Event Operations Manual

Event Operations &
Communications Manual
2
Table of Contents
Operations Flowchart Overview..……………..…………………………………………...………3

CRM Flowchart……………………………....……………………………………….…………………4
Systems Overview…...……………………………………………………………………………………........5
System Login Information………………………………………..…………………………...6
Wrapbook……………………………………………………………………………………………....…………......7
Notion…...……………………………………………………………………………………………...…………….....14
Clinked…………………………………………………………….....................................................………..16
Flowlu...……..…………………………………………………………………………………………………...…......39
Giggio…......…………………………………………………………………………………………………….….......52
Canva….......…………………………………………………………………………………………………….….......63
Event Operations Checklist………………………………………………………..….………….....64
Marketing & Sales General Info………………………………………………………...66
3
Operations Flowchart Overview
Note: This flowchart was made in Concept Board. Edit it here:

https://app.conceptboard.com/board/3soh-2a7c-stu0-h4ha-d5aa
4
CRM Flowchart
*Note: These flowcharts were from previous years, before our

internship began. They may need to be slightly adjusted for
current or future operation workflows, but they are a good starting
point and reference.
5
Systems Overview
Current CRM Notion
Payroll & Accounting Wrapbook
Policies & Insurance Thimble
Current Admin Workflow Clinked + Flowlu

Options *Collaborate with hire on this
Hiring & Training Loom videos + in person training
Event Operations & Google Docs

Communication Manual
Promotion Creation Canva

6
System Login Information
CRM - Notion
https://www.notion.so/catalystarts/CRM-13c6c53499434f5eb71f8f3e45247631
Talent Database - Notion

https://www.notion.so/catalystarts/66f7637be1b9441bb75f4a89027cd98b
?v=5629cfea0c1448ea95f2466354aa9fc4
Payroll & Accounting - Wrapbook

https://app.wrapbook.com/co/catalyst-arts-llc/projects
Email: audette@catalystarts.com
Password: Wrapbook123$$
Admin Workflow - Clinked

https://catalyst-arts.clinked.com/
Admin Workflow - Flowlu

https://catalyst.flowlu.com/
Admin Workflow Backup - Giggio

https://gigg.io/getgiggio/login.aspx
Username: 1Catalyst
Password: ?m9PYajR?;Ia
*Are there any videos or examples of people using Notion for something like a Talent
Database, modeling or acting or any visual thing?
Good videos of people using notion to organize things where visual element is key
7
Wrapbook Operations
Company Settings Information

In Video 0:00-3:02
Function How to Do it
● Name of Company: Catalyst

Arts
Company Information: ● EIN: Employee Identification
Name of Company, EIN, Bank Number (already given)
Account, and Certificate of ● Bank Account: linked through
Insurance Plaid for timecards
● Certificate of Insurance
(uploaded PDF)
● I-9 Settings: require artists to

Additional Settings: submit I-9 form (will show in
Talent I-9’s, QuickBooks link People’s Startwork)
● QuickBooks Integration
(optional)
● Admins: full rights, can fund

payroll and change settings
● Managers: manage projects
Administrators Access and access reports
○ Can add new
administrators or
managers in this tab
● Project Coordinators: see
Project Settings
8
Project Settings Information

In Video 3:48-8:08
● Name of Project
● Duration: start and end date
○ Wrapbook support can
Project Information: back date if needed
Name of Project, Duration, ● Estimated Payroll: be as
accurate as possible for
Estimated Payroll, Location
insurance purposes
● Location: for now, only one
state is available per project
● Time Rounding: Keep at 15

minutes unless specified by
Audette
● Meal Settings
○ California Meal
Settings = 30 minute
Timecard Settings:
break in first 6 hours,
Time Rounding, Meal Settings
or get 1 hour of base
rate pay
○ Deductible Meals:
won’t pay for meal
○ Paid Meals: pay for
meal breaks
● Role: access to specific

Project Coordinator Access projects, can approve
timecards
● Can add by sending invite
email
9
New Project Setup

Video Link here
● Go to Wrapbook Home Page

● Select “New Project”
● Add name of project, start
date and end date
Creating a New Project ● Contact email: Audette’s
email
● Put in expected payroll
range (ask Audette for this if
you don’t know)
● Permitted Worker Type:
contractors only unless
specified by Audette
● Go to Wrapbook Home Page

● Select Startwork from side
menu
● Select an already-existing
contract similar to the new
project
● Duplicate the contract,
delete “Copy of” and add
talent name to title
● Change specific information
Creating Project Startwork in contract:
○ Name of Worker
○ Type of Performance
○ Dates of Engagement
○ Performance Timing
○ Venue Name &
Address
○ Theme/Costuming
○ Pay Rate (bold it)
● Select “Requires Company
Signature” at the bottom &
10
save
● After creating the first

startwork, duplicate &
customize it for the rest of
the artists until all talent has
one
● Make sure to change the
Worker name, type of
Duplicating Startwork
performance, and pay rate
● *Important Note: create
every artists’ startwork
BEFORE creating people in
project; Wrapbook sends an
automated email to talent
after adding them to People,
so make sure their Startwork
is created first :)
● Go into specific project from

the Home Page
● Go to People and click Add
New Person
○ If talent isn’t in
Wrapbook from another
event, select New Person
● Imput Legal name and email
address
● Select Contractor for the
Creating People in Project Worker Type
● Select Non-Union for the Guild
● Enter their Job Title (ex:
Magician, Singer, etc.)
● Payment Information: Include
their pay rate and the closest
number of hours worked
○ *Make sure to check the
box of required
Startwork linking their
specific contract
Video Link https://drive.google.com/drive/u/0/folder

