Know your day and give each job an owner

Know where your day starts before you open your email

Open your event and the countdown to doors sits at the top. Beside it you see this week's ticket sales against last week, the decisions waiting for you, late tasks and what is due this week. Here's what's yours lists the tasks your team gave you, your departments and the stages you call. One button asks Fai what you should do next.

Since you were last here shows what your teammates changed since your previous visit, newest first, with the name of each person. Recent activity at the foot of the page keeps each approval, reminder and turned-down suggestion with the teammate who made it, so nobody has to ask who decided what. Compared with last time shows your sales against your last edition at the same point. Time Fai saved shows the work Fai has already taken off your team on this event.

Fai checks your event every hour and lists what she finds under Needs your decision, from late tasks to acts with no hotel. Each item comes with the email or tasks already drafted. Nothing is sent or changed until someone on your team approves it.

• Countdown and figures: days to doors, tickets sold, decisions, late tasks and this week's deadlines
• Here's what's yours: your tasks, your departments and the stages you call
• Since you were last here: what your team changed while you were away, and who changed it
• Needs your decision: Fai's suggestions, drafted and waiting for your yes

• Run your event from its Today page
• Let Fai set up your event and draft each fix

See how each part of your event is going

Event at a glance gives each section a tile with a one-line status, a progress ring and a red number when something needs you. You see places filled on the rota, cues locked on the run of show, advances signed off and serious incidents still open. The section list runs in the order you work, from Programme to After the show, with the stage you are at nearest to hand.

Tick each kind of event this is and the sections follow, in the words that kind of event uses. A conference gets Speakers, Rooms and an Agenda. A sports event gets Athletes, Venues and a Match schedule, and a food or drink festival gets Vendors, Booths and Tastings. Choose more than one type and you get the sections of each.

Add a section for your whole team when you need it, or pin your favourite sections to the top of your own list without changing anyone else's. Your role decides where your event opens: a stage manager lands on Now and next and a production manager on Run of show. On your own event you choose what Fai helps you with, from line-up and show day to staff, safety, money, sponsors and traders. Change it under More sections when your plans change.

• Event at a glance: a tile for each section, with progress and what needs you
• Event type: tick each kind of event this is, and the right sections appear
• Pin to top: your favourite sections at the top of your own list

Get to any act, stage, person or task straight away

Press Ctrl K, or Cmd K on a Mac, anywhere in your event and enter a few letters. You see results grouped into performers, stages, people, tasks, files and your event's sections. Everyday words work too, such as "hotels" for Accommodation. When nothing fits, the last result sends your question to Fai, so the answer is never more than a moment away.

Each performer, stage and day has its own page. Day at a glance shows the sets by stage, the run of show, arrivals, pickups and departures, hotel check-ins and check-outs, shifts by team, tasks due and incidents for that day. Step to the day before or after, or print it for the production office. A stage page shows its sets, run of show, teams, rota and tech notes for the day.

• Find anything: search your whole event from any page
• Day at a glance: sets, travel, hotels, shifts, tasks and incidents for one day
• Stage and performer pages: all you need on one stage or one act, together

• Find any performer, stage or day on your event

Give each job before doors an owner and a date

The licence, the barrier hire, the catering numbers and the day sheets all have to happen before doors. Put each job on one task board your whole team shares, with the people doing it, the due date and how urgent it is. Cards move from open to in progress to done. The blocked column shows what is waiting on a permit, a supplier or a decision, so you see it first each morning.

Switch the view to answer the question you have. The board shows what is stuck, the list shows the lot, the calendar shows this week's deadlines, and the timeline puts dated work in order, so you see what must finish before the next thing starts. Each task names the tasks blocking it and the ones it blocks. Save the views your team uses most.

Set a job that comes round again, such as a weekly production meeting or a daily site walk, to repeat each day, week, month or year, so nobody has to remember to add it. Teammates who only want to keep an eye on a job can follow it. Each task keeps the history of its status changes.

• Owners and followers: the people doing the job, and anyone keeping an eye on it
• Priority: low, medium, high or urgent on each card
• Board, list, calendar and timeline: the same jobs by status, all together, by date or in order
• Repeating tasks: the jobs that come round each day, week or month

• Keep the jobs behind your event moving

Give whoever picks up a job the whole story

Open a task to discuss it in comments, attach the quote or plan it depends on, label it and run a timer while you work. A task you add from your event's Inbox keeps the email it came from. My tasks gathers what you own or follow across all your brand's events, so a producer running three events this month sees all their work together.

When a teammate has the same stage, task or other record open, you see their name while you edit, so you do not overwrite each other. If they save first, you see their version and decide what to keep. Version history shows who changed a record and when. Restoring an earlier version adds a new one, so nobody's work is ever lost.

• Comments, files and labels: the discussion and the paperwork stay with the task
• Timer: the time your team puts into each task
• My tasks: your jobs from all your brand's events, together
• See who is editing: a teammate's name while you both have a record open

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

Start from a plan built for your kind of event

Fai suggests a readiness plan for your event type, from getting the contracts signed to comparing the budget with what you paid out. A conference gets speakers, sound and screens and catering numbers. A festival gets medical cover and a traffic plan, a food or drink event gets vendor hygiene certificates and a sports event gets its referees and officials. Untick what you do not need, rename any task and add the rest, each with the due date Fai worked out.

When a task runs late, Fai drafts the reminder to its owner, or finds an owner for a late task with nobody on it. She picks up deadlines from your contracts, emails and call notes too, and suggests a task for each one that has none yet. Each suggestion waits on Today until someone on your team approves it, changes it first, puts it off or turns it down.

• Readiness plan: the jobs your kind of event needs, with their due dates
• Choose and rename: keep only the tasks you want, named your way
• Late task chasers: a reminder drafted for you, or an owner found

Share the work out before anyone burns out

In the last fortnight, the same two people often end up with most of the work. Workload adds up each person's task time and rota shifts day by day, against the hours a day you set, and flags anyone over the limit. Fai suggests the task to move and the teammate with the least on those days, so you rebalance in moments while there is still time.

Confirm a move and the new person joins the task before the first comes off it, so the job always has an owner. Tasks with no time needed or no due date are listed apart, so you can fill the gaps and trust the numbers. Look one week or two weeks ahead, depending on how close your event is.

• Hours per day: task time and rota shifts for each person
• Over the limit: anyone with more hours than you allow
• Suggested moves: the task to move and who has time for it

• Balance your event team's workload
• Fill your crew rota and approve hours without timesheets

Give each teammate only what their role needs

A security director, a stage manager and a volunteer coordinator each need a different part of your event. Invite each person by the role they work, such as security lead or stage manager. Their role kit sets their menu, permissions, Today page, the help Fai gives them and the guides they see. They start in their own work, with nothing in the way.

Each person then opens one private link for all their roles give them. A steward who also works site services sees the shifts, desks, rounds, jobs and documents from both roles on one page. That page is My shifts, where your crew see their shifts at all your events, accept the shifts you offer and add the documents their shifts need, with no account or password. Invite your permanent people to the brand once, and a helper for one night to that event's team.

• Invite by role: choose the role by its name when you invite a teammate
• Role kits: the menu, permissions, Today page, Fai help and guides for each role
• One link for each person: the desks, rounds, jobs and documents their roles give them

• Give your event crew one page for all their shifts