# Home

## Welcome to Sparrow!

We built Sparrow to combine different tools that event marketers often use to execute their marketing plans in one intuitive platform. Sparrow goes beyond the spreadsheet and becomes your central hub for all things marketing — from an event dashboard to a CRM, to project management, marketing automation, and more.

**Let's dive in!**

{% hint style="info" %}
This guide is a work in progress, and Sparrow has many features to explore. If you have any questions please feel free to reach out on our client Slack Channel.
{% endhint %}

## Quick Start

Looking to jump right in? Head on over to our quick start tutorial.

{% content-ref url="/pages/j98w73koBNcDkMxpP4mZ" %}
[Quick Start](/quick-start/building-an-event)
{% endcontent-ref %}

## Key Features

#### Events: Event Dashboard

The central hub for all of your event marketing. Quickly reference key event information, store images and documents, track metrics, budgets, and contacts, and automate marketing assets. Sparrow’s other main modules are designed to work in relation to your events — for example, various expenses can be assigned to an event. Learn more:

{% content-ref url="/pages/mflhTjHcSGHT2GCHdwAw" %}
[Events](/features/events)
{% endcontent-ref %}

#### My Tasks: Your day-to-day to-do list

Executing the marketing of a show is about planning and organizing smaller tasks that all add up to a comprehensive plan. Here you can view all your upcoming tasks and track the tasks you have assigned to someone else. Advanced features include automating your show tasks and creating groupings of tasks that can be initiated at any time. Learn more:

{% content-ref url="/pages/MBQQ7qCxnoFdwlsm99OC" %}
[Tasks](/features/tasks)
{% endcontent-ref %}

#### Contacts: Track media, street team, agents & more.

There are many people outside of your organization that are involved in promoting a concert: Street Team, Media, Agents and Managers, Sponsors, and more. Here you can store all their contact information, and notes, and track what shows they are helping on. You can also store requests (e.g. a media coverage request) and track their status ("Pending", "Confirmed" or "Denied"). Learn more:

{% content-ref url="/pages/OgyYWKxkZIqtc1mf56Ew" %}
[CRM (Contacts/Companies)](/features/crm-contacts-companies)
{% endcontent-ref %}

#### Automations: Pre-built marketing automations

Sparrow comes with pre-built tools to make your marketing faster and more efficient. Create marketing plans, adpacks, research artists, create graphics, and more with just a click of a few buttons. Learn more:

{% content-ref url="/pages/nPPKwuyeh5OnZCMuhGFN" %}
[Automations](/features/automations)
{% endcontent-ref %}


# Building an Event

{% embed url="<https://www.youtube.com/watch?v=agNxLqqsMp0>" %}

Let's create an event in Sparrow!  While Sparrow supports automatically importing events from a few sources, we'll be manually building an event in this example. If you

1. **Go to the Event Creation page.**  From the homepage, <mark style="color:green;">click "Events"</mark> in the navigation and <mark style="color:green;">select the "+ Add New"</mark> button.
2. **Complete the event build information.**

   &#x20; Event Date: *12/01/2023* \
   &#x20; Date(s)*: Click "+Add New" and enter:* \
   &#x20;                *Date/Time: 10/10/2023 10:00AM*\
   &#x20;                *Type: Announce Date* \
   &#x20;                \
   &#x20;                *Click "Save", then "+ Add New" and enter:*\
   &#x20;                *Date/Time: 10/13/2023 11:00AM*\
   &#x20;                *Type: On Sale Date*\
   &#x20; Event Name: *My Sparrow Test Event*\
   &#x20; Headliner: *Jimmy Buffett*\
   &#x20; Support: *Margo Price*\
   &#x20; Venue: *\[Your Venue]*\
   &#x20; Budget: *$5,000*\
   &#x20; Genre: *Country > Other*\
   &#x20; Press Photo: *Click +Add and* [*upload this image*](https://files.gitbook.com/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqAQ90jsQ9Dz1TDhvquxy%2Fuploads%2FZVY9htSbh1ZB6vYjEHSe%2Fab6761610000e5ebc51b2d9deea2b3cc8360828d.jpeg?alt=media\&token=dd35e3f2-ae64-4cc1-98f1-c6ed725c1301)*.*\
   \ <mark style="color:green;">Click "Save".</mark>

Watch a video of the process:

Congratulations! You just created your first event in Sparrow.  Now, let's fill in some additional information.


# Editing an Event

We've built the basics of our event in Sparrow, now let's add some additional information!

1. **Go to the Event Details page**. From the homepage, <mark style="color:green;">click Events</mark> in the navigation.  In the search bar <mark style="color:green;">type "My Sparrow Test Event"</mark> and click on the card that appears in the search results.
2. **Turn on Edit Mode to edit simple information.** <mark style="color:green;">Click the Edit button</mark> in the top right corner to enter Edit Mode.  Enter the information below.\
   \
   &#x20; Click the *Tickets* tab and enter:\
   &#x20;   Type of Event: *In House*\
   &#x20;   Ticket Link: \_<https://www.eventbrite.com/e/my-sparrow-test-event-tickets-419369034037_\\>
   \
   &#x20; Click the *Marketing* tab and enter:\
   &#x20;   Facebook event: \_<https://facebook.com/events/my-sparrow-test-event/_\\>
   &#x20;   Similar artists: *Kenny Chesney, Zac Brown Band, Don Henley*\
   &#x20;   Marketing notes: *Dark ad copy: "Hey there! Catch me coming to your town soon.  I can't wait to see you.  Tickets are on sale now!"*\
   \
   &#x20; Click the *Expenses* tab and enter:\
   &#x20;   Projected attendance: *4,750*\
   \ <mark style="color:green;">Click the Save button</mark> in the top right corner to save the information.
3. **Edit more detailed information.** <mark style="color:green;">Use the + Add New</mark> buttons next to detailed sections to add additional information:\
   \
   Click the *Tickets* tab, scroll to "Ticket Types", click the + Add New button and enter:\
   &#x20; Type: Advance\
   &#x20; Price: $45\
   \
   Click the Save button. \
   \
   Next click the *Marketing tab*, scroll to "Contacts", click the + Add New button and enter:\
   &#x20; Contact: *Mike Mauer*\
   \
   Click the Save button.  \
   \
   Next, click the *Expense* tab, scroll to "Spends", click the + Add New button and enter:\
   &#x20; Category: *Other Show Expense*\
   &#x20; Type: *Other*\
   &#x20; Company: *Sparrow*\
   &#x20; Cost: $500\
   &#x20; Paid Date: choose the current day\
   \
   Click the Save button.  \
   \
   Finally, click the *Tasks* tab, click the + Add New button, and enter:\
   &#x20; Name: My First Task\
   &#x20; Category: Other\
   &#x20; Assigned to: choose yourself\
   &#x20; Due date: 11/01/2023\
   \
   Click the Save button.

Amazing! In just a few steps, you have built an event in Sparrow, added key details about the show, and assigned your first task.  Next, let's use some automations to complete more details.


# Using Automations

We've now built an event and filled out important information. Let's use Sparrow's built-in automations to iterate off of that info.

{% hint style="info" %}
Automations can take up to 5 minutes to run.  You can leave the automations page at any time and they will continue to run in the background.
{% endhint %}

1. **Go to the Event Details page**. From the homepage, <mark style="color:green;">click Events</mark> in the navigation.  In the search bar <mark style="color:green;">type "My Sparrow Test Event"</mark> and click on the card that appears in the search results.
2. **Go to the Automations section.** From the Event Details page, <mark style="color:green;">click the "..."</mark> next to the Tasks tab to open a dropdown of additional tabs.  <mark style="color:green;">Select Automations</mark> and <mark style="color:green;">click + Add New</mark> to add a new automation.  Enter the following information:\
   \
   &#x20; Automation: *Do some research*\
   &#x20; Click Save\
   \
   Select + Add New again and enter:\
   &#x20; Automation: *Create marketing plan*\
   &#x20; Marketing Plan: *Demo marketing plan*\
   &#x20; Click Save\
   \
   Select + Add New again and enter:\
   &#x20; Automation: *Create Graphics*\
   &#x20; Graphics: *Demo: Square (On Sale)* and *Demo: Landscape*\
   &#x20; Click Save\
   \
   Select + Add New again and enter:\
   &#x20; Automation: *Merge Email Template*\
   &#x20; Template:  *Demo: Agent email*\
   &#x20; Click Save\
   \
   Select + Add New again and enter:\
   &#x20; Automation: *Add Task Groups*\
   &#x20; Task Groups: *Demo: In House*\
   &#x20; Click Save<br>
3. **Review your completed automations.**  From the Event Details page, go back to the Automations tab to view their status.  If they are 'Done', then move on to the following steps:\
   \
   *Click "Do Some Research"*. Look at 'Genre', 'Similar Artists', and listen to a few tracks.  Use this information to update event info in your Event Details page (e.g. Similar artists).\
   \
   Go back to your Automations tab and click "*Create Marketing Plan*".  Right-click each image and select 'Save As' to save it to your computer.  Upload these graphics to the *Assets* tab in your Event Details page.\
   \
   Go back to your Automations tab and click "*Create Graphics*".  Click 'PDF' to download the marketing plan as a PDF.  Use this to create a marketing plan that can be sent to the agent or internal team.\
   \
   Go back to your Automations tab and click "*Merge Email Template"*.  Use this automation to quickly write emails, such as a welcome email to the agent in this example.\
   \
   Go back to your Automations tab and click "*Add Task Group"*.  This will give you a summary of tasks that have been created, which we will cover more in the next section.<br>

Congratulations! In just a few clicks we've started building out assets, such as graphics, plans, emails, etc.  Next, let's dive into Sparrow's powerful task manager.