11
s/1GmtjHY12rTEWPK9klAhCXjVBvlwHisx
b
Running Payroll & Managing Timecards

In Video: 22:09-36:27
● Go to Payroll in the Specific

Project
● This page shows all expenses,
invoices, and timecards
● Click “Run New Payroll”
○ Can select as many or
few talents as desired
● Click “Go to Review”
○ If you need to edit the
payroll or add/take away
a talent, click “Cancel
Payroll”
● Once you have reviewed the
payroll employee wages,
expenses, and summary, click
“Continue to Fund Payroll”
Running Payroll ● The next page will show
another summary, with the
option to download an
invoice if needed
● Click “Debit Bank Account” to
submit the Payroll
● Check for these 3 things from
the final page
○ 1. Congratulations! You
have submitted your
payroll!
12
○ 2. Collecting Funds from

Bank Account
○ 3. Look for the date in
bold: this is when talent
will receive their
payment (usually 2-4
days)
In video: 30:28-36:27
● Go to Timecards in the
Project, where there is a list of
everyone who has filled out a
timecard
● Click on talent name to view
● Can edit if needed
● If the talent timecard is
incorrect for any reason,
decline the card and include
Viewing & Approving the reason for doing so
Timecards ○ Wage Adjustments on
the bottom can be used
for bonuses or other
adjustments
● *If someone is struggling to
fill out their timecard, view
them in People to see if their
information is correct
○ You can also send a
Nudge to a talent to
complete their timecard
if needed (found in their
information in People)
In video: 22:09-26:30
● This page shows all invoices,

timecards, and expenses
○ Can approve any of
Accounts Payable these from this tab
13
● Can add reimbursement

expenses or invoices from this
tab (related to talent)
In video: 26:37-30:22
Other Resources
● Go to Home Page and click

Reports in side tab
● Types of Reports:
○ Past Payroll
Reports ○ Payments and Paystubs
○ Past Requests
○ Tax Documents
○ Wrap Reports
○ Detailed Payroll Log
○ Demographic Hiring
Report
*Adding a new Employee

In video 5:45-6:05 (timestamp)
not really…
14
Notion Operations
CRM
● Add the name and date of

the event
● Add a status tag
● Link casted talent to the
event from People
Adding Gigs ● Link client contacts from
people
● Add any relevant gig
documents, the lead on
the project, and the
requirements
● Add the organization

name, tags, main contact
Adding Organizations with information, and
related gigs
Adding People ● Add person’s name, the

person type (artist/client),
their email, and location
Other Pages
● This page has links to

Google Drive documents
Promo Assets with promotional
15
purposes and information
● This page has links to the

Talent Database currently
in Evernote
○ *For additional
Talent Database training on Evernote,
contact Audette
● It also has links to Google
Docs regarding talent
documents and contract
templates
● This page has links to

content for the blog, social
Content media, and the
Museletter, with some
content ideas as well
● This page has additional

information on training
Preparing for New Hires new employees, with links
to training documents
and videos
● You can view a small list of

goals Audette has created
here
Quarterly Goals ○ This may be a good
thing to add to the
manuals or to
Clinked/Flowlu as
tasks
16
Clinked Operations
My Profile
● Profile Name, username,

and email address should
already be shown
● You can change any of
these from the “Edit”
button
Profile Settings ● You can also add a
Location, personal
description, job title,
phone number, and
organization name
● You can also see all the
groups you are a member
in here
● Sign Out options are here
too
● This section shows all your

activity in Discussions,
Activity Notes, Files, Events, etc.
○ It also shows when
you made those
changes
● This section shows any

Tasks tasks specifically assigned
to you
● You can Filter by name or
preset, or status
Events ● This section brings up a

17
calendar for all events

Personal Settings
● Can change password

here by typing in old
password to verify and
creating a new one
Password & Security ● Two-Factor
Authentication: you can
add this security feature if
you wish
○ Includes a required
password login and
an authentication
code from your
phone
● You can change your

email settings here
depending on how
often/which things you
Notifications want notifications for
○ Options:
Immediately, Daily,
Weekly, Never
● You can also create
custom notification
settings here for specific
groups
● If needed, this section

Region allows you to change the
language of the website
and the time zone
18
● This section shows you

what accounts or devices
Linked Accounts you have linked to your
account
○ You can link another
Clinked account or a
mobile phone device
● This page allows you to

connect your Google Drive
to this account
○ This could be helpful
if you keep admin
Integrations documents saved in
Google Drive
● You can also connect
‘JotForm’ to your account
○ *We haven’t looked
into this yet, but
could be a valuable
asset
Dashboard
● Locate the tab “Clients,

