Virtual Event Platform runs the operations behind online events: the event program, its breakout sessions, attendee registration and admission, ticket payments and the review trail. An Event Coordinator drafts each event with its subject, start and end, attendee capacity, venue and organizer and submits it for review.
Events in one list
| Record number | Subject | Owner | Counterparty | Starts at | Capacity | |
|---|---|---|---|---|---|---|
| EVN-50875 | Community Impact Summit 2026 | Lucia Moreno | Closing plenary room | 15 Oct | 330 | |
| EVN-47865 | Digital Inclusion Forum | Tessa Kim | Partner roundtable room | 14 Oct | 840 | |
| EVN-29059 | Autumn Partner Assembly | Evan Adeyemi | Sponsor networking lounge | 27 Oct | 720 | |
| EVN-95775 | Neighborhood Learning Day | Hana Petrov | Main livestream room | 12 Oct | 460 | |
| EVN-91271 | Regional Giving Briefing | Anika Shah | Sponsor networking lounge | 15 Oct | 170 |
Event Reviewer decides each submitted event version before registration opens.
Every feature works on the same records. Pick one to see the screen your team works in.
Record each virtual event with its dates, attendee capacity, venue and owner, from draft to close.
Completion waits for the event coordinator
| Record number | Subject | Counterparty | Starts at | Ends at | Capacity | |
|---|---|---|---|---|---|---|
| EVN-24464 | Community Impact Summit 2026 | Accessible viewing room | 26 Oct | 31 Oct | 570 | |
| EVN-88137 | Digital Inclusion Forum | Sponsor networking lounge | 11 Oct | 13 Oct | 70 | |
| EVN-67309 | Autumn Partner Assembly | Workshop stage A | 15 Oct | 17 Oct | 830 | |
| EVN-90493 | Neighborhood Learning Day | Community summit foyer | 29 Oct | 06 Nov | 620 | |
| EVN-77411 | Regional Giving Briefing | Closing plenary room | 19 Oct | 25 Oct | 570 |
Prepare breakout sessions by track with host, start time and participant capacity, and open them after review.
Approval conditions
| Name | Parent | Track | Starts at | Participant capacity | Host | |
|---|---|---|---|---|---|---|
| Community grants clinic | Civic Voices Showcase | Community programs | 28 Oct | 180 | Nadia Rahman | |
| Building an accessible livestream | Regional Giving Briefing | Accessibility | 16 Oct | 710 | Gabriel Ortega | |
| Small team fundraising lab | Civic Voices Showcase | Fundraising | 28 Oct | 910 | Tessa Kim | |
| Regional partner roundtable | Access and Design Conference | Partner operations | 17 Oct | 450 | Omar Bellamy | |
| Volunteer onboarding workshop | Regional Giving Briefing | Digital skills | 13 Oct | 100 | Anika Shah |
Record attendee registrations within capacity and admit each attendee once when they join.
Admissions
| Parent | Name | Line number | Attendee reference | Quantity | Reserved at | |
|---|---|---|---|---|---|---|
| Access and Design Conference | Nadia Rahman, summit pass | 530 | ATT-2026-1042 | 60 | 29 Oct | |
| Autumn Partner Assembly | Gabriel Ortega, workshop pass | 560 | ATT-2026-1043 | 160 | 28 Oct | |
| Neighborhood Learning Day | Tessa Kim, forum pass | 510 | ATT-2026-1044 | 630 | 25 Oct | |
| Community Impact Summit 2026 | Omar Bellamy, summit pass | 290 | ATT-2026-1045 | 750 | 16 Oct | |
| Access and Design Conference | Anika Shah, partner pass | 410 | ATT-2026-1046 | 50 | 01 Nov |
Record independent decisions to approve, reject or return each submitted event and breakout session.
Review decisions
| Parent | Source revision | Decision | Reason | Decided at | |
|---|---|---|---|---|---|
| Winter Program Kickoff | 160 | Approve | Capacity and staffing confirmed | 19 Oct | |
| Digital Inclusion Forum | 170 | Return | Caption provider booking pending | 24 Oct | |
| Community Impact Summit 2026 | 360 | Approve | Payment evidence needs review | 02 Nov | |
| Community Impact Summit 2026 | 850 | Return | Speaker consent is incomplete | 04 Nov | |
| Winter Program Kickoff | 190 | Approve | Session time overlaps plenary | 27 Oct |
Keep payment provider evidence and supporting files against each event and verify them.
Payment evidence
| Parent | Provider event ID | Type | Amount USD | Occurred at | Provider reference | |
|---|---|---|---|---|---|---|
| Winter Program Kickoff | evt_20261014_381 | Authorization | 440 | 18 Oct | PAY-2026-381 | |
| Community Impact Summit 2026 | evt_20261014_382 | Capture | 580 | 15 Oct | PAY-2026-382 | |
| Neighborhood Learning Day | evt_20261014_383 | Refund | 170 | 02 Nov | PAY-2026-383 | |
| Community Impact Summit 2026 | evt_20261014_384 | Void | 450 | 25 Oct | PAY-2026-384 | |
| Access and Design Conference | evt_20261014_385 | Authorization | 380 | 01 Nov | PAY-2026-385 |
See the live state of the program and resolve every operation receipt that failed or needs review.
