).
The planner's fields are automatically filled in, and you can change the
information as desired. Click the X to remove
a planner.In this step, you can add planners to the event, as well as send an email to the planner announcing the event.
Fill in all contact information fields under Planner Information.
If the planner email is known to Passkey, the system will indicate this. Select Autofill their information if you would like help completing this section. Any changes you make here will update the planner's 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.
Planner can make updates directly: Allows the planner to make, modify, and cancel reservations online through the Room List Manager or directly through an Excel file they download from the dashboard.
Planner can 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.
When done, click the Add Planner button.
TIP:
To edit a planner's information, click the edit icon ().
The planner's fields are automatically filled in, and you can change the
information as desired. Click the X to remove
a planner.
The email will default from the planner email that was chosen during the event creation wizard. If no planner email was chosen a default planner email will be used.
Enter text in the Subject field.
Click in the email message and edit the text as desired.
Optionally, use the editing tools to format your text, add a background color, or add an image.
When done, click outside the edit area to save your changes.
Optionally, enter variables using the tags. See the section below for information about using tags when editing the email.
Optionally, but recommended, click the Send Test Message link and send a test message to yourself to check the appearance. When you click the link, you are prompted for an email address.
The Insert Tags feature helps you to add variables that represent information to the email. For example, a tag can be added that will insert the attendee website address.
To insert a tag:
Use the first drop-down to select a category of tags, in this case Event, Planner, or Recipient.
Use the second drop-down to select the type of information to insert.
Double click the email body to open it for editing.
Place your cursor where you want the tag to be inserted.
Click the Insert Tag link.
For example, to insert the web address:
In the first drop-down, select Event.
In the second drop-down, select Attendee Website URL.
Double click the email body to open it for editing.
Write a new paragraph: "The website is located at " then place your cursor at the end of the sentence.
Click the Insert Tag link. The ${ Event.AttendeeWebsiteURL} tag is inserted.
Click Complete and Send Planner Email to create the event and send the email to the planner. Otherwise, click the Complete and Do Not Send Planner Email to create the event but not send the email.
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.
If the reservation method is Room Lists, you are redirected to the Room List page within the event in a pop-up. A room list may be added at this time or you can close the pop-up and add the room list at a later time.
If you did not select Room Lists, you are taken to the Event Home page.