How can we help?

Go to app.evntpro.io/#/sign-up and sign up with your email address or click Continue with Google for instant access without email verification.

After signing up, you'll walk through a 4-step onboarding:

1. Business Info — your business name, owner name, and business type
2. Contact Info — email, phone, and website
3. Branding — logo URL and tagline
4. You're ready — quick-start links to create your first event

Every account starts with a 14-day free trial — no credit card required. All features are fully unlocked during your trial.

Plans after trial:

• Solo — $39/mo: 1 user, all core features
• Pro — $89/mo: Up to 5 users
• Agency — $199/mo: Unlimited users

You'll be prompted to choose a plan when your trial ends. Your data is preserved regardless.

Your business profile appears on every client-facing document — quotes, invoices, contracts, and the client portal. Set it up in Settings → Business Info.

• Business Name: Appears as the sender on all documents
• Logo URL: Paste a direct link to your logo image (hosted on your site, Dropbox, or Google Drive)
• Tagline: A short line shown on the client portal and PDF footers
• Email & Phone: Shown on invoices and quotes

EvntPro works like a native app on your phone — no App Store download needed.

On iPhone:

1. Open app.evntpro.io in Safari
2. Tap the Share button (box with arrow pointing up)
3. Tap Add to Home Screen
4. Tap Add

On Android:

1. Open app.evntpro.io in Chrome
2. Tap the three-dot menu
3. Tap Install App or Add to Home Screen

Click New Event from the Events page or Dashboard. Fill in:

• Event Name (required) — e.g. "Smith Wedding"
• Type — Wedding, Corporate, Birthday, Anniversary, Quinceanera, Mitzvah, School Dance, Festival, Other
• Date & Start Time
• Client — create a new client inline or select an existing contact

The event status defaults to Inquiry and you can change it at any time from the event detail page.

Every event moves through a status pipeline: Inquiry → Quoted → Booked → Confirmed → Completed → Cancelled

Change status from the dropdown in the event detail header. You can also view all events by status in the Pipeline (Kanban) view — drag cards between columns to update status.

Each event has 10 tabs covering every aspect of the event:

• Overview — dates, times, type, status, internal/client/resource notes
• Contacts — link multiple contacts with roles (bride, planner, parents, etc.)
• Financials — quotes, invoices, scheduled payments, expense tracking
• Venue — assign or create venues with Google Places autocomplete
• Staff — assign crew members to the event
• Planning — client planning form responses
• Work — tasks, checklists, and artwork tracking
• Timeline — minute-by-minute run of show
• Music — must-play, do-not-play, special dances
• Portal — generate and manage the client portal magic link

EvntPro tracks the full production window — not just when the event starts for guests:

• Setup Time — when your team arrives to set up
• Load-in — when equipment arrives
• Start Time — when the event begins for guests
• End Time — when the event ends for guests
• Strike — when breakdown begins
• Load-out Complete — when everything is packed up

Your dashboard shows a consolidated task view across all events. Tasks are grouped into four categories:

• Overdue — tasks past their due date
• Due today — tasks due today across all events
• Due this week — tasks due in the next 7 days
• Assigned to others — tasks you’ve delegated to team members

Click any task row to jump directly to the event it belongs to.

Events on the calendar are color-coded by their current status so you can see the shape of your pipeline at a glance. Here's what each color means:

• Inquiry — light gray. A potential lead, not yet quoted.
• Quoted — blue. You've sent a quote and are waiting for a response.
• Booked — green. The quote was accepted or signed.
• Confirmed — purple. Deposit paid, logistics locked in.
• Completed — dark gray / charcoal. The event happened.
• Cancelled — red. The event was called off.

A status legend is shown at the top of the calendar view as a color key. Below the calendar, a monthly event count summary shows how many events you have in each status for the current month.

EvntPro generates a personal .ics calendar feed for your account. Subscribe to it in any calendar app:

• Google Calendar — Other calendars → From URL → paste your .ics link
• Outlook — Add calendar → From internet → paste your .ics link
• Apple Calendar — File → New Calendar Subscription → paste your .ics link

Find your .ics link in Settings → Integrations → Calendar Feed. The feed updates automatically whenever you add or modify events.

