Runsheets
Create tailored runsheets for staff, volunteers, and service providers, all connected to the same schedule. Make a change once and every relevant runsheet stays up to date.
Features
Everything your event needs, connected in one system.
80 features across seven areas, from planning and staffing to registration and guest experience. Use only what your event needs, with every part connected when you need it.
27 features
Back-office operations
Build your central schedule once and keep every connected view in sync. Runsheets, staff schedules, task lists, and guest agendas update as the plan changes.
Staff schedules
Give each person a clear personal schedule, with read-only access for quick viewing or a login to request changes and switch between assigned schedules.
Double-booking alerts
Flag overlapping assignments as soon as they happen, so staff and volunteer conflicts are resolved before they reach the event floor.
Multiple views
View the schedule as a list, timeline, venue plan, runsheet, or role-based view, depending on what you need to see.
Unified visual planner
Bring schedules, public holidays, and custom events into one calendar so conflicts and gaps are easy to spot across the whole operation.
Drag and drop editor
Move activities directly on the schedule for quick adjustments, with a clear view of when and where everything is happening.
Clone events
Start from a previous edition instead of rebuilding from scratch. Clone schedules and workflows, then adapt dates, venues, and spaces for the next run.
Activity tasks
Attach tasks and notes to each activity so preparation is clear, repeatable, and ready to reuse for future editions.
Progress dashboard
See what is complete, blocked, or still in progress across the event, without chasing the team for updates.
Dependencies
Define dependencies between activities and visualise what relies on what, so you can see the impact of delays before changing the plan.
Notes
Add notes to schedules, tasks, and runsheets, with information tailored to the people who need to see it.
Role management
Control what each role can see, edit, and export, so staff get the access they need without unnecessary information.
Sub-role management
Create more specific permissions for volunteer positions, specialist assignments, suppliers, and other responsibilities, then reuse them when assigning people.
Notifications
Send notifications before, during, or after activities, and automate confirmations, cancellations, and payment reminders throughout the booking journey.
Complete booking audit trail
Keep a complete history of every booking change, including payments, cancellations, waitlist moves, who made the change, and when.
Conversations
Keep conversations attached to the activity they relate to, so staff can coordinate in real time and the full context stays with the work.
Staff booklets
Create tailored staff booklets that bring together only the information, pages, and schedules relevant to each person.
Event readiness dashboard
See whether an event is ready to launch, how registration is performing, what is still blocking progress, and how revenue is trending from one view.
Recurring schedules
Set up recurring classes, workshops, shifts, or sessions once, then adjust individual occurrences without breaking the series.
Multi-level event programmes
Organise activities into schedules and schedules into larger programmes, so course series, festivals, seasons, and multi-track conferences stay connected.
Time-zone-aware scheduling
Assign time zones to venues, schedules, and sessions so everyone sees the right local time, with daylight saving handled automatically.
Saved views
Save useful combinations of filters, layers, and date ranges so the views your team relies on are always one click away.
Staff-assisted bookings
Create bookings on a customer's behalf by phone or in person, capture attendee details as you go, and override capacity when a special case requires it.
Bulk booking management
Update many bookings at once, from moving a group to a new session to adding the same resource across an entire cohort.
Email draft, review and publish
Draft, review, and translate emails before anything is sent, then publish only when the content is ready.
Delivery history and audit trail
Track every sent email with its recipients, content, and delivery outcome, giving you a complete record for support, compliance, and reporting.
Test-send before you go live
Send a real test through your delivery setup before going live, so formatting and mail-server issues are caught before customers see them.
20 features
Front-office guest management
Give guests and external stakeholders a clear, personalised experience from booking through to the event itself.
Guest schedules
Create tailored guest schedules with text, images, video, and shared activities, all connected to the same event plan.
Event overview
Bring multiple events together in one overview, with dedicated versions for different audiences or affiliates.
Location info per activity
Attach a location and map link to every activity so guests can see exactly where they need to go from their schedule.
Pages
Add supporting content to guest schedules, from itineraries and hotel information to speaker profiles and other event resources.
Ticketing
Create tailored booking flows with flexible checkout options, including payment-first registration and automatic fallback to the next available option when a session fills.
Smart waitlists
Move guests onto a fair waitlist when a session fills, then automatically offer the next available spot in order as capacity opens up.
Attendee registration
Register multiple attendees in one guided booking flow, capturing each person's details and terms acceptance along the way.
Affiliate booking pages
Give affiliates their own booking pages and track sales by partner, while keeping inventory, schedules, and guest data under your control.
Reservation hold timers
Show customers how long their reservation is being held, then release the spot automatically if payment is not completed in time.
Mobile QR access
Give every booking a QR code and mobile link so guests can open it quickly from their phone without searching through email.
Unified customer profiles
Keep one clean profile per customer across bookings, reducing duplicate records and keeping their history in one place.
Localised emails
Create email versions for each supported language and automatically send the right one to every recipient.
Reminders
Schedule the reminders your event needs, choosing when they go out, how many are sent, and what each one says.
Broadcast recipient preview
Preview exactly who will receive a broadcast and in which language before anything is sent.
Localised checkout confirmations
Tailor confirmation, cancellation, waitlist, and fallback messages for each event and booking outcome, in the right language.
Customer language preferences
Keep each customer's language preference connected to the services they use, even as your supported languages change.
