Plan Your Event with Tasks | Planadar Help

Plan Your Event with Tasks

Planning turns everything that has to happen before your event into a list of tasks. Each task has a due date, an owner and a status, so you and your team can see at a glance what is done, what is late and what nobody has picked up.

Planning is being introduced step by step. Until it is switched on for everyone, you will not see a Planning section in your Event Console and the steps below will not apply yet.

Where to find it

• Organizers: open the Event Console for the event and choose Plan → Planning.
• Committee members: open Events I help run from the main menu and choose Open the plan on the event. That menu entry appears only when you are on an event's team or have a task on one.

People who are not on the event's team cannot open its plan.

The top of the page

The page shows how far along the plan is (for example "40% complete: 6 of 15 tasks done") and five counts: To do, In progress, Done, Overdue and Unassigned. When something needs attention a line says so, such as "2 tasks are overdue." or "3 open tasks have nobody assigned." The counts are made from the same tasks as the list below them, so they always agree.

Add a task

1. Click New task (or Add the first task when the plan is empty).
2. Give it a Title (up to 200 characters) and, if it helps, a Description (up to 5,000).
3. Choose who it is Assigned to. You and your Full Access and Limited Access committee members can be assigned tasks. Choose a Priority: Low, Medium or High.
4. Set the Due date, and optionally a Start date.
5. Optionally enter an Estimated cost. Only organizers see this amount: team members see the task but not what it costs.
6. Click Add task.

Dates are calendar days in the event's own time zone, not clock times. A task is overdue from the day after its due date. One plan holds up to 500 tasks.

Work through the list

Each row shows the task's title, its priority, its due date ("Due today", "Due in 5 days", "Overdue by 3 days"), who it is assigned to and its status. Click the status on the left to move a task between To do, In progress and Done. The More actions menu on a row has Edit task, Assign to and Delete task. Click a task's title to open it.

To find things, use the search box (it looks in titles and descriptions) and the filters: Person (Everyone, Assigned to me, Unassigned, or one person), Status (Any status, Not done, To do, In progress, Done) and Priority. Sort by Due date, Priority, Title or Recently changed, and Group by Person or Status. Clear filters appears when a filter is narrowing the list. On a phone the filters fold behind Filters and sorting.

Who can do what

• The organizer (and Planadar admins) can add, edit, delete and assign tasks and change any task's status.
• Committee members with Full or Limited Access can change the status of the tasks assigned to them. They cannot add, edit or assign tasks.
• Read Only members can view the plan and nothing more.

If a member is removed, made inactive or changed to Read Only, their open tasks become Unassigned so nothing stays with someone who can no longer act on it. Finished tasks stay as they were.

Your own tasks: Events I help run

Events I help run lists the tasks assigned to you across every event you help run, grouped as Overdue, Due today, Next 7 days, Later and Finished in the last 7 days. Change a task's status right there, or click its title to open it in its plan. Each event card shows how many of your tasks are open and offers Open the plan, plus Scan, Lost & Found and Help desk only where your access allows them (see "Committee Management System").

The history of a task

Open a task and expand History to see who created it, assigned or reassigned it, moved it between statuses and changed its dates or text, with times in the event's time zone. A change to the estimated cost is shown only to people who can see costs.

What Planning does not do yet

Boards and timelines, comments on tasks, reminder emails and a link to the Budget are not part of Planning today.

Common questions

Why don't I see Planning? It is being introduced step by step and may not be switched on yet. Organizers find it under Plan → Planning in the Event Console; committee members find the plan through Events I help run.

Why can't I change a task? Only the organizer edits tasks. A committee member can change the status of a task only when it is assigned to them, and a Read Only member cannot change anything.

Why does a task show as overdue on the day I expected it to be due? A task is overdue from the day after its due date, counted in the event's time zone.

Pro Tip: start from a template (see "Task Templates for Event Planning") and then adjust the tasks to your event!