The Event Package PDF is a single, printable document that contains everything relevant to an event. It's the one file to share with your whole team the day before the show.

How to download it:

• Desktop: Open the event detail page — in the header, click the Download Package button (next to the event title).
• Mobile: The same button appears as a download icon in the event header (tap the icon to generate the PDF).

What's included in the package:

• Event overview — event name, type, date, setup time, start/end time, venue name and address, guest count
• All contacts — every linked contact with their role (client, planner, venue contact, etc.) and full details
• Financial summary — quote sections and totals, total charged, amount paid, balance due
• Run of show / timeline — every timeline entry sorted chronologically (midnight entries sort after 11 PM correctly)
• Tasks — all tasks for the event with assignee, due date, and status
• Checklists — all checklist items and their completion status
• Artwork — artwork items and their approval stage
• Staff — all assigned staff with their roles for this event

The PDF is generated entirely on your device in black and white — no upload required, and it always reflects the latest saved data at the moment you click download.

Go to Contacts → New Contact. Fill in name, email, phone, and address. The address field uses Google Places autocomplete — start typing and city, state, and ZIP fill in automatically.

Contacts can be linked to multiple events with different roles. When you create an event, you can create a new contact inline without leaving the event dialog.

Events often involve multiple people — the couple, their parents, a wedding planner, a venue coordinator. From the event's Contacts tab, click Add Contact and set a role for each person.

To import contacts, go to Contacts → Import and upload a CSV file. Map your columns (name, email, phone, company) and EvntPro will create all contacts in one step.

To export your contact list, go to Contacts → Export. The downloaded CSV includes all fields: name, email, phone, address, company, and any linked events.

From an event's Financials tab, click New Quote. Quotes support custom sections — name them anything you want: Main Room, Cocktail Hour, Ceremony, Photo Booth, Outdoor Area.

Each section has its own line items. Add items from your inventory catalog (pre-filled price + description) or add custom line items. Click + Add Section to create as many sections as you need.

Click Send to Client on any quote to email it to your client. They receive a branded email with a link to view the quote in their portal — no login required.

You'll see a view count on each quote: "Viewed 3 times, last opened April 20". The notification bell in the sidebar also alerts you in real time when a client opens a quote — perfect timing for a follow-up call.

Clients sign directly in their portal — no DocuSign or third-party tool needed. After they sign, you counter-sign from inside the app. Every signature captures a timestamp and IP address.

E-signature works on quotes and contracts. You can require signature before the quote converts to an invoice.

Once a quote is approved or signed, click Convert to Invoice. One click carries over all line items, sections, and totals. The invoice gets its own number and due date.

You can set scheduled payments on the invoice — for example: 50% deposit due now, 50% due 30 days before the event.

Every quote and invoice can be downloaded as a PDF or emailed directly to your client. PDFs include your logo, business info, all line items with descriptions, and inventory photos if you've uploaded them.

On any open quote, click Add Discount below the line items. Choose between:

• Percentage discount — e.g. 10% off the subtotal
• Fixed amount discount — e.g. $200 off

The discount appears as a clear line item before tax, so clients see exactly what they saved. Discounts are applied after the subtotal and before any applicable tax.

Every quote, invoice, and event package can be downloaded as a professionally formatted PDF. PDFs automatically include:

• Your business logo and contact info (from Settings)
• All sections and line items with descriptions
• Inventory item images (if uploaded)
• Discount line items and tax breakdown
• Signature blocks and signed timestamp (when applicable)

Click Download PDF on any quote or invoice. You can also send the PDF directly via email from the same menu.

From the event's Financials tab, scroll down to Expenses. Add any cost associated with the event — subcontractor fees, travel, equipment rental, fuel. These feed into your profit margin reports.

You can attach a doc template as a contract to any quote. The client must review and sign the contract before they can approve the quote — ensuring your terms are agreed to every time.

