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Conference Management
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Conference Management · Available now

Keep event decisions and admission evidence together.

Conference Management keeps the operating record for an event: its organizer, owner, venue, dates, capacity and status. An event owner prepares the event and submits it for review.

Start now Download Proto
  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewEvents awaiting approval
Conference Management · Events

Events awaiting approval

approval waits for the reviewer

New event
Events in view
6
Total capacity
3,090
Review
6
Record numberEvent nameStatusStarts atCapacityRevision
EVN-65988Regional Planning SummitReview25 Oct510840
EVN-46632Clinical Research ForumReview12 Oct550440
EVN-67000Public Works Leadership DayReview15 Oct420840
EVN-42853Annual Member AssemblyReview01 Nov650210
EVN-21878Digital Services SymposiumReview12 Oct270960
6 of 6 records
Regional Planning SummitEvents · EVN-65988
Review
Starts at25 Oct
Capacity510
Revision840
OwnerArjun Mehta
CounterpartyHarbor Hall Convention Center
Approve eventEVN-65988 · Regional Planning Summit

Event Reviewer approves the event revision.

Waiting for Event Reviewer
ApproveReturn
Example screen with sample data
Tables, ready to use
11
Saved views
13
Roles with set permissions
7
Reports and dashboards
8
Features

Follow each event from the calendar

Every feature works on the same records. Pick one to see the screen your team works in.

Event planning

Keep the event, schedule, venue, owner and capacity in one reviewable record.

  • Event identity
  • Schedule and capacity
  • Ownership and venue
  • Events
  • Venues
  • Organizations
  • People
  • Record attachments
  • Review decisions
Explore event planning
OverviewMy events
Conference Management · Event planning

My events

Events

New
Record numberEvent nameStatusStarts atEnds atOwner
EVN-70520Regional Planning SummitDraft04 Nov12 NovSofia Delgado
EVN-85738Clinical Research ForumReview20 Oct23 OctSofia Delgado
EVN-26819Public Works Leadership DayApproved26 Oct04 NovPriya Nair
EVN-74407Annual Member AssemblyRegistration Open12 Oct20 OctEvan Rousseau
EVN-50154Digital Services SymposiumCompleted26 Oct04 NovAmara Mensah
6 of 6 records
Regional Planning SummitEvents · EVN-70520
Draft
Starts at04 Nov
Ends at12 Nov
OwnerSofia Delgado
Example screen with sample data
Process

From event plan to admission

Event approval to admission ships ready to use. 2 steps need a named approval before the work moves on: Approve event (Event Reviewer) and Review registration (Registration Reviewer).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Draft event

    Set the venue, dates, owner and capacity.

    Regional Planning SummitEVN-65988 · Event Owner
    Draft eventBy Event Owner

  2. Submit event for review

    Send the current event scope to its reviewer.

    Regional Planning SummitEVN-65988 · Event Owner
    Submit event for reviewBy Event Owner

  3. Approve event

    Event Reviewer records the decision and reason.

    Regional Planning SummitEVN-65988 · Event Reviewer
    Approve eventBy Event Reviewer
    ApprovalEvent Reviewer approves the event revision.

  4. Open registration

    Begin intake under the approved event.

    Regional Planning SummitEVN-65988 · Registration Coordinator
    Open registrationBy Registration Coordinator

  5. Review registration

    Registration Reviewer decides submitted scope.

    Regional Planning SummitEVN-65988 · Registration Reviewer
    Review registrationBy Registration Reviewer
    ApprovalRegistration Reviewer approves or rejects the submitted registration.

  6. Reconcile and close

    Compare admissions with verified provider evidence.

    Regional Planning SummitEVN-65988 · Finance Reviewer
    Reconcile and closeBy Finance Reviewer

Start with Event approval

Inside a record

Payment evidence checked at its source

Open any event to see its admissions, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Starts at, Capacity, Revision and Owner.

  2. 2
    Admissions

    Each line is linked to this event.

  3. 3
    Who works on it

    Event Owner, Event Reviewer and Registration Coordinator, each with their own permissions.

