Tasks

Tasks are the beating heart of Eventflow. They allow you to create custom task lists for exhibitors with clear deadlines and instructions, ensuring they complete their tasks accurately and on time.

Tasks can be as simple as a Yes/No confirmation, a reminder to complete an action, or they can link to:

  • Eventflow Forms

  • Third-party form systems (e.g. venue webshops)

  • External form builders (e.g. Google Forms)

If your exhibitor manual is live but your forms aren’t ready yet, you can set tasks to TBC (To Be Confirmed). This informs exhibitors that a task is coming soon. You can also add attachments and descriptions to tasks for additional guidance.

Team Collaboration

Exhibitors can assign tasks to a teammate or leave comments within their team. This private discussion feature encourages collaboration, ensuring tasks are completed sooner and more efficiently.

Managing Tasks

Tasks Table

The Tasks Table in Eventflow allows you to view and manage all tasks, including their status and due dates.

Sorting & Filtering

  • Sort tasks alphabetically by title or by due date.

  • Filter tasks by Type, Urgency, and Team Type (e.g. Shell Scheme exhibitors only).

Task Status Indicators

A simple colour-coded system highlights the status of each task:

🟢 Green – Completed

🟡 Yellow – Due Soon

🔴 Red – Overdue

If a task is predominantly red, it suggests exhibitors are struggling to complete it and may require additional support.

Adding a New Task

If no tasks exist, the table will be empty. To create a task:

  1. Click + Add in the top-right corner.

  2. Complete the Add Task form.

Adding & Editing Tasks

The Add/Edit Task form walks you through creating or modifying a task.

Task Details

  1. Task Name – A clear, concise name.

  2. Due Date – The deadline for completion.

  3. Task Group (Optional) – Organise tasks into groups (e.g. all Health & Safety tasks under a Health & Safety page).

Task Description

Provide a brief description explaining the task and the consequences of not completing it.

Task Type

Choose the type of task:

  • Task – A simple “Mark as Complete” or “Not Applicable” button.

  • Form – A branded, custom-built form within Eventflow.

  • External Form – A link to an external form (e.g. Google Forms, venue webshop).

  • TBC – A placeholder for tasks that are yet to be confirmed.

Assign to Team Types

Specify which Team Types the task applies to (e.g. Shell Scheme exhibitors only). This helps create a custom exhibitor journey, reducing confusion and unnecessary emails.

Attachments

Upload relevant files (e.g. stand height restrictions, shell scheme plans).

Save Changes

Click Submit to save or Cancel to return to the tasks table.

Archiving & Deleting Tasks

Archiving a Task

  1. Tick the checkbox next to the task.

  2. Click Archive (top-right).

Restoring an Archived Task

  1. Click Archived (top of the screen).

  2. Tick the checkbox next to the task.

  3. Click Restore Task.

Permanently Deleting a Task

From the Archived view, tick the checkbox and click Delete Task.

Task Chaser Emails

Eventflow makes it easy to chase exhibitors to complete outstanding tasks with just a few clicks.

How to Send a Chaser Email

  1. Apply filters (e.g. select a specific Team Type).

  2. The “Chase X Teams” button updates to reflect the number of exhibitors who will receive the reminder.

  3. Click Chase X Teams, confirm the send, and Eventflow will automatically send a branded task reminder email.

If the “Chase Teams” button is greyed out, the task is not yet due. You can adjust the Due Soon Days setting under Terms & Variables to enable this feature sooner (e.g. set it to 45 or 60 days).

Intelligent Filtering

Eventflow automatically filters out exhibitors who have already completed the task, so they won’t receive unnecessary chaser emails.

Tip: You can preview the task reminder email under Manage Emails.

Viewing & Downloading Completed Tasks

Viewing Completed Tasks

Click on the task status indicator (green/yellow/red) to view a list of completed tasks.

Exporting Task Reports

Filter tasks by status and download a report of exhibitors who have and haven’t completed a selected task—ready for Excel.

Chasing a Specific Task

If you want to chase only one task, click “Chase X Teams” next to it. This sends a task-specific reminder only to exhibitors who haven’t completed it yet.

With Eventflow’s powerful task management system, you can streamline exhibitor workflows, reduce admin workload, and ensure tasks are completed efficiently. 🚀

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