Groups, Projects” on the
left side
● This is where you can see
all the groups you are in
● You should also be able to
Clients, Groups, Projects see a list of clients and
performers
○ Make sure you have
19
access to these
groups so you can do
admin work with
them
● There is also a search bar
to look up any
groups/clients/performers
● The middle of the

dashboard shows all
updates/messages that
have been made in any
group you are a member
in
○ They are dated and
ordered from newest
Notifications on top to oldest at
the bottom
● Notifications include:
○ New or updated
notes
○ Attachments added
to notes
○ New discussion
messages
○ New or updated
tasks
○ Comments on tasks
● Locate the tab on the

right side titled “My
Events”
● This is one of the places to
view your events
● Things you can do when
you click on an Event:
○ See details of event,
20
My Events including location,

date, and time
○ Confirm whether you
are attending or not
○ Add a comment
○ Add an attachment
(flyer, social media
post, performer list,
agenda, etc.)
● You can also edit the
event from here or from
your home page (below)
● Notes: shows a list of all

Notes in your Group(s)
with links
○ The Notes also show
which group they are
Other Tabs in
● Discussions: shows a list of
all discussions with links
○ This section also tells
you which group
they are in
● Files: shows any files saved
● My Tasks: shows any tasks
needing completion
Groups
● The dropdown menu in

the top bar will show you
Access all the groups you have
21
access to
○ If you need access to
another group, ask
Audette to send you
an invitation
● In the top right corner of

the Home page, click
“Members”
● This section will show you
all the members of the
group you selected
○ The list will also show
you what kind of
access they have
(administrator, guest,
etc.)
Members ○ Pending invites can
also be viewed here
● To invite another member,
click “New Member”
○ Enter their email
address
○ For Member rights,
most of the time it
will be either Basic or
Standard
○ You can edit the
invite message that
will be sent to them
○ If needed, make
them a temporary
member
● You can also export a list
of all members and their
emails if that would be
useful
22
● Locate “Settings” in the

top right corner next to
“Members”
● You can change settings
within a specific group if
you want it to be different
● Options:
○ Change Group Name
○ Change Group URL
link
○ Change owner
○ Make it a subgroup
○ Change the logo and
Group Settings color scheme
● Group Tools: you can
enable or disable certain
tools if you want here
(files, notes, discussions,
events, tasks, shortcuts)
● Notifications: you can
adjust how new members
receive notifications here
● Advanced Settings: there
are multiple options for
advanced settings here
○ *Make sure to hit
“Update” at the
bottom with any
changes!
● If you ever need to Export
Group data, you can do so
here at the top
● You can also delete the
group here if it is no
longer needed
23
Files
● Navigate to the group you

wish to add a file to
● Select “Files” from the
left-side menu bar
● Click “New Folder”
● Name the Folder (ex:
Client Contracts, Invoices,
Creating File Folders Proof of Vaccination, etc.)
● You can share it with all
group members or with
individual ones
○ You can also give
group members
different levels of
access (view, edit,
delete)
● Once a folder is created,

you can always edit
permissions or share it by
hovering over the folder
and selecting the buttons
on the menu strip
Editing Folders ○ You can also Follow,
Cut, Copy, Rename,
or Delete a folder by
selecting the 3 dots
on the menu strip
● The Files page will show
you when the folder was
last modified and the size
of the folder
24
● You can upload files

directly from your
computer by selecting
“Upload Files” and
selecting the desired
document
● To see more options, click
the dropdown arrow on
the right of “Upload File”
Uploading Files ○ Upload Folder: you
can upload an entire
folder from your
computer here
○ Email Upload: you
can upload files
directly from email
here without
downloading
■ Use the unique
link provided
and your
account’s email
address to
upload files
○ Attach from Google
Drive: here is where
you can connect your
Google Drive account
to the group for easy
access to Google files
● Select “Attach from

Google Drive” from the
“Uploading Files”
dropdown menu
● Select “Connect your
Google Account”
25
● This will take you to

Google Sign-In, where you
Connect to Google Drive can sign into your account
● After you have signed in,
you can select from a list
what you want Clinked to
access from your Google
Account
○ Make sure you select
“See, edit, create, and
delete all of your
Google Drive Files” if
you want access to
your Google Drive
● *You can change this
access at any time in your
Google Account settings
File Versions ???
Notes

wish to add a note to
● Select “Notes” from the
left-side bar menu
● Click “New Note” in the
top right corner
● Name the Note
● You can share it with all
group members or with
individual ones
○ You can also give
26
group members
different levels of
access (view, edit,
delete)
● Write your new note in the
Creating a New Note yellow box
○ You can insert links,
images, videos,
documents, etc.
○ You can also add
tables and change
the formatting of the
note
○ You can add Tags
under the text box if
you wish
● Before submitting, you
can set this note as a
template if you will be
using it in the future
○ You can also preview
the note before
sending it
● To view a note, click on the

title
● You can also flag a Note to
follow it
● After creating a Note, you
can edit it by selecting the
title and then clicking
“Edit” in the top right
corner
● You can also change the
Viewing and Editing Notes settings in the specific
note next to “Edit”
○ Print: you can print
27
the note (this would

be helpful if it was a
meeting agenda or
to-do list)
○ Set as Template: you
can set the note as a
template for future
use
○ Unfollow: you can
unfollow a note here
○ Delete
● You can leave comments

underneath the Note
Comment on Notes ○ Use an @ sign to
mention an
individual or group
● You can share a note with

a guest or another
member here
● Select “Guest Shared” in
the bottom menu bar
● Click “Share” and enter
the email address of the
guest
○ You can choose to
Guests Shared send an email
message to them if
you wish, which you
can type here
● If you want your guest to
be notified when content
has been created or
updated, select the box
under “Notifications”
● Security Settings: if you
28
only want the guest to

have access to the Note
for a short time, you can
set an expiration date and
time
○ You can also require
a password to access
the Note for added
security
● You can view all activity on

this Note in the “Activity”
Activity section of the bottom
menu bar
○ This includes who
created the note,
who edited it, and
when
● You can add Tags here, in

