Getting Started
Thanks for using 1pm. Please review this Getting Started guide to get up and running as quickly as possible.
Should you get stuck at any point, just reach out to support.
Real-Time Messaging
1pm is a real-time 'single page application' (SPA), meaning it works best contained in a single browser tab. Try to resist the temptation to open up au.1pm.app on multiple tabs, because it's limited to just a few tabs per user, by default.
Think of 1pm as similar to something like Slack, where messages and updates are coming in all the time behind the scenes.
Just like in Slack, you wouldn't want or need to have multiple versions of 1pm running in the background simultaneously.
If you open more than a few tabs per User, some of the older tabs might be signed out automatically.
Crew are Added from Contacts
Contacts (Suppliers, Locations, Venues, People) > Crew
The main thing to remember in 1pm is that every person involved with the event (including Suppliers, Venues, Locations and People) should be added as Crew, which are first added as Contacts.
That way, when you create the Activity you can easily assign tasks to the Crew (both for current, and future events).
Think of Contacts as your persistent, centralised database of contacts (everyone you know) associated with the event (including staff, suppliers, volunteers etc.)
You also have full control over who actually needs to RSVP with the 'Requires RSVP' flag for all crew. If 'Requires RSVP' is off, the RSVP section will not appear on their Event Portal.
For the smoothest possible onboarding it is recommended that you setup 1pm in the following order:
Add an Event
Click on the Events tab and the Add/Save button.
Add the event information (Event Name and Start Date are both required fields).
1pm will set the 'Event Context' to this newly created event. The Space context is also shown in the top left hand corner, together with the currently logged in User. The day and date of the event is also shown.
You view data within 1pm in two main contexts. The Space (Workspace) you are viewing, and the Event.
You change the Space by creating a new Space and switching to that Space
Events are switched in the Events tab. The Event you are currently editing will show a green Tick next to it.
Import & add Contacts
If you don't currently have any contacts or crew list, you can skip this step.
Export any existing contacts you would like to use within 1pm. Sources of contacts are unlimited, but might include:
Existing spreadsheets or documents.
CRM platforms such as Salesforce, Zoho CRM, Hubspot, Pipedrive etc.
Google Contacts (Android), Apple Contacts (Mac) etc.
Social media platforms such as Facebook, LinkedIn etc.
All of the above platforms support the export of contacts to CSV file (so they can be bulk imported into 1pm). CSV stands for Çomma Separated Values, and it’s the standard way to export and import data from different sources.
1pm can import contacts & crew via any standard CSV file. CSV files are organised into columns and comma separated with the correct field headers.
How to Import a CSV File into 1pm
Click on the Contacts tab and then 'Import' button to start the import.
Map fields from your data source, to the correct fields within 1pm. 1pm will also automatically auto-map fields that it thinks are good matches (for example, 'telephone' = 'phone').
Proceed with the contact import and check contacts are added correctly.
If you made a mistake with the mapping or wish to reverse the import, you can go back into IMPORT and delete all past imports. Use this carefully to reverse failed imports until the data is correct.
You can also of enter contacts and crew 'one by one' from within 1pm by adding all persons, suppliers, venues and locations individually. This would be appropriate if you are starting from scratch without an existing contact or crew list to import.
You can also automatically add Crew to the event at the same time you import Contacts, if that makes sense in your scenario.
When importing future cvs files you can choose what action 1pm will take when the Contacts match existing records (to avoid duplicate records). This also applies to Crew. This makes it possible to update or sync your contacts and crew with other data sources (if those other sources are the ‘single source of truth’).
Crew are added in 1pm from Contacts. So to add a Crew member in 1pm, they first must exist as a Contact. That way, you can reuse these Contacts for future events. Contacts persist for future use within the Space. Crew are always therefore a subset of Contacts.
If you get stuck importing your Contacts into 1pm, please reach out and lodge a support request and we will get right back to you.
We also offer a white glove data import of Contacts & Activity for a fixed fee (we will do it all for you!).
Setup Tags
Tags are used to classify contacts (Persons, Suppliers, Locations and Venues). For example, you might tag a supplier as AVTEAM so you can search for all the AVTEAM’s within your contacts for future events.
Tags will also show on the live and printed runsheet, so everyone can see who is doing what.
Tags can also be used in a special way by setting them as 'Hidden'. This means they won't show on the runsheet. This is very useful for internal tags such as 'SYDNEYTEAM' or other tags which are just used to group contacts together to easily add them as crew to future events.
