The event hub

The event hub is your home in HAPR. It lists every workspace you can open. A workspace is one event, one plan or one sourcing project. You see the workspaces your organisation owns and any that colleagues have shared with you. For a walk through your first event, see Your first steps.

app.thehapr.com/hub

1. 1Filter the list by kind of workspace.
2. 2A workspace card. Press its name to open it.
3. 3Browse venues and rooms opens Explore.
4. 4Request and compare bids, the quickest way to start sourcing.

Start a new workspace#

Every way to begin is a card. On a hub that already has workspaces, the cards sit in the panel on the right. On a new hub they fill the page under Where would you like to start?. You can also press Create on the side menu to open them in a panel headed What would you like to do?.

The cards are grouped by what you want to do.

• Plan a new event opens a short brief so HAPR can compare locations and costs. See Planning and choosing a location.
• Browse venues and rooms opens Explore straight away. Nothing is created until you save something. See Explore venues and hotels.
• Request and compare bids has a Create workspace button. It creates a sourcing workspace for a venue, room block or both. See Venue sourcing and Room block sourcing.
• Manage an event creates the workspace for an event you are running. The next section shows how.
• Corporate hotel program starts a yearly hotel rate programme. See Hotel transient rate programme.

You only see the cards your organisation is set up for. An organisation without sourcing sees Plan a new event and Manage an event only.

Create a workspace#

1. 1
   Press Create on the side menu, or find the Manage an event card.
2. 2
   Press Manage events.
3. 3
   Type the Event name.
4. 4
   Check the Event ID. HAPR generates one from the name after a short pause. Edit it, or press the generate button beside it to get a new one.
5. 5
   Choose the Type of event. Pick Corporate, Sports, Social or Others. This is required.
6. 6
   Optionally add an Event description.
7. 7
   Optionally choose How do attendees arrive? Pick any of Flight, Train and Ground.
8. 8
   Optionally add Project codes. Type a code and press Enter. Press the cross on a code to remove it.
9. 9
   Choose the Event dates.
10. 10
    Search for the Venue. If you pick a suggestion, its address fills in.
11. 11
    Add the Arrival airports / stations. Search by code or city, for example RUH or Paris, and choose a match. A code with no match can be added as a train station or other code. This field is hidden when you chose Ground only.
12. 12
    Press Create workspace. HAPR opens the new workspace.

The event ID is the workspace's key. Other screens, such as the room block and the shuttle report, use it to find the event's data, so choose it with care.

You can leave the optional fields empty and add them later by editing the workspace.

Find a workspace#

Workspaces are listed as cards, newest created first. A row of filter buttons sits above them. It starts with All and has one button per category, each with a count. HAPR remembers the category you picked in this browser.

• Press Hide ended to put finished workspaces out of the way. It appears only when you have some. A note under the cards says how many are hidden. HAPR does not remember this between visits.
• Search with the Search workspaces box. It matches part of a workspace name. The box and the sort control appear once you have nine or more workspaces.
• Press the sort button to change the order. Choose Soonest first, Recently opened or Recently created. The default is Recently created. HAPR does not remember the sort. Recently opened is kept in this browser, so a workspace you opened on another computer counts as never opened here.

While a filter is on, a line says Showing how many of the total, with a Clear filter button. If nothing matches, you see No workspaces match.

Workspace categories#

Every workspace sits in one category. The category decides the colour of its card and which filter button lists it.

A plan becomes an Event workspace once you hand it over from planning.

Read a card#

Each card shows the following.

• The workspace name and a type badge such as Event - Management, Event - Planning or Sourcing - Transient. For sourcing for an event, the badge follows the shortlist and reads Sourcing - Venue, Sourcing - Room Block, Sourcing - Venue & Room Block or Sourcing for an event when nothing is shortlisted yet.
• A second line. An event shows its venue, or Location not set. A plan shows how many locations are under consideration, or No locations added yet. Sourcing shows how many suppliers are invited, or No suppliers invited yet.
• The dates, or Dates not set, and a timing pill. The pill reads Ended, On-going or Starting in a number of days, weeks or months.
• For an event you are running, the number of attendees, or No attendees added yet.
• A footer line that follows how far along the workspace is. For example 12 of 40 registered, Registration not opened, 8 of 20 flights ticketed, 3 of 5 bids in or Ended with how long ago.
• When something is both urgent and near, a warning line. It shows unticketed travellers in the last seven days before an event, visas outstanding in the last thirty days, or a bid round that closes within seven days.
• Shared with you by and a first name, when a colleague shared the workspace with you.

Press the card, or the arrow on its footer, to open the workspace.

Pin a workspace to Quick access#

Above the cards, Quick access holds your shortcuts. It has two tabs, Pinned and Recently opened.

1. 1
   Press the pin on a card. Press it again to unpin.
2. 2
   Open Quick access and choose Pinned to see your pins.

