Event Files & Attendees
Every event in PMSuite can include supporting documents and a defined list of attendees. Files are attached during event creation (or editing), and attendees are chosen from your existing employee and client records. This article covers how both work and their effect on other features.
Who Can Use It
- Event creator / Company Admin: attach files, choose attendees, configure reminders.
- Employees and Clients added as attendees: view the event, its files, and its details on their calendar.
Prerequisites
- The event must already be created, or you must be in the process of creating one.
- The Events module must be enabled for your user type in Settings → Module Settings.
- To add employee attendees, at least one employee record must exist. To add client attendees, at least one client record must exist.
How to Access
Sidebar → Events (/account/events) → click Add Event (or open an existing event for editing).
Files and attendees are managed directly within the event creation and editing form — they are fields on the event form itself, not separate tabs or pages.
Attaching Files to Events
How It Works
The event form includes an Add File field. Use it to attach supporting documents such as agendas, presentation slides, or reference materials. Files are uploaded inline as part of the event form, alongside other event details.
Practical Uses
| Scenario | What to attach |
|---|---|
| Pre-meeting agenda | A PDF or document outlining talking points and pre-read materials. |
| Presentation slides | The slide deck so attendees can follow along or review afterward. |
| Venue directions | A map or document with parking and entry instructions for off-site events. |
| Post-event summary | After the event, edit it to attach meeting minutes or action items as a historical record. |
Files are attached through the Add File field on the event form. To add files after the event has been created, edit the event and use the same field.
Managing Attendees
Adding Attendees
Attendees are selected during event creation using two fields on the event form:
| Field | Purpose |
|---|---|
| Select Employee | Search by name to add one or more employees as attendees. The Department dropdown above this field filters the employee list to make selection easier in larger organisations. |
| Select Client | Add one or more clients as attendees. |
At least one employee must be selected to save the event. Clients are optional.
How Attendees Experience the Event
Once added as an attendee, the employee or client:
- Sees the event on the Events calendar (
/account/events) across all four views (Month, Week, Day, List). - Sees the event on their personal My Calendar (
/account/my-calendar), alongside tasks, leaves, and holidays. - Receives notifications according to the company's notification settings (if the Event notification type is enabled).
Editing Attendees After Creation
To change the attendee list after an event has been saved, open the event for editing and update the Select Employee or Select Client fields. Save to apply the changes.
Reminders
The event form includes a Send Reminder toggle. When enabled, a Remind Before field appears, letting you set how far in advance attendees receive a reminder notification.
Reminders are configured at the time of event creation (or editing). The Event notification type must be enabled in Settings → Notification Settings for reminders to be delivered.
Editing a saved event does not automatically re-send the reminder to attendees. If you change the event time or details, notify attendees of the update via Messages or by toggling the reminder setting off and on again.
Effect on Other Features
Notifications
Event creation and reminders trigger notifications per the settings in Settings → Notification Settings. Notifications can be delivered via:
- Email — per the Email tab toggles.
- Slack — if a Slack incoming webhook is connected (Settings → Notification Settings → Slack tab) and the events checkbox is enabled. This is a one-way notification from PMSuite to your Slack workspace.
- Push Notification — per the Push Notification tab toggles.
Google Calendar
If Google Calendar integration is active and verified for the attendee's account, events created in PMSuite are pushed to the connected Google Calendar automatically.
Sync direction is one-way: PMSuite to Google Calendar. Events created or edited directly in Google Calendar do not appear in PMSuite.
Limitations
| Limitation | Workaround |
|---|---|
| No attendee RSVP or accept/decline response flow. Attendees cannot formally confirm or decline within PMSuite. | Request confirmation via the Messages module, or ask attendees to note their status in the event's Description field. |
| Google Calendar sync is one-way (PMSuite to Google). | Events added directly in Google Calendar must be entered manually in PMSuite if they need to appear in the system. |
| Editing a saved event does not re-send reminders automatically. | Notify attendees of changes via Messages, or toggle the Send Reminder setting to trigger a fresh notification. |
| Files are managed through the event form, not a dedicated file repository. | Use descriptive file names so attendees can identify each attachment at a glance. |
Troubleshooting
Attendees did not receive a reminder. Confirm that Send Reminder was toggled on and a lead time was set in Remind Before before the event was saved. Check that the Event notification type is enabled in Settings → Notification Settings for the relevant channel (Email, Slack, Push).
A client added as an attendee cannot see the event. Check that the Events module is enabled for the Client user type in Settings → Module Settings.
The event is not appearing in an attendee's Google Calendar. Confirm that the attendee has an active, verified Google Calendar connection (Settings → Google Calendar Settings or Profile Settings), and that the Events toggle is enabled in Google Calendar Settings.
Cannot find the Add File field. The Add File field is on the event creation and editing form. If you do not see it, confirm your role has the Create or Edit permission for the Events module under Settings → Roles & Permissions → Workspace → Events.