Tags the “Tags” section of the
bottom menu bar
● The “Attachments” section

of the bottom menu bar
shows all attachments in
Attachments the Note
● You can add attachments
here by clicking “Add
Attachment”
● You can also download
the attachment or delete
it here
● If you would like to view

past versions of the Note,
you can do so here, in the
Versions “Versions” section of the
29
bottom menu bar

○ You can view how
many versions there
are, who uploaded
them, a change
summary (if
applicable), and
when it was last
modified
● You can change Note

permissions here, in the
“Permissions” section of
Permissions the bottom menu bar
○ You can add group
members or change
the access level
Discussions

wish to add a discussion
to
● Select “Discussions” from
Creating a New Discussion the left-side bar menu
● Click “New Discussion” in
the top right corner
● Enter the discussion topic
and message you want to
send
● Add tags if you want
underneath
30
● On the Discussion page, a

list of all discussions will
appear
Viewing Discussions ○ Each discussion will
show the topic, how
many replies there
are, who the last post
was by, and if the
discussion has any
content
● To read a discussion, click
on the title of the
discussion
● To reply to a message,
scroll down to the bottom
of the discussion thread
Reply in Discussions and type your reply
○ *You can only add
links to discussions,
so if you need to
embed a video or
image, use Notes
● You can share a note with

a guest or another
member here
● Select “Guest Shared” in
the bottom menu bar
● Click “Share” and enter
the email address of the
guest
○ You can choose to
send an email
message to them if
Guests Shared you wish, which you
can type here
31
● If you want your guest to

be notified when content
has been created or
updated, select the box
under “Notifications”
● Security Settings: if you
only want the guest to
have access to the Note
for a short time, you can
set an expiration date and
time
○ You can also require
a password to access
the Note for added
security
● You can add Tags here, in

Tags the “Tags” section of the
bottom menu bar
● You can view all activity on

this Note in the “Activity”
section of the bottom
Activity menu bar
○ This includes who
created the note,
who edited it, and
when
● The “Attachments” section

of the bottom menu bar
shows all attachments in
Attachments the Note
● You can add attachments
here by clicking “Add
Attachment”
● You can also download
the attachment or delete
32
it here
● You can change Note

permissions here, in the
“Permissions” section of
Permissions the bottom menu bar
○ You can add group
members or change
the access level
Events

want to add a event to
○ *Most events will be
added through one
of the Admin groups
● Select “Events” from the
left-side bar menu
● Click “New Event” in the
top right corner
● Enter the Event Title,
start/end dates and times
(make sure it is in the right
Creating a New Event time zone!!) or select “All
Day”
● Enter the location of the
event
● If there are any additional
notes that need to be
recorded, include them in
the text box below
● More Options:
33
○ You can force

members you share
the event with to
accept or decline the
event
○ You can set a
reminder for the
event
○ You can make it a
recurring event
● You can invite group
members here, and view
who is attending
● You can share the event
with all group members or
specific invitees
● The Event Calendar shows

Event Calendar all events you have
scheduled
● Click on any event to view
the details and edit if
needed
● Click the “Subscribe”

button underneath the
Importing Events into Personal Event Calendar
Calendar ● This will download a file of
events onto your
computer, where you can
add them to your personal
calendar
Tasks
34

want to add a task to
○ *Check members in
groups if the task
should be completed
by specific people!
● Select “Tasks” from the
left-side bar menu
● Click “New Task” in the top
right corner in the
dropdown menu from
“New Category”
● Enter the task title and
message if needed
Creating a New Task ● Input Status (below) and
priority (urgent, high,
medium, low)
● Enter a due date and time
for the task to be
completed
○ Make sure you think
about time zone!
● If you want to set a
reminder for this task, you
can do so here with a date
and time
● If you wish to assign this
task to a specific group
member, click “Assign to
Group Members” and
select the corresponding
members
○ You can also share
the task with all
group members or
35
just assignees here
● There are a variety of

options to filter tasks by at
the top of the Tasks page:
Filtering Tasks ○ Name of task
○ Who it is assigned to
○ Status
○ Priority
○ Date
● Task status shows what

stage the task is in for
completion
● Current stages are:
Task Status ○ Not Started
○ In progress
○ Deferred
○ Waiting
○ Completed
● You can view the status of
all tasks in the “Status”
column, or by filtering by
Status
● Click “New Category” in

the top right corner of the
Tasks page
Creating a New Category ● Enter the category name
and choose a
corresponding color
○ This feature creates a
new status category
if needed
● To view all the details of a

task, click on the task title
● Here you can view all the
36
information of the task:

