Use this page to add or edit Event Planners associated to the event. Use the Event Planner option for planners that should have access to the entire event and all sub-blocks within the event.
Fill in all contact information fields under Planner Information.
Select a Locale for the planner. This determines the language of the communications, alerts, updates, and planner dashboard they will use. If you use an existing planner, their preference will be pre-set. To change their preference, adjust their user profile.
Determine the planner Access permission as follows:
Full access: Allows the planner to create a Passkey account to access the Event Dashboard and be associated to the event. The planner will be able to run reports and make, modify or cancel room list reservations and reservations in the reservations page.
Allow Direct Updates: Allows the planner to make, modify, and cancel reservations online through the Room List Manager, the Multi-Room Booking Tool, or directly through an Excel file they download from the dashboard.
Allow Request Updates: Allows the planner to submit requests to make, modify, and cancel reservations through an Excel file. The requests are uploaded to the dashboard and processed within Room List Manager.
Read Only: Allows the planner to see all of the information on the dashboard but not run reports or manage reservations. The benefit to this level of access is that the planner does not need to log in to see the dashboard.
You can enable API integrations for any system using Passkey’s RegLink API’s, with easy-to-use event connection codes.
For systems supporting this new API functionality, an event connection code is entered into the partner system and the code then serves as a unique key to connect and enable that systems integration with your Passkey event – automatically.
NOTE: Not all systems support this feature yet. This capability is provided with Passkey’s next-generation RegLink API’s and requires existing integration partners to update their integration to support this simplified connection flow. To find out if your system can be connected, reach out to your system provider. If your system provider does not yet support the simplified connection flow, please continue to enable the integration using the same steps used previously, as discussed in Details: API Access.
Select Add connection code to generate a unique code for the planner, which can be used by another system (e.g. their registration provider) to enable that system’s integration to Passkey.
The table shows the:
Code: The unique connection code associated with this planner
System Provider: The name of the provider(s) that have connected to the event using the code
Actions:
Select Copy code to copy the connection code to your clipboard
Select Delete code to delete the code and make it unavailable to connect another system to the event
NOTE: If you delete a code that has already been used to connect another system to the event, the integration(s) created using this code will also be deleted.
Enable Weekly Planner Emails. Click the switch to ON to enable the planner to receive weekly email reminders to view the Planner Dashboard. An OFF setting disables the email. The emails are created within the event under Smart Alerts as an Update and by default will send weekly, every Monday, but the timing can be adjusted.
Send Email Now. Click the switch to ON to ensure that the planner will receive an email on being added to the event. An OFF setting disables the automatic email notification, allowing you to send the email manually at a later date.
IMPORTANT: Planners set to Read Only permissions will need the special link contained in this email in order to access the dashboard without logging in.
Planner communication is extremely important to the event.
You may choose a planner email from your library by clicking on the dropdown menu in the field named Select email template to use. You may also add tags to your planner email that will dynamically add information to your email.
The planner email attempts to select the proper language for the content based on the planner locale you have selected and the planner emails you have translated under Event: Communications: Group Campaigns & Acknowledgements. If this is not available it will use the default wording, which you can edit.
Click on the HTML link to use the HTML editor. The HTML editor allows you to further customize your email using formatting such as bullets and different fonts. You can also add photos and links to external websites.
It is recommended that you send yourself a test email by clicking Send Test Message.
NOTE: When you preview an email by clicking its name or by sending a test message, keep in mind that its content displays generic (dummy) data that is not based on your event or account data
Once you have finished editing the email, click Save.