Step-by-step guides for every EvntPro feature.
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:
Every account starts with a 14-day free trial — no credit card required. All features are fully unlocked during your trial.
Plans after trial:
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.
EvntPro works like a native app on your phone — no App Store download needed.
On iPhone:
app.evntpro.io in SafariOn Android:
app.evntpro.io in ChromeClick New Event from the Events page or Dashboard. Fill in:
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:
EvntPro tracks the full production window — not just when the event starts for guests:
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.
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.
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.
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:
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:
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.
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:
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:
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:
Click the status badge on any artwork item to advance it to the next stage.
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.
All settings are found in the Settings page in the sidebar. Key sections:
Account settings (plan, billing) are under Account in the sidebar.
Get fully set up in your first week:
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.