Event Setup.

Once you've clicked "Create New Event" from the Ribyt Event Dashboard, you'll be taken to the Event Setup screen (screenshot below). This is where you will give Ribyt the basic, but important, details of your event. It is very important to understand that information you enter from this point on will become default information going forward, and will be used on guest itineraries and all reports. However, the information can be changed.

  • Event Name: This name will be used on all itineraries and reports. This name can be changed at any time and it will change everywhere it is being used. Think of this as the event marquee, meaning it should clearly identify your event. For instance: "My Company Event on July 4th" is not as exciting as "Jones & Company 4th of July Picnic".
  • Event Location: If your event requires travel to another city, this is an important field. This will tell people immediately where they'll be headed to go to your event. This is also good for events that are in one metropolitan area, but in multiple venues. Finally, if you have an event all happening in different venues and different towns within the same metropolitan area, it's best to use the city name (Detroit, Michigan) vs. the town or suburb name (Troy, Michigan).
  • Event Venue: ONLY USE THIS FIELD IF YOUR EVENT IS TAKING PLACE IN A SINGLE VENUE.  If not, just leave it blank. If you fill in a city name AND an Event Venue name, the Event Venue name is going to take precedence on itineraries and reports.
  • Event Start Date: This is the start date for your event. It is recommended that this date be the date that ANY part of your guest experience starts. For instance, if your event is on Friday, May 1st, but your guests will be flying in or arriving the day before, your Event Start Date should be Thursday, April 30th.
  • Event End Date: This is the end date for your event. It is recommended that this date be the date that ANY part of your guest experience ends. For instance, if your event is on Friday, May 1st, but your guests will be flying out the day after, your Event End Date should be Saturday, May 2nd
  • Support Phone/Support Email/Support Link: (Optional) Enter your company phone number, email address, or web URL where your invited guests can reach someone for help or to answer any questions. This info will appear when a guest clicks the "HELP" button on the event's RSVP website.
  • Dashboard Title Image: You can upload an identifier image for your event here. Every event you're working in will show up (using this image) on the Ribyt Event Dashboard. NOTE: This image does not appear anywhere else and is not seen by invited guests.

To move on to the next step, you must save this info by clicking "Save Event & Continue" on the bottom right of the screen. This is how the navigation works throughout the site.

Share The Burden.

NOTE: In order to share an event with a teammate/colleague, they must already be a Ribyt user under your account OR you need to add them as a user under your account.

Share an Event

There are two places you can go to share your event with a teammate or colleague (which will allow them to work on the event with you).

  1. Go to the Event Dashboard and hover over the event you want to share. You will see a share arrow. Click on the share arrow.
  2. Go to the Event Setup screen and you'll see the "Team Access" section at the bottom of the screen. Click the Share button.  See screenshot to the left and click to enlarge.

Select User Role

Once you click to share, you'll select their Role (Administrator, Host, Fulfillment, Read Only: See User Roles defined below) and search for the User to add.  Click "Share Event" to give them access to the event, or "Cancel" to not share your event.

See screenshot to the left and click to enlarge.

User Roles

Below is a breakdown of the User Roles and the features that each role has access to:

Byts Are The Backbone

Byts are the backbone for any event. A byt is everything and anything that you would be offering any of your guests. Byts are "assigned" when you create groups. This allows you to easily control and customize what each group gets. We highly recommend that you read more about byts here. Remember, all byts (and every byt of info you enter) are reflected on the guest itineraries (in chronological order) and every detail is available in reports.

There are 4 types of byts. 

Creating Travel  Byts

Travel Byts: Click to enlarge.

Creating a travel byt is just telling Ribyt what types of transportation will be involved in your event. Just follow the prompts to set up each Travel Byt. IMPORTANT: You must create separate byts for each class/type of transportation. This is so Ribyt can assign and track each one separately. It makes a huge difference when generating reports. For instance, with ground transportation, if some guests will be getting a limo, while others will be grabbing an airport shuttle, you must set up two different Travel Byts. Or if some guests will be getting first class air, while others will be flying coach, you must set up "Roundtrip First Class Air", then "Roundtrip Economy Class Air" as separate byts. Note that the destination field defaults to the Event Location that was entered when setting up the event.

Creating Hotel Byts

Creating a new Hotel Byt is just telling Ribyt what types of accommodations will be available to guests. Simply search for a hotel (or other type of accommodation) in the "Hotel" field, select, and Ribyt fills in the rest. Note that the Check-in date and Check-out date will be set to the default Event Dates that were entered when setting up the event. These dates can be changed if necessary when setting up your groups.

IMPORTANT: If you are using multiple properties for guest accommodations, you must enter a separate byt for each property. SIDE NOTE: Ribyt is developing a Hotel Tool that will allow users to manage complex room blocks using Ribyt. The Hotel Byt will track room types, room nights, and room costs, and provide attrition alerts, real-time pick-up rates and more!

Hotel Byts: Click to enlarge.

Show # Nights on RSVP: If you want guests to see how many nights they are being provided when they RSVP, leave this set to YES. If not, set to NO.

Creating Activity Byts

Activity Byts: Click to enlarge

Creating Activity Byts is just telling Ribyt what activities will be available to any or all guests. Remember, Activity Byts are anything that requires your guests to be somewhere at a certain time (a party, dinner, concert, performance, meeting, ceremony, reception, cocktail hour, etc.).  Activity Name should be a clear, simple, short description like "Company Awards Dinner" or "VIP After Party".

All of the info you enter here will appear on guest itineraries unless you select "NO" under "Show on Itinerary." The Activity Details field is where you will include any details or instructions for your guests.  Access Control will indicate to your guests if there will be any type of credential or ticket needed to get in. If they are just giving their name at the door, you can leave Access Control option as "NO".

Creating Bonus Byts

Creating Bonus Byts is just telling Ribyt what kind of "extras" or "amenities" will be available for any or all guests. Bonus Byts are things that don't require guests to be somewhere (a gift bag, a gift card, a hotel credit, etc.).  Entering these byts is mostly for reporting purposes (generate a list of everyone that is getting a gift bag, etc.), but they can be shown on guest itineraries. "Bonus Name" should be simple and clear like "Gift Bag" or "$50 Room Credit For Breakfast".

Managing Byts: Click to enlarge.

Because Things Can Change. A Lot!

One of the reasons Ribyt is so powerful is that info can be changed multiple times and is immediately reflected accurately on every guest itinerary and in all reports. Venue change? Time change? Need to add more instructions? Just select the byt you need to edit and make your changes. When your guests check their itinerary, or when you need that detailed report, your changes are there... instantly.