# Managing Tasks

*Coming soon.*


# Events

{% embed url="<https://www.loom.com/share/0dc4e33d2ee74051b67af9cc0b6972bb>" %}

Sparrow's Events section is one of the most fundamental areas of the platform. From a bird's eye of all of your events down to a detailed view of each individual event, this is the central area where most of the action happens.


# List Pages

List Pages are a searchable list of all your events and provide access to specific *details pages* that stores and displays all information related to the event in an organized and user-friendly interface.

Once you select “Events” from the main navigation, you will see a calendar of your “Upcoming” shows, along with a few sections that quickly filter and display your events in a few different useful configurations. [See it in action »](https://www.screencast.com/t/YCh8w76WVeBA)

The sections are as follows:

### Upcoming

“Upcoming” displays your upcoming shows as cards in chronological order from soonest to latest show date. Each card displays a few key details such as show date, % sold, venue, and more.

*Click* on an event to navigate to the ***details page***.

### Announces

“Announces” displays only your shows with an upcoming announce date. Shows are displayed as cards in chronological order from soonest to latest announce date. Each card displays a few key show details such as announce / on sale dates and times, show date, and more.

### Past On Sales

“Past On Sales” filters for all of your shows with an on sale date in the past. Shows are displayed as tiles in chronological order from the most recent on sale date to the oldest. Each tile displays a few key show details such as show date, on sale date, and more.

### Past

“Past Events” displays only your shows with a event date in the past. Events are displayed as tiles in chronological order from the most recent to the oldest show date. Each tile displays a few key show details such as show date, ticket count, total spend, and more.

### Imported

“Imported” displays only your shows that are still pending confirmation details. Events are displayed as a grid in chronological order from soonest to latest show date.&#x20;

### Searching & Filtering Your Shows

{% embed url="<https://youtu.be/_V45V1JAki4>" %}

Each Event section provides similar features and capabilities for searching and filtering your shows:

* **Searching:** You can use the search box to search for a specific event. You can search by any of the featured information on the tiles such as artist name, venue name, show date month, and more.
* **Filtering:** You can filter by using the drop-down menus that include filtering by “Promoter”, “Genre”, or “Venue” depending on which submenu you are in.
  * *Promoter* - Allows you to filter by the promoter of the show. Promoter options will be customized to the promoters that book shows at your venue(s).
  * *Genre* - Allows you to filter by artist’s genre. Genre options will be customized to your specific genre needs.
  * *Venue* - Allows you to filter by the show’s venue. Venue options will be customized to the venues you market.


# Detail Pages

## Event Details Page

You can navigate to a specific *details page* by *clicking* an event within the Events section. Once you select one, you’ll be brought to the “Info” tab within the *details page* and have access to 7 other tabs that provide additional show details. [See it in action »](https://www.screencast.com/t/o0XG30o2U6a)

The *show details page* tabs are as follows:

### Info Tab

The “Info” tab displays important show details such as date, number of days until the show, ticket counts, and more.

* **Date** - The show date.
* **Days Out** - The number of days until the show date.
* **Counts** - The number of tickets sold.
* **% Sold** - The percentage of capacity sold.
* **Info** - This contains key editable details about the show. To edit any of these sections *click the Edit button in the top right corner.*
  * *Event Name* - The name of the artist or event.
  * *Headliner* - The headlining performer.
  * *Support* - Any supporting performers.
  * *Venue* - The venue, stage, or room name that the performance is happening in.
  * *Date* - The date of the show.
  * *Door / Show Time* - The time doors open and the time the show starts.
  * *Additional Info* - Any simple additional info (e.g. byline, door/show times, etc)

### Ticketing Tab

The “Ticketing” tab displays important ticketing and box office related information such as announce, presale, on sale date and times, ticket prices, ticket link, ticket counts, and more.

* **Counts** - The number of tickets sold.
* **Revenue** - The amount of revenue generated from ticket sales.
* **Info** - This contains key editable ticketing details for the show. To edit any of this section *click the Edit button in the top right corner.*
  * *Announce* - The show’s announce date and time.
  * *On Sale* - The show’s on sale date and time.
  * *Type of Show* - The name of the show promoter.
  * *Est. Attendance* - the number of expected tickets to be sold.
  * *Venue* - The venue, stage, or room name that the performance is happening in.
  * *Ticket Link* - The link for purchasing tickets.
* **Dates** - This section allows you to store key dates such as on sales, announces, presales, etc.
* **Ticket Types** - This allows you to store various ticket types, such as advanced, day of show, VIP, etc.

### Marketing Tab

The “Marketing” tab displays important information that’s useful for marketing the show such as genre, similar artists, Facebook event link, contacts and more.

* **Counts** - The number of tickets sold.
* **Est. Attendance** - the number of expected tickets to be sold.
* **Days Out** - The number of days until the show date.
* **Info** - This contains key editable marketing details for the show. To edit any of this section *click the Edit button in the top right corner.*
  * *Marketing/Ticket Letter* - Stores the document typically sent to agents that outline the marketing plan for the show. Sparrow can automatically generate and save the marketing letter here through one of it’s automations. Learn more about automations here » You also have an option to manually upload a marketing letter by *clicking* the “Edit” button in the top right corner.
  * *Facebook Event Link* - Save the Facebook event link here.
  * *Genre* - Select any applicable genres for the show.
  * *Similar Artists* - Store a list of affinity artists here.
  * *Marketing Notes* - A free entry form where you can type in any additional marketing notes.
  * *Targeting Notes* - A free entry form where you can type in any additional targeting notes (e.g. audience demographics, ad copy, etc.).
* **Contacts** - A list of assigned contacts that are related to the show or helping promote it (e.g. agents, local partners, street team, etc.). [See how to add contacts here »](https://www.screencast.com/t/W2x6VOQzTO)
  * *Name* - Contact name.
  * *Email* - Contact email.
  * *Description* - A description of who the person is (e.g. agent, media, etc.).
  * *Status* - If the contact’s involvement is pending approval, a status of pending, approved, or denied can be designated.
* **Important Links** - A list of saved important links (e.g. artist websites, social links, bios etc.). [See how to add links here »](https://www.screencast.com/t/rRxCm8lYe)
  * *Name* - Name to describe the link.
  * *Link* - The saved link.

#### Budget Tab

The “Budget” tab displays important budget and expense details such as show budget, total spend, spend details, planned spends and more.

