--- title: "Shared Event Inbox, AI Meeting Notes and Event Documents" description: "Read every email about your event with Fai's summary, get Fai's notes from your calls, keep documents with their deadlines and send your team its lists." canonical: "https://www.ticketfairy.com/event-operating-system/planning/event-inbox-and-call-notes" --- # Shared Event Inbox, AI Meeting Notes and Event Documents 1. [Event Operating System](https://www.ticketfairy.com/event-operating-system) 2. [Planning](https://www.ticketfairy.com/event-operating-system/planning) 3. Inbox, calls & documents # Keep Every Email, Call and Document Working for Your Event Agents, suppliers, venues and licensing officers all email different people on your team, and half of what happens on show day is agreed on a call nobody wrote down. With Ticket Fairy, your event's Inbox gathers the conversations about this event from your brand's mailboxes, each with Fai's summary on top. Fai's notetaker joins your calls and files what was agreed. Documents keeps the contracts and riders with their dates picked out, and every follow-up becomes a task on your board. Your team gets its lists on a schedule, and every email the event sends carries your brand. [Book a Live Demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) - Every conversation about the event summarised - Notes from every call without taking any - Deadlines in the paperwork turned into tasks ![Ticket Fairy event Inbox with a list of conversations and one open, showing Fai's summary, the follow-ups she found and the messages](https://www.ticketfairy.com/embeds/posters/marketing-event-mail-and-meetings--inbox.png) ## 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](https://www.ticketfairy.com/guides/read-your-event-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](https://www.ticketfairy.com/event-operating-system/planning/event-today-and-tasks) ## 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](https://www.ticketfairy.com/guides/take-notes-on-your-event-calls-with-fai) ![Ticket Fairy dialog for sending the notetaker to a call, with a call link and a name for the call](https://www.ticketfairy.com/embeds/posters/marketing-event-mail-and-meetings--send-notetaker.png) ## 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 ![Ticket Fairy event Meetings with three calls and one open, showing the summary, the follow-ups agreed on the call and the notes to share](https://www.ticketfairy.com/embeds/posters/marketing-event-mail-and-meetings--meetings.png) ## 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](https://www.ticketfairy.com/event-operating-system/contracts-and-payments/contracts-and-e-signature) ## 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](https://www.ticketfairy.com/guides/send-your-event-lists-to-your-team-on-a-schedule) ![Ticket Fairy dialog to send the rota regularly, with how often, the day and time, who gets the email, the schedule already set and the latest file](https://www.ticketfairy.com/embeds/posters/marketing-event-logistics--send-regularly.png) ## 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](https://www.ticketfairy.com/guides/choose-how-your-event-emails-look) - [Choose what Fai does on your event](https://www.ticketfairy.com/guides/choose-what-fai-does-on-your-event) ![Ticket Fairy How your emails look, with a preview of an event email in the brand's logo and colour and where the sender, replies, logo, colour, font and footer come from](https://www.ticketfairy.com/embeds/posters/marketing-event-email-look--panel.png) ## How Event Teams Keep on Top of Email, Calls and Paperwork - ### A Festival Talking to Dozens of Suppliers Quotes for fencing, toilets and power arrive at three different mailboxes. Each one lands in the festival's Inbox with a summary, and the production manager turns the follow-ups into tasks for the right people in a morning. - ### A Promoter Advancing a Headliner Fai's notetaker joins the advance call with the tour manager. The notes list the changed load-in time and the extra hotel room, each with who took it on, and the rider deadline from the call appears as a task on Today. - ### A Conference Team Briefing Its Venue The venue's AV schedule and catering contract go into Documents, and Fai picks out the final numbers deadline. The rooming list goes to the travel lead every Monday without anyone sending it. - ### A Venue With Its Own Look for a Season The summer series gets its own logo and colour on every advance request and day sheet, while the venue's other shows keep the house look. The duty managers get the run of show each morning. - ### An Agency Covering for a Colleague An account manager picks up a client event mid-week, reads the summaries of the open conversations and the notes from last week's calls, and is ready for the client meeting without a handover. [Book Demo Call](https://www.ticketfairy.com/event-ticketing/book-a-demo) [Get Started for Free](https://manage.ticketfairy.com/registration) ## See It in Your Dashboard - ![Ticket Fairy Fai settings for an event, listing the work Fai does on her own with one item turned off for this event](https://www.ticketfairy.com/embeds/posters/marketing-event-mail-and-meetings--fai-settings.png) Choose the work Fai does on each event, and turn off what that event does not need. - ![Ticket Fairy How your emails look for an event with its own light main colour, where buttons use a dark colour so they stay readable](https://www.ticketfairy.com/embeds/posters/marketing-event-email-look--own-colour.png) Give one event its own colour, and the buttons stay readable. ## Set It Up Step by Step - [Read your event's email in one inbox](https://www.ticketfairy.com/guides/read-your-event-email-in-one-inbox) - [Take notes on your event calls with Fai](https://www.ticketfairy.com/guides/take-notes-on-your-event-calls-with-fai) - [Send your event lists to your team on a schedule](https://www.ticketfairy.com/guides/send-your-event-lists-to-your-team-on-a-schedule) - [Choose how your event emails