1. Open a quote and click Attach Contract (or find the option in the quote's action menu).
2. Select an existing doc template from your library, or create a new one in Settings → Doc Templates.
3. The attached contract appears in the client portal below the quote line items.
4. The client must tap Sign Contract and draw their signature before the Approve Quote button becomes available.
5. Once signed, you counter-sign from the app. Both signatures are timestamped.

Line items in a quote section can be reordered by dragging — no need to delete and re-add items just to change the order.

1. Open a quote in edit mode.
2. Hover over (or long-press on mobile) any line item — a drag handle (grip icon) appears on the left side of the row.
3. Click and hold the handle, then drag the item up or down within the same section.
4. Release to drop it in the new position. The order saves automatically.

When a client pays you outside of the portal (cash, check, bank transfer, or card payment you processed separately), log it in EvntPro so the invoice balance stays accurate.

1. Open the event's Financials tab and open the invoice.
2. Click Record Payment.
3. Enter the amount, select the payment method (Cash, Check, Bank Transfer, Card, Other), and add an optional note (e.g. check #1042).
4. Click Save. The invoice balance due updates immediately and the status advances automatically (e.g. to Partially Paid or Paid).

Payment plans let you split an invoice into scheduled installments — each with its own due date and amount.

1. Open an invoice and click Add Payment Plan (or Edit Payment Schedule if one exists).
2. Choose a preset:
   • 25/75 — 25% due now, 75% due later (you set the dates)
   • 50/50 — 50% deposit, 50% balance
   • Custom — add as many installments as you need
3. Set the due date for each installment.
4. Save. The client sees the full payment schedule in their portal, with each installment's due date and amount clearly listed.

The client portal is a private webpage for each client — accessible via a unique magic link. Clients never need to create an account or remember a password. They just click their link and they're in.

From their portal, clients can:

• View their event details and timeline
• Review and e-sign quotes and contracts
• View and pay invoices
• Fill out planning forms
• Message you directly

From the event's Portal tab, click Generate & Send Portal Link. EvntPro automatically emails the client their link — no copying and pasting required.

If the client needs the link again, click Resend next to their email address. You can also copy the link manually to send via text.

The notification bell in the sidebar alerts you whenever a client:

• Views their portal for the first time
• Opens a quote or invoice
• Signs a document
• Approves a quote
• Submits a planning form

Clients can message you directly from their portal, and you reply from the event's messaging thread in your dashboard. All communication stays attached to the event — no lost emails or text threads.

When a client opens their portal, the Invoices section shows everything they need to understand what they owe and what they've paid:

• Invoice details — line items with descriptions, quantities, and prices
• Line item images — inventory photos shown alongside each line item. Clients can click any image to open a full-size lightbox view.
• Subtotal, discount, tax, and total — clearly broken out
• Payment history — every recorded payment listed with date, amount, and method
• Balance due — prominently displayed so there's no confusion
• Full event details — setup time, start and end times, venue name, and guest count are shown at the top of the portal so clients always have confirmed logistics in one place

Clients can also download any invoice as a PDF — the download button appears on every invoice in the portal.

Go to Inventory → New Item. Set the category (Sound, Lighting, DJ Gear, AV, Staging, General), quantity, daily rate, and description. Upload a photo — it appears on quotes and invoice PDFs.

Add sub-components to complex items. For example, a "Sound System" might contain: 2x Speaker, 2x Subwoofer, 1x Mixer. Sub-components are tracked separately for availability.

When an inventory item is assigned to an event (via a quote), EvntPro automatically blocks it for the full production window:

• Blocked from 4 hours before Setup Time
• Blocked until 4 hours after Load-out Complete

If you try to add the same item to a conflicting event, you'll see a conflict warning. A manager can override the block if the item is genuinely available (e.g. you have more than one unit).

Go to Operations → Packages → New Package. Name it, set a package price, then click Inventory Items to add items and quantities.

Example: "DJ + Lighting Package" = CDJ-2000s + Mixer + 4x Par Lights = $800. The package appears as a single line item on quotes, keeping things clean for clients.