* **Spend** - The amount of budget spent so far.
* **Budget** - The total budget amount.
* **Spend (%)** - The percentage of budget spent so far.
* **ROI** - Return on investment based on budget spent and revenue generated so far.
* **Details** - This contains key editable budget details for the show. To edit any of this section *click the Edit button in the top right corner.*
  * *Budget* - The total budget amount.
  * *Est. Attendance* - the number of expected tickets to be sold.
  * *Capacity* - The capacity of the venue.
* **Details: Spends** - A list of show related marketing expenses. These can be filtered by company, category and whether or not the expense has been paid. There is also an option to search for expenses by using the search box in the top right corner. *Click* on an expense to view and edit the details. A new spend can be added by clicking the “+ Add New” Button. [See how to add a new spend here »](https://www.screencast.com/t/KckctqA4i)
  * *Date(s)* - Displays the run dates of the promotion, if applicable.
  * *Category* - Displays the category of the expense (e.g. Digital, Traditional, Operating or Other).
  * *Company* - The company name where the expense was incurred.
  * *Trade* - Displays the number of tickets provided in trade value, if applicable.
  * *Cost* - The amount of the expense.
  * *Facebook Ads Import* - Syncs your Facebook Ads Manager to Sparrow to automatically import expenses from your Facebook advertising campaigns.
  * *Go to ads button* - *Click* this button to quickly navigate to your Facebook Ads Manager.
* **Planned Spends** - A list of expenses that you have planned throughout the entire show campaign. This allows you to strategically plan out how you would like to allocate your budget and create a schedule as to when certain pieces will be executed. Click on a planned spend to view and edit the details. A new planned spend can be added by clicking the “+ Add New” button. [See how to add a new planned spend here »](https://www.screencast.com/t/NH4gZ9lQ)
  * *Task* - A description of the planned spend.
  * *Period* - the milestone in the show’s campaign that the expense will occur (e.g. announce, on sale, close, etc.).
  * *Start Date* - The date that the expense activity is planned to start.
  * *End Date* - The date that the expense activity is planned to end.
  * *Budget* - The amount of the planned expense.
  * *Status* - If the planned spend is assigned to a team member this will automatically generate a task in their personal task list. The status will then reflect the status as it currently is in their task list (e.g. pending, in progress, done).

#### Assets Tab

The “Assets” tab displays all creative uploaded for the show categorized by formats.

* **Graphics** - This is where you can store and manage all creative assets for the show. Sparrow has built in automations that can generate several social media formatted images from an image saved in the “Press Photo” field. Learn more about automations here » Images can also be added or removed manually by clicking the “Edit” button in the top right corner. [See how to add and remove graphics here »](https://www.screencast.com/t/rmXoFfUurJC)
  * *Asset Links* - A free entry form where you can save additional links to assets (e.g. Dropbox, Google Drive, etc.)
  * *Press Photo* - Save press photos and live photos here.
  * *Facebook Event Photo* - Save a Facebook Event formatted photo here.
  * *Social Announce* - Save an announce specific social media feed formatted photo here.
  * *Announce - Store* - Save an announce specific social media story formatted photo here.
  * *Social On Sale* - Save an on sale specific social media feed formatted photo here.
  * *On Sale - Story* - Save an on sale specific social media story formatted photo here.
* **Video** - Save and view a Youtube video of the artist here.

#### Tasks Tab

* **Details: Tasks -** displays the tasks related to the show as compressed tiles. Each tile displays key details such as task description, due date and status. *Click* a tile to navigate to the detailed view of that task. Tasks can be filtered by who they are assigned to, period, status, category, and whether or not they are overdue. New tasks can be created by clicking the “+ Add New” button. [Learn more about task creation and management here »](https://www.notion.so/Tasks-6295e15907fa488aa1e9e19d97512e9c)
  * *Task* \*\*\*\*- Description of the task.
  * *Due* - The task due date.
  * *Assigned To* - The team member the task is assigned to.
  * *Period* - the milestone in the show’s campaign that the task will occur (e.g. announce, on sale, close, etc.).
  * *Status* - displays the status of the task as it currently is in the assigned team member’s task list. (e.g. pending, in progress, done).

#### Automations Tab

*Clicking* the ellipses at the end of the tabs list reveals additional submenus including “Automations”. Selecting “Automations” brings you to all of the automations that have been executed for the show and displays them as compressed tiles. Each tile displays details about the automation such has automation type, date executed, and status. *Click* a tile to see the details of the automation. Click the “+ Add New” button to execute a new automation. Learn more about automations here »

#### Chat

*Clicking* the ellipses at the end of the list of submenu tabs, reveals additional submenus including “Chat”. Selecting “Chat” brings you to the chat feature that allows you to leave notes about the show, tag team members, and upload files.

#### Admin, Update & Edit Buttons

The “Admin” “Update” and “Edit” buttons are featured at the top of every tab in the *show details page*.

**Admin Button**

* **Show Status** - change the show status to postponed, cancelled, rescheduled, or sold out. The status selected with then automatically appear as a prefix to the show name. This will make it easy to identify & search for shows with these important statuses.
* **Delete Show** - allows you to delete a show record from your Sparrow account.
* More tools to come.

**Update Button**

The “Update” button pop ups a form that allows you to quickly add or change key show information such as, ticket counts, capacity, show status, presale info and more.

**Edit Button**

The “Edit” button allows you make changes to any editable field on any tab within *show details page*.

*Click* “Save” to save your changes.

*Click* “Cancel” if you do not want to save any changes made


# Building an Event

Sparrow allows you to build events in a variety of ways, both manually and imported from a variety of sources.  Here's how.

{% hint style="info" %}
Need a step-by-step walkthrough? See our [quickstart guide.](/quick-start/building-an-event)
{% endhint %}

## Manually

{% embed url="<https://www.youtube.com/watch?v=agNxLqqsMp0>" %}

1. Navigate to the "Events" section.
2. In the upper right corner click the "+ Add New" button.
3. Fill out the form with your event information.
4. As you fill out information more fields will appear. Continue to fill in any information you currently have.
5. You will be able to add Headliner/Support, ticket prices/links, stage, capacity, presale info, budget, event links, genre, and assets.
6. Check out the video below to see how it's done!


# Tasks

Sparrow's "My Tasks" section allows you to view and manage your personal to-do list, as well as assign your team members certain tasks. This allows you to keep track of all the moving pieces of concert marketing in a single, coordinated way.


# List Pages

Once you select "My Tasks" from the main navigation, you will see your personal profile, along with 4 default sections.

### Upcoming

"Upcoming" sorts your *personal* task list in a simple "Kanban" style format. Here, cards of your tasks are sorted by due date. Each card contains the task name, show it's associated with (if any), and due date.

*Click* on a task card to see its details. *Drag* a task card to change its status from "None" to "In Progress" to "Done."

### Created Tasks

The "Created" tab shows you tasks that you have created. Here you can filter and search to see the status of of any task that you have create (whether you assigned it to someone else or yourself). *Clicking* on a task within the list will go to the details.

### Task Groups

This section holds some advanced features of Sparrow ([covered in detail here](/features/tasks/task-groups)).&#x20;

Within the top Task Groups section, *clicking* on a Task Group will bring up a list of tasks associated with that specific group. Clicking on a specific task will bring up the details page. Within the Default Task Group section below, *clicking* on a specific task will bring up the details page.

### All Tasks

Similar to the "Upcoming" section, the "Admin Tools" area presents tasks in a "Kanban"-style card view, sorted by status. However, rather than just *your* tasks, you can see, filter and search *ALL* upcoming assigned tasks across all users in Sparrow. You can filter by category, team member, and more.

{% hint style="info" %}
Looking to see all the tasks for one specific event? Navigate to that event in the "Events" section and click the "Task" tab to see all the tasks associated with that event. Clicking into a task goes to its details page.
{% endhint %}

## Managing Your Tasks

Navigating to "My Tasks" in the main navigation brings you directly to your personalized task list. Here, you will see all upcoming tasks in a convenient "Kanban" style card view (similar to Trello if you've ever used it). This allows you to see quick information — such as task name, event information, & due dates — at a glance while sorting what is in your backlog versus in progress versus done.

### Viewing, Searching & Filtering Your Task List

{% embed url="<https://www.youtube.com/watch?feature=youtu.be&v=fzAAAQRCe9s>" %}

From the "Upcoming" tab in My Tasks, you will see your upcoming task list. Here, you will see key information about each task on their respective "card":

* **Associated Event:** If the task is associated with an event, the name will be automatically listed on the card, for example "Beyonce - Send eblast".
  * Each task can be associated with multiple events. If more than 3 events are associated with the task, the card will show the number of events associated with it, for example: "5 shows - Send eblast"
  * If the task *is not* associated with an event, just the name will be displayed.
* **Task Name**: The name of the task will be listed on the card.
* **Due Date**: The due date of the task is listed on the card. Items marked 🟨 are upcoming, while items marked 🟥 are overdue.

{% hint style="info" %}
**Tip:** To keep clutter at a minimum, only tasks with due dates show up in your "Upcoming" list.
{% endhint %}

**Searching for a task**: The search box in your "Upcoming" view allow you to search by event, task name or due date in real time. Deleting your search from the search box or pressing the *x* inside of it resets the search.

#### Updating a Task Status

Sparrow tasks can have one of 3 statuses:

* *None* - The default status, also known as a "backlog"
* *In progress* - Items that are currently being worked on, or soon to be worked on
* *Done* - Items that are finished. Note that "Done" tasks will disappear from your "Upcoming" list if they have no been edited within 24 hours.

