As cue prepares for tools to automate the migration of events it’s important to know what you can do to transplant your events manually into cue. This isn’t a hard task, but you should be prepared to devote a little time to the process.
Step 1: Prepare Your Account
In order to take full advantage of cue and how it works for you, please ensure that your business is fully setup. Packages, Add Ons, Contracts, Timelines, Automations (if you have Premium) should all be established or checked thoroughly before putting in your clients.
Step 2: Inform The Client
It would be very wise to let your clients know that you are moving them to a new system. This will give them a sense of continuity with your business practices and not “shock” them into coming into a new platform cold. This is the email that I (as the owner of Paris Creative) used to send to my own clients which you are welcome to use if you would like.
I hope all is well. I am reaching out because I am in the midst of something big for my company and the industry as a whole. It’s called cue (https://cueplatform.com) and it represents a drastic improvement over the events management platform I’ve used for a long time and its competition.
I am doing some manual migration of my clients over and would like to start with your account. You will be receiving an invitation to the system come through to verify your email and to set your password. From there you will see your user profile which you can verify your information is current. Lastly I would like you to resign our contract so it’s properly input into this new system.
When you complete this you will see new abilities to manage your event with our business.
I appreciate your cooperation in this. If you could give a response to this email when you get it. I also want to make sure that the invitation to see the contract on the new platform does not accidentally make its way to a spam folder.
Step 3: Add The Client
The next step in this process is to go to Add Event and fill in the client information.
Step 4: Add The Venue
The venue is a requirement in completing the contract signing stage. This can be added either in the event details or when you have converted a proposal into a contract.
Note that when you add a Venue the venue (and other businesses) are part of the global directory of the system with over 100,000 entries already in the system. If you find that the venue (or vendor) does not exist in the system you just enter it in once, the community then will have access to this business as well.
Step 5: Create The Proposal
Proposals define the parameters of the event including timing, pricing, and the like. It’s important to know if you need to change critical elements of the event like time, pricing, etc. that a new proposal must be made if it’s been converted into a contract. There is a duplicate function to help speed that process along.
Step 6: Convert To Contract
Once a proposal is made you can go into the proposal and choose to convert to contract. When converting you are given the options to select a venue (if one is not chosen) and change your arrival time as necessary. If additional changes need to be made they must be done at the proposal itself.
Step 7: Wait For The Client To Sign
The client has now been issued an invitation to come into cue, update their profile, and sign their contract. That invitation will look like the one below.
Step 8: Final Check
When a client signs your event’s progress meter will advance to the booked stage. They are now in the system and can access their portal tools. You may want to make some final edits to keep the metrics of your events in line with how they originally came in. You can select edit event inside of an event detail (top right) and go into the advanced tools to adjust the original times that you got the event and signed the original contract. This will help to keep your analytics accurate moving forward.
That’s it. You’ve entered your first transplant into cue!