Author: Codex

  • How do task readiness items differ from planning cards?

    How do task readiness items differ from planning cards?

    How do task readiness items differ from planning cards?

    Short answer

    Readiness tasks track whether the event or workflow is operationally ready, while planning cards collect the details, answers, notes, and music requests for the event.

    Learn moreWhat are task boards for?How do I edit an event timeline?

    Readiness tasks

    • Use readiness tasks for high-level checks such as agreement signed, payment received, timeline reviewed, staff assigned, or event ready.
    • Readiness should help identify whether something needs attention without creating a task for every single timeline card.
    Learn moreWhat are task boards for?How do I edit an event timeline?

    Planning cards

    • Use planning cards for detailed event information like must-play songs, ceremony details, vendor notes, guest requests, and timeline prompts.
    • Planning cards should stay editable according to event status and card lock rules.
    Learn moreHow do I edit an event timeline?How do event lock dates and statuses work?

    How they work together

    1. Incomplete planning details can affect event readiness, but they should not overwhelm the readiness view with too many small tasks.
    Learn moreWhat are task boards for?

    Related articles

    What are task boards for?Learn moreHow do I edit an event timeline?Learn moreHow do event lock dates and statuses work?Learn more

    Last updated for the ORCHESTRIS 2.0 support knowledge-base rollout.

  • What are task boards for?

    What are task boards for?

    What are task boards for?

    Short answer

    Task boards are for operational to-do work that does not belong inside a single planning card, such as internal follow-up, readiness work, and team handoffs.

    Learn moreHow do task readiness items differ from planning cards?How do I use the dashboard switcher and sidebar?

    What belongs on a task board

    • Internal follow-up
    • Prep work before an event
    • Staff handoff tasks
    • Sales or onboarding tasks
    • Work that spans multiple events or CRM records
    Learn moreHow do task readiness items differ from planning cards?

    What belongs in event planning instead

    • Client answers
    • Timeline cards
    • Song requests
    • Event-specific notes
    • Documents tied directly to the event
    Learn moreHow do task readiness items differ from planning cards?

    During beta

    • Tasks may be expanded in phases. If a task checkbox, status, assignment, or board view does not behave as expected, report the page and workflow.
    Learn moreHow do task readiness items differ from planning cards?

    Related articles

    How do task readiness items differ from planning cards?Learn moreHow do I use the dashboard switcher and sidebar?Learn moreWhat should beta testers report first?Learn more

    Last updated for the ORCHESTRIS 2.0 support knowledge-base rollout.

  • How do I add a planning-call option for clients?

    How do I add a planning-call option for clients?

    How do I add a planning-call option for clients?

    Short answer

    A planning-call option should let a host book a call from the portal and route that call to the correct assigned staff member or team workflow.

    Learn moreHow do I assign staff to an event?How do I set availability for booking calls?

    Recommended workflow

    • Decide which staff type or assigned person should handle planning calls.
    • Connect availability for that person or team.
    • Show the booking option from the host portal only when it is useful for the event workflow.
    Learn moreHow do I assign staff to an event?How do I set availability for booking calls?

    Event-specific assignment

    • If the assigned DJ or planner should handle the call, the booking workflow should prioritize that person over a random team member.
    • If nobody is assigned yet, the workflow can fall back to workspace availability rules.
    Learn moreHow do I set availability for booking calls?How do I assign staff to an event?

    What clients should see

    • The client or host should see a clear call type, available time options, and confirmation details after booking.
    • They should not need to understand internal assignment rules.
    Learn moreHow do hosts and guests use the planning portal?

    Related articles

    How do I assign staff to an event?Learn moreHow do I set availability for booking calls?Learn moreHow do hosts and guests use the planning portal?Learn more

    Last updated for the ORCHESTRIS 2.0 support knowledge-base rollout.

  • How do meeting notes and action items work?

    How do meeting notes and action items work?

    How do meeting notes and action items work?

    Short answer

    Meeting notes are intended to summarize calls, preserve decisions, and create action items that can be linked back to events, clients, or CRM records.

    Learn moreHow do video meeting links work during beta?How do booking calls work in ORCHESTRIS beta?

    What notes should capture

    • Call summary
    • Important decisions
    • Questions that still need answers
    • Action items for staff
    • Action items for the host or client
    Learn moreHow do video meeting links work during beta?How should I use the Docs area?

    Editing notes

    • Workspace admins and assigned staff should be able to edit meeting notes when the workflow allows it.
    • Edit history should help show who changed notes and when.
    Learn moreHow do video meeting links work during beta?

    Event linking

    • When a meeting belongs to an event, the notes should be available from the event documents or related event area where the role has access.
    • Hosts may be able to view the final shared notes when the workspace chooses to share them.
    Learn moreHow should I use the Docs area?How do video meeting links work during beta?

    Related articles

    How do video meeting links work during beta?Learn moreHow do booking calls work in ORCHESTRIS beta?Learn moreHow should I use the Docs area?Learn more

    Last updated for the ORCHESTRIS 2.0 support knowledge-base rollout.

  • How do video meeting links work during beta?

    How do video meeting links work during beta?

    How do video meeting links work during beta?

    Short answer

    Video meeting links should let the assigned user and invitees join the call from the ORCHESTRIS calendar, dashboard, or invite details when that meeting feature is enabled.

    Learn moreHow do booking calls work in ORCHESTRIS beta?How do meeting notes and action items work?

    Expected call controls

    • Join the meeting
    • Mute or unmute microphone
    • Turn camera on or off
    • Share screen where supported
    • Leave the call

    Where links should appear

    • The assigned user's dashboard
    • The meetings calendar
    • The invite email or meeting confirmation
    • The related event or planning call area when the call belongs to an event
    Learn moreHow do booking calls work in ORCHESTRIS beta?

