Event Attendee Double-book Warning

The event Attendee Double-book Warning is a visual indicator (a warning icon) that is displayed next to the attendee’s name (under the Event Staff tab) in case they are tagged as an attendee of another overlapping event – an event with at least one overlapping day based on the event start/end dates. This indicator helps you identify potential scheduling conflicts for attendees who may have accidentally been tagged in more than one event during the same period.

Event Attendee Double-book Warning

When you click on the warning icon next to an attendee’s name, a tooltip dialog will pop open and display the event(s) causing the conflict.

Customizing the Double-book Warning Behavior

You can customize the way you’d like to have Attendee Double-book Warnings work by going to Workspace Settings > “Attendee Double-book Warning Mode”.

Smart Mode (default setting)

When Smart mode is enabled, the system considers the event’s Participation Type to determine if double-book warnings should be displayed in case of attendee scheduling conflicts.

Specifically:

When viewing the event Staff tab, if a given attendee is also tagged in another event with at least one overlapping day (based on the event start/end dates), a warning icon is displayed next to the attendee’s name. This warning is only displayed if:

1) The event you are viewing is NOT marked as “Not Going”, and,

2) The other event that causes the conflict is marked as “Committed” (or marked with a custom event Participation Type).

Consider the following example:

John Doe is tagged as an attendee of Event A (which is marked as “Committed”). You create a new event, Event B, that has overlapping days with Event A. You go to Event B and mark it as “Considering” and you tag John Doe as an Attendee. The system will display a double-book warning icon next to John’s name when viewing the Staff tab of Event B (because John is already tagged in another event that is marked as “Committed”). Note: in this scenario, if you view the Staff tab of Event A, the system will not display a double-book warning icon next to John’s name (because the other overlapping event that John is tagged in, Event B, is marked as “Considering”). Let’s say you proceed to mark Event B as “Committed”; now, the system will display a double-book warning next to John Doe’s name when viewing the Staff tab of either Event A or Event B (because no matter which event you view, the other overlapping event John is tagged in is marked as “Committed”).

Strict Mode

When Strict Mode is enabled, the system displays double-book warnings for all event staff scheduling conflicts — regardless of the event’s Participation Type. Under any given event’s Staff tab, if any given attendee is also tagged as an attendee of another event with at least one overlapping day (based on the event start/end dates), a warning icon is displayed next to that attendee’s name.

Disabled

If Disabled is selected, the system will never display a double-book warning icon next to attendee names under the event Staff tab.

Metrics & Analytics

You can view metrics and analytics for your events using the Workspace Metrics & Analytics page. To view the Workspace Metrics & Analytics page, click on the “Metrics & Analytics” link in the dropdown menu of the top navigation bar.

Metrics and Analytics for Trade Shows and Exhibits

Connect ExhibitDay to 5,000+ Apps Using Zapier

ExhibitDay works with Zapier.

You can create automation between ExhibitDay and 5,000+ apps connected on the Zapier platform.

Here are a few use cases:

  • When an Event is created in ExhibitDay, create a Project in Asana.
  • When a Task becomes overdue in ExhibitDay, send a slack message to the Assignee.
  • Get a daily digest email of completed Tasks in ExhibitDay.
  • Create an “Event Request Form” (set up a Google Form and configure a Zap to create an Event in ExhibitDay and mark it as “Considering” whenever a new entry is submitted).
  • Configure a daily export of Event Costs to Google Sheets.
  • When an Event is created in ExhibitDay, create a calendar entry in Salesforce.

To get started, you’ll need an ExhibitDay API Key. You can obtain your API Key from your ExhibitDay account (under Workspace Settings > API & Integrations > API Access). Once, you have your ExhibitDay API key, you can log into Zapier and start creating Zaps between ExhibitDay and other apps on Zapier.

ExhibitDay Integrations via Zapier

The ExhibitDay API

The ExhibitDay API can be used to programmatically pull data out of ExhibitDay or push data into ExhibitDay — allowing for automation between ExhibitDay and your internal systems (or other third-party software).

To use the API, you’ll need working knowledge of consuming REST APIs (a technical skill commonly known to programmers and web developers).

You can obtain your API Key from your ExhibitDay account (under Workspace Settings > API & Integrations > API Access).

For more information about the ExhibitDay API, please refer to: https://api.exhibitday.com

How to get your ExhibitDay API Key

Categorizing Event Tasks Using Sections

Task Sections help you categorize tasks (under a given event’s Tasks tab) by grouping them together. For example, you can create a “High Priority” section for urgent tasks or an “In-progress” section for tasks currently being worked on.

Adding a Task Section to an Event

You can add sections to an event’s tasks tab using the dropdown menu of the “Add Task” button.

Note: Task sections are event-specific. When you add/rename/reorder/delete task sections for a given event, the task sections for other events are not affected.

Add a task section

Once you add your first section to an event’s Tasks tab, the system automatically adds a section called “Uncategorized”. This section is used for tasks that haven’t been categorized yet.

Configurating Task Sections for an Event

After you create task sections for an event, you can rename, reorder, or delete the sections using the “Configure Task Sections” popup dialog. To open the “Configure Task Sections” dialog, click the pencil icon next to any of the task section names on the board.

Edit Task Sections

Once the “Configure Task Sections” dialog appears, make your changes to the list of sections and simply close the dialog.

Configure Task Sections for an Event

You can reorder the task sections by grab-and-dragging the handle to the right of each section. The “Uncategorized Tasks” section can only be placed either at the top or at the bottom of the list.

Creating Default Task Sections (sections that automatically get created whenever you add a new event).

Default Event Task Sections are task sections that automatically get created whenever you add a new event to your workspace. You can configure default task sections for your workspace under: Workspace Settings > Workspace Customizations > Configure Default Event Task Sections.

Applying Default Task Sections to Existing Events

Once you have created default task sections for new events in your workspace, you can also apply them to existing events using the “Apply to all existing events” button at the bottom of the default sections list.

What happens when you apply the default task sections to all existing events

When you click the “Apply to all existing events” button, this is how the default task sections get applied to each existing event: 

  • If the existing event has no task sections, all of the default task sections will be added to it (in the same order as listed on the workspace settings page).
  • If the event already has at least one task section:
    • The default task sections will be added to top of the list of sections for the event.
    • To avoid duplicate sections, if the event already has a task section that matches the name of one of the default sections, that section will not get added to the event.
    • The position of the Uncategorized section for the event will be updated to match the position of the Uncategorized tasks in the default task sections (i.e. if the Uncategorized section in the default task sections is at the top, the Uncategorized tasks for the event will be moved to the top; if the Uncategorized section is at the bottom, the Uncategorized tasks for the event will be moved to the bottom).

Note: Once you apply the default task sections to your existing events, you won’t be able to rename or delete them in bulk (you’d have to go to each event’s Tasks tab in order to make changes to the task sections for that event).