Viewing a Task ○ Who requested the
task
○ What date/time they
requested it
○ The priority of the
task
○ Any comments
shared
● To comment on a task,
click the desired task title
● Enter a comment at the
Commenting on a Task bottom of the pop-up
screen
○ It would be helpful to
use the @ symbol to
mention specific
individuals for
questions or insights
● If you need to export a list

of all tasks to your
computer as a CSV, select
the button “Export to CSV”
and an Excel sheet will
download onto your
computer
● You can also download all
Exporting Tasks tasks as an ICS file to add
to your personal
computer. To do this,
select the small wifi
symbol button at the right
end of the filter menu
● You can also print your
tasks
37
○ *This could be helpful

if you are a visual
checklist person or if
you need easy access
in a meeting
Shortcuts

want to add a shortcut to
○ *For now, Shortcuts
are only available in
the Admin group
● Select “Shortcuts” from
left-side bar menu
● Click “New Shortcut” in
● Options for Shortcuts:
Creating a Shortcut ○ Link to an existing
Note
○ Link to a URL
○ Link to an existing
File
Task
Event
Discussion
● *This feature is nice if you
use a particular file or
discussion a lot
38
● You can filter shortcuts by

Filtering Shortcuts name in the top search
bar if you have a lot of
shortcuts
39
Flowlu Operations
Feed
● Select the bell icon in top

Notifications right corner
● You can view all
notifications here
● Select the text box icon in

top right corner
Chats ● View all chats here or start
a new chat by selecting
the team member
● Select the notecard icon in

top right corner
Notes ● Click “New Note” and
write note for your own
reference
● The ? icon in the top right

Help & Support corner links to a lot of
resources for better
learning the system
● Select the icon with your

first name initial
● Here you can look at and
Account Settings edit your profile
● You can also view all your
accounts
● You can also log out here
if needed
40
Tasks
● You can view all your tasks

here as a To-Do List
To-Do List ● You can filter tasks in a
variety of ways on this
page (see “Filtering Tasks”
below)
● You can view all your tasks

here in categories:
Kanban Board ○ To Do
○ In Progress
○ Done
○ Completed
List View ● You can view all your tasks

here in “List View”
Templates ● You can create templates

of Tasks here
● Select “Add Task” on any

Adding a Task of the three pages above
● Enter the task name and
who it is for
● On the To-Do List page,

you have a variety of
options to filter tasks:
○ By Date/without date
Filtering Tasks ○ Who they are
assigned to
○ Tasks needing
approval
○ Completed tasks
41
CRM
Opportunities
● Select “New Opportunity”

● Input opportunity title,
amount source, start and
end dates, and additional
contact details
Creating a New Opportunity ● You can add team
members as users and
add more customer
● Attach any pertinent files
here (email thread, inquiry
forms, etc.)
● How to work with

opportunities?
“Find out More” Links ● Creating leads from the
web-form
● Automatic creation of an
opportunity from E-mail
● Sales Funnel Settings

● Opportunity Sources
Settings Settings
● Loss Reasons Settings
● Web to Lead Settings
Activities
Adding a New Activity ● Select “Add New Activity”

● Input activity information
42
● Activities are grouped into

three different categories:
Filtering Activities ○ Overdue Activities
○ Today’s Activities
○ Tomorrow’s Activities
Organizations
● Select “New Organization”

● Input organization
information, including the
Adding a new Organization name, phone, email,
website, and contact
details
● You can add a company
description, company files,
and addresses
● Select “Filter” at the top of

Filtering Organizations the menu bar and select
the appropriate filter
● Select the organization

name to view their
information
● You can also view any
linked projects, tasks,
invoices, payments,
opportunities, and more
● You can email the
company contact from
Viewing Organizations this page
● You can also create any
new projects, tasks,
invoices, etc. that will link
43
directly to the
organization
● You can add comments to
the organization here as
well
● To view more of the

company’s information on
Adding a new Field the main page, select
“Add Field” to add any
info: website, address, etc.
Contacts
● Select “New Contact” in

● Input contact information,
including the name,
phone, email, website, and
Adding a new Contact contact details
● You can link the contact to
an organization here
● You can also add a
description, files, tags, and
additional info
● Select “Filter” at the top of

Filtering Contacts the menu bar and select
the appropriate filter
● Select the contact name

to view their information
● You can also view any
linked projects, tasks,
Viewing Contacts invoices, payments,
44
opportunities, and more

● You can email the contact
from this page
● You can also create any
new projects, tasks,
invoices, etc. that will link
directly to the customer
● You can add comments
about the contact here as
well
● To view more of the

contact’s information on
Adding a new Field the main page, select
“Add Field” to add any
info: website, address, etc.
Archive
● The archive section shows

all past opportunities in
Viewing Past Opportunities three categories:
○ Closed
○ Won
○ Lost
Reopening Closed ● You can always reopen

Opportunities any closed opportunities
here
45
Projects
Projects
● Select “New Project”

