Setting up an Event: the full guide

Once you understand the Event ID, here are some basics of setting up your Sparkhub Event.

Remember to save your work as you go!

"Basic Info" Tab

Here is info about some of the fields, including when they can be inserted dynamically into Event pages and/or texts. Dynamic Fields are indicated by single curly brackets and an "sh" prefix.

Event Name {shEventName}: will show in your Events list, on the Host Portal, and optionally (via Sparkhub Dynamic Fields) on PBLPs and in texts.
Primary Date: this comes into play with the Event Timeline because changing the Primary Date will shift all other Timeline dates accordingly. It's an internal field for you to use to manage rescheduling or cloning, because you can keep the dates consistent relative to each other but update the timing with one change.
Signup Page: the landing page you will use as a Signup Page. Sparkhub will create a unique link {shSignupPage} on that page for guests to use.
- If you leave the Signup Page blank, then Sparkhub will use a page with a standard layout at my.sparkhub.app/i/eventid.
Order Link {shOrderLink}: you can use a unique order link for each Event. It will show anywhere you use the Sparkhub Dynamic Field.
Party Page: the landing page you will use as a Party Page. Sparkhub will create a unique link {shPartyPage} there for you.
"Make Event Shareable?" checkbox: check if you want other Sparkhub users to be able to clone your Sparkhub Event.

"Host" Tab

Select your Host from the dropdown box. They need to first be a Contact in Project Broadcast (add in your Contacts area if needed).

Notes for the Host: these will show on their Host Portal
Host Welcome Message {shHostWelcomeNote}: a message the Host can put on the Party Page via your use of the Sparkhub Dynamic Field. Use this field here in your settings to provide an initial note (so it won't be empty), which your Host can then edit and personalize in the Host Portal.
Message and Photo for Invitation Sharing: the Host Portal has a "share" button that lets the Host easily share the Signup Page link, using your sample wording and photo as a starting point. Set those here. Type out example language for your Host to use when messaging the Signup Page link to friends. Do not include the Signup Page link, however; Sparkhub will do that for you! Then, the Host can copy the resulting language by using the Copy button, and share it along with the photo using the Share button.
- Tip: keep the photo's file size small, preferably under 1MB. This is because, depending on the cell carrier of your Host, there is likely a file size limit on sharing images via text.

"Signup" Tab

Host Signup Page Note {shHostSignupNote}: Similar to the "Host Welcome Message" above, this can display on your Signup Page. It is built into Sparkhub's default Signup Page, or, if you use a PBLP for your Signup Page, your Signup Page can feature this note via the Sparkhub Dynamic Field. Though the Host can write this message in their Host Portal, you can use this field to create one as a starting point for them.
Description for the Signup Page {shEventDescription}: this can accommodate Sparkhub Dynamic Fields such as {shHostFirst}. It shows on Sparkhub's default Signup Page, or, if you use a PBLP for your Signup Page, you can include this via the SDF. This is your opportunity to describe the Event without needing to edit the PBLP itself every time.
Header Image for Signup Page: this goes on Sparkhub's default Signup Page, or, if you use a PBLP, you can include it by having an image block pointing to image URL https://sparkhub.amazonaws.com/inv/{shEventID}. This is your opportunity to have a unique image for your Event without having to upload it into the PBLP.
Form Fields: use only if you have custom questions you want to ask guests as they sign up.

"Signup Workflow" Tab

This lets you indicate actions you want Sparkhub to take relating to a guest when they sign up, either immediately or on a delay. You can use this Workflow in conjunction with the Timeline of an Event in order to have a fully customized guest experience.

Types of Tasks

Send a text to the guest. This text can contain Event-specific Dynamic Fields, such as the Party Page, Host name, order link, etc.
Add to a PB Campaign
Add or remove a Tag (note that Sparkhub will automatically tag the guest with "sh-eventid" so you only need to add a tag if you have further reason to do so)
Add to the Contact's notes in PB
Create a To-do for the Contact

Timing of Tasks

Tasks in the Signup Workflow happen based on a day offset.

Offset of "0" will trigger the Task to happen right away. (Keep in mind that Sparkhub will run them on a minute-to-minute basis, so it may take up to a minute to occur.)
Offset other than "0" will trigger the Task to happen on a day delay from the moment of signing up. In this case, you can specify the time of day for the Task to happen. For instance, "Send a text the day after the guest signed up (that is, a 1-day delay) at 9am."
- The time of day will be based on the guest's time zone (per their device's settings), not your own. As an example: you set up a text to go to them at 9am on a 1-day delay. No matter what time zone they are in, they will receive that message at 9am their time, on the day after they sign up.