There are 3 main ways to update the status:

1. **In the Kanban-style view, change the status by&#x20;*****dragging the cards*****&#x20;into a new column**
2. **In the task detail view, click the "Mark Done" action button.**
3. **In the task detail view**, **click the "Tasks" tab > "Quick Edit" > "Status".**


# Detail Pages

Anywhere that you see a task in Sparrow, clicking into it will show the task details page. Here you will find detailed information about the task.

**Details Tab**

* **Status** - Displays if the task has an "In Progress" or "Done" status.
* **Task** - The task title and associated show
* **Due** - Due date
* **Details** - This contains key *editable* details about the task. To edit any of these sections *click the Edit button in the top right corner.*
  * *Title* - The name of the task (without the associated show)
  * *Description* - Detailed information about the show. Can include rich text (e.g. links, bold/italics, checkboxes, etc)
  * *Category* - The category associated with the task (for filtering and additional options)
  * *Show* - The show associated with the task (if any)

{% hint style="info" %}
The "Edit" button in the top right allows you to edit fields within the "Details" section.
{% endhint %}

**Settings Menu**

This expandable menu contains additional settings you can edit, such as changing due dates or deleting the task.

**Chat Tab**

Allows you to leave notes on the task, tag team members and upload files. Clicking follow allows you to be notified when the chat gets updated.


# Creating a Task

You can create a new task from two main locations:

1. **Within "My Tasks" > "Upcoming", click the blue "+ Add New" button.**
2. **Within "Events", click a specific show > "Task" and click the blue "+ Add New" button.**

#### Quick Create Task

1. Click the "+ Add New" button
2. Enter who the task is assigned to and a title.
3. Optionally select a description, category and show
4. Select a due date
5. Click "Save"

#### New Task Fields Details

* **Who is this assigned to (required)** - Select the person who you wish to assign the task to.
  * Note that multiple team members *can* be assigned to one task. However, since they share a single task, the status will update for ALL team members anytime the status changes.
* **Name (required)** - The task title. Do not include the show name.
* **Description** - An optional description of the task or place to keep notes. Rich text is allowed, including section headers, quotes, links, bold, italics, lists and checklists.

{% hint style="info" %}
Want to create sub-tasks? Use the checkbox feature in the "description" field.
{% endhint %}

* **Category** - Select a category for filtering purposes and some additional advanced options (e.g. for Advertising)
* **Event** - The event(s) that this task is associated with. Selecting this opens new options:
  * **Relative due date** - This allows you to set deadlines as a number of days before/after certain key show and task milestones:
    * The task creation date
    * The show announce date
    * The show on sale date
    * The show date
* **Due Date** - The date that the task is due

### Planned Spends


# Task Groups

*Documentation Coming Soon.*


# CRM (Contacts/Companies)

*Documentation Coming Soon.*


# Automations

## Automations Overview

Sparrow is built on an open platform and has a developing automation platform to help event marketers work faster and with less errors.

Automations come in two forms: **Passive** automations are ways for Sparrow to **ingest** information automatically, such as event info, ticket counts, advertising spends, etc. **Active** automations are triggered within the platform to create event assets, such as marketing plans, internal tasks, graphics, etc.

{% hint style="info" %}
Tip: Since many users’ needs are different, automations are built with a lot of flexibility in mind. Your account manager will be hands-on in building out each automation to suit your needs.
{% endhint %}

***

### Active Automations

There are automations that Active automations can be built in two areas:

* In the main navigation click **Automations** **or**
* Within an event, click the three dots next to the **Tasks** tab and select **Automations**

Once you are in the automations panel, you can click **+ Add New** to create a new automation.

***

### Passive Automations

#### Prism

**Summary**

Prism can currently send the following fields over into Sparrow:

* *Event Name*
* *Headliner*
* *Support*
* *Event Date*
* *Announce Date/Time*
* *On Sale Date/Time*
* **Projected Attendance** - As a sum of all “estimated ticket sales” within Prism

A sync to Sparrow is initiated on these actions within Prism:

* *Confirm*
* *Unconfirm*
* *Delete*

Please Note: Currently a sync from Prism to Sparrow is cast *only* when one of the above events occur. If, for example, a show date changes in Prism, you *must* unconfirm/reconfirm it to re-sync to Sparrow.

**Setup**

The setup uses webhooks cast from Prism to communicate with Sparrow. To set up, simply follow these steps and ask your account manager if you have any questions.

1. **Log into Prism and head over to the User Menu > Settings > Web Integrations**

2. **Scroll down to “Webhooks”, click “Add Webhook”. A popup will appear. Enter the information for each point on the list below and click “Save”:**

   ```xml
   Webhook Name = sparrow_confirm
   Webhook Action = Event Confirmed
   Webhook URL = https://hook.getsparrow.co/webhook/c0e57e65-a999-4822-9d40-0b9fc32d3a47
   ```

   ```xml
   Webhook Name = sparrow_delete
   Webhook Action = Event Deleted
   Webhook URL = https://hook.getsparrow.co/webhook/c0e57e65-a999-4822-9d40-0b9fc32d3a47
   ```

   ```xml
   Webhook Name = sparrow_unconfirm
   Webhook Action = Event Unconfirmed
   Webhook URL = https://hook.getsparrow.co/webhook/c0e57e65-a999-4822-9d40-0b9fc32d3a47
   ```

The final results should look like this:

<figure><img src="https://1377328414-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqAQ90jsQ9Dz1TDhvquxy%2Fuploads%2FCfWnPsi4ePpENfg1pbAd%2FCleanShot%202022-12-28%20at%2017.07.19.jpg?alt=media&amp;token=640e5d32-a236-4b96-aafd-bcb5182d8484" alt=""><figcaption></figcaption></figure>

Once completed, please let your account manager know to test the integration.

#### Ticketing

#### Meta Ads

***


# Do Some Research

Quickly get information about an artist.

<figure><img src="https://1377328414-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqAQ90jsQ9Dz1TDhvquxy%2Fuploads%2FpVqyFGzA1v5Ci48RtbSA%2FCleanShot%202023-05-31%20at%2008.33.53%402x.jpg?alt=media&amp;token=7926539b-065f-4665-bf7d-88c0c1e48bdf" alt=""><figcaption></figcaption></figure>

### Summary

This automation pulls information about the artist.

&#x20;Fields include:

* Popularity - a ranking between 0-100 of how popular the artist is on Spotify
* Followers - how many Spotify followers the artist has
* Genres
* Similar Artists
* Artist Links
* A link to search Google News for the artist

### Set Up

None

### Included in Plans

Basic, Pro, Enterprise

### **Additional Information**

* The artist name can be customized in the Advanced Settings panel. Otherwise, it pulls the Headliner, or Event Name if there is no Headliner.


# Create Graphics

<figure><img src="https://1377328414-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqAQ90jsQ9Dz1TDhvquxy%2Fuploads%2FkSIX6o0d5dN00xOeabsK%2FCleanShot%202023-05-31%20at%2008.41.18%402x.jpg?alt=media&amp;token=34e49fd5-1f1a-46af-8409-472ccfe5bd59" alt=""><figcaption></figcaption></figure>

### Summary

This automation takes pre-defined image templates and creates a set of graphics specific to the event.

### Set Up

Your account manager will work with you to create your graphic templates. They will need a layered PSD to copy into the automation.

### Included in Plans

Pro, Enterprise

### **Additional Information**

* Graphics can be imported into the main event record by selecting the dropdown in the top left corner of the image.
* Toggle "Advanced Settings" for additional options:
  * Custom Image - Use a custom image instead of the Press Photo
  * Custom Event Name - Use a custom event name instead of the regular Evenr Name or Headliner
* The mapping of the graphic automation is as follows:
  * **Event Name** → Info > "Headliner" or "Event Name" (if Headliner is blank)
  * **Support** → Info > "Support" (you can use a custom preposition, such as "with" or "featuring")
  * **Image** → Assets > "Press Photo"
  * **Date** → Info > "Event Date"
  * Additional supported fields → [See our “Merge Tags” documentation](https://learn.getsparrow.co/merge-tags)


# Create Adpack

<figure><img src="https://1377328414-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqAQ90jsQ9Dz1TDhvquxy%2Fuploads%2FtaSq32r9PUA1lu2QMPjx%2FCleanShot%202023-05-31%20at%2009.13.46%402x.jpg?alt=media&amp;token=e2020180-c0e9-4b91-94dc-621584226dac" alt=""><figcaption></figcaption></figure>

### Summary

This automation takes your event expenses and puts them into a formatted, branded "adpack" template.  You can optionally download attachments associated with each expense.