    If a link fails

    • Check whether the meeting feature is enabled for the workspace.
    • Refresh the dashboard or calendar.
    • Report the call type, event, invitee, and the button or link that failed.
    Learn moreHow do meeting notes and action items work?

    Related articles

    How do booking calls work in ORCHESTRIS beta?Learn moreHow do meeting notes and action items work?Learn moreWhat information should I include in a support request?Learn more

    Last updated for the ORCHESTRIS 2.0 support knowledge-base rollout.

  • How do calendar connections affect booking availability?

    How do calendar connections affect booking availability?

    How do calendar connections affect booking availability?

    Short answer

    Connected calendars should help ORCHESTRIS avoid showing call times that conflict with existing calendar events once calendar integration is enabled for that workspace.

    Learn moreHow do I set availability for booking calls?How do booking calls work in ORCHESTRIS beta?

    Why connect a calendar

    • Calendar connections reduce double-booking risk.
    • They help the booking system understand when a team member is already busy.
    • They make booking workflows closer to tools like Calendly while keeping event context inside ORCHESTRIS.
    Learn moreHow do I set availability for booking calls?How do booking calls work in ORCHESTRIS beta?

    Third-party guidance

    • Use the official calendar provider documentation when an outside account requires permissions, consent, or security setup.
    • ORCHESTRIS should not ask clients or guests to configure platform-level integrations.

    Beta testing note

    • If a connected calendar does not affect availability as expected, report the call type, assigned user, calendar provider, and date range.
    Learn moreHow do I set availability for booking calls?How do booking calls work in ORCHESTRIS beta?

    Official third-party resources

    ORCHESTRIS links to official third-party documentation for setup details so vendor-specific guidance stays current.

    Related articles

    How do I set availability for booking calls?Learn moreHow do booking calls work in ORCHESTRIS beta?Learn more

    Last updated for the ORCHESTRIS 2.0 support knowledge-base rollout.

  • How do I set availability for booking calls?

    How do I set availability for booking calls?

    How do I set availability for booking calls?

    Short answer

    Availability controls when booking calls can be offered. Workspace admins can set general availability and later connect team calendars for more accurate booking windows.

    Learn moreHow do booking calls work in ORCHESTRIS beta?How do calendar connections affect booking availability?

    General availability

    • Set the days and times that calls may be booked.
    • Keep the availability broad enough for clients to find a time but narrow enough to protect non-call work.
    Learn moreHow do calendar connections affect booking availability?

    Team availability

    • When multiple team members handle calls, each person can have their own availability rules.
    • Workspace admins can use priority, random assignment, or event-specific assignment rules as the booking system expands.
    Learn moreHow do I assign staff to an event?How do booking calls work in ORCHESTRIS beta?

    Planning-call handoff

    • For planning calls, the assigned staff member may be the preferred call owner when the workspace workflow expects the event staff to handle client planning.
    Learn moreHow do I assign staff to an event?

    Related articles

    How do booking calls work in ORCHESTRIS beta?Learn moreHow do calendar connections affect booking availability?Learn moreHow do I assign staff to an event?Learn more

    Last updated for the ORCHESTRIS 2.0 support knowledge-base rollout.

  • How do booking calls work in ORCHESTRIS beta?

    How do booking calls work in ORCHESTRIS beta?

    How do booking calls work in ORCHESTRIS beta?

    Short answer

    Booking calls are designed to collect call details, place the call on the right person's calendar, send invite information, and make the call accessible from ORCHESTRIS.

    Learn moreHow do I set availability for booking calls?How do calendar connections affect booking availability?

    Core workflow

    • A visitor or client chooses a call type.
    • The booking form collects the information needed before the call.
    • ORCHESTRIS assigns the call based on availability and workflow rules.
    • The call appears on the assigned person's dashboard and calendar view.
    Learn moreHow do I set availability for booking calls?How do calendar connections affect booking availability?

    During beta

    • The meetings area may be tested in phases before every calendar, video, and note-taking feature is fully automated.
    • Use support feedback when a call does not appear where expected or a link does not open correctly.
    Learn moreHow do video meeting links work during beta?

    Best use cases

    • Sales consultations
    • Client planning calls
    • Event handoff calls
    • Internal staff review calls

    Related articles

    How do I set availability for booking calls?Learn moreHow do calendar connections affect booking availability?Learn moreHow do video meeting links work during beta?Learn more

    Last updated for the ORCHESTRIS 2.0 support knowledge-base rollout.

  • What should beta testers report first?

    What should beta testers report first?

    What should beta testers report first?

    Short answer

    Beta testers should prioritize access problems, save failures, broken buttons, confusing workflows, mobile layout issues, and anything that blocks completing a real event.

    Learn moreWhat information should I include in a support request?Why am I missing a button or page?

    Highest priority

    • Login or magic-link problems
    • Events, planning cards, CRM rows, forms, or songs not saving
    • Buttons that appear clickable but do nothing
    • Critical errors, blank pages, or endless loading
    • Mobile screens where controls are hidden behind the phone safe area
    Learn moreWhy am I missing a button or page?

    Medium priority

    • Confusing labels
    • Missing help text
    • Dark-mode contrast issues
    • Unexpected page jumps or scroll behavior
    • Features that work but feel hard to understand
    Learn moreWhat should I do if a page looks wrong in dark mode?Why am I missing a button or page?

    Lower priority

    • Small wording preferences
    • Purely visual polish that does not block the workflow
    • Ideas for future features that do not affect the beta workflow.

    Related articles

    What information should I include in a support request?Learn moreWhy am I missing a button or page?Learn moreWhat should I do if a page looks wrong in dark mode?Learn more

    Last updated for the ORCHESTRIS 2.0 support knowledge-base rollout.