How to build an event planning checklist workflow

Plan every event step with structure and clarity

In this guide, you’ll build an Event Planning Checklist Workflow that helps your team plan, track, and manage all event logistics, from venue booking to post-event feedback.
You’ll use forms, linked dashboards, and automations to keep everyone aligned and ensure no detail is missed.

📘 Learn more: Create your first form, app, or portal in a flash

Step 1: Create your event checklist form

From your workspace, click + New → Form, or select a Checklist form from the gallery.
You can also use Magic Create — try this prompt:

“Event planning checklist form with task tracking, deadlines, and assignment fields.”

Add fields such as:

• Event name
  
  
• Event date
  
  
• Task name
  
  
• Task category (Venue, Marketing, Catering, Guest management, etc.)
  
  
• Assigned to (Team member name or email)
  
  
• Task deadline
  
  
• Task status (To do / In progress / Completed)
  
  
• Notes or updates
  
  

💡 Tip: You can group your checklist by category to make it more structured for large events.

📘 Learn more: How to create a form

Step 2: Calculate task progress automatically

Add a Variable field to track event progress in percentages.

Example formula:

(@completed_tasks / @total_tasks) * 100

Use this to visualize completion rate in your dashboard or ending page.

📘 Learn more: How to use a variable with a formula

Step 3: Assign logic for categories and roles

Go to Settings → Logic → Show/Hide logic to make the form dynamic for each task type or role.

Examples:

• If @category = “Venue” → show fields for “Location” and “Booking reference.”
  
  
• If @category = “Catering” → show “Menu type” and “Vendor contact.”
  
  
• If @category = “Marketing” → show “Campaign start date” and “Platform.”
  
  

💡 This keeps the checklist clean and tailored to the user’s context.

📘 Learn more: How to use show hide logic in classic forms

Step 4: Set automated notifications for assigned team members

Under Settings → Notifications, create Conditional Email Notifications so that assigned team members are automatically alerted when a task is created or updated.

Examples:

• If @category = “Catering” → send to catering.team@company.com
  
  
• If @assigned_to = “John Smith” → send to john@company.com
  
  

Include task details and deadlines in the message:

Subject: New task assigned: @task_name

Hi @assigned_to,
You’ve been assigned a new task under the @event_name event.
Deadline: @deadline
Status: @status

📘 Learn more: How to send and receive conditional email notifications

Step 5: Add manager review fields

Add admin-only fields for:

• Task name
  
  
• Assigned team member
  
  
• Deadline
  
  
• Current status
  
  

Then add fields for:

• Reviewer name
  
  
• Updated status or comments
  
  
• Approval toggle (Yes / Needs changes)
  
  

Step 6: Visualize your event progress

In Results → Dashboard, add widgets to track progress by event, category, or team member.
Recommended blocks:

• Table view: Task details and statuses
  
  
• Kanban board: Tasks grouped by progress stage
  
  
• Pie chart: Tasks by category
  
  
• Bar chart: Completed vs pending tasks per department
  
  

📘 Learn more: How to create a Kanban board
📘 Learn more: How to showcase charts based on form responses

Step 7: Automate reminders before deadlines

Use On update logic to trigger email reminders for upcoming or overdue tasks.

Examples:

• If today = @deadline - 2 days → send “Task due soon” reminder.
  
  
• If @status ≠ “Completed” AND today > @deadline → send “Overdue task” email.
  
  

📘 Learn more: What is on update logic and how it works

Step 8: Build an event management portal

Turn your setup into an Event Management Portal App where all stakeholders can log in to view, add, or update event tasks.
Add pages such as:

• Create new task — main checklist form
  
  
• Event dashboard — progress charts and Kanban view
  
  
• My tasks — filtered table showing tasks assigned to logged-in users
  
  
• Manager updates — review form for coordinators
  
  

Enable Login/Sign-up and assign roles (Team member, Manager, Admin) for clear visibility and permissions.

📘 Learn more: How to create and assign user roles in your portal
📘 Learn more: How to let users view and edit their own data in your portal

Step 9: Generate printable checklists or reports

Use PDF templates to create printable summaries of each event’s progress.
Include:

• Event name and date
  
  
• Total tasks and completion rate
  
  
• Pending and completed tasks
  
  
• Assigned members
  
  

Attach this PDF to manager update emails or export it for client reporting.

📘 Learn more: How to create PDF templates to turn responses into documents

Pro tips

• Enable autosave: Let team members save partial updates when multitasking on-site.
  📘 Learn more: How to auto save incomplete responses and let users resume later
  
  
• Sync with Google Sheets: Keep live backups of your checklist and analytics.
  📘 Learn more: How to set up two-way sync between Formaloo and Google Sheets
  
  
• Use AI Smart Content: Automatically generate follow-up summaries after each event.
  📘 Learn more: Create dynamic ending pages with AI Smart Content
  
  

Example scenario

Your team is organizing the 2025 Annual Summit.
Each department submits their event tasks through the checklist form.
The marketing lead updates status daily using the linked review form, triggering automated reminders for overdue tasks.
The dashboard shows that 85% of tasks are completed, and a PDF summary is sent to the event director before launch day.

📘 Learn more: Build personalized and time-saving flows with logic, automations, and AI

FAQ

1. Can I use this for multiple events at once?
Yes, add an Event name dropdown and filter dashboards per event.

2. Can each team have its own checklist?
Absolutely, Create filtered views or portal pages for each department.

3. Can I track budget or vendors too?
Yes, add extra sections or linked forms for budget tracking and vendor management.

Your event workflow is ready

You’ve built a complete event planning system that keeps your team accountable, automates reminders, and turns chaos into clarity.
Next, expand it into a Full Event Management Portal with vendor tracking, attendee registration, and post-event feedback forms.

📘 Learn more: How to customize your portal with your brand identity

Last updated November 2025

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