● Add project name, priority,
customer, and start and
end dates
● Assign the appropriate
Creating a Project team member as the
Project manager, and
assign team members
● Add financial information,
including estimated
revenue and expenses
Viewing Projects ● Select a project name to

view its information
Project Workflows
● You can view a list of all

the projects you are
assigned Project Manager
for, and see the project
workflows for each project
Adding & Viewing Project ● All projects with a “set
Workflows to Projects template” will show here
○ *This section would
be a great tool to
utilize from this
system; it should be
explored further in
46
the future
Workload
● This page shows each

Viewing Employee Workloads employee’s workload, with
the amount of projects
they are assigned to
● You can add filters to

Adding a Filter more easily view the
workload board
Finance
Invoices
● Select “New Invoice” and

input the customer,
template, issue date, due
date, and project
● Input the financial
Creating a New Invoice information
● You can add terms and
conditions and customer
notes
● You can also add the
salesperson information if
desired
Viewing Invoices ● You can view an invoice by

47
selecting the customer

name
Sending Invoices ● You can send an invoice

after creating it through
email to your customer
Recurring Invoices
● Select “New Invoice” and

input the customer,
template, issue date, due
date, and project
● Select the amount of
payments, the
start-issuing date, and the
Creating a Recurring Invoice repetition
● Input the financial
information
● You can add terms and
conditions and customer
notes
● You can also add the
salesperson information if
desired
● You can view a recurring

Viewing Recurring Invoices invoice by selecting the
customer name
● You can send a recurring

Sending Recurring Invoices invoice after creating it
through email to your
customer
48
Estimates
● Select “New Estimate” and

input information, just like
an invoice
○ These can be used
Creating a New Estimate for an unofficial
invoice guess, or to
estimate expenses
for an event
● Click the customer name

Viewing Estimates to view the estimate
information
Sending Estimates ● You can send an estimate

after creating it through
email to your customer
Files
● Select “Add Folder” and

name the folder
Adding a new Folder ○ Examples: invoices,
email templates,
contracts
● Select “Upload A File” and

Uploading Files select a file from your
computer
● You can share folders with

Sharing Folders team members by adding
names to the folder
49
My Team
● This page shows all your

team members and their
contact information
Viewing Team Members ○ You can search by
name, email, or
phone number in the
top search bar
● Team member birthdays

appear on the right side
Viewing Birthdays bar menu
○ You can add your
own birthday in your
account settings
Calendar
● Click “New Event” in the

top right corner above the
calendar
● Input the event type:
○ Appointment
○ Call
○ Email
● Add the title, start and
end times/dates, location,
and attendees
● You can add a reminder
Adding a new Event for minutes, hours, days, or
50
weeks before
● You can add the event to
either your personal
calendar or the company
calendar
● You can also add a
description of the event or
attach a file
○ This would be useful
to attach a team
meeting agenda or
schedule
● You can view your

Viewing Personal Calendar personal calendar by
selecting the check box
next to your name
● You can view your

company’s calendar by
Viewing Company Calendar selecting the check box
next to “Company
Calendar”
Other Sections
● This section can be used

Products to track products being
sold, categories product
manufacturers, and prices
● There is a link to more

Agile Projects information about
managing agile projects
51
here
● This page shows lists of

Record Lists records - you need to have
access to these to view
them
Knowledge Base ● *Don’t know much about

this feature, but is worth
looking into later on
● You can connect your

Email email inbox to Flowlu and
link them to opportunities
or contacts here
● You can view reports here

for task summaries:
○ Tasks by assignee
Reports ○ Estimated time
spent on tasks
● You can also view Project
summaries from the
Archive
52
Giggio Operations
Note: Catalyst Arts is not going to be utilized at this time. However,

I have kept my work on the operations write-up in the Manual in
case it is needed in the future.
Dashboard
● You can view all web

inquiries by clicking “Web
Inquiries” in the top right
Web Inquiries corner
● You can export all inquiries
into a spreadsheet report
● Inquiries from the other

end??
● These options take you

directly each page and allow
New Client/Performer/Event you to add a new
client/performer/event (see
sections below)
● Click “Booking Form” in top

menu bar
● You can view all booking
Viewing Booking Forms forms and can view them
sorted by categories:
○ Confirmed
○ Expired
○ Outstanding
● Set an Expiration Date for

the form
● Choose an Existing Client or
53
add a new one & their

information
● Fill out the event
information
Sending Booking Forms ○ The red arrow is
required information
● Can send booking form in
an email to the client
○ The client can then
review the form and
complete any
unknown information
● After the client has
confirmed the event, you
will be notified and the
client and event will appear
in the corresponding pages
● The Financial Overview

provides a brief summary of
the following categories:
○ Gigs this month
Financial Overview ○ Invoices Outstanding
○ Invoices Overdue
■ See “Invoices”
and “Expenses”
sections below
for more info
Upcoming Events ● This widget simply shows the

calendar for the next week
● You can view any upcoming

Next Tasks tasks that need to be
completed in this section of
the dashboard
● This section offers a

summary of all Giggio
notifications including:
○ Online Client
54
Confirmations
Notifications ○ Dates on Hold
○ Online Performer
Confirmations
○ Pitch Reminders
● This section on the right side

of the dashboard shows any
outstanding tasks that need
to be completed, such as:
Outstanding Items ○ Client Contracts
○ Deposits
○ Performer Contracts
○ Performer Invoices
○ Thank-You Emails
○ Postponed Events
Creating a New Client
● Go to “Clients” in the sidebar

menu and select “New Client”
● Add Client Information,
including the company, job
title, and personal information
Adding Client Information ● Add Client Address
information
● Add company website and any
pertinent notes about the
client
● You can add Tags to Clients

