How to build an event planning checklist workflow

Build a shared checklist that keeps every event on track

In this guide, you’ll create a team-ready event planning workflow that centralizes tasks, organizes stages (planning, logistics, on-the-day, follow-up), and notifies the right team members as statuses change.
This workflow works for any event type, conferences, workshops, webinars, client events, and adapts to your team's structure.

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

Why this helps

• Teams get a single source of truth for all event tasks.
• Roles see only what they need through admin-only fields and focused pages.
• Automatic notifications reduce missed steps and planning delays.
• Perfect for agencies, HR teams, marketing teams, or operations units that handle multiple events.
• You can turn the same form into a team portal for ongoing collaboration.

📘 Learn more: Why use workflows in Formaloo

Step 1 – Create your event planning checklist form

You can start from scratch or use a template from our Template Gallery, such as the Checklist form.
Or use Magic Create with a prompt like:

“Event planning checklist form with event details, task stages, assigned-to field, deadlines, and status tracking.”

Add key fields such as:

• Event title (short text)
• Event date (date field)
• Event type (single-choice: Conference, Webinar, Workshop, Internal event…)
• Task title (short text)
• Task stage (single-choice: Planning, Logistics, On-the-day, Follow-up)
• Task owner (short text or dropdown of team roles)
• Due date
• Status (admin-only field: Not started, In progress, Completed)

💡 Tip: Use admin-only fields for internal-use items like “Status” or “Internal notes.”
📘 Learn more: Form editor and field types

Step 2 – Add conditional logic to customize the checklist

Use show/hide logic so the form becomes dynamic and easier to complete. Examples:

• If Event type = Conference, show conference-specific tasks.
• If Task stage = Logistics, show fields like “Vendor contacts” or “Equipment needed.”

💡 Tip: Keep optional sections hidden until needed to avoid overwhelming users.
📘 Learn more: Show or hide questions based on previous answers

Step 3 – Add status-based automations with On Submit logic

Use On Submit automation to send emails when a task is created or marked as high priority.

Examples:

• When a new task is added, notify the event manager.
• When the task stage = “On-the-day,” notify the operations lead.
• When due date is tomorrow, trigger a reminder email (using On Update when editing).

💡 Tip: Add the @field_ID for task owner and event name to personalize email notifications.
📘 Learn more: What is “On Submit” logic and how it works

Step 4 – Use On Update logic for real-time task handoffs

As team members update their tasks (e.g., completing logistics steps), Formaloo can notify the next responsible person.

Typical flow:

1. Admin updates Status = Completed
2. On Update logic sends email to the next stage owner
3. Optionally, auto-assign the record internally

💡 Tip: Use this to eliminate Slack DMs and missed handovers.
📘 Learn more: What is “On Update” logic and how it works

Step 5 – Build your event planning dashboard

Switch your form into an app and add pages for:

• All Tasks Table (filter by event)
• By Stage (Kanban board grouped by Task stage)
• By Status (Not started / In progress / Completed)
• Team ownership (tasks filtered by Assigned-to)

💡 Tip: Create separate views for each team (Marketing, Venue, Speakers, etc.).
📘 Learn more: How to showcase charts based on form responses

Step 6 – Turn it into a collaborative portal (optional but recommended)

Enable Portal mode so team members log in and update their own tasks.

Portal abilities:

• Team members can update only the tasks assigned to them
• Event admins can see all tasks
• You can create separate pages for each event or team group

💡 Tip: Add user roles (Planner, Coordinator, Vendor Manager) for granular access.
📘 Learn more: How to create a portal and manage users' access

Pro tips

💡 Pro Tip 1: Add a “High priority” switch and use colored chart filters to show urgent tasks for your next planning meeting.
📘 Learn more: Customize your form/app layout and design

💡 Pro Tip 2: Add a “Vendor directory” as a second form and link it via lookup fields so each task can reference a vendor.
📘 Learn more: What are linked rows and how to use them

💡 Pro Tip 3: Create different ending pages based on event type so each new event starts with a tailored checklist layout.
📘 Learn more: How to set up multiple ending pages with redirect logic

Real-world example

A university events team used this workflow to manage 25+ annual events.
They built a shared task list with automated email reminders for overdue tasks and a portal where students and staff could update their assigned items.
Within one semester, planning time dropped by 40%, and missed deadlines dropped to near zero thanks to status automation.

📈 See more examples: Formaloo use cases

FAQ

1. Can I track multiple events inside the same workflow?

Yes. Add an “Event name” field and filter dashboards by event.
❓ Learn more: Form editor and field types

2. Can team members update tasks without seeing all event data?

Yes. Use portal login + user roles to restrict visibility.
🔒 Learn more: How to add user roles on your portal

3. Can I automatically notify the next team member when a task stage changes?

Yes. Use On Update logic tied to the Status field.
🛠️ Learn more: What is “On Update” logic and how it works

4. Can I integrate this with my meeting scheduling tool?

Yes. Use redirect logic to send users to Calendly or another tool for pre-event calls.
📬 Learn more: Calendly integration in Formaloo

You’re ready to launch your team event planning workflow

You now have a centralized form, automated handoffs, a visual dashboard, and a collaborative portal your team can rely on.
Next step? Expand the workflow with vendors, budgets, speaker lists, or session planning.

🎉 Learn more: Expand your workflow in Formaloo

Last updated November 2025