Booking content pages
Attach useful post-booking content directly to a reservation, from practical information to related events and offers.
Push notifications, web and mobile
Send timely push notifications to phones, tablets, and browsers so staff and guests see important updates without waiting for email.
Targeted, multi-language alerts
Send alerts in the right language to the people, schedules, bookings, and conversations they relate to, across customer, staff, and management views.
Dynamic, personalised content
Personalise messages with live booking details such as names, session times, time zones, products, and programme information, so every message stays current and relevant.
7 features
Products and commerce
Structure what you sell once, then reuse it across packages, prices, audiences, and events without duplicating the underlying products.
Single event or full portfolio
Sell a single event from its own storefront or group multiple events into a browsable portfolio, with clear paths down to the tickets for each one.
Reusable packages
Bundle multiple products into one package, with its own pricing and booking rules.
Clone packages across seasons and locations
Clone packages across runs, seasons, events, venues, and schedules, choosing exactly what carries over, including pricing, images, and session times.
Automatic overflow balancing
Redirect demand away from busy sessions using rules you control, and move customers to a waitlist automatically when no suitable alternative is available.
Balancing rule simulator
Preview how balancing rules would behave against real or hypothetical demand before applying them, including which packages would be affected and why.
One-click public link sharing
Open or copy the public storefront link directly from the dashboard, so staff can preview or share exactly what customers will see.
Distribute from anywhere
Put booking wherever your audience already is — in newsletters, social posts, messages, or directly on your website.
10 features
Payments and billing
Keep payments and invoicing connected from booking to settlement. Generate invoices automatically, route revenue to your own accounts, and keep payment status up to date without manual reconciliation.
Connect your own payment accounts
Connect and manage your own payment providers from the dashboard, including Stripe, Adyen, Mollie, Revolut, Square and SumUp, with payments routed directly to your accounts.
Multi-provider routing
Route each product line to the right connected payment account, with the option to let customers choose at checkout when more than one provider is available.
Automatic invoicing
Generate an itemised invoice for every booking automatically, and keep it current when the booking changes before payment.
Configurable tax rates
Apply tax rates per product and show a clear, itemised tax breakdown on every invoice.
Multi-currency checkout
Let customers check out and receive invoices in their own currency, without setting up a separate flow for every market.
Automatic payment matching
Match incoming payments to invoices automatically and update booking status as soon as payment is confirmed.
Offline payment recording
Record cash, bank transfer, and other offline payments against an invoice, with booking status updated as payments are added.
Refund management
Issue refunds through a connected provider or record them offline, with safeguards against refunding more than the amount paid.
Detailed invoice breakdown
See every line item, tax, payment, and refund connected to an invoice in one complete financial record.
Invoice voiding
Void invoices that should no longer be collected while keeping the original record and audit trail intact.
5 features
Venue management
Structure venues, spaces, and capacity in one place, and keep them connected to schedules, bookings, and the rest of your event operation.
Defining venues
Create the venues your event needs, with their own time zones, map links, and connections to the activities happening there.
Set up spaces
Define spaces within each venue and set capacity by headcount, area, or layout, so limits reflect how the room is actually being used.
Sub-spaces
Break larger spaces into smaller areas such as booths, reception zones, or sections, each with its own capacity and purpose.
Interactive venue maps
Map venues, rooms, and key locations with custom shapes and real spatial context, giving staff and guests a clearer sense of where everything is.
Shared capacity across activities
Share one space's capacity across simultaneous activities, so parallel sessions can run safely without exceeding the room's overall limit.
6 features
Planning intelligence
Plan with the wider context in view. Bring weather, holidays, cultural observances, and external calendars into the same place as your event schedule.
Weather forecasts and history
Check weather conditions for any location and date, including temperature, rainfall, wind, daylight, and the likelihood of clear weather, using historical data and available forecasts.
Public holiday calendars
See public, bank, and optional holidays by country or region so you can spot conflicts before committing to a date.
Cultural and religious observances
See relevant cultural and religious observances by country, region, or time zone so you can plan dates with your audience in mind.
External calendar feed import
Bring public calendar feeds such as sports fixtures, industry events, and partner calendars into your planner, with updates kept in sync automatically.
Bulk event import
Import events from a spreadsheet in bulk, review the mapping before anything is added, and see a clear record of what succeeded, was skipped, or failed.
Custom events and colour-coded calendars
Add your own one-off or recurring events, group related calendars into colour-coded categories, and filter the shared planner to focus on what matters.
5 features
Structural features
Keep your operation consistent and under control with localisation, publishing safeguards, brand management, and straightforward access to your data.
Localisation
Create content in the languages your audience needs, including right-to-left and vertical scripts, and see where translations are still missing before you publish.
Draft and publish workflow
Prepare venue, event, and activity content in draft, review what is still missing, and publish only when everything is ready.
Multi-brand strategy
Run multiple brands from one system while keeping customer-facing communication on brand, including emails sent from your own domain.
Export
Export your customer and registration data as CSV or JSON, with role-based controls that can exclude sensitive information such as email addresses.
Email archive export
Export email delivery history by event and date range as CSV or JSON for reporting, record-keeping, or dispute resolution.
See how Cothena could work for your next event
Talk through your event with one of the founders and see how Cothena could simplify the way your team plans and runs it.