You can pin up to five workspaces. Recently opened lists the last five you opened. Pins and recent opens are your own and are not shown to colleagues.

Edit a workspace#

1. 1
   Press the three dots on the card to open its menu.
2. 2
   Press Edit details.
3. 3
   Change the name, event ID, dates, venue, project codes or airports.
4. 4
   Press Save changes.

The type of event is not shown when you edit. Changing the event ID after work has started can break links that rely on it, so avoid it.

Share a workspace#

Only an administrator can share a workspace. Anyone else who opens the panel sees Only an administrator can share a workspace.

1. 1
   Press the three dots on the card and press Share access.
2. 2
   In Add someone, type a name or an email address and choose the person. To invite someone who has no HAPR account, type their full email address and press Invite with their address.
3. 3
   For an event, the panel has two tabs. In Pages Share Grant, tick All access for the whole workspace, or tick only the pages they may use. Plans are shared as a whole. Sourcing workspaces list their own pages.
4. 4
   Optionally open Field Constraint on an event and limit the rows they see by Dept/Team, Entity/Game or Role. They then see only attendees that match every limit you set. With no limit they see every attendee.
5. 5
   Press Share workspace, or Send invite for a new person.

HAPR emails the person. A shared workspace appears in their hub. A new person is asked to create a HAPR account first. People from outside your company are marked External.

Under Shared with you can see everyone who has access. Press the bin icon to remove access or cancel an invite. A pending invite shows Pending. If it has lapsed it shows Expired, and you can press Send again. Press Resend to send a fresh link before it expires.

A share adds to a person's role and never takes access away. If a person is already an administrator, or their role already grants more, the panel says so before you share. Roles are set in Roles and page access and Managing users.

Delete a workspace#

1. 1
   Press the three dots on the card and press Delete workspace.
2. 2
   Read what will be removed. For an event, the panel counts attendees, action items, trips and hotels.
3. 3
   Type the workspace ID in the box.
4. 4
   Press Delete everything.

This permanently removes the workspace and all its data, including attendees, trips, bids, comments and forms. It cannot be undone.

Delete several workspaces#

1. 1
   Hold Ctrl (or Cmd on a Mac) and press a card to select it. Once one card is selected, a plain press selects or clears the others.
2. 2
   Check the count beside Clear and press Delete with the number.
3. 3
   Read the list of names in the panel.
4. 4
   Type DELETE and press Delete all with the number.

You can select up to 50 at a time. Press Esc or Clear to stop selecting.

Use the workspace overview#

Opening an event takes you to its overview. The side menu has Go to hub at the top to return to the hub, then Workspace overview, then the event's pages.

A new event with no attendees opens a short set of starting cards. They are Add or import attendees, Configure registration, Email templates and Set up event website. Work through them in that order. See Attendee manager, Registration form setup, Emails and messages and Event website.

Once the event has attendees, the overview shows six counts. They are Attendees, Confirmed, Awaiting, POC teams, Flights and Rooms. Below them, a Needs attention line lists items such as awaiting response, in progress, visas to process and cancelled. Press it to open the attendee manager. A Modules list follows with a card for each page you have access to. The Event overview card shows booking progress and travel cost. See Event overview.

The Flights and Rooms counts show attendees whose trip is marked as needing a flight or a room, not confirmed bookings.

Good to know#

• Templates belong to your organisation, not to one event. See Event templates.
• A workspace's ID is typed or generated once, when you create it. The registration links, the website address and the travel data all rely on it.
• Card figures are not live to the second. They can lag by about half a minute.
• Ended is about the dates only. An ended workspace stays fully available.
• Modules you have not been granted do not appear in a workspace.

If something looks wrong#

• That event ID is already in use. Another workspace has that ID. Edit the ID or generate a new one.
• Enter or generate an event ID appears when the ID is empty. Type one or press the generate button.
• Choose the type of event appears when you press Create workspace without choosing one.
• Could not generate an ID means HAPR could not build one just now. Type one yourself or try again.
• Could not create means the workspace was not created. Check your connection and try again.
• A message that your plan allowance is used up opens a window with ways to buy credits or upgrade. See Quotas and credits.
• You can pin up to 5 workspaces. Unpin one to add another. Unpin a workspace first.
• Quick access could not be loaded. Reload the page to try again. The hub still works. Reload to bring the shortcuts back.
• Nobody matches. Type a full email address to invite somebody new. The person is not a user yet. Type their full email address.
• If you type your own address, the panel says you already have access, because sharing is for other people.
• If your workspaces are already shared with 25 people from outside your company, further outside invites are refused. Remove a guest first, or add regular colleagues as users on your plan.
• If a share is saved but the email did not send, the panel says so. Tell the person yourself, or cancel the invite and try again.
• If a delete of several workspaces only partly works, the message says how many were deleted and lists the ones that were not. Try those again.