### Set Up

Your account manager will work with you to recreate your existing adpack design in Sparrow.

### Included in Plans

Pro, Enterprise

### **Additional Information**

* You can download the Adpack as a PDF or an editable XLSX file.
* Toggle "Include Attachments" on to download a Zip file of all attachments associated with the expenses.
* The mapping of the graphic automation is as follows:
  * **Event Name** → Info > "Headliner" or "Event Name" (if Headliner is blank)
  * **Support** → Info > "Support"
  * **Image** → Assets > "Press Photo"
  * **Date** → Info > "Event Date"
  * [See Additional Supported Merge Tags](/more-info/supported-merge-tags)


# Email Templates

<figure><img src="https://1377328414-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqAQ90jsQ9Dz1TDhvquxy%2Fuploads%2FIML6vQ2EFiek8sHJKZU3%2FCleanShot%202023-05-31%20at%2010.39.04%402x.jpg?alt=media&amp;token=194a7c63-380b-4004-8191-1b0feedd9f05" alt=""><figcaption></figcaption></figure>

### Summary

This automation allows you to insert event information into a "pre-made" template.

### Set Up

1. Go to the [Email Templates](https://app.getsparrow.co/email-templates) page and click "+ Add New"
2. Give the template a name (e.g. "Radio Proposal Request")
3. Use double brackets to insert "merge tags", or dynamic information from the event (e.g. "The show is on {{Show Date}}").  [See all supported merge tags here](/more-info/supported-merge-tags).
4. Click "Save"

### Included in Plans

Basic, Pro, Enterprise

### **Additional Information**

* Toggling "Advanced Settings" will allow you to create a one-time email template using merge tags


# Create Marketing Plan

<figure><img src="https://1377328414-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqAQ90jsQ9Dz1TDhvquxy%2Fuploads%2Fb0llHuHpqDkRotySlt5Z%2FCleanShot%202023-05-31%20at%2013.59.26%402x.jpg?alt=media&amp;token=cff12fdb-90af-42bd-a2c5-d319c9c71cec" alt=""><figcaption></figcaption></figure>

### Summary

This automation allows you to insert event information a pre-made marketing plan template and download it as a PDF or an editable DOC/XLS file.

### Set Up

Your account manager will work with you to recreate your existing marketing plan design in Sparrow.

### Included in Plans

Pro, Enterprise

### **Additional Information**

* Marketing Plan Templates can be customized to be either Document-style or Spreadsheet-style.  Spreadsheet-style templates can contain additional formulas, for example having a "totals" column summing up all spends.
  * Spreadsheet-style templates can pull in "Planned Spends" from your Expense tab in addition to event data.
* Marketing Plans can be exported as a PDF or editable DOC/XLS file
* [See a list of supported merge tags here.](/more-info/supported-merge-tags)


# Add Task Group

<figure><img src="https://1377328414-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqAQ90jsQ9Dz1TDhvquxy%2Fuploads%2F8glNcastnCyf5EHVrY0u%2FCleanShot%202023-05-31%20at%2014.59.33%402x.jpg?alt=media&amp;token=1cc0a34e-0222-45c8-9b98-f99f8f82f6af" alt=""><figcaption></figcaption></figure>

### Summary

The Task Group automation applies one or more pre-defined [Task Groups](/features/tasks/task-groups) to an event. &#x20;

### Set Up

You can create your own Task Groups through the task group panel in *My Tasks > Task Groups.*

### Included in Plans

Basic, Pro, Enterprise

### **Additional Information**

* If you want to re-assign *every task* in the group to a certain user, you can do so under Advanced Settings
* If you want to re-assign *every task* in the group to a specific due date, you can do so under Advanced Settings
* [Read more about Task Groups here](/features/tasks/task-groups)


# Updates

## 01-31-2025

### Default Automations

Now you can set **default automations** to run immediately when an event is first created.  **Default automations** are set on the venue level and can be customized by venue. &#x20;

<figure><img src="https://1377328414-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqAQ90jsQ9Dz1TDhvquxy%2Fuploads%2FvcRfAu4hq7CAhz1Xaejs%2Fimage.png?alt=media&amp;token=1007ae64-ff90-4715-b479-da303a3f5d5a" alt=""><figcaption></figcaption></figure>

#### Editing your Default Automations

Default Automations are set on the *Venue Profile Page*. &#x20;

1. To get to the Venue Profile Page, navigate to **More > Venues**&#x20;
2. Select the venue you want to edit and go into it's profile.
3. Click the **Settings tab.**
4. You will see a Default Automations section.  To edit it, press the **Edit** button in the upper right corner or **E** on your keyboard.
5. Some automations have additional settings that will pop up when you choose them.
6. Default automations run automatically when an event for that venue is created in Sparrow.  Results can be seen under the events Automations tab.

<figure><img src="https://1377328414-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqAQ90jsQ9Dz1TDhvquxy%2Fuploads%2FrUOzEW9imfisfnZwBk2H%2Fezgif-33be23770232d.gif?alt=media&amp;token=50bc044c-22cd-4718-b177-f5088cf6e444" alt=""><figcaption></figcaption></figure>

## 06-25-2024

* (Beta) New Automation: Generate Promo Ideas
  * Harness the power of AI and Sparrow to generate event and market-specific promotional ideas for your show.  "Generate Promo Ideas" aims to help you brainstorm new outreach channels in your market.<br>

    <div data-full-width="true"><figure><img src="https://1377328414-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqAQ90jsQ9Dz1TDhvquxy%2Fuploads%2FMI5zghE4bYARBTb5R9N6%2FCleanShot%202024-06-25%20at%2022.16.00%402x.jpg?alt=media&amp;token=b046182c-87c3-4ed8-8db6-90c090f500d7" alt=""><figcaption></figcaption></figure></div>

## 06-13-2024

* (Beta, Request Access) New Integration - Automatically upload Adpacks into Prism.

<figure><img src="https://1377328414-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqAQ90jsQ9Dz1TDhvquxy%2Fuploads%2F0rauEHxKqmR8QfS7ALe0%2FCleanShot%202024-06-13%20at%2021.49.41%402x.jpg?alt=media&amp;token=3698b274-b0e6-464a-993b-8a8b76ee20d7" alt=""><figcaption></figcaption></figure>

## 01-16-2024

* Expenses with attachments will now be noted with a 📎 symbol on the Expenses tab.

## 12-30-2024

* Expenses:
  * Categories have been streamlined to a single dropdown.
  * 'Budgeted' has been added to disambiguate budgeted expenses versus actuals.
  * Soon to come - Event Templates that include automatically adding expenses and budgeted costs (soon to replace 'Planned Spends')
* Under the hood developments to speed up automations and prevent errors

## 11-24-2023

* Better ad campaign matching algorithm rolled out to reduce false positives.
* Imported digital ad spends now display stats<br>

  <figure><img src="https://1377328414-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqAQ90jsQ9Dz1TDhvquxy%2Fuploads%2FbSNgslFxTJpZW6BMHb0P%2FCleanShot%202023-11-24%20at%2014.45.40.jpg?alt=media&amp;token=63bb61fd-6174-45b7-8796-40dbc7b07123" alt=""><figcaption></figcaption></figure>

## 11-20-2023

* Stricter standards to match ticket counts with the right event to reduce false positives.

## 11-14-2023

\[Beta] Adpack attachments can now be merged into a single PDF (images or PDF files only).

<figure><img src="https://1377328414-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqAQ90jsQ9Dz1TDhvquxy%2Fuploads%2FyCujuVxxKeKirC5s0sLB%2FCleanShot%202023-11-14%20at%2018.57.11%402x.jpg?alt=media&amp;token=00a33b59-838a-4f0c-8b49-d3658ee84899" alt="" width="375"><figcaption></figcaption></figure>

## 11-10-2023

**NEW FEATURE - Automatic Receipts/Invoice Reader (Beta)**

Simply forward your invoiced to an email and Sparrow will automatically categorize them for you.  Interested in testing this feature? Contact us to join the Beta.  [Learn more »](/tutorials/integrations/automatic-receipts-invoice-reader)

<figure><img src="https://1377328414-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqAQ90jsQ9Dz1TDhvquxy%2Fuploads%2FEri2rjnqc2wxnhXGC2Vn%2Fsparrow-receipt.gif?alt=media&amp;token=10542415-f3d1-4f32-a5bc-cac90b34b54d" alt=""><figcaption></figcaption></figure>

## 10-18-2023

* Users can optionally get notified of new task assignments by email:<br>

  <figure><img src="https://1377328414-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqAQ90jsQ9Dz1TDhvquxy%2Fuploads%2F3bJEsFFL6uFxCja4OEe5%2FCleanShot%202023-10-18%20at%2021.24.16%402x.jpg?alt=media&amp;token=813c10cf-686e-4778-b362-b41591c6ebd6" alt=""><figcaption></figcaption></figure>

## 09-15-2023

* **New AI event builder** - You can now forward confirmation emails to a specific inbox and it will automatically import data from it. Talk to your account rep if interested.
* Meta ad spends match automatically now if you include an event name, date and venue in the campaign name.