Go to Music & Docs → Music Manager → Add Song. Type any song title, artist, or album — results pull live from iTunes with album art, duration, and a 30-second preview.

Click the play button to preview any track before adding it. Click a result to auto-fill title, artist, album, genre, and duration. You can still edit any field manually.

From an event's Music tab, manage three lists:

• Must-Play — songs the client specifically requests
• Do-Not-Play — songs to avoid at all costs
• Special Dances — first dance, parent dances, processional, recessional, cake cutting, etc.

Use the iTunes search to find songs for all three lists.

From the event's Timeline tab, add entries with a time, duration, title, category, and notes. Categories include Setup, Ceremony, Cocktail Hour, Dinner, Dancing, Speeches, Special Moments, and Breakdown.

The timeline gives you a minute-by-minute view of the entire event, shareable with your crew and venue coordinator.

From the event's Work tab → Tasks. Add tasks with a title, description, status (To Do / In Progress / Done), priority (Low / Normal / High), due date, and assignee.

Click the circle icon on any task to cycle its status. Filter tasks by status using the dropdown at the top right.

From Work → Checklists, type a checklist name and click Create (e.g. "Day-of Setup", "Client Deliverables", "Tech Rider"). Each checklist shows a progress bar as items are checked off.

Add items to a checklist using the row at the bottom — press Enter to add quickly. Each item can have an assignee from your contacts.

From Work → Artwork, track any printed or digital artwork for the event — banners, backdrops, step-and-repeats, signage. Each item tracks:

• Name, material type, dimensions (L x W x H)
• File URL (link to Dropbox, Google Drive, etc.)
• Status: Not Started → Created → Needs Revisions → Sent to Client → Approved → In Production → Completed

Click the status badge on any artwork item to advance it to the next stage.

Each task can have files and images attached. Open a task and click Add Attachment to upload from your device. Supported types include images (JPG, PNG, GIF), documents (PDF, DOCX, XLSX), and most common file formats.

Attachments are stored on AWS S3 and accessible to all team members with access to the event. Click any attachment to preview or download it.

Crew members are invited from Operations → Crew. Enter their name and email address and click Send Invite.

They receive a magic-link email that gives them access to the crew portal — no app download required, no account setup. They tap the link and they're in.

1. Go to Operations → Crew → Invite Crew Member.
2. Enter the crew member's name and email address.
3. Set their default role (e.g. Audio Tech, Driver, Stage Hand).
4. Click Send Invite. They receive an email with their access link immediately.

Crew accounts are free and unlimited — they don't count against your plan's user seats.

Crew access is intentionally limited to what's relevant for their job — nothing more.

Crew CAN see:

• Their event assignments and schedule
• Their specific role and call time per event
• Event date, venue name, and address
• Their truck assignment (if applicable)
• Pull sheet items assigned to their truck or role
• Their check-in status

Crew CANNOT see:

• Quotes, invoices, or any financial data
• Client contact information or the client portal
• Other crew members' pay rates
• Internal notes or business settings
• Events they are not assigned to

Trucks are managed from Operations → Fleet. Add each vehicle with a name (e.g. “Box Truck 1”), license plate, and capacity notes.

Assigning a truck to an event:

1. Open the event and go to the Logistics tab.
2. Click Add Truck and select a vehicle from your fleet.
3. Set the driver, warehouse departure time, and estimated arrival at venue.
4. Optionally assign crew members to that truck from the same screen.

Truck status stages: Building → Loaded → Departed → Arrived at Venue → Returned. Each advance is timestamped automatically.

Pull sheets are auto-generated from your event's inventory items — you don't build them manually. They populate from whatever is on the event's quote or gear list.

To access the pull sheet:

1. Open the event and go to the Logistics tab.
2. Click Pull Sheet. All inventory items are listed, starting at Not Pulled.
3. Advance each item through the 7 stages as your crew works through them.

