Tutorial for Event Professionals (Online Event Management Planning Software)

This video tutorial is for anyone in the event industry ranging from DJs, Musicians, & Bands, Lighting Companies, Wedding & Event Planners, DMCs, Florists, Caterers, Photographers, Cinematographers, Videographers, Venues, Hair & Makeup Artists, Invitations, Event Rentals, Decor, Furniture, Linens, Photo Booth Companies, Officiants, Transportation, Limo Services, and more.

P.S. If you can’t view the video, click here.

Video Script:

  1. Hey everyone, my name is David and this video is to show everyone in the event industry how to finally get organized, manage your clients more effectively, stay on top of your upcoming events, send invoices, collect payments, and much more.
  2. Whether you’re a DJ, Photographer, Cinematographer, Wedding or Event Planner, Florist, Caterer, Venue, Band, Musician, Hair & Makeup artists, lighting company, or anyone in our industry, PayPanther will drastically make your life a whole lot easier.
  3. We’re constantly updating PayPanther on a daily basis so the screenshots you see here might change, but it should be fairly similar.
  4. When you first sign up, you will go through an easy setup wizard. The first step is to add a client. I will click on “New” on top and then Client. Let’s say this is a wedding client and the Bride’s name is Jill. I can also add the Groom’s name by clicking here to add another contact, and typing in Jack. You will see I have a custom field called “Title” so I will add in Bride, and Groom. I also have Anniversary Date, Birthdate, and Facebook profile which are all custom fields I created that I will show you later. Next, I’ll click Save.
  5. Here we have tags. Tags will help you organize your clients. Great examples of tags are Lead, Follow Up, Disqualified, or hopefully Paying Client. You can also keep track of any leads received from an event or show, for example, this lead came from the PWG Bridal Show. On the bottom, we have our feed which is for any notes about the client. For example, “David spoke to the Bride for 15 minutes and she wanted me to send her a proposal”. If I wanted to add A LOT more information about the call, I can click Quick Create and select “Call”.
  6. Next, I can create a task to help remind myself to follow up in a week from today. I can also create an event in my calendar to remind me of my appointment with them in our office.
  7. Now this is one of the most important parts of the video especially for event professionals. Hopefully you will have multiple gigs or events with each client. To keep track of all the tasks, phone calls, notes, invoices, and payments for each event, it is VERY important to create a new project for each individual event. We’ll click “Quick Create”, and then “Project”. For the name I’ll type in “Jack & Jill’s Wedding”
  8. The next most important part is the Due Date, as this is the date of the event. This will also show up on your calendar unless it’s marked as “Inactive”.
  9. Now you might notice how I have “Custom Fields” already setup which have the Venue Location, Start & End Time, and Event Date. If you have a company and you book other people to work for you, you can add a field for “Booked Vendors”. You can add as many custom fields as you like to fully customize the software around your business, which I will show you how to do soon.
  10. From here, I can add expenses, tasks, meetings, send quotes or invoices, and attach files related to this event. For example, if I have a signed contract, I can just drag and drop it into the “Files” tab. Creating and sending an invoice takes less than a minute.
  11. I’m going to click “Quick Create”, and select “Invoice”. You can type whatever you want or select an existing item that you already created. For example, I’m going to select Professional DJ Services and it will automatically add the description, and hourly rate of $250/hour. If this is for a 4 hour event, I will change the quantity to 4. Item Name will be “DJ Services”, description will be “Includes 2 speakers, wireless microphone, basic lighting, unlimited song requests.” Price will be $250 because this is my hourly rate. Then I will click to select the item I just created and update the Quantity to 4 for 4 hours. Over here I have my default Terms and Conditions that I can change. Under Customer Notes, I can insert my timeline or anything I want the client to see in the invoice. For example, “DJ to arrive 2 hours prior to start time.” Then click “Save & Preview”. When the client receives it, they can Download a PDF copy, Print it, or Make a Payment from PayPal, Stripe, or Authorize.net. If it looks good, I can click “Invoice Options” and then “Send to Client” which will email them the invoice.
  12. The last and most important part of the tutorial is the Settings page located on the top right. From here you can change your name and profile picture, sync your phone to your PayPanther Calendar to see all upcoming events, change your company name, logo, and details, change the default terms and conditions that show up on your invoices, add custom fields, accept online payments, and link your emails to Pay Panther.
  13. Custom Fields will is where I added the birthdate and Facebook link under each contact, and where I added Location, Start & End Time, and more under the Projects. This tab is where you can fully customize the software around your business. “Accept Online Payments” will let me link my account to PayPal, Stripe, or Authorize.net so my customers can pay me by credit card even if they don’t have a PayPal account.  “Email to PayPanther” let’s me link every email I send to my clients record in PayPanther by simply BCCing this unique email address with every email.
  14. So now that everything is all set, you can go and click on Dashboard on the left. From your dashboard you will see how much money you made this month, how much is still due, all your upcoming tasks, calendar, events, feeds, and a lot of fancy charts below.
  15. There are many more great and easy to use features that you can play around with and if you haven’t signed up yet, you can try it out for free for the first 30 days. If you have any questions or need any tips or advice, you can email me directly. I hope you enjoy the software as much as we enjoyed making it for you.


Watch our other tutorial videos:

  1. Tutorial: Using Custom Fields
  2. Tutorial: Link your emails to PayPanther


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