## 08-28-2023

* Significantly improved event ticket count matching algorithm.  Using an A.I. powered algorithm, our system matching ticket counts back to their Sparrow events has been supercharged.
* Single event Ticketmaster beta integration launched.  Previously you could only send ticketing data from all events in the organization, rather than one specific event. Talk to your account rep to join the beta.

## 08-23-2023

* AXS ticketing Integration is now live
* New events now automatically categorize and pull in key details: Genre, Similar Artists, Press Photo, Social Media Links
* Facebook ad spends import daily now as opposed to weekly and pull in additional data from the campaign

## 07-21-2023

* Do Research Automation - Added a deep link to search Soundcharts

## 06-20-2023

* Rolled out Multi-Day Events on all accounts.
* Convert a Planned Spend to an Expense in one click. Just press the icon in your Planned Spends

<figure><img src="https://1377328414-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqAQ90jsQ9Dz1TDhvquxy%2Fuploads%2FTbtgazOSHm6qirZhttkP%2FCleanShot%202023-06-20%20at%2017.07.11.gif?alt=media&amp;token=49d68682-ca69-464e-9106-550505a1233d" alt=""><figcaption></figcaption></figure>

## 06-06-2023

* Added a "Set all due dates to" advanced setting for Task Groups that allows you to override all due dates in the task group

![](https://1377328414-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqAQ90jsQ9Dz1TDhvquxy%2Fuploads%2FUjg8z7DXfOTySD6x4fKn%2FCleanShot%202023-06-06%20at%2014.30.23.jpg?alt=media\&token=151ed0a1-ad9c-4ba5-9702-3db8adcd1fc2)

## 04-27-2023

* Daily email report now reports upcoming On Sale dates instead of Announces

## 04-12-2023

* Major performance improvements in speed across the entire application.
* Event spends can now be downloaded ad hoc as a CSV
* Security improvements, particularly as it relates to archived users

<figure><img src="https://1377328414-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqAQ90jsQ9Dz1TDhvquxy%2Fuploads%2FMtpiKInKGmCxem9QA1r6%2FCleanShot%202023-04-12%20at%2010.08.33.jpg?alt=media&amp;token=e19f9149-1f94-48fe-9265-bd3d5e1d0331" alt=""><figcaption></figcaption></figure>

## 03-18-2023

* Significant performance improvements, specifically in the speed of automations. Initial testing shows that automations typically complete within 2 minutes.
* Research Automation now includes artist links and a more useful Google Search link
* Automations now show a "Settings" menu where you can see information about who created it, what time, and what event.
* Minor security improvement related to automations.

![](https://1377328414-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqAQ90jsQ9Dz1TDhvquxy%2Fuploads%2FeVPeqF7aJBq91nFVdLPC%2FCleanShot%202023-03-19%20at%2023.11.10%402x.jpg?alt=media\&token=f18d0d3e-8cfe-4254-b97f-7a2f83463df4)

### 03-11-2023

* Released minor security improvements
* \[BETA UPDATE] Wrap charts now include daily wraps as a bar chart

<figure><img src="https://1377328414-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqAQ90jsQ9Dz1TDhvquxy%2Fuploads%2F6tHzP3I9lxpp3vDSBBoS%2FCleanShot%202023-03-14%20at%2009.53.59%402x.jpg?alt=media&amp;token=98ce183e-8ee5-46aa-b47c-42c613120e20" alt=""><figcaption></figcaption></figure>

## 03-09-2023

* **Repeat Tasks**
  * For tasks that are not associated with a specific event, you can now have them automatically repeat upon completion.  For example, if you want the task "Create a monthly calendar social media graphic" that repeats every 30 days, you can set that up.  Once the task is moved to *Done*, a new task will be created that's X days out from the old due date.\
    \
    You can access this when creating a new task under *Date Settings.*  Repeatable tasks are denoted with a ↻ symbol.

<div><figure><img src="https://1377328414-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqAQ90jsQ9Dz1TDhvquxy%2Fuploads%2FXMXrDSgLKFvy8d1nw9u3%2FCleanShot%202023-03-09%20at%2022.44.06%402x.jpg?alt=media&amp;token=fb81cdf2-1eb3-404f-a20a-4212f75b6c4f" alt=""><figcaption></figcaption></figure> <figure><img src="https://1377328414-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqAQ90jsQ9Dz1TDhvquxy%2Fuploads%2FBIbwCKR4ug4KmusL6Rzj%2FCleanShot%202023-03-09%20at%2022.49.21%402x.jpg?alt=media&amp;token=0aab2a8a-6054-4a65-bbfc-5d40b1b176bb" alt=""><figcaption></figcaption></figure></div>

### 02-27-2023

* Email reports
  * Formatting - Wraps now show in green if there's a positive increase.
  * Fixed bug that didn't send reports out daily if you selected "1 day" wrap count
  * Fixed bug that sometimes displayed code instead of the wrap value
  * Fixed bug where event thumbnails wouldn't show up in the email

## 02-24-2023

* **Adpack Automation Attachments** -&#x20;
  * You can now download all attachments that you uploaded to an expense in an event.  To use, go to *Automations > Add New*, select your event, select *Create Adpack*, choose a template, and toggle "Include Attachments?" on.\
    \
    Once the automation completes, you'll see an option to download all expense attachments for that event as a Zip file:

<div align="center"><figure><img src="https://1377328414-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqAQ90jsQ9Dz1TDhvquxy%2Fuploads%2Fm2XyWGe80RD5WlW9de4Q%2FCleanShot%202023-02-24%20at%2015.21.08%402x.jpg?alt=media&amp;token=18612b19-ef47-4f90-be5e-8afa38073bde" alt=""><figcaption></figcaption></figure> <figure><img src="https://1377328414-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqAQ90jsQ9Dz1TDhvquxy%2Fuploads%2FCabsUgrTuSHjd005f3iD%2FCleanShot%202023-02-24%20at%2015.25.55%402x.jpg?alt=media&amp;token=52ed102a-a87a-4efb-95d9-b4023ed582a5" alt=""><figcaption></figcaption></figure></div>

* **Ticketweb Integration** -&#x20;
  * Sparrow now supports Ticketweb in its ticketing integration!  To activate, contact your client rep.<br>
* **Email Reports** -&#x20;
  * Email reports now include 1 day ticket wrap counts for events. &#x20;
  * Reports are now sent 1 hour earlier in the day.<br>
* **Task Group Automation** -
  * We added a new option that allows you to re-assign ALL tasks in a task group to certain user(s).  To use this, go to *Automations > Add New*, select your event, select *Add Task Groups*, and choose task group(s).  Then, select "Advanced Settings" and under "Assign all tasks to user(s):" select the users.\
    \ <img src="https://1377328414-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqAQ90jsQ9Dz1TDhvquxy%2Fuploads%2FE8XiveakmQiMXSy0WxQb%2FCleanShot%202023-02-24%20at%2022.31.59%402x.jpg?alt=media&amp;token=3f2ae12d-fec7-49c6-95fc-c2367bbd436a" alt="" data-size="original"><br>
* **Updates Page** - This page was created to track product updates.<br>
* When saving information, it'll now temporarily gray out the fields to prevent further editing.
* A newly styled toggle field for "Advanced Settings" across Sparrow.
* Dropdowns that went off-screen will now adjust accordingly.


