will provide a at glance explanation of the to do task
  8. once you are happy click the Add Item button and the magic happens automatically

Working with your To Dos

Once you have started to populate your To Do page you will notice that on the left of each quick list item there is a blue circle , once you click on it the quick list item will be crossed out and the circle will turn red with an "X" clicking this will remove it from the list. it is always a good thing to leave the crossed out items on the list until the end of each session, seeing how much you accomplished that session is motivational

On the large lists you will notice the blue circle in the top left corner of each box, clicking on this has a different effect to the quick list in that a check mark appears inside the circle as well as extra red with "X" option. Clicking the check box again will un-check the the to do item and clicking the red X will permanently remove it, the checking and un-checking ability allows for better control over your task management as assigned tasks and be checked off by the guest the task is assigned to.

Guest Input

Occsiona's to do list lets you tag guests for to do items, this is done on the more complex lists, the system will get all your guest names from your guest list, once tagged the guest will see the to do item in the web page and will be able to check it off and respond

Budgeting

The Expense panel has two sections to it, OVERVIEW and THEORETICAL , these can be navigated using the sub menu.
OVERVIEW is a summery of your POSTED budget and expenses, along with contact information of the service providers.
THEORETICAL is where all the planning happens before posting

Working with the Overview

On the left you will see a summery table

it is important to note that even though these numbers are super useful they are all based on information added into the system, the more acurratly you add the number the more accurate the estimations will be

  1. Current Total Cost: this is the caculated total cost of the the event as it stands, the cost is calculatd from all the posted actual costs in the case of no actual cost being availble the budgeted cost is used, in the case of a per person cost those costs are multiplied by the current number of confirmed guests, this number will change until the Deadline as more guests confirm
  2. Confirmed Guests: this is the number used for the previous calculations
  3. Cost Per Guest: this is the current cost calculated by deviding the previous two figures.
  4. Budget: this is the budget set during the event set up
  5. Budget Deficit: this will either be a happy green or an un happy red, this is calculated on the Current Cost vs the Budget Cost
  6. Max theory Cost: this is similar to the Current Total cost in that it uses actual cost figures unless they are still at zero, then budget figures, this is however calculated using the max invited numbers for the closed event this item wont be here.
    This will give you a good idea of the highest cost.
  7. Gusets Invited: this is the number of guests invited calculated from the guestlist, this will not be in the open event summery
  8. Break Even: this feature is only availble for open events, the system will caculate this figure in order to give you an idea of how many tickets should be sold in order to break even, this figure will change as you add and remove costs
  9. Earnings: this is caclulated based on ticket sales this will only be seen in open ticket selling events
  10. Total Paid: this is the total cash you have paid out
  11. Total Pending: this is the total that is still pending based on the Current total cost minus the amount paid

on the right hand side you will see three columns.
The first is red and shows posted items that have not had any payment made.
The second is orange and shows posted expenses with a parcial payment that still has an out standing total.
The third is a happy green column with all your fully paid expenses.

Each column will have different tabs for each item that has been posted, each tab has the cost, the amount due and the out standing amount represented, added to this is the vendors info, which can be entered to keep all payment info in one place.

Working with the Theoretical panels

the theoretical page allows you to append, add and manipulate the financial information. when you land on the page you will see a spreadsheet in the left to middle of the screen. On the right hand side of the screen you will she a box with four tabs, this is a summery of your mixing and matching from the spread sheet.

To enter new budget items simply click on the "add new item" input box and fill out totals that correspond with the rows underneath once done click the Add button

Manipulating the data is easy and is done by clicking on the data you wish to change, once the data is changed a icon will appear along with the reset icon that will simply reset the row do not confuse it with the always there delete icon . You can only update one row at a time.

The columns are as follows

  1. Item Name: this is simply the name of the item you are paying for, there may be more than one of each item it is up to you how you name them all items will remain theoretical until posted
  2. Budget: Budget amount is the amount you estimate in the first place, this can be adjusted for you theory blocks to match your budget
  3. Actual: this is the actual price of the item or service after you have received your quotes, until there is a value the Theory tabs will use the budgeted amounts for its calculations
  4. Paid: If you have paid towards an item it will automatically lock and feature in your Dashboard and Overview calculations
  5. P/P: this is a Per Person tag for all your calculations as there are many costs that are set at a per person value, once checked the theory tabs will factor them into two sections:
    a) the amount of guest invited
    b) the amount of guests confirmed
  6. Theoretical: there are four theory tabs to the left, once checked here the item will feature in the corresponding tabs, check as many of them as you like, it is very handy at in helping you decide between different combinations of services
  7. Lock: allows you to fix an item into the overall calculations of your event, until the item is Locked it will have not feature in the overview or dashboard

Event Builder

The purpose of the event builder

Adding a card

select

for each event a list is generated and ordered from and by the usual items required to run an event as well as and towards the more obscure items added by other users over time. To load and item simply click on the plus button and the item will appear on the list at the top and a card will appear on the right

add your own

working with the cards

contacts
notes
visual representation

Guest Web Page

difference between open and closed event

closed event

setting up your guest page
guest landing page features

open event

setting up your customer page
customer landing page features

control panel features