How do I create and share customized Event Lists with my company?

Event Lists are an easy way to create, customize and share views of your events. This article goes over:

  • Event List examples
  • How to create an Event List
  • How to customize Event List appearance
  • How to configure Event List columns & filters
  • How to link event names to Briefs
  • How to share your Event Lists
  • How to manage all your Event Lists
  • Event Lists update in realtime
  • Export Event List

If you've ever had to copy, maintain and share multiple event spreadsheets, Event Lists are for you!

Event List examples

You can create multiple Event Lists to share with different audiences in-and-outside of your company, such as execs, reps and customers.

For example, you can create:

  • ROI Reports for Executives, with planned and actual Budget Totals and ROI metrics
  • A "Know Before You Go" hub for sales reps, with links to the Event Brief, booth schedules and travel plans
  • A "Meet Us There" resource for customers, embedded on your company's website, with events on an explorable Google Map

Read on to learn more.

How to create an Event List

To create an Event List, first click on the actions menu in the upper right-hand corner of the Events Dashboard.

Note that only Org Admins can create Event Lists and see this option in the menu.

This will bring you to the Event List builder for a new Event List. Each Event List has a build view and, after it's published, a shared view.

The build view has the builder sidebar with sections to customize Appearance, use Filters, configure Columns, choose Settings and select a Permissions level.

How to customize Event List appearance

In the appearance section you can update the Event List title (required) and background.You can choose one of the available ready-to-use backgrounds or upload your own image. 

A good suggestion here is to use a branded background with your company's logo. The recommend image size is 1280 x 1024 pixels.

How to set filters

Next, you can set default filters for your Event List by Team, Event Status, Dates, Locations, Types, Roles and other common event fields.

When viewing the Event List, users will also be able to search by Event Name and filter by Dates and Roles.

How to configure Event List columns

You can add or remove any of the columns from Event Info, as well as the Event's Total Budget, Goals, ROI Metrics, Schedule and other important reporting and operational details. 

These options work much the same as they do in the Events Dashboard.

One column we recommend including when sharing internally is the Brief, which your execs, reps and colleagues can click to the latest one-page summary Brief for that event in Web or PDF form. You can read more about creating and sharing Event Briefs.

How to link Event Names to Briefs

By default, event names in Event Lists will link to the individual Event Briefs for each event. Under the Settings tab you can choose to enable or disable this feature.

How to share your Event Lists

Each Event List has its own Permissions setting. There are three options available:

  • Public for sharing Event Lists that anyone can access, if they have the link. Select this option if you want to embed the Event List on your company's website.
  • Single Sign-On (SSO) for sharing Event Lists that only people at your company can access. You can read about how to enable SSO for your Org.
  • Private for sharing Event Lists that only you and other Org Admins can access.

Each of the options above requires that a potential viewer has the Event List's shareable URL. 

The Shareable URL is a very long random series of letters and numbers that is virtually impossible to guess. So there is a level of built-in "security through obscurity" to Event Lists, even when set to Public.

How to manage all your Event Lists

To manage Event Lists for your Org, click on the actions menu in the upper right-hand corner of the Events Dashboard and select Manage Event Lists.

You can also click the šŸ¢building icon in the upper-left sidebar to go to Org Settings, then click the Event Lists tab.

Note that only Org Admins can manage Event Lists and see these menu options.

Once you're in the Event List tab of Org Settings, you can click on any Event List names to review and update them.

You can also see when each Event List was created and last updated, view the current Permissions settings and click-to-copy the shareable URL.

Event Lists update in realtime

All of the event updates you make inside EventGeek will update your Event Lists in realtime.

  • When you create a new event that meets an Event List's filter criteria, it is automatically added to that Event List.
  • When you or a teammate adds a new expense to an event budget, it automatically updates the Budget Total on the Event List.
  • When your rep scans a business card from a new lead, it automatically updates the Event Leads count on the Event List.

Event Lists are all about saving you a lot of time. They don't require updating, and your collaborators, reps, execs and customers can all get the latest event information here.

Export Event List

When viewing an Event List, any user can click the actions menu in the upper right to download the current view as a csv spreadsheet.

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