  4. 4
    Process stages

    Establish operating scope and Draft event, with the role that acts.

  5. 5
    Approvals

    Approve event and Review registration, with who decides.

Events awaiting approvalRegional Planning Summit
Conference Management · Events

Regional Planning Summit

Harbor Hall Convention Center · Review

Log activity
1
Record details
Starts at25 Oct
Capacity510
Revision840
OwnerArjun Mehta
2
Admissions

Regional Planning Summit

IdParentLine number
REG-2026-00418Community Health Congress820
ADM-2026-00172Regional Planning Summit130
REV-2026-00063Digital Services Symposium450
Admissions
6
Total line number
2,210
3

Who works on it

  • Event OwnerManage Events, record attachments
  • Event ReviewerManage review decisions
  • Registration CoordinatorManage Registrations
4

Process stages

  • Establish operating scopeEvent Owner
  • Draft eventEvent Owner
5

Approvals

  • Approve eventEvent Reviewer
    Approved
  • Review registrationRegistration Reviewer
    Waiting
Example screen with sample data
Approvals

Decisions tied to the current event

Event Owner and Registration Coordinator prepare records; Event Reviewer and Registration Reviewer decide submitted scope.

OverviewApprovals
Conference Management · Overview

Approvals

Signed in as Event Reviewer

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • RGS-46181REG-2026-00418
    Public Works Leadership DayRequested by Event Owner
    Submitted2dActions
  • RGS-11173ADM-2026-00172
    Clinical Research ForumRequested by Event Owner
    Submitted4dActions
  • RGS-10432REV-2026-00063
    Community Health CongressRequested by Event Owner
    Submitted4dActions
  • RGS-81432REG-2026-00419
    Coastal Resilience WorkshopRequested by Event Owner
    Submitted3dActions

Who approves what

DecisionApprover
Approve eventEvent Reviewer records the decision and reason.Event Reviewer
Review registrationRegistration Reviewer decides submitted scope.Registration Reviewer
Approve EventsEvent Reviewer
Approve RegistrationsRegistration Reviewer
4 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Conference Management to the work that is theirs. Pick a role to see what it starts with.

Event Owner

Prepares event details and owns changes to event scope.

This is the first screen this role sees.

OverviewEvent calendar

Event calendar

Events · Event Owner

Approved3
Regional Planning SummitBayview Assembly Rooms
610
11 Oct
Public Works Leadership DayNorth Quay Conference Pavilion
930
22 Oct
Digital Services SymposiumBayview Assembly Rooms
860
17 Oct
Add
Registration Open3
Clinical Research ForumElmbridge Civic Center
570
27 Oct
Annual Member AssemblyBayview Assembly Rooms
60
13 Oct
Coastal Resilience WorkshopElmbridge Civic Center
920
17 Oct
Add
Example screen with sample data

Roles and permissions

Reports

See capacity and exceptions together

Answer capacity, registration, admission and reconciliation questions from linked records.

Overview
Conference Management · Overview

Conference Management dashboard

This quarter

Registrations in view
6
Total quantity
1,910
Submitted
6

Events by status

How far records got this quarter

StageReachedStep
Draft43
Review3070%
Approved2170%
Registration Open1467%

Capacity by status

Sample totals per stage

9.0k0
9.0kDraft
5.0kReview
8.0kApproved
9.0kRegistration Open
5.0kCompleted
Example screen with sample data
  1. 01Event capacity and admissions

    Which events have reserved or admitted quantity close to capacity?

  2. 02Registration decisions

    Which submitted registrations are still awaiting review, and which were rejected?

  3. 03Event calendar by venue

    List event start and end times with the selected venue and status.

  4. 04Provider capture evidence

    Which events have verified captures to compare with admissions?

  5. 05Operation exceptions

    Which actions need a discrepancy reviewed before close?

  6. 06Reviewer decision history

    Trace each event revision to its reviewer, decision, time and reason.

  7. 07Event attachment register

    List files by parent event, visibility, evidence type and uploader.

  8. 08Venue utilization

    Group dated events by venue and event status.