Creating Signup Workflow Tasks

Click "Add a Step." It will default to today's date even though these are defined by relative timing (delays), not specific dates.
Replace the title "New Task" with a name for the step. This is just internal for you.
Define the Days Offset to be 0 for an immediate action, or a positive number for a delay. If you're using a delay, specify the time of day. For texts, this will send at that time in the guest's time zone, based on the browser they used when signing up.
Select the Task you want Sparkhub to run and fill in relevant details. Click Save.

Notes

Once a guest signs up, you'll see their scheduled Sparks listed in the Workflow tab, underneath the steps you've created. You can recognize these because they show specific dates/times that Sparkhub will run the Task. You can individually edit times for (click the checkmark to save), or delete, any individual scheduled Spark.
If you edit your Workflow after guests have already signed up, this will not change steps that have already been scheduled for them. It will only apply to future signups.

"Guests" Tab

This displays those who have signed up for your Event, including their responses to any signup questions. You can click any name to expand for a detailed view like you can see in your Contacts area; you can log an order here; you can click their phone number or email to contact them; and you can view whether they have an order logged to this Event.

"Event Timeline" Tab

This is where you configure the timing of Key Dates, To-dos, and Sparks (automated tasks performed by Sparkhub) that are to happen at a specific date and time.

Types of Tasks

To-dos: tasks for you or the Host to do. Your Tasks show in your overall Tasks list in Sparkhub. Host tasks show up in their Host Portal.
Key Dates: important dates/times for guests to know about. These can display on your pages via the Key Dates code blocks.
Sparks: actions taken by Sparkhub. These include texting all guests, texting the Host, or texting guests who don't have an order logged to this Event.

Timing of Tasks

Tasks in the Event Timeline happen on the specified date/time, based on your own browser's time zone.

Creating Event Timeline Tasks

Click "Create New Task." It will default to today's date (you may need to scroll to see it). Click "Details" to open.
Use the drop-down box to indicate the type of Task: To-Do, Key Date, or Spark.
Rename it from "New Task" to give the step a name. This is just internal for you.
Edit the date/time.
Edit details.
1. For To-Dos: the "details" area is what you or the Host will see upon expanding the To-Do. You can check the box to indicate if the To-Do is for the Host.
2. For Key Dates: the "location" is where you can put a link associated with your Key Date. If your Key Date is an in-person gathering, we suggest using a Google Maps link to the location. Add the start and end time.
3. For Sparks: select the audience from the drop-down box. If desired, indicate a PB Template to use. (If the PB Template contains Sparkhub Dynamic Fields, then those will be successfully replaced since Sparkhub is sending the text. Just don't attempt to use the PB Template outside of Sparkhub, since PB does not know the value of your Sparkhub Dynamic Fields.)
  1. Message Text Override is optional. If you are using a PB Template, and you leave the override blank, then Sparkhub will simply use the Template as-is, with the exception that it will replace Sparkhub Dynamic Fields.
  2. If you add text to the override field, then Sparkhub will use this override text when sending, regardless of whether you are using a Template or not. This can also accommodate Sparkhub Dynamic Fields.
  3. Tip: if you wish to include an image with your text, first create a PB Template containing the image. Then, select that Template in your Timeline step. Even if you use the Message Text Override field, Sparkhub will send a message containing text from the Override field AND the image from your PB Template.
Click Save.

Notes

Primary Date (in Basic Info tab): Each Timeline step is on a specific date and time, all of which are oriented from a single Primary Date. For example, for an in-person event, you may specify the Primary Date to be the date of the event, and the timing of all other steps is based off of that date (e.g., a To-do for the Host to begin inviting 10 days prior to the Primary Date; an order deadline 3 days after the Primary Date). The Primary Date is for your own internal use. You can define it any way you want to.
Cloning: When cloning/creating a new Event, your Sparks will not automatically get scheduled; they'll be drafts. You can go to the "Basic Info" tab and specify a new Primary Date if needed. Click Save. Sparkhub will then shift all other dates in the Timeline to match. You will then review the steps and edit if necessary.
Launching Sparks (aka, turning them on): If the Timeline includes Sparks, you'll see an option to Launch Sparks. This then creates a scheduled copy of what you've drafted. If you launch while the Timeline contains Sparks dated in the past, you'll have the option to either run those immediately, or skip them and schedule only future Sparks. Use caution if selecting to run all Sparks, since it will run previous ones all at once, immediately! You may instead want to adjust dates of backdated Sparks.
Recalling Sparks: In order to edit a Spark, you'll need to first select Recall Sparks from the top of the screen. This deletes the scheduled task and allows you to edit the draft. Once you're done editing, remember to launch them again.

DO NOT create new Sparks and DO NOT change the Primary Date while the Sparks are launched. If you need to add new Sparks or edit the Primary Date, recall Sparks first, and launch them again when you're ready.

"Fonts" Tab

This is where you can choose from about 1,500 fonts to add style to your Signup Page and Party Page (if using PBLPs).