Note: You don't have to add Tags straight away, you can always add them later.
You can add multiple tags to a Contact, and these will be inherited when they are added as Crew.
Tags can be also be assigned to Activity, so only those Crew Members tagged with that Tag will see that Activity on their live runsheet.
Create Crew List
Now you have entered Contacts & Tags into 1pm, if you didn't add them as Crew when importing the Contacts, it's time to add Crew from existing Contacts.
Click on the Crew tab to add Crew to the Event.
There are two ways to add Crew:
For crew not already added as contacts you can add crew by just typing in their names and email addresses by clicking on Add by Typing or Pasting in the Crew tab. This will create new contacts for these Crew at the same time (so they persist for use in future events).
For crew that are already added as contacts you can filter contacts into Persons, Suppliers, Locations & Venues and select all the people you wish to add, then click 'Add'. You can also flag selected Crew to add as 'Assignable', so you can assign tasks when you create the runsheet activity.
Make sure you also add yourself to the Event as a Crew with a valid email address. This will become useful later when we send a test invite email to you, and test the Live runsheet display.
Import Runsheet Activity
1pm also supports importing runsheet data from CSV or TXT (Text) file, for example by exporting an Excel spreadsheet you already have.
1pm uses the Contact record (which Crew are based on) to map the Shortcode field to whatever column you have set in your spreadsheet (for example the 'Who' or 'Responsible' column) so Activity is assigned to the correct Crew member.
There is one thing to keep in mind though, the Shortcode column is restricted to 7 characters. So if you have used full first names in your 'Who' column you will need do a find and replace in Excel and change these to 7 or less characters.
For example, you might have put the first name 'CHRISTOPHER' in the 'who' column because that Activity is for Christopher. You should do a find and replace changing all the references to Christopher to Chris (which is 7 characters or less).
After you have corrected these, it will be easy to import the entire runsheet/activity and 1pm will map to the correct existing Contact & Crew.
Make sure you have the Crew member added correctly in 1pm first with a suitable Shortcode you can use in your spreadsheet.
You can have 1pm create multiple Activity Assignments for one Activity during the import (if you are assigning the task to more than one Crew member).
You can also make 1pm automatically add the correct Area to the Activity by ensuring the Area or 'Where' column in your spreadsheets maps correctly to the Area Shortcode field in 1pm.
Make sure the Shortcode in the 1pm Area matches your Area column before importing
Just like when you imported Contacts, there is also a DELETE PRIOR IMPORTS feature if you make up a mistake the first time.
If you get stuck importing your Activity into 1pm, please reach out and lodge a support request and we will get right back to you.
We also offer a white glove data import of Contacts & Activity for a fixed fee (we will do it all for you!).
Data Import Service
1pm offers a white glove data import service for a fixed cost. You simple send us your current spreadsheets, and our support team will import the data into your Space.
Please note that we may need to request changes to your spreadsheets to facilitate the import, for example adding additional fields that are required (where we don't have that information in the supplier file).
Add Runsheet Activity Using Add by Typing or Pasting’’
You can also quickly add runsheet activity by just typing in or pasting it from a document by clicking on Add by Typing or Pasting on the Activity tab. In most cases this will be quicker and easier than importing as CSV.
Make sure you are in 'Edit' mode then click on the 'Type' button to start typing in some runsheet activity, or it's here you can copy and paste any existing runsheet timeline you might have.
The following are all acceptable formats to Type/Paste in the runsheet. Note that you can enter the finish time of the Activity, and 1pm will automatically calculate the duration in minutes:
9.00AM Gates Open10.15AM Gates Open10.15AM-10.20AM Gates OpenYou can also click on Add/Save to enter each Activity one by one.
When entering Runsheet Activity on desktop you can just use the keyboard and Tab key to move to the next field. At any point you can hit Enter/Return to add that entry and start on the new one. 1pm will automatically calculate the start time of the next Activity!
Make Runsheet Activity Draft
Draft Runsheet Activity will not show anywhere other than the Admin area until the draft flag is removed. It will not show in the Event Portal or printed runsheet.
When you add activity into 1pm it will start out visible, but using the 'Bulk Change' feature you can change Activity to be draft until it's finalised.
You can also set Activity to Internal, which means it will only show for Crew that have been explicitly provided Internal runsheet access via their Crew record. To allow a Crew member to view Internal Activity, edit their Crew record and under the Runsheet Visibility drop down, select ‘Allow +Internal’’.
