How do I create and share Event Briefs?
Event Briefs are a single responsive web page, Google Doc or PDF designed to present all the information that Event Staff, like on-site event managers and sales reps, need to execute an event.
This article explains how to customize and share Event Briefs.
At the Org level, Org Admins can customize the Brief Template for all of the events in their Org, setting the contents, layout, style and Permissions to achieve the right look and information flow for their company. They can also enable personalization so that members see only their own Schedules, Meetings, Tasks, etc. when they view the Brief.
At the event level, each Brief is made according to the Brief Template, set up in Org Settings. Members with Full Access to the event, like Event Managers and Coordinators, can add or remove individual Notes and Attachments from the event by editing individual Briefs, providing the flexibility to customize the Brief beyond the Template. Full Access members can also override the Template Permissions, making the Brief public or restricting access to members only.
Customizing the Brief Template
You'll need to be an Org Admin to access and customize your Org's Brief Template. If you're an Admin, follow these steps. If not, ask your Admin to make the updates you want. Note that changes you make will affect Briefs for all events in your Org.
To customize the Brief Template, go to your Org Settings by clicking the 🏢 building icon, click into the Publishing tab, and then into Brief Template. There are two side tabs, Contents & Layout and Default Permissions.
Event Briefs come with your Team's logo, font and colors. You can update these on your Org Style Settings.
Contents and Layout
In the Contents & Layout tab, the first option is to enable personalization, which allows you to show Members only their own Schedule, Meetings and Travel when they view a Brief.
Below the personalization setting, you'll find the contents menu. Here's where you can select the content you would like to include in your Briefs as well as rearrange the layout of the Briefs.
- To enable a section, toggle the switch on
- To open a section, click the > carat
- To enable or disable an item, check the ✅ box
- To rearrange an item or section, drag-and-drop the ⠿ handlebars
Note that the floor plan field is similar to a note in that it's a text area that also supports uploaded images.
Also note that you can add custom fields to the Brief Template under Event Info > Basics.
Editing individual Event Briefs
At the event level, each Brief is made from the Template. Members with Full Access to the event, like Event Managers and Coordinators, can add or remove individual Notes and Attachments from the event, providing the flexibility to customize the Brief beyond the Template. Full Access members can also override the Template Permissions, making the Brief accessible to public or restricting access to members only.
From the Events Dashboard you can edit an individual Brief by clicking the actions menu on the right-hand side of each event, then clicking Edit Brief.
You can also click to view or edit a Brief from an individual event page by clicking the actions menu in the upper right.
In the Event Brief Editor, you'll see the sidebar with sections to select notes, contacts and attachments from the event that you want included in the Brief.
- PDF attachments will be appended to the Brief PDF export into a single, combined PDF
- PDF attachments will appears as links in the Brief webpage or Google Doc
- Image attachments will be viewable in the Brief on web, Google Doc or PDF
- Other types of attachments, such as Excel files, will appear as links and initiate a download when clicked
Finally, there's a Permissions section on the individual Event Brief Editor which lets you override the default Permissions set at the Org level by the Brief Template. Read more about how to choose access Permissions for Briefs.
Sharing Event Briefs
As an Org Admin or Full Access member of an event, you can find the options to view, export or edit the Brief by clicking the actions menu all the way to the right of an event in the Events Dashboard.
As an Admin, you can also enable the Briefs column on Shared Event Lists so that List visitors can view or download Briefs too.