Client Tags through Settings > Event
Presents (see “Settings”
section for more details)
● Client page allows you to

55
Viewing Current Clients view all clients

● You can import a vCard File
or export client information
Adding a New Performer
● Go to “Performer” in the
sidebar menu and select
“New Performer”
● Add Performer Information,
including act name and
personal information
○ Custom information is
Adding Performer Information
available to add. Some
suggestions would be:
■ Rate
■ Social Media
Handles
■ Availability
Adding Performer Address ● Add Performer Address

information
● Add any notes that may be

important to know about
the performer, such as:
Performer Notes ○ Link to talent database
with pictures/videos
○ Past work they may
have done
Linking Performers to Events ● See “Creating a New Event”

for more information
56
Creating a New Event
● Go to “Events” in the sidebar

menu
Job Status ● Job Status button states
where the event and client
contract is in the process
○ Inquiry Taken
○ Contract Generated
○ Contract
Issued/Emailed
○ Contract Received
● You can either link an

existing client from the
“Client” page or create a
Adding Client Information new client
● If creating a new client,
select “Creat Client” and
input their information
● If linking an existing client,
click “Select Client”
● This button allows you

generate event contracts for
clients
● You can also track that the
contract has been received,
and can manually confirm
the event
● You can also duplicate the
event here if needed
● If two events are connected
Generating Client Contracts in some way, you can link
them here
● If the event needs to be
repeated over the course of
a few weeks/month, you can
57
repeat the event here

● Tags are also available here
(see “Settings” section for
more information)
● General: Add general

information such as the
Adding General Details date, event title, and
entertainment offered
● Venue: Add venue details
such as the venue name
and address
● Timing: Add timing details;
when the event will start
and finish
● Other: other information is
available to include in this
section, such as the event
contact and number of
guests
● Fees: you can include event
fees in this section
● Notes: you can add client
contract notes, as well as
general internal notes
● You can add additional

Other Services services in this tab (don’t
know how much you will
use this :))
● Click “Book Acts” tab

● Select the performer you
wish to add, or search the
performer name
● Include the performer rate,
as well as timing if needed
Adding Performers to Events
● You can also add Notes for
the Performer Contract here
● Generating contracts for
performers is available here
58
● You can also send contracts

through email in this section
● Map: view location of event

● Distance: calculate distance
and cost of travel
Additional Features in Events ● Email: send Thank-You
emails and schedule stock
emails from here
● Set List ??
Creating an Invoice
● Click “Create Stand Alone

Invoice”, small red button in
● Select the client or
performer you wish to send
an invoice to
Creating a Stand Alone Invoice
● Include a short description,
the product/service, and the
price
● You can also set an invoice
date and due date for each
invoice
● This section shows who

hasn’t been invoiced yet
To Be Invoiced ○ You have the option to
send them the invoice
from here or view their
information
● These are under “Your

59
Current Invoices Invoices”

● You can look at all invoices
and just unpaid ones
Reports
● Bar graph that shows the

amount of confirmed
bookings per month
Yearly Confirmed Bookings ● Also breaks down data from
Information confirmed bookings
○ Examples: fees out,
total charges, profit
Confirmed Bookings ● You can generate a

confirmed booking report
for the last month, this
month, next month, or any
custom time frame
● You can generate a

Payments Received payments received report
for last month or this month,
as well as a custom time
frame
● You can generate a

Performer Fees performer fees report for last
month or this month, as well
as a custom time frame
● You can generate an invoice

report by the date they were
generated, or by their due
Invoice Report date
You can also specify the
60
report to last month, this

month, or next month
● Other Report Examples

include:
○ Inquiry status jobs
○ Distance report
Other Reports ○ Conversion report
○ Gig source report
○ All events report
○ Performers report
○ Client Value report
Expenses
Expenses Overview ● The overview shows a

summary of expenses paid
in the last month, this
month, and last 12 months
● A more detailed expense
report for the current month
is below, with the category
and total dollar amount
● Select “Add Expense” in top

right corner
● Add the date of the expense
● Add the Merchant name
Adding a New Expense ● Select a Category from the
predetermined categories
on the main page
○ Include a description
of the expense if
needed
● Add the total dollar amount
61
● Quick Reports: get an

expense report from last
Generating Expense Reports month or this month
● Custom Report: input start
and end date of desired
expense report
● This table shows any recent

Recently Added Expenses expenses that may need
attention
● The categories listed here

Expense Categories can be used to group
expenses in an organized
fashion
○ They are editable
Additional Resources
● View upcoming schedule of

events
● Click on an event to see the
major information:
Calendar Tab ○ Title, Date, Job Status
○ Timing of the Event
○ Venue Address
○ Performers
● Availability Calendar ??
● Subscribed Calendar ??
● Go to “Email Support” at the

bottom of the sidebar menu
○ Use this if there is a
Email Support technical difficulty
with the software or
you have a difficult
question
62
● This page shows the

account type and when it
My Account expires
● It also includes payment
options and the cost per
month for each
membership
Settings
● Personal Information
● Password Access
General Settings ● Invoice settings: when the
invoice is due, linking with
PayPal, etc.
● You can upload a Logo

graphic
● You can background images
Graphics or header/footer wallpapers
● You can adjust avatar
○ Also includes a
Contract signature
graphic that will
appear on every
contract for the
performer/client
● This sections includes a

variety of templates to get
Email Templates started
● Custom Email Templates:
create stock email and send
it out to whoever needed
○ Email Settings ?
● Allows you to create tags to

