Overview
Internal hand-offs and important touch points with customers can be scheduled as calls or events in your project plan using Event Task. For example, a new customer just signed up and now you need to schedule a kick-off call. Once the project is spun up you could schedule this meeting and send them an invite directly from GUIDEcx!
User Access
Admin and Managers can create event tasks at the project and template levels.
Guides can create event tasks at the project level only.
Event Task Setup
Click +Add Task Button while in a template or project.
Select the Event Task Type
Include the following info:
Event Name
Task instructions (with any merge tags)
Dependencies
Dates
Required function
Assignee. (The assignee will be able to modify the event)
Add Task Instructions (Make sure to include an agenda, dial-in information, etc.)
Add Event Information. This is what the invitees will receive when the Task Assignee sends out the invitation!
NOTE: Only the admins, managers, guides who are added to the project, and task assignees can notify/send attendees the event invitation via GUIDEcx. Once the event task has been scheduled the task assignee should send out the invitations to the assignees by clicking on the blue SEND INVITATIONS button on the task card. This will generate an email to the attendees so that they can save the event to their calendars.
Best Practices
Create event tasks on the template level for meetings that occur regularly throughout your onboarding experience (i.e. Kickoff call)
You can create event tasks on the project level for meetings that are ad hoc. If you find yourself creating the same type of event task, consult with your GUIDEcx Admin/Manager to include that type of meeting on the template!
Use the Project Manager Meeting Link merge tag to dynamically personalize the meeting location info (You should only use this merge tag if the assigned Project Manager is hosting the meeting)
Whoever is hosting the call should be the Event Task assignee. That way that person is able to add invitees and edit meeting information as needed!
FAQs
If I make an update to the Event Information do I need to resend the invitations?
If I make an update to the Event Information do I need to resend the invitations?
Yes! These event tasks do NOT sync with your calendar so you'll need to resend the invitations any time you change the meeting information.
Do I need to use Event Tasks for every single meeting I hold throughout the onboarding experience?
Do I need to use Event Tasks for every single meeting I hold throughout the onboarding experience?
No, you do not! Event tasks are usually for the more important meetings (i.e. Kickoff call, Go Live, Handoff call to CSM, etc). If you have a regularly occurring meeting then you probably don't need to stress to use an event task for those!
What is the difference between a SCHEDULED event task and a DONE event task?
What is the difference between a SCHEDULED event task and a DONE event task?
Scheduled event tasks are meetings that are on the calendar, but have not been conducted. Done event tasks have been held and completed!
I'm not able to send the invitations out to my attendees! Why is that?
I'm not able to send the invitations out to my attendees! Why is that?
If there is no dependency (or the dependency is met) AND the task is UNASSIGNED, the "Send Invitations" button appears in blue. Clicking that button will send an email to each of the task participants.
Can attendees edit the event information?
Can attendees edit the event information?
Apart from admins, managers, and guides who are added to the project only the assignee will act as the event owner and can change any of the meeting information. Participants/attendees do not have access to change any event information.
What is the date and time on the task card?
What is the date and time on the task card?
Once the meeting has been scheduled you'll see the meeting date and time on the task card!