Operation receipts
| Parent | Action | Operation key | Result state | Occurred at | Failure reason | |
|---|---|---|---|---|---|---|
| Digital Inclusion Forum | Reserve admission | reserve:summit:1042 | Pending | 01 Nov | Payment receipt was not verified | |
| Digital Inclusion Forum | Confirm payment | payment:summit:8121 | Failed | 16 Oct | Admission exceeds room capacity | |
| Civic Voices Showcase | Admit attendee | admit:forum:1044 | Needs review | 13 Oct | Speaker consent file missing | |
| Community Impact Summit 2026 | Open breakout room | open:breakout:grant-clinic | Pending | 29 Oct | Registration window has closed | |
| Access and Design Conference | Close registration | close:assembly:2026 | Failed | 31 Oct | Session host is unavailable |
Event approval to close ships ready to use. 2 steps need a named approval before the work moves on: Approve event (Event Reviewer) and Approve breakouts (Event Reviewer).
Record the event's venue, times, capacity and owner, with its supporting files.
Review the submitted version and approve, return or reject it with a reason.
Decide each breakout's track, start time, capacity and host against its evidence.
Open the approved event so registrations can be taken.
Register within capacity and admit each attendee once when they join.
Close the event once admissions reconcile with verified payments.
Open any event to see its admissions, the roles that work on it, its process stages and its approvals on one page.
Owner, Counterparty, Starts at and Capacity.
Each line is linked to this event.
Event Coordinator, Event Reviewer and Program Manager, each with their own permissions.
Draft event and Submit for review, with the role that acts.
Approve event and Approve breakouts, with who decides.
Closing plenary room
| Parent | Name | Line number |
|---|---|---|
| Access and Design Conference | Nadia Rahman, summit pass | 530 |
| Autumn Partner Assembly | Gabriel Ortega, workshop pass | 560 |
| Neighborhood Learning Day | Tessa Kim, forum pass | 510 |
Signed in as Event Reviewer
| Decision | Approver | |
|---|---|---|
| Approve eventReview the submitted version and approve, return or reject it with a reason. | Event Reviewer | |
| Approve breakoutsDecide each breakout's track, start time, capacity and host against its evidence. | Event Reviewer | |
| Approve Events, breakout sessions | Event Reviewer |
Everyone opens Virtual Event Platform to the work that is theirs. Pick a role to see what it starts with.
Owns each virtual event from draft to close, including its dates, capacity, venue and supporting files.
This is the first screen this role sees.
Events · Event Coordinator
Independently reviews submitted event versions and breakout sessions and records the decision to approve, reject or return them.
This is the first screen this role sees.
Breakout sessions · Event Reviewer
| Name | Parent | Track | Starts at | Participant capacity | Host | |
|---|---|---|---|---|---|---|
| Community grants clinic | Civic Voices Showcase | Community programs | 28 Oct | 180 | Nadia Rahman | |
| Building an accessible livestream | Regional Giving Briefing | Accessibility | 16 Oct | 710 | Gabriel Ortega | |
| Small team fundraising lab | Civic Voices Showcase | Fundraising | 28 Oct | 910 | Tessa Kim | |
| Regional partner roundtable | Access and Design Conference | Partner operations | 17 Oct | 450 | Omar Bellamy | |
| Volunteer onboarding workshop | Regional Giving Briefing | Digital skills | 13 Oct | 100 | Anika Shah |
Prepares breakout sessions with track, start time, participant capacity and host, and submits them for review.
This is the first screen this role sees.
Breakout sessions · Program Manager
| Name | Parent | Track | Starts at | Participant capacity | Host | |
|---|---|---|---|---|---|---|
| Community grants clinic | Civic Voices Showcase | Community programs | 28 Oct | 180 | Nadia Rahman | |
| Building an accessible livestream | Regional Giving Briefing | Accessibility | 16 Oct | 710 | Gabriel Ortega | |
| Small team fundraising lab | Civic Voices Showcase | Fundraising | 28 Oct | 910 | Tessa Kim | |
| Regional partner roundtable | Access and Design Conference | Partner operations | 17 Oct | 450 | Omar Bellamy | |
| Volunteer onboarding workshop | Regional Giving Briefing | Digital skills | 13 Oct | 100 | Anika Shah |
Records attendee registrations within event capacity and admits attendees as they join.
This is the first screen this role sees.
Events · Registration Coordinator
Verifies payment provider evidence, prepares refunds on cancellation and reconciles operation receipts.
This is the first screen this role sees.