The Internal Activity flag is particularly useful for restricting visibility of runsheet Activity (and associated attachments) to very specific Crew members (perhaps management only), or to Team Leaders etc.
Add Some Areas to Venues or Locations
Start with the main venue at your event, edit the Contact record for the venue and make sure it is set as a Location. If you are also paying for this (commercial) venue, then it should be both a Location and Supplier.
In 1pm, a venue is both a location and a supplier 😉
Let's say your event is taking place in a public park, that's not a venue.... but it is a Location.
So in 1pm if any Contact is flagged as a Location, it will also allow you to setup areas for that location, which can later be assigned to runsheet Activity and Crew.
For example, if your event was a festival and this was taking place in a public park, that park would actually be entered as a Location Contact.
Add some Areas to the Location/Venue and then try assigning those new areas to Activity in the Runsheet tab.
Finally, you will want to assign Activity to Crew. Crew who are suppliers can always be assigned Activity, and so can Crew that are task assignable (this is a setting in their Crew record).
View the Live Event Portal via Shared Runsheet
Now you have added some Crew and also the Venue with a few areas, setup some Activity in the runsheet and assigned areas - it's time to see what the runsheet will look like...
Click on the Runsheet tab and then 'Shared Runsheet' to view the live Event Portal.
What is unique about 1pm is that anyone viewing this runsheet is viewing the live runsheet. It always displays the very latest runsheet information, and if you edit the runsheet - it updates instantly without a page refresh.
And if they want a printed copy of the runsheet they can print their own latest version anytime.
This also means you can dynamically change the runsheet, adding additional tasks during an event and these will appear in real-time on the live runsheet for that crew member..
Send a Test Email Invite
Congrats! If you haven't done so already, you are almost ready to invite crew to your event and start receiving their RSVP status in real-time when they update this in their Event Portal.
Please note that you might not need to omplete this step if you know the Crew are already attending and RSVP is not required.
Click on the Crew tab, and ensure RSVP Status is showing by switching it on.
Click on the 'To Invite' segment to display only those Crew not already invited.
Then click on 'Invite' to enter the Invite mode where you select Crew to send email invites.
Once selected, 1pm may show some issues such as missing email addresses.
Always send a test email invite to yourself before sending a bulk email invite. That way you can test that the Event Portal displays everything you expect and require - before sending this to everyone.
During the 'Create Crew List' stage it was recommended that you add yourself as a Crew to the event. Select only yourself, then click 'Email Invites' to send yourself a test email invite.
The email invite will automatically contain a link to the Event Portal, so also be sure to click on this link and make sure the Event Portal is displaying everything as expected.
Choose how to Email Invites
There are two ways to email invites to crew.
The method you choose will depend on your situation.
Use the 1pm Email Server (Easiest & most reliable)
If you send invites via 1pm they will appear to originate from 1pm.app from the email address invites@1pm.app. Our email server is reliable and trackable, and it's a good choice, and is the easiest way to send the invites.
The email sender will be from 1pm and not your email server, but the email will contain everything required and there is less chance of making errors or missing out fields.
Use your Email Server (More Steps, Better Branding)
Alternatively, you can use your own email service provider platform such as Mailchimp, Aweber, GetResponse, Zoho etc.
To send your invites through a third party and not via the 1pm.app email server, click on the Crew tab then INVITE and then EXPORT INVITES.
The exported CSV file will contain the personalised portal links for each event crew member. When you do your email blast from your email service provider, be sure to include the 'Link' field.
Exporting invites produces a csv file with these fields:
Email, FirstName, Surname, Company, Link
The Link field is the actual live Event Portal link personalised for that individual crew member. It will allow that Crew member to RSVP for the event, update their dietaries etc and add any +1's you have allowed.
If they are a supplier, they will automatically get access to the full runsheet but this can be changed in their Crew record by explicitly denying access to the runsheet. Conversely, you can also give Crew who are not suppliers full access to the runsheet this way.
Be sure to include the Link field in your invite if sending via your email service provider otherwise Crew will not be able to view their personalised portal.
Crew will not have to register or login to view their Event Portal, but they will need to use their unique link.
View the Event Portal from your email
You should receive your email invite by email. Click on the Event Portal link to test and check the Event Portal is displaying as you would expect.
The Event Portal will update in real-tme as you make any changes or additions (so it's super simple to correct errors or ommissions).
Still have questions?
Email hello@1pm.app or lodge a support request.