All reports and dashboards

Who it's for

Built around the event your team runs

See how Conference Management fits your kind of team.

Association conferences

Coordinate association event ownership, member registrations and venue admission.

Corporate events

Give internal event teams a review path from venue choice through arrival.

Public programs

Manage capacity and admission for an event open to a wider audience.

Controls

Keep revisions and receipts traceable

Each stage of event approval to admission names the role that acts and the status it records, so a change is never anonymous.

OverviewEvent approval to admission
Conference Management · Process

Event approval to admission

Each stage, the role that acts and the status it records

Process stages
10
Approval steps
2
Roles involved
6
Tables touched
10
Submit event for review
Event Owner
StatusDraft → Review
RecordsRecord attachments, Events, Venues
Approve eventApproval
Event Reviewer
StatusReview → Approved
RecordsReview decisions, Events
Open registration
Registration Coordinator, Event Owner
StatusApproved → Registration Open
RecordsRegistrations, Events
Event approval to admission
  1. Start
    Submit event for reviewDraft → Review
    Record attachments
  2. Approval
    Approve eventReview → Approved
    Review decisions
  3. Step
    Open registrationApproved → Registration Open
    Registrations
  4. Step
    Submit registrationDraft → Submitted
    Payment evidence
  5. Approval
    Review registrationSubmitted → Approved
    Review decisions
Example screen with sample data

See each stage in detail

AI agent

Ask Proto to prepare the next review

Give your team practical help preparing and checking event work.

It can

  • Event Owner: Prepare an event with its venue, schedule and capacity for review.
  • Registration Coordinator: Find submitted registrations under the right event and summarize what needs review.
  • Admissions Lead: Compare reserved and admitted lines before the door opens.
  • Finance Reviewer: Identify operation receipts that need a linked provider or admission effect checked.

Stays with a person

  • Proto can prepare records and highlight discrepancies.
  • Event Reviewer and Registration Reviewer make the independent decisions.
  • Admissions Lead records actual entry, and Finance Reviewer verifies provider evidence against the authoritative source.
  • Keep the named person's decision and the original provider reference in the record.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Conference Management
  • Payment provider
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 11 tables
11tables
  • Event planning6
  • Venue and organization setup5
  • Registration review6
  • Admissions5
  • Payment evidence5
  • Review and reconciliation7
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Set the operating scope

    Create the organization, active people and venue for a pilot event. Agree the time zone, venue eligibility and capacity rule.

  2. Prepare event review

    Set the event owner and independent reviewer. Rehearse draft, review, approval and opening registration against a current revision.

  3. Run registration and admission

    Submit a registration, record the reviewer decision, reserve admission scope and record actual arrival once.

  4. Connect payment evidence

    Configure the provider source, verify a capture and reconcile it with the admission and operation receipt.

  5. Close and correct

    Rehearse completion, cancellation and a changed event revision. Keep admitted history and provider references in the record.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Conference Management.

All questions
How do I get started?

Click Get started, then use Proto to configure Conference Management for your business. Begin with one event, one venue and a representative registration through admission.

Who prepares an event?

Event Owner enters the event, venue, dates and capacity, then sends the current revision to Event Reviewer.

Who approves the event?

Event Reviewer records the decision, reason and source revision before Event Owner opens registration.

Where do I see upcoming events?

Event calendar shows approved and open events with start, end, venue and capacity.

How are registrations reviewed?

Registration Coordinator submits a registration under its event. Registration Reviewer records an independent decision with a reason.

How does admission work?

Admissions Lead reserves capacity on an admission line and records actual arrival separately. The two timestamps preserve the sequence.

How do we check payment?

Finance Reviewer verifies the provider event identifier, reference, type and amount against the agreed payment source.

What happens when an operation is interrupted?

Inspect its operation receipt and linked effects. Reconcile an external reference against its authoritative source before changing the result.

Can we cancel an event after admission?

Yes. Keep admitted history, release unused scope and review refund evidence separately from completed provider money movement.

Where do supporting files go?

Record attachments belong to an event and carry an internal or shared visibility setting.

Set up Conference Management your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

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