# Supported Merge Tags

Merge tags can be used in Email Templates, Graphics or Marketing Plans. All merge should be noted using double brackets (e.g. {{insert merge tag here}} ).

| Name                     | Description                                  | Example                                                                                                                                                         |
| ------------------------ | -------------------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| {{Event Name}}           | Main Show Name                               | Paul Oakenfold                                                                                                                                                  |
| {{Event Date}}           | Simple show date                             | 8/26/2021                                                                                                                                                       |
| {{Pretty Date}}          | Formatted show date                          | Thursday, August 26, 2021                                                                                                                                       |
| {{Announce}}             | Simple announce date + time                  | 8/20/2021 10:00AM                                                                                                                                               |
| {{Pretty Announce Date}} | Formatted announce date + time               | Friday, August 20, 2021 10:00AM                                                                                                                                 |
| {{On Sale}}              | Simple on sale date + time                   | 8/27/2021 10:00AM                                                                                                                                               |
| {{Pretty On Sale Date}}  | Formatted on sale date + time                | Friday, August 27, 2022 10:00AM                                                                                                                                 |
| {{Similar Artists}}      | Similar Artists                              | Calvin Harris, Paul Van Dyke, Diplo                                                                                                                             |
| {{Venue}}                | Venue/Stage name                             | The Parish                                                                                                                                                      |
| {{Genre}}                | Genre                                        | EDM                                                                                                                                                             |
| {{Ticket Link}}          | Link to main ticketing page                  | <https://www.seetickets.us/event/Future-BassCampfeatKnowMatterandPillager/441871>                                                                               |
| {{Facebook Event Link}}  | Link to the Facebook Event                   | <https://found.ee/FutureBassCamp_RSVP>                                                                                                                          |
| {{Advanced Price}}       | Price of tickets in advance                  | $25                                                                                                                                                             |
| {{Day of Show Price}}    | Price of tickets day of show                 | $35                                                                                                                                                             |
| {{Budget}}               | Show Budget                                  | $1,000                                                                                                                                                          |
| {{Event Dates List}}     | A list of all dates associated with the show | Announce Date: Tuesday, October 18, 2022 10:00AM Venue Presale Date: Thursday, October 20th 10:00AM (Code: DEMO) On Sale Date: Friday, October 21, 2022 10:00AM |

Need additional merge tags added? Reach out to your Sparrow rep and we’ll see if we can add them!


# Integrations

&#x20;


# Automatic Receipts/Invoice Reader

Sparrow has the ability to receive an email containing a receipt and file it into Sparrow for you.  Simply forward your receipt with some basic information to your unique receipts inbox and the automation will download the reciept, categorize it and upload it into Sparrow with the correct event and categorization.

{% hint style="info" %}
This feature is currently in beta and uses AI, so may experience errors.  Please report any issues to your account manager.
{% endhint %}

### Limitations and Notes

* Your unique receipts email address *must* be directly listed in the "To:" section.  **The automation will not work if the email is included in a forwarding address.**<br>
* Please only include the receipt or invoice as an attachment.  Multiple unrelated attachments cause an error in the automation.

### **Instructions**

1. **Email an attachment of the invoice/receipt to your unique receipts email address.** If you don't have a  unique receipts inbox, reach out to your account rep.\
   \
   Attachments can be: PDF, JPG, PNG, or GIF<br>
2. **In the body of the email, include:**\
   \
   Event Name:  <mark style="color:red;">required</mark>\
   Event Date:  <mark style="color:red;">required</mark>\
   Venue: optional\
   Category: Traditional, Digital or Other\
   Type: (e.g. Radio, Social, etc)\
   Notes: Any additional notes you want in Sparrows "details" field\
   \
   Example —\
   \
   &#x20; Event: LSDream\
   &#x20; Date: 11/03\
   &#x20; Venue: Vic\
   &#x20; Category: Traditional\
   &#x20; Type: Street Team\
   &#x20; Notes: Posters for street team


# Connecting Meta to Sparrow

Sparrow can connect with your Meta account to automatically retrieve ad spends.  Spends are retrieved once every 24 hours and matched to the Sparrow event.

{% hint style="info" %}
Sparrow's matching algorithm looks at your ad campaign name to match expenses to the correct Sparrow event.  To improve the match rate we recommend including the event name and date in your campaign (e.g. 10/16 Beyonce Open Ads).
{% endhint %}

## How to Connect Meta

{% embed url="<https://youtu.be/-2g7K6PZwiI>" %}

1. Go to your Meta Business Manager: <https://business.facebook.com/settings/ad-accounts/>
2. Click on the ad account you want, select *"Partners"* and *"Add Partner"*
3. Enter the following Business ID: **1193347877696924**
4. Under permissions, the only thing needed is "View Performance"


# Meta Event Feed

Sparrow can pass event information into Meta's 'Commerce Manager'.  This allows you to use Sparrow data to quickly create Meta ads, as well as have an 'always on' carousel ads that allow your ads to automatically swap in and out based on what's on sale.

<div align="left"><figure><img src="https://1377328414-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqAQ90jsQ9Dz1TDhvquxy%2Fuploads%2FkGSVoYOY6Iut6qSG3v9A%2FCleanShot%202023-12-14%20at%2021.48.05%402x.jpg?alt=media&amp;token=04a577bc-c51a-493b-8658-6ac4c68f0794" alt="" width="250"><figcaption></figcaption></figure></div>

### Set up.

1. Ask your account manager to set up the product feed.
2. They will send you a link that will add the feed to your business manager
3. Once the feed is imported into your business manager account, [visit the Commerce Manager here](https://business.facebook.com/commerce/catalogs/) to see your imported events.

### Creating "Product Sets"&#x20;

Within Commerce Manager, "Product Sets" allow you to create segments for your events that you can then advertise as one group.  For example, you can create a segment for just Country events that runs ads only with that genre.

To create a set:

1. Go to Commerce Manager and go to Catalog > Sets
2. Click "Create Set" and use filters to dynamically choose which events get grouped together.  Reference the table below to help you determine which filters to select.  For example, to group all Country events together you will choose "Custom Label 0 contains Country" as your filter:<br>

   <figure><img src="https://1377328414-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqAQ90jsQ9Dz1TDhvquxy%2Fuploads%2FB9j7q9DMOyHGtovVF9Ah%2FCleanShot%202023-12-14%20at%2022.11.27%402x.jpg?alt=media&amp;token=0170353f-e0a8-47ab-85db-a19ed4defacf" alt=""><figcaption></figcaption></figure>
3. Give the product set a name (e.g. Country Shows) and click Create

### Product Mapping Table

<table><thead><tr><th>Meta Commerce Field</th><th width="281.3333333333333">Sparrow Field</th><th>Notes</th></tr></thead><tbody><tr><td>Title</td><td>Event Name</td><td><mark style="color:red;">Required</mark></td></tr><tr><td>Description</td><td>Date (MM/DD) + Event Name</td><td></td></tr><tr><td>Link</td><td>Ticket Link</td><td><mark style="color:red;">Required</mark></td></tr><tr><td>Image</td><td>'On Sale' Graphic OR Press Photo</td><td><mark style="color:red;">Required</mark>. Defaults to press photo if on sale graphic doesn't exist.</td></tr><tr><td>Brand</td><td>Event Tags</td><td></td></tr><tr><td>Price</td><td>Minimum event price</td><td><mark style="color:red;">Required</mark>. Defaults to 0 if no price exists.</td></tr><tr><td>Custom Label 0</td><td>Genre</td><td></td></tr><tr><td>Custom Label 2</td><td>Venue</td><td></td></tr><tr><td>Custom Number 0</td><td>Event Days Out</td><td></td></tr><tr><td>Custom Number 1</td><td>On Sale Days Out</td><td></td></tr><tr><td>Custom Number 2</td><td>Remaining Budget</td><td>Defaults to 0</td></tr></tbody></table>

### Advertising Using The Event Feed

When creating a new ad in Meta's Ads Manager, choose "Sales" as an objective.  This will allow you to select a "Catalog" and "Product Set" from your Commerce Manager.  Additionally you can use fields from the Product Mapping table above in your ad text.

<figure><img src="https://1377328414-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqAQ90jsQ9Dz1TDhvquxy%2Fuploads%2FZ8mhvEXbexj6bfWQSgX1%2FCleanShot%202023-12-14%20at%2022.19.30%402x.jpg?alt=media&amp;token=41fc1e58-b2c4-4760-a8d9-43aef403d527" alt=""><figcaption></figcaption></figure>


# Connecting Prism

{% embed url="<https://www.youtube.com/watch?v=43VXJB-5zLo>" %}

### Step 1 - Log into Prism

#### From your browser, log into your Prism account.&#x20;

{% hint style="info" %}
Since Sparrow uses your accounts credentials to integrate, please make sure you have access to view and edit all events, venues, and settings.
{% endhint %}

***

### Step 2 - Open up your browsers "Inspect" tools

Left-click with your mouse and click on "Inspect" or "Inspect Element" in the menu.