look](https://www.ticketfairy.com/guides/choose-how-your-event-emails-look) - [Choose what Fai does on your event](https://www.ticketfairy.com/guides/choose-what-fai-does-on-your-event) ## Questions About the Event Inbox, Calls and Documents ### Inbox, calls & documents #### Which mailboxes does the Inbox read? The Gmail and Outlook mailboxes connected to your brand. Ticket Fairy support connects them for you. Once a mailbox is connected, Fai files the event's email a few minutes after each email arrives, and every event of the brand reads from the same mailboxes. #### Who can read the Inbox? The owners, admins and producers on the event. Everyone reads the same conversations and summaries. #### Can I reply from the dashboard? Reply by email opens your own email app, so the reply goes from your mailbox and stays in its sent mail. The button appears once someone outside your connected mailboxes has sent a message in the conversation. #### Why is an email about the event missing from the Inbox? Fai files a conversation under the event it is about. One that does not name the event clearly may be filed under another event or none, and email to a mailbox your brand has not connected never reaches the Inbox. #### Does marking spam change my real mailbox? No. It only takes the conversation out of the event's Inbox. Show spam lists it again, and Not spam brings it back. #### Which calls can the notetaker join, and who sees the notes? Zoom, Google Meet and Microsoft Teams calls. A link to anything else is refused. The owners and admins of your brand send the notetaker and read the notes in the event's Meetings. #### How far ahead does Fai look for deadlines? She suggests a task for each deadline in the next 30 days that has no task yet, and approving it twice never adds two tasks. Nothing is added until someone on your team approves it. #### How big can a scheduled list be? Each file holds up to 5,000 rows. You can set up to 20 schedules with up to 10 people on each, and each file stays available for 7 days. #### Why did a schedule pause on its own? Ticket Fairy pauses a schedule when nobody chosen can still see the list, or when the file could not be made, and emails the event's owners and admins once. Choose who gets it again and turn it back on. #### Do ticket and order emails use the same look? No. How your emails look covers the emails the event sends to the people working on it, approvers and the feedback survey. Ticket and order emails to buyers follow your brand's email settings. ## Explore More of the Event Operating System - [Today & tasks Open each event on a Today page with your own work first, run every job on one shared task board, start from Fai's readiness plan and spread the work before anyone burns out. Planning](https://www.ticketfairy.com/event-operating-system/planning/event-today-and-tasks) - [Fai for your event Fai sets up your event from what you tell her and the files you hand her, checks it every hour with a draft fix for each problem, and does any job you ask once you say yes. Fai & automation](https://www.ticketfairy.com/event-operating-system/fai-and-automation/fai-for-your-event) - [Contracts & e-signature Contracts started from your deals and signed by email with no account, risky clauses flagged, agent paperwork checked against your offer, contracts sent in bulk and welcome packs for everyone. Contracts & payments](https://www.ticketfairy.com/event-operating-system/contracts-and-payments/contracts-and-e-signature) - [Artist advancing Advances their own team fills in, answers Fai finds in tour books and replies, allowances from the offer, one travel party list and rider checklists for every act. Artists & line-up](https://www.ticketfairy.com/event-operating-system/artists-and-line-up/artist-advancing) [Back to **Planning**](https://www.ticketfairy.com/event-operating-system/planning) [Next **Next edition & feedback**](https://www.ticketfairy.com/event-operating-system/planning/next-edition-and-feedback) Ticket Fairy in full: [event ticketing system](https://www.ticketfairy.com/event-ticketing/), with the features, pricing and support behind this page. ## Ready to Build a Stronger Event Business? Book a live demo, and we will set up your first event on the Event Operating System with your team. ## Start Selling Tickets Online Sign up without a credit card and build a test event before you commit. Go on sale in minutes when you are ready. No monthly subscription required for ticketing Start selling tickets immediately Ticketing tools included in the service fee [Get Started for Free](https://manage.ticketfairy.com/registration) [Talk to Fai Now](#) Ask Fai, our AI assistant, about Ticket Fairy’s features, pricing and how it could work for your event. No credit card required ## Book a demo call See the referral model that drives 20% more ticket sales on average, learn which campaigns sell tickets, answer buyers faster and keep queues moving. How many tickets do you sell per year? 45-Minute Video Call Pick a Time That Works for You The Ticket Fairy, Inc. is a fintech company and technology platform. The Ticket Fairy, Inc. is not a bank, financial institution, or regulated financial services provider. Vault banking services are provided through regulated banking partners. Ticket Fairy Capital financing is provided by third-party private credit partners. The Ticket Fairy, Inc. does not make credit decisions, and all funding terms, approvals and conditions are determined by those lending partners. --- This page is on Ticket Fairy, a ticketing, marketing and operations platform for live events and the venues that host them: festivals, club nights, concerts, conferences and tours, and night clubs, beach clubs and concert venues. It grows revenue with fan rewards that turn an audience into a sales channel, and runs the money side with payments and payouts, Vault business banking, and working capital advanced against ticket sales. [How Ticket Fairy ticketing works](https://www.ticketfairy.com/event-ticketing) · [Ticket Fairy for AI assistants](https://www.ticketfairy.com/llms.txt)