Events · Finance Coordinator
| Record number | Subject | Counterparty | Starts at | Ends at | Capacity | |
|---|---|---|---|---|---|---|
| EVN-24464 | Community Impact Summit 2026 | Accessible viewing room | 26 Oct | 31 Oct | 570 | |
| EVN-88137 | Digital Inclusion Forum | Sponsor networking lounge | 11 Oct | 13 Oct | 70 | |
| EVN-67309 | Autumn Partner Assembly | Workshop stage A | 15 Oct | 17 Oct | 830 | |
| EVN-90493 | Neighborhood Learning Day | Community summit foyer | 29 Oct | 06 Nov | 620 | |
| EVN-77411 | Regional Giving Briefing | Closing plenary room | 19 Oct | 25 Oct | 570 |
Maintains organizations, venues, team members and user access without taking event decisions.
Review registrations against capacity, admissions by hour, breakout capacity, payments and exceptions.
This quarter
How far records got this quarter
| Stage | Reached | Step | |
|---|---|---|---|
| Draft | 45 | ||
| Review | 26 | 58% | |
| Approved | 18 | 69% | |
| Open | 9 | 50% |
Sample totals per stage
For each event, compare reserved and admitted Quantity on Admissions with the event's Capacity.
Count admitted attendees by the hour of admitted at for each event to plan host and support staffing.
Total participant capacity on breakout sessions by event, then by Track and Status.
Total payment evidence amount USD by event, then by Type and Verified.
List admitted Admissions on paid events without a matching verified capture.
Count review decisions by Decision and Reviewer with their reasons.
List operation receipts in Pending, Failed or needs review by Action with their failure reason.
Count Events by Status and Owner with their starts at dates.
Count Events by venue and Status.
See how Virtual Event Platform fits your kind of team.
Run multi-track online conferences with breakouts, paid tickets and a reviewed program.
Run all-hands, product launches and customer webinars with clear ownership and review.
Sell seats in live online workshops and courses and admit only paid attendees.
Each stage of event approval to close names the role that acts and the status it records, so a change is never anonymous.
Each stage, the role that acts and the status it records
Prepare and review events, breakouts and registrations with Proto.
Set up connections through ERP.AI and Proto workflows, with every change logged.
Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.
Browse all 11 tablesStart with one team and one process, then add the rest once the basics are running.
The scope is event operations: events, breakouts, registrations and admissions, payment evidence, review decisions, files and operation receipts. Streaming, networking, polls, registration websites, payments, email and accounting remain connected systems. The team decides its review, capacity and refund policies; Proto prepares configuration for review.
Bring venues, team members, upcoming events with capacity and owner, breakouts with hosts and tracks, and registration lists with references.
Pilot one upcoming event. Draft it and its breakouts, route them through review, open registration and run the day from the admission list.
Return an event and approve the revised version. Try to register past capacity and send a duplicate registration. Repeat an admission. Cancel a paid session and prepare refunds against verified captures.
Compare registrations, admissions and verified payments with the source. Obtain the Event Reviewer’s acceptance and agree the rollback window before moving the rest of the calendar.
$0per user
The base account and everyday work in the ERP.AI app are free, for every user.
| Usage | Per $1 |
|---|---|
| Record reads (list, filter, get) | 20,000 |
| Search or aggregate queries | 4,000 |
| Record writes | 4,000 |
| Imported or synced records | 200,000 |
| Workflow runs | 2,000 |
| AI agent runs | 2,000 |
| Scheduled jobs or webhooks | 20,000 |
| File uploads (MB) | 2,000 |
| CSV or PDF exports | 100 |
Click Get started, then use Proto to configure Virtual Event Platform for your business. Pilot one upcoming event: draft it and its breakouts, route them through review, open registration and run the day from the admission list, then reconcile admissions and payments before moving the rest of your calendar.
Live video, breakout rooms, networking, polls and chat run in your streaming or event delivery platform, connected through an agreed integration. This platform runs the program, registrations, review and evidence around them.
The coordinator submits an event or breakout. An independent Event Reviewer approves, returns or rejects it with a reason. A change after submission needs a new decision.
A registration is taken only while the event's capacity, less places already reserved, covers its quantity. A duplicate attendee reference is refused.
Each registration is admitted once when the attendee joins, with the time recorded. A reconnect or second scan does not admit them again.
Yes. Paid attendees are admitted only after the payment provider's capture is verified, and the event closes once admissions reconcile with verified payments.
Unused registrations are released, admitted history stays, refunds are prepared against verified captures for review, and the event is marked Cancelled.
Prepare venues, team members, upcoming events, breakouts and registrations with stable references. Rehearse the import on one event and reconcile before moving the rest.
Ordinary manual use has no per-user charge under the platform policy. Imports, integrations, agent execution and other machine work consume prepaid credits; implementation is scoped separately. The pricing page lists the current rates.
Start free, then use Proto to change fields, steps and approvals before your team goes live.