The 7 pull sheet stages:

1. Pulled — retrieved from warehouse shelf
2. Checked / QC — inspected and confirmed working
3. Loaded on Truck — secured in the vehicle
4. Arrived at Venue — truck arrived, item accounted for
5. Unloaded — brought off the truck at venue
6. Loaded Return — packed for the return trip
7. Returned to Warehouse — back and re-shelved

Use Bulk Advance to move all items to the next stage at once — e.g. “Mark all Loaded” when the truck is packed.

EvntPro uses QR codes in two ways: pull sheet QR codes on PDFs, and QR labels on individual inventory items.

Pull sheet QR code (on the PDF):

• Every pull sheet PDF has a QR code printed at the top.
• Crew scan it with any smartphone camera (no app needed) to open the live digital pull sheet.
• The live version is always current — even if the PDF was printed before last-minute changes.

Inventory item QR labels:

• Print QR labels from Inventory → [Item] → Print QR Label.
• Attach the label to the physical item (case, cable wrap, or fixture).
• During load-out, crew scan the label to mark that item off the pull sheet instantly — no searching through a list.
• Scanning in a return state opens the damage reporting flow so crew can document issues with a photo on the spot.

The Dispatch Overview is your command center for day-of and week-ahead logistics. Find it at Operations → Dispatch.

Day view:

• Shows all trucks and crew assignments across every event on a selected day.
• Each truck's current status is displayed in real time.
• Crew confirmation status is color-coded: green for confirmed, yellow for pending, red for declined.

Week view:

• Shows the full week so you can spot days where crew are double-booked or trucks are over-committed.
• Events with unassigned crew slots are highlighted as coverage gaps.

One-click crew reminders: A banner shows how many crew have unconfirmed assignments. Click Send Reminders to message all of them at once — each person gets a personal magic-link reminder, not a group blast.

Go to Operations → Venues → New Venue. The address field uses Google Places autocomplete — type the venue name (e.g. "Grand Hyatt") and EvntPro fills in the full address, city, state, and ZIP automatically.

Add rooms within a venue (e.g. Main Ballroom, Rooftop, Garden). Each room can have a capacity. You can also add venues directly from an event's Venue tab without going to the Venues page.

Go to Operations → Staff → New Staff Member. Add name, role, email, phone, and hourly rate. Assign staff to events from the event's Staff tab — select their name and set their role for that event.

Go to Client Tools → Widgets. Copy the embed code and paste it into your website. The lead capture widget adds a contact form to your site — submissions land directly in your EvntPro contacts. The availability checker lets visitors check if you're free on their date.

Team members are managed from the Team page in the sidebar (/#/team). Unlike crew magic links, team members sign in with a full Clerk account — they need to sign up at app.evntpro.io using the exact email you enter.

1. Go to Team in the sidebar.
2. Click Invite Member.
3. Enter their first name, last name, email address, and choose a role: Admin, Sales Rep, Coordinator, or Accountant.
4. Click Send Invite.
5. The team member signs up at app.evntpro.io using that exact email address. EvntPro automatically recognizes them and links their login to your account.

Role permissions at a glance:

• Owner — full access to everything, including billing
• Admin — full access to all events and settings; no billing
• Sales Rep — can create and manage their own assigned events; cannot see other reps' deals or financials
• Coordinator — can view and work events they're assigned to; no financial access at all
• Accountant — read-only access to all financial data (invoices, commissions); cannot edit events

Commission rates are set per staff member and are calculated automatically when a booking is recorded. You can set both a percentage and a commission type (on booking or on invoice paid).

1. Go to Operations → Staff and open the staff record for the sales rep.
2. In the Commission % field, enter a percentage (e.g. 8 for 8%).
3. Choose the Commission Type: On Booking (triggers when a quote is signed) or On Invoice Paid (triggers when the invoice is marked paid).
4. Click Save.
5. On each event, assign that person as the salesperson from the event detail page. EvntPro auto-calculates the commission amount when the trigger fires.

Once a commission rate is set, EvntPro calculates the commission automatically on every event that person is assigned to as the salesperson. The calculated amount appears on the event's financials tab and in the sales dashboard.