<figure><img src="https://1377328414-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqAQ90jsQ9Dz1TDhvquxy%2Fuploads%2FRYgWXgRjdrl4qBXqieCn%2FCleanShot%202023-12-19%20at%2010.56.05.jpg?alt=media&amp;token=3a606fd2-c595-4e15-a0db-1620f133e383" alt=""><figcaption></figcaption></figure>

***

### Step 3 - Click on "Console"

In the panel that appears, click "Console" along the top menu bar.

<figure><img src="https://1377328414-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqAQ90jsQ9Dz1TDhvquxy%2Fuploads%2F6S9RZ8533HLPsDwk5HQG%2FCleanShot%202023-12-19%20at%2011.01.09.jpg?alt=media&amp;token=85c8d561-457a-4b2f-ae57-8e6a57f7e2c1" alt=""><figcaption></figcaption></figure>

***

### Step 4 - Copy your API key

In the console, copy and paste the following and hit Enter to copy your  API Key to your clipboard.

```
clear();let apiKey="Here's the Prism API Key: " + localStorage.getItem('token');copy(apiKey);console.log("Copied to your clipboard! Paste this in an email to your Sparrow rep. \n\n" + apiKey);
```

<figure><img src="https://1377328414-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqAQ90jsQ9Dz1TDhvquxy%2Fuploads%2FlhrM1cdMazmBkzD6URtw%2FCleanShot%202023-12-19%20at%2011.05.38.jpg?alt=media&amp;token=a45cc214-9f93-414b-8229-a306476ed8b9" alt=""><figcaption></figcaption></figure>

***

### Step 5 - Paste your API Key to your Account Manager

Your API key is now copied to your clipboard.  Paste that into an email to your account manager. &#x20;

{% hint style="info" %}
Your API Key should look like a very long string of characters.
{% endhint %}

<figure><img src="https://1377328414-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqAQ90jsQ9Dz1TDhvquxy%2Fuploads%2F1qTerXSjHjN9y34H03jc%2FCleanShot%202023-12-19%20at%2011.41.02.jpg?alt=media&amp;token=d0baa436-819d-4650-97eb-b7401d74c56e" alt=""><figcaption></figcaption></figure>


# Chrome Extension: Event Finder

Quickly search events in your market with our simple extension for Google Chrome.

Want to dive right in? [Jump to Downloading & Installing »](#downloading-and-installing)

<div align="center"><figure><img src="https://1377328414-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqAQ90jsQ9Dz1TDhvquxy%2Fuploads%2F2VjNBmsYJ2nRKCvp8hXw%2FCleanShot%202024-01-05%20at%2012.43.09.jpg?alt=media&amp;token=8f7c1731-cd3d-4a5b-810b-507f9ce2bd1c" alt=""><figcaption></figcaption></figure> <figure><img src="https://1377328414-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqAQ90jsQ9Dz1TDhvquxy%2Fuploads%2FaHij05Znos2R0tapAp2v%2FCleanShot%202024-01-05%20at%2012.46.10.jpg?alt=media&amp;token=29b216ba-44d5-44ee-9d09-6fd016163148" alt=""><figcaption></figcaption></figure></div>

### Features

* Search for concerts in a specific city during a specific date or time range.
* Download all events as a CSV.
* Preset a specific city
* (coming soon) Pre-populate the date by clicking a date in the Prism calendar view

### Uses

* Booking teams - Quickly cross reference holds for competing events.
* Marketing teams - See competing events that might affect sales.
* Everyone - Go see more live music! See what's happening in your time.

### Instructions

<details>

<summary>Downloading &#x26; Installing</summary>

### Download

[DOWNLOAD THE EXTENSION HERE »](https://github.com/sparroweventmarketing/event_finder/zipball/master)

**Version**: 0.0.1\
**Last updated**: 01-05-2024\
[View Github for the latest info.](https://github.com/sparroweventmarketing/event_finder)

***

### Install

**Step 1: Extract the Extension Files**

1. **Locate the Downloaded `.zip` File**: Find the `.zip` file of the Chrome extension you've downloaded.
2. **Extract the File**: Right-click on the `.zip` file.
   * If you're using Windows, select "Extract All..." and then choose where you want to extract the files.
   * If you're on a Mac, you can simply double-click the `.zip` file to extract it.
3. **Remember the Extracted Location**: Note the folder where you extract the files, as you will need to access this folder later.

**Step 2: Enable Developer Mode in Chrome**

1. **Open Google Chrome**.
2. **Go to Extensions Page**: Click on the three-dot menu at the top right corner of the Chrome browser, go to "More tools", and then select "Extensions". Alternatively, you can type `chrome://extensions/` in the address bar and press Enter.
3. **Enable Developer Mode**: On the top right of the Extensions page, you’ll see a toggle switch for “Developer mode”. Click to turn it on.

**Step 3: Load the Unpacked Extension**

1. **Click on 'Load Unpacked'**: On the Extensions page, with Developer Mode enabled, you'll see a button labeled “Load unpacked”. Click on it.
2. **Select the Extension Folder**: Navigate to the folder where you extracted the Chrome extension files. Select the folder (not the individual files) and click “Select Folder” (or just “Open” depending on your operating system).

</details>

<details>

<summary>Using the Extension</summary>

#### Opening the Extension

1. Click on the "Event Finder" icon in your Chrome browser's toolbar. It's usually located in the upper right corner of the browser window.
2. A popup window will appear. This is the main interface of the "Event Finder" extension.

#### Searching for Events

1. **Enter a City**: In the popup window, you'll see a text field labeled "City." Enter the name of the city where you want to find events.
2. **Select a Start Date**: Next, select a start date for your event search. This is the date from which you want to begin looking for events.
3. *(Optional)* **Add an End Date**: If you want to search for events within a specific date range, click on the "Add End Date »" link. This will reveal an end date field. Select your desired end date.
4. **Search**: Once you have entered the city and dates, click the "Search Events" button to initiate the search.

#### Viewing Search Results

1. After clicking "Search Events," the extension will display a list of events matching your criteria.
2. Each event card in the results will show the event's name, an image thumbnail, the venue, and the date.
3. If there are more than 50 results, you will see a Load More option that allows you to load up to 50 more events.

#### Downloading Event Data

1. If you wish to download the list of events, click the "Download all to CSV" link located below the search results.
2. This will download a CSV file containing the event details to your computer.

</details>

<details>

<summary>Settings</summary>

1. **Access Settings:** To customize your experience, click the cog icon located in the lower right corner of the form.
2. **Settings:**
   1. **Default City** - This will pre-populate the city field with your city.
   2. **Prism Integration (coming soon)** - This will pre-populate the date with the date you click on in the Prism calendar view.
3. Enter your settings and click "Save" to update your settings.

</details>


# Ticketing Integrations


# Additional Integrations


# Asana Integration

{% hint style="info" %}

### Supported Plans

Enterprise
{% endhint %}

### Description

This automation allows you to import your Sparrow task templates in to an Asana project.  Optionally, add it to a section.

## Set Up

1. Ask your account manager to activate the Asana Integration.&#x20;
2. **Permission in <bot@getsparrow.co>** as a user on your Asana account
3. Head to your Event Templates (More > Event Templates) and **Create a new Event Template**
4. In the Event Template, go to **Settings > Asana Integration > Enable Asana Sync**
5. You will need to complete your Workspace ID, Asana Project ID and an optional Section ID.  Your account manager can help fill this out.

## **Creating Tasks and  Subtasks that Sync to Asana**

Sparrow creates tasks in Asana as folllows:

1. Asana Main Task - the Event Name
   1. Asana Subtask - The Sparrow Task Name
      1. Asana sub-subtasks - Each "checkbox" item within the Sparrow task

<figure><img src="https://1377328414-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqAQ90jsQ9Dz1TDhvquxy%2Fuploads%2Faxhiiems1qP6fLdyJfsK%2FCleanShot%202025-01-31%20at%2014.40.00.jpg?alt=media&amp;token=d7d00eff-e15e-4a96-8e61-c5fde336db77" alt=""><figcaption></figcaption></figure>

## Using the Automation

When you select an Event Template Automation in a Sparrow event, simply choose your Asana-synced event template and run it.  Sparrow will handle the rest, creating the Asana tasks for you.

## Notes & Details

* The Asana integration supports **Due Dates** but does not support assignments.
* You can use [merge fields](/more-info/supported-merge-tags) in both the title and description to replace fields with event data.
* Anything in the Task Description field that *is not* a checkbox line item will be in the task description field.


# Automations


# Tasks