63
Event Progress implement in “New Client”

and “New Employee”
● Where the client and

Terms and Conditions performer contracts are
recorded; you can edit them
here if needed
● Outline for what is on the

website form
Inquiries ○ Potential clients will fill
this out and submit as
a web inquiry
Custom Headings ● Allows you to change any

headings in the inquiry form
Data Protection ???
Canva Operations
*We didn’t utiliza Canva during our internship project, but

would be a great resource for social media and promotions!
Recording a Screen Video
Creating Social Media Posts
Creating Promotional Posters

64
Checklist for Event Operations
Pre-Event To-Do’s
1. Confirm Event with Client
● Details to confirm: time, place, payment amount, theme
2. Collect all Pertinent Details from Client
● Details to collect: schedule, talent requested, any extra

services needed
3. Check and Confirm Availability of Talent
● Contact performers Catalyst Arts has used before, or

new performers
● Ask their availability for the event

○ Make sure to tell them the event schedule and
what their performing role would be
● Gather availability and confirm with desired talent

○ Negotiate and agree on pay rate for the event
4. Send Client Invoice
● Fill out Catalyst Arts Invoice sheet for payment
5. Send Client Invoice

65
● Fill out Catalyst Arts Client Contract and send to the

Client to sign
○ Make sure to include appropriate terms and
conditions for the client to agree to
6. Send Contracts to Casted Talent
● Send Contracts to Casted Talent

○ Include pay rate, terms and conditions, and dates
performing
● If the talent needed is over 4 people, create a “Project”

in Wrapbook and populate the talent contracts into
“Startwork” and “People”
○ See the Wrapbook section in the Manual for details
on how to create a Project and add People and
their Startwork
7. Gather Necessary Paperwork from Casted Talent
● Request and gather I-9 Forms, W-2 Forms, Proof of

Vaccination if needed
○ These requirements go on an event-to-event basis,
so check with Audette per event
● Store Paperwork in Google Docs folder
8. Send Gig Details Email to Talent
● Input specific information for the event into the Gig

Details Template and send to casted talent
66
Social Media, Blog, & Museletter
Intentions Monthly
BLOG 2 posts per month-- 1 synopsis or feature post &

1 thought leadership post
EMAILS Ideally 2 emails sent, but minimum of 1
SOCIAL 2 core messages each month- broken &

MEDIA repurposed into our channels.
2-4 posts on IG per week
Marketing & Sales
BLOG 2 posts per month within our

VIDEOS + key visual assets content baskets
SOCIAL Media Strategy Finish E3 Series then Slideshow
Direct Marketing & videos + VCS's
Outreach plan Clearly written playbook with
Sales Strategy + Hire checklists (for delegating)
Account Executive Target list + plan to dazzle & follow
up/nurture
Hire pro to create & implement
new client acquisition plans
Monthly Operations
Make sure all new clients emails are added into Flowdesk email marketing
under Catalyst Arts
Update Stats document (social media properties, blog views, email list, # of
inquiries, # of gigs,etc…)
67

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Event Operations &

Operations Flowchart Overview..……………..…………………………………………...………3

Operations Flowchart Overview

Note: This flowchart was made in Concept Board. Edit it here:

*Note: These flowcharts were from previous years, before our

Current CRM Notion

Payroll & Accounting Wrapbook

Policies & Insurance Thimble

Current Admin Workflow Clinked + Flowlu

Hiring & Training Loom videos + in person training

Event Operations & Google Docs

Promotion Creation Canva

System Login Information

Talent Database - Notion

Payroll & Accounting - Wrapbook

Admin Workflow - Clinked

Admin Workflow - Flowlu

Admin Workflow Backup - Giggio

Company Settings Information

● Name of Company: Catalyst

● I-9 Settings: require artists to

● Admins: full rights, can fund

Project Settings Information

● Time Rounding: Keep at 15

● Role: access to specific

New Project Setup

● Go to Wrapbook Home Page

● Go to Wrapbook Home Page

● After creating the first

● Go into specific project from

Video Link https://drive.google.com/drive/u/0/folder

Running Payroll & Managing Timecards

● Go to Payroll in the Specific

○ 2. Collecting Funds from

● This page shows all invoices,

● Can add reimbursement

● Go to Home Page and click

*Adding a new Employee

● Add the name and date of

● Add the organization

Adding People ● Add person’s name, the

● This page has links to

purposes and information

● This page has links to the

● This page has links to

● This page has additional

● You can view a small list of

● Profile Name, username,

● This section shows all your

● This section shows any

Events ● This section brings up a

calendar for all events

● Can change password

● You can change your

● If needed, this section

● This section shows you

● This page allows you to

● Locate the tab “Clients,

● The middle of the