How Event Desk works, from first plan to final report
Eight steps from a new event to a closed one: create the workspace, bring in your team, plan the work, invite your delegates, run the day and report on it. Registering and planning are free, and nothing reaches a guest until you press publish.
One workspace, every department
Each is a tab in the sidebar. Open one and its screens fold out beneath it, so you always know where you are and what is next.
Create your event
Register, pick what you are planning and colour your workspace to match your brand, then land on Events Home. Press Create Event to open the full form: title, client, the date and times, venue and a map link, expected guests, a budget target, a priority, and your event or company logo. The workspace is ready the moment you save, and every one of those details can be edited later from the overview or the pencil icon on the event card.
- Run several events from one login - Events Home lists them all with progress
- The dashboard colour you pick is just your workspace - it never touches your invitation's own design
- Switch event from the countdown card at the top of the sidebar
Grand Night 2027
Client: Apex Global · Hilton Colombo
Days left
41
Progress
38%
Health
Healthy
Your events
Grand Night 2027
Partner Summit
Pick your package and bring in your team
Desk One covers the invitation, guest list, RSVP and QR check-in. Desk Plus adds finance, operations, marketing, external relations and logistics. Pro and Galaxy add hands-on services and are arranged with our team. Choose a package and we open WhatsApp with your order reference already written - send your bank slip and we activate it, usually within a few hours.
- Add teammates with an email - each gets their own password to sign in as a Manager, a Department lead or a Department member, and only sees the departments they are added to
- Or add roster people with just a name, role and phone - no login, just a label for who is covering what
- Only you, the owner, can create a new event - a teammate's login can't start one of their own
Event team
Desk PlusJames T.
All departments
Sarah K.
Marketing
Michael C.
Logistics
Plan the work in each department
Every department has its own Tasks tab: what to do, who owns it, when it starts and is due, its priority, status and progress. Group tasks under milestones like “Venue signed”. Click any value to change it - it saves as you go, and the calendar, overview and reports all follow.
- Milestones show progress from their tasks, so you see checkpoints, not just lists
- Optional workflow rules: finish tasks in order, sign work off through review, and automations such as “tell the leads when Logistics is blocked”
- Switch between a list and a status board; on a phone every task becomes a card
Pending
6
Overdue
1
Blocked
1
Done
9
Confirm venue layout
BlockedLogistics
Design stage backdrop
In reviewDesign
Announce the speakers
In progressMarketing
Pay catering deposit
CompletedFinance
Build the invitation, then add your guests
Open the Design department to edit the invitation page: names, date, one row per session with its own time, venue and map link, and switches for the countdown, schedule, venue and RSVP form. Apply a design in the Design Studio - free, and as often as you like. Then add delegates by hand or import them from Excel or Sheets.
- The phone beside the editor is your real invitation page, updating as you type
- Add a background track - guests start it with a button, so nothing plays unasked
- Track each delegate's category, registration, badge and where they are seated
INVITATION
You're cordially invited to
Annual Excellence Awards
With Ceylon Holdings PLC
An evening of insight and recognition
Date
22 October 2026
Registration
06:30 PM · Shangri-La
Counting down
42
Days
09
Hrs
18
Min
05
Sec
Dress Code: Black Tie
Save
THE DATE
Corporate Noir
AppliedPublish, then send every guest their own link
Approval unlocks your package, but nothing goes out on its own. Press Publish when you are ready, and only then do the personal links start working. Send each delegate theirs in one tap on WhatsApp, and watch Sent, Opened and RSVP fill in as replies arrive.
- On a phone, Send opens the share sheet with the invitation image attached
- Head counts, dietary notes and messages land on your dashboard live
Built-in safety net: until an invitation is paid for and published, the platform hands out no share link - so Send can never deliver a dead page to a real guest.
Dr. James Carter
Sent Opened
Ms. Sarah Mitchell
Not sent yet
Meetings, calendar and notifications
Schedule meetings with participants, an agenda and a link - or let Event Desk create the Google Meet link and email the invite. Record decisions afterwards and turn each one into a task in the right department. The Calendar shows task deadlines, milestones, meetings, payments, deliveries and the event day together.
- The bell tells you when a task is assigned to you, when work is waiting for your review, when something is blocked or a meeting moves
- Moving or cancelling a meeting updates the Google event too
October 2026
Venue walk-through
Tue 9 Oct, 10:00 · 6 participants
Join MeetAction items
Send floor plan to caterer
→ Logistics task
Check guests in with QR
Every delegate has a personal QR code. On the day, door staff scan it - or search by name if the code is missing - and the arrival counters on your dashboard update live. Give the door team a scanner link so they never need a login.
- Duplicate scans are caught, and a manual check-in is recorded as manual
- Track expected heads against people actually in the room
Checked in
184 / 250
Monitor progress, report, and close
The overview shows how the whole event is doing: project health with the reasons behind it, what is due today or overdue, each department's progress, the budget, and the next milestones and meetings. Reports gather progress, attendance, finance and a closure checklist you can print or download, and Activity keeps the trail of who changed what.
- Health is calculated, not typed - open it to see exactly what is putting the event at risk
- Download every task as a spreadsheet, or print a report as a PDF
- Money shows in your event's currency, set from your country
Project health
Needs attention62%
• 2 overdue tasks • 1 blocked task
Finance
Operations
Marketing
Logistics
Ready to try it yourself?
Registering and creating your event are free. You only see a payment step once you choose a Desk package.