Keep Every Email, Call and Document Working for Your Event

Read Every Thread About the Event With a Summary on Top

Fai files each email conversation under the event it is about, from every mailbox your brand connects, so the hospitality rider, the barrier quote and the licence conditions sit together, newest first. Open one and read Fai's summary before the messages, with labels for 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 reading back through the whole thread.

Your producer, your production manager and your promoter all read the same conversations and the same summaries, so nobody has to forward an email to bring a colleague up to speed. Every event of your brand reads from the same connected mailboxes, so a supplier who works three of your events has each conversation filed under the right one.

Connected mailboxes shows each Gmail or Outlook mailbox Fai reads and whether it is working, with when she last checked it, so 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 read it
• Urgency and topic: labels on every conversation

• Read your event's email in one inbox

Turn Every 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, and the follow-up is marked as added so nobody adds it twice. Reply by email opens your own email app, addressed and with the same subject, so the reply goes from your mailbox and the conversation stays there.

Junk leaves the Inbox with Mark as spam and stays out, while the email itself stays in your real mailbox untouched. 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, and she searches the conversations, reads the ones that matter and lists the follow-ups, so you can 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

• Start Every Day Knowing What Needs You and Who Is Doing What

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 be the one taking 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", and her notetaker joins when the call does, records it and writes up the notes for the event.

Each call shows where the notetaker is, from Waiting to join to Recording, Writing up notes and Notes ready, so you never wonder whether it made it in. You can call it off at any point and it does not join, or leaves if it is already on the call. With your calendar connected, 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 read its summary, the follow-ups agreed on the call with who took each one on and by when, and notes ready to send to everyone who was on it. Production meetings, advance calls and security briefings are filed under the event, so anyone on the team can see what was agreed weeks later, without asking the person who was there.

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

• 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

Keep Every Document With Its Deadlines Picked Out

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

What Fai reads lands 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, and when two documents disagree the record says so, so you check before anyone acts on the wrong one. Every earlier value is kept, and you can bring one back if the newer file was wrong.

Upload a file that is already there and 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: every file for the event, sorted by what it is about
• Deadlines found: dates read from contracts, emails and call notes
• Details read 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 Every Event Agreement Drafted, Checked and Signed

Send Your Team the Lists They Work From

Production managers send the same spreadsheets to the same people every Monday in the run-up to an event. Schedule the rota, the run of show, the advancing status, the rooming list or the pickups to go to the right people on your team every day or every week, and each person gets the latest version at the time you chose, without anyone remembering to send it.

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

• Send regularly: every day or every 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 Every Email the Event Sends

Advance requests, offers, contracts, hire lists, day sheets, shift emails and the feedback survey all go out from your event. How your emails look shows a real email exactly as agents, suppliers, crew and attendees receive it, sent in your brand's name with your logo, colour and font from your brand kit, and replies go to the teammate who sent it.

Give one event its own logo or main colour when a festival has an identity of its own, and set it back to your brand kit in one step. When a colour is too light to read on a button, the buttons use a dark colour instead and the panel tells you, so every email stays 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 reading riders for a conference with no acts, and see which of her actions read only and which always ask you first.

• How your emails look: a real preview 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