Keep up with your event's emails, calls and paperwork

Catch up on any email thread from its summary

Fai files each email conversation under the event it is about, from each mailbox your brand connects. The hospitality rider, the barrier quote and the licence conditions sit together, newest first. Open one and see Fai's summary above the messages. Labels show how urgent it is and what it is about, such as Hospitality, Permits, Payment or Production. Anyone on the team can pick up a conversation without going back through the whole thread.

Your producer, your production manager and your promoter all see the same conversations and the same summaries. Nobody has to forward an email to bring a colleague up to speed. All your brand's events use the same connected mailboxes. When a supplier works three of your events, each conversation goes under the right one.

Connected mailboxes shows each Gmail or Outlook mailbox Fai checks, whether it is working and when she last checked it. You know straight away if a mailbox needs attention.

• Event Inbox: the conversations about this event from your brand's mailboxes
• Fai's summary: what each conversation says before you open it
• Urgency and topic: labels on each conversation

• Read your event's email in one inbox

Turn each email follow-up into a task in one step

Under Follow-ups Fai found, each job the email asks for waits with an Add as task button. The task goes on the event's board with the email it came from, so whoever picks it up has the whole story. The follow-up shows as added, so nobody adds it twice. Reply by email opens your own email app, already addressed and with the same subject. You reply from your mailbox, and the conversation stays there.

Mark as spam takes junk out of the Inbox for good, and the email itself stays untouched in your own mailbox. If you marked something by mistake, the spam list keeps it for you to move back.

Ask Fai what has come in about the event this week and what is still to do. She searches the conversations, picks out the ones that matter and lists the follow-ups. You catch up on the drive to site without opening a single thread.

• Add as task: a follow-up on the task board with its email
• Reply by email: from your own mailbox, in the same conversation
• Mark as spam: junk out of the event's Inbox for good

• Know your day and give each job an owner

Send Fai to take the notes on your calls

Advance calls, production meetings and security briefings decide half of what happens on show day, and nobody on the call wants to take notes. Give Fai the link to a Zoom, Google Meet or Microsoft Teams call and a name such as "Advance call with the tour manager". Her notetaker joins when the call starts and records it, and you get the notes for the event.

Each call shows where the notetaker is: Waiting to join, Recording, Writing up notes or Notes ready. You never wonder whether it got in. You can call it off at any point, and it does not join, or leaves if it is already on the call. Connect your calendar, and the notetaker joins the video calls on it without a link.

• Notetaker: joins your Zoom, Meet or Teams call for you
• Live progress: waiting to join, recording or notes ready
• From your calendar: calls on a connected calendar with no link to paste

• Take notes on your event calls with Fai

Share what was agreed as soon as the call ends

Open a call marked Notes ready to see its summary and the follow-ups agreed on the call. Each follow-up shows who took it on and by when. Notes are ready to send to everyone who was on it. Production meetings, advance calls and security briefings sit under the event. Weeks later, anyone on the team can see what was agreed without asking the person who was there.

When a call sets a deadline, such as the final rider by Friday, Fai adds it to the deadlines from your emails and contracts. She suggests a task for it on Today. Ask Fai what was agreed at last week's production meeting, and she finds the call and tells you what the notes say.

• Summary: what the call decided
• Follow-ups agreed: who took each job on and by when
• Notes to share: ready to send to everyone on the call

Catch the deadlines buried in your contracts

Documents holds the contracts, riders and other files for the event. They are sorted by what they are about: the whole event, production, an act, the crew or a stage. Fai picks out the dates, fees and details in each file. A contract, an email or a call's notes can set a deadline that is coming up with no task yet. Fai then suggests the task on your Today page. A date buried on page nine never slips past.

Each detail Fai picks out goes where it belongs. An act's set length, fee, travel, hotel, technical and catering details fill in on their record, with the file they came from. When two documents disagree, the record says so, and you check before anyone acts on the wrong one. Each earlier value is kept, and you can bring one back if the newer file was wrong.

If you upload a file that is already there, you choose whether to replace it, keep both or skip it. Archive the files you no longer need, so the list stays short and nothing is lost.

• Documents: each file for the event, sorted by what it is about
• Deadlines found: dates from contracts, emails and call notes
• Details picked out for you: filed on the right record, with any disagreement flagged
• Archive: files you no longer need, out of the way and still kept

• Get your event contracts drafted, checked and signed

Send your team the latest lists on a schedule

Production managers send the same spreadsheets to the same people each Monday in the run-up to an event. Schedule the rota, the run of show, the advancing status, the rooming list or the pickups. They go to the right people on your team each day or each week. Each person gets the latest version at the time you chose, and nobody has to remember to send it.

The email carries a link, and the person signs in to download the file. A forwarded email never gives your crew's phone numbers to someone outside the team. Lists with people's names go only to owners and admins, and contact details are included only when you tick the box. Each file and each download is recorded. Make a file now whenever you need one between the scheduled sends.

• Send regularly: each day or each week, in the event's time zone
• The lists your team uses: rota, run of show, advancing, rooming list and pickups
• Sign in to download: only your team opens the file, and each download is recorded

• Send your event lists to your team on a schedule

Put your brand on each email you send

You send advance requests, offers, contracts, hire lists, day sheets, shift emails and the feedback survey from your event. How your emails look shows an email exactly as agents, suppliers, crew and attendees receive it. It goes in your brand's name with your logo, colour and font from your brand kit. Replies go to the teammate who sent it.

A festival with an identity of its own can have its own logo or main colour on one event. Set it back to your brand kit in one step. If a colour is too light to read on a button, the buttons use a dark colour instead. The panel tells you, so your emails stay readable.

You also choose what Fai does on each event. Turn off any work you do not want her doing on that event, such as going through riders for a conference with no acts. You can see which of her actions only look and which always ask you first.

• How your emails look: a preview of the email before anything changes
• This event only: its own logo or colour when it needs one
• Fai's skills: the work Fai does on each event, on or off

• Choose how your event emails look
• Choose what Fai does on your event