The sales dashboard is at Sales in the sidebar (direct link: /#/sales). It gives you a real-time view of your team's pipeline and performance. It shows:

• Pipeline value — total value of all open (Inquiry + Quoted) events
• Conversion rate — percentage of leads that became bookings, calculated over the selected period
• Revenue by event type — breakdown of booked revenue by Wedding, Corporate, Birthday, etc.
• Per-rep performance — events owned, pipeline value, booked revenue, and commission earned per sales rep
• Monthly trend — bar/line chart of bookings and revenue month over month
• Commission log — all commission entries with status (pending, approved, paid), filterable by rep

Sales reps who log in only see their own events and commissions — they cannot see other reps' pipeline or financials. Owners, admins, and accountants see the full team view.

Use the date filter at the top of the dashboard to switch between month-to-date, quarter, year, and custom date ranges.

Pull sheets and truck logistics are found on the event's Logistics tab. The Logistics tab has three sub-tabs: Crew, Trucks, and Pull Sheet.

Setting up trucks:

1. Go to the event → Logistics → Trucks tab.
2. Click Add Truck. Enter the truck name, assign a driver, and set departure and arrival times.
3. Advance the truck through its 6 status stages as it moves: Building → Loaded → Departed → Arrived → Unloading → Returned.

Using the pull sheet:

1. Go to the event → Logistics → Pull Sheet tab.
2. Add items from your inventory. Assign each item to a truck if needed.
3. As your crew pulls gear, advance each item through the 7 stages using the numbered stage buttons on each row.
4. Click Pull Sheet PDF to generate a printable version with a QR code crew can scan to open the live digital version.

Crew portal invites use a magic link — there's no app to download and no password to set up. Here's the full flow:

1. You assign a crew member to an event from the event's Logistics → Crew tab and click Send Invite (the envelope icon).
2. The crew member receives an email with a personal magic link.
3. They tap the link on any phone — it opens directly to their crew portal in the browser.
4. In the portal, they can see their event date, venue, call time, and event role. They tap Confirm or Decline.
5. You see their confirmation status update in real time on the event's Crew tab and in the Dispatch overview.

The magic link expires after 7 days. If a crew member loses their link or it expires, re-send the invite from the same envelope icon on the event — a new link is generated instantly.

All settings are found in the Settings page in the sidebar. Key sections:

• Business Info — name, type, email, phone, website, logo, tagline
• Portal Branding — logo, accent color, welcome message shown to clients
• Email Templates — customize the body of quote/invoice emails
• Notification Preferences — choose which events trigger alerts

Account settings (plan, billing) are under Account in the sidebar.

The conflict buffer is the minimum number of hours EvntPro requires between consecutive events before flagging a scheduling conflict. It protects you from accidentally booking events too close together to handle logistics safely.

Where to find it: Go to Settings → Inventory & Availability → Conflict Buffer Hours.

How it works:

• Set a number (e.g. 4 hours). If two events are scheduled with less than that gap between the end of one and the start of the next, the system flags it as a potential conflict.
• The buffer applies to the full production window (Load-out Complete of one event vs. Setup Time of the next), not just the guest-facing times.
• A manager can override a flagged conflict if you decide the overlap is acceptable.

Get fully set up in your first week:

1. Complete your business info in Settings
2. Upload your logo
3. Add your top 10 inventory items with photos
4. Create your first event
5. Build a quote with sections and send it to a test email
6. Generate a portal link and open it on your phone
7. Install the PWA on your phone
8. Create a "Day-of Setup" checklist template

Do my clients need to create an account?
No. They receive a magic link via email and click directly into their portal — no signup, no password.

Can I have multiple team members?
Yes — Pro plan supports up to 5 users, Agency is unlimited.

Is my data safe?
Yes. All data is stored in PostgreSQL (Neon), images on AWS S3, authentication via Clerk. Everything is encrypted in transit and at rest.

Can I use EvntPro on my phone?
Yes — install it as a PWA (see Getting Started). Works on iPhone and Android like a native app.

What happens if I cancel?
Your data is yours — export all events, quotes, and client data from Account Settings at any time.

I need help with something not covered here.
Email us at hello@evntpro.io — we respond within one business day.