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Key events with readiness checks

Kick-offs, steering reviews and go-lives run as key events. Each has readiness checks counted back from the day and invitations the client answers from a link. Reminders, follow-ups and the report come by themselves.

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Why it matters

A go-live or a steering review fails for small reasons. The acceptance tests were not signed off, the client's approver did not know the date, or the slides went out late. Nobody follows up a week later. Project tools treat a meeting as one task or a calendar entry. In SmartMy Projects the event carries its own checks, each with a person and a due date counted back from the day. The client replies from a link, and the follow-ups are made when the event is done.

The problem it solves

The go-live date is fixed, but the acceptance tests were never signed off.
The client's approver finds out about the steering review the morning of the meeting.
Nobody knows who is coming, so the room or the call is wrong.
After the hand-over, the promised check-in a week later is forgotten.

How it works

An administrator sets up key event types once. Three come ready: Kick-off Meeting, Steering Review and Go-Live / Hand-over, each with its checks, people to invite and follow-ups.
On a project you add a key event of a type and give the date and time. Its readiness checks are made. Each gets a due date counted back from the day, and the person who holds that role.
You can Propose the Date to your team first. When it is settled you press Fix the Date.
Everyone invited gets an email and a WhatsApp message with what to expect, the place and a link. On the link they answer Coming, Maybe or Not Coming, and how many come along. They can also see the map and save the date.
Each morning, every person is told the checks and follow-ups due that day. A check that needs a photo or a sign-off cannot be ticked without it.
Invitees are reminded 24 hours before and on the morning. A new date or a cancellation tells them again and asks for Seen on the feed.
On the day you press Start and add live updates with photos. Done writes the event report, posts it on the feed and makes the follow-ups.

Everything it does

Key event types

Name, usual length (4 hours to start with), what to expect (sent with the invitation), colour, Entity
Invite the Client (on), and the project roles to invite
Remind Hours Before: 24 to start with
Readiness checks: name, the role that does it, days before (1), Photo Needed, Signed Off
To Book: contracts, orders, labour, equipment, permissions or bookings, with the role that books, who pays and days before (3)
After: follow-ups with days after, how many times, the role and Photo Needed
Ready: Kick-off Meeting (2 h; scope and plan shared 2 days before, by the project manager)
Ready: Steering Review (1 h; invites the project manager, the sponsor and the client approver)
Ready: Go-Live / Hand-over (2 h). Acceptance tests passed the day before, signed off by Reviewer / QA. Check in with the client 7 days after.

An event

Name, project, type, place, stage (with stages), starts and ends (from the usual length)
Date From: proposed by us or given by the client, and why this date
Responsible person (you, to start with)
Draft, Date Proposed, Date Fixed, On Now, Done, Cancelled
Buttons: Propose the Date, Fix the Date, Start, Done, Cancel, Back to Draft, Send New Invitations
Checks done, total and late on the form; bookings with quantity, unit, cost, who pays and status

Readiness checks

Due dates move with the event's date while not done
Photo Needed: the check cannot be ticked without a photo
Signed Off: only a person in that role on the project, or a manager, can tick it
Who ticked it and when are kept
Fixing the date with checks late is allowed and recorded on the event; checks do not block the date

Invitations and replies

The client and people in client roles, if the type invites the client, plus team members in the type's roles
A page per person, with no login: details, map, Coming / Maybe / Not Coming, how many with them (up to 50), calendar file
Coming count on the event; Came and Came At ticked on the day
People who said Not Coming get no reminders

On the day and after

Live updates with photos and videos, each posted on the project feed
Done makes the follow-ups (repeated where the type says) and writes the report: who came, bookings, the day's updates, what is next
The report and photos go on the feed for your team and the audiences of the people invited
A payment milestone due When a Key Event Is Done falls due
With stages: the check Its key events are done waits for the stage's events

Lists

Projects > Work > Projects > Key Events as a calendar or list
Filters: Coming Up, Mine, Not Done, Done; group by project, type or status

Who uses it

Project managerPlans the event, fixes the date, runs it on the day and presses Done.

Team memberDoes the readiness checks and follow-ups given to their role.

Reviewer / QASigns off checks such as acceptance tests passed.

Client and sponsorReply from the invitation, save the date and read the report on the feed.

Projects AdministratorSets up the event types, their checks, invitations and follow-ups.

Where you use it

Web: Projects > Work > Projects > Key Events, and the event form
Configuration: Projects > Configuration > Projects > Key Event Types
The invitation page for each person, with no login
The project feed and the client's feed page
Not in the phone app yet

What you control

Settings

Key event types, with their checks, bookings, follow-ups and roles to invite
Invite the Client: on
Remind Hours Before: 24, plus the morning of the day
Usual length: 4 hours (2 and 1 on the ready types)

Notifications

Key Event Invitation: to everyone invited when the date is fixed, by email and WhatsApp, with the link
Key Event Changed: a new date or a cancellation, to everyone invited, by email and WhatsApp
Key Event Reminder: before the event and on its morning, to those who did not say no, by email and WhatsApp
Event Checks and Follow-ups Due: every morning, to each person, as a phone notification and in the app
Sent at once, at any hour: these are work messages, so quiet hours do not hold them back

Questions

Do late checks stop the event?

No. You can fix the date with checks late; the event records which were late. The checks hold a stage, not the event: with stages, the stage waits until its events are done or cancelled.

Does it put a video call link in the invitation?

Not by itself. Write the call link in what to expect or the place. The invitation carries the text, the place, a map link and a calendar file.

Does it sync with Google or Outlook calendars?

It sends a calendar file that each person saves to their own calendar. A two-way sync is not built.

Can we add our own event types?

Yes. Rename, add or archive types, with their own checks, bookings, follow-ups and roles to invite, for every Entity or one.

Which plan has it?

Scale. The payment trigger and the stage check that use key events come with it.

Related features

PROJECTSStages you leave only when the checks passEvery project moves through your stages, such as Planning, Execution and Closure. It leaves a stage only when its checks pass: tasks done, time approved, the payment received. Passing a check anyway takes an approval, with the reason on record.PROJECTSPayment milestones with draft invoicesGive a project a payment plan, such as 30 / 40 / 30. Its milestones fall due by hand, on a date, at a stage or when a key event is done. The client is told, a draft invoice is made, and an unpaid milestone can hold the project in its stage.PROJECTSProject feed for the team and the clientOne timeline per project where updates, tasks done, payments, stage changes and key events land, each marked with who it is meant for. The client is told on WhatsApp or by email with a link to their own view, and confirms important items with Seen.CLIENTS, DASHBOARDS, APPS, AIClient portalYour clients log in to see their projects. They see status and health with your note, the tasks you let them see, the updates meant for them and the payments due and received. Clients are free; they do not count as users.ACROSS SMARTMY PROJECTSNotificationsSmartMy Projects tells the right person when something needs them. That can be a task given to them, a week sent back, a request to approve, a payment due, a project late in a stage. Each event has its own recipients and channels, in the app, by email, as a phone notification or on WhatsApp for clients.

See your next project on it.

Tell us how many people keep time, how you bill your clients today (hours, fixed price, retainers) and what you use now. We will set up one of your real projects with you.

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