Planning the Event - Your Customers (Adding, Inviting & Collaborating)

1. Why add a Host to an Event
2. How to add a Host
3. What can they collaborate on?
4. Next Steps

Why Add a Host to an Event

Hostology is a collaborative event management platform. This means that you can not only plan your events in as much or as little detail as you like, but you can also share the planning experience with your customers who are paying for the event (Hosts) and collaborate throughout the process.

This not only saves time, but also improves the User experience and makes your customers feel involved and engaged in their event.

Add a host to your event in Hostology allows for multiple time saving options, where (Depending on what you allow!) they can login and edit the itinerary, select food & drink choices, add suppliers, create and invite their guest list, share dietary information with you, add and book guests into rooms (and pay for them!) as well as communicating throughout the process with you on the event plan.

Therefore, there are so many benefits to inviting your hosts! If you want to discuss with a Hostology consultant the best way to do this for your venue, don't hesitate to contact us at [e-mail].

How to add a Host

To add a host to your event, simply go to the event you want to add them to. Once on the event dashboard, you can select "Add Customer" at the top of the page beneath the event name:

This will take you to the event details page. Once here, select the "Add Customer" button in the top right of the page. This will then open a pop-up window for you to enter in details of your host:

This will then prompt you to fill out the following information:

• First & Last Name - The name of your customer (this is the only compulsory option)
• Email Address - Their contact email, this is essential if you want to invite them to the platform and allow them to login and collaborate with you. NB you cannot use the same email for more than one customer
• Role - Their role in the event - i.e. "Event planner", "Business Manager", "Bride", "Parent" etc.
• Contact Number - their contact number for your reference
• Address - You can also enter their address information for reference

Add in these details and then once you are ready you will have the following two options:

• Save - This will add the customer to the event, BUT, will not invite them to Hostology. You can always send an invite later once ready. This can be great if you want to add tasks/milestones to the event assigned to the customer, but are still setting up the event.
• Save & Send Invite - This will save the customer to the event and send them an automated email, asking them to create an account (free) and login to see their event on Hostology. Essentially - this is how you invite them to collaborate!

Statuses - what do they mean?

When you add a customer to an event they are given a status. These reflect whether they have been invited and if the customer has signed up to Hostology and created their account. You can find these next to the name of each customer:

• Not yet invited - you have not invited the customer to the event
• Pending - you have invited the customer to the event but they have not yet signed up
• Joined - you have invited the customer and they have signed up to Hostology 

What can they collaborate on?

To learn more about what your customer can do on Hostology, you can check out the welcome support articles they have here.

The key areas that your hosts can collaborate are:

• The itinerary - If you provide permission, your customers can update/edit itinerary items
• Food & Drink - If you provide permission, your customers can choose food & Drink options and select quantities
• Accommodation - If you assign rooms to the event, your customer can book these and assign guests to the rooms and split/allocate payments and costs.
• Suppliers - Your customers can see and add suppliers to the event, share details about them and add notes and documents with you as well.
• Guest Details/Dietaries - Customers can add and invite their guests using Hostology. Attendance and dietary Information captured on their guests is shared with you and your catering team.
• Notes/Documents - Your customers can view and share documents and links with you

Next Steps

Check out this article on adding documents to events

Check out this article on Notifications and messages

Check out this article on the Event notes section