How to Use Event Notes and File Management
Great event planning is not just about schedules and budgets. It is also about all the other stuff - meeting notes, vendor conversations, inspiration photos, contract PDFs, and the hundred small details that do not fit neatly into a timeline or checklist. Ripluo's notes and file management tools give these details a proper home so they are findable when you need them and out of the way when you do not.
Step 1: Create and Organize Notes
Click Notes in the left sidebar of your event. Click "Create Note" and give it a title - "Venue Walk-Through Notes," "Client Meeting 3/5," "Decor Inspiration Ideas," or "Vendor Contact Info." The note editor gives you a free-form space where you can type rich text, add formatting, and capture whatever information you need.
Notes are saved to your event, so every team member with access to the event can find them. They are perfect for:
- Meeting summaries and action items from vendor calls
- Inspiration and ideas you want to capture before they slip away
- Internal communication notes for your team
- Quick reference information like wifi passwords, venue contact numbers, and parking instructions
Step 2: Organize Notes in Folders
As your notes accumulate, organize them into folders. Click "Create Folder" and name it something descriptive: "Vendor Communications," "Client Requests," "Team Meeting Notes," or "Logistics." Drag notes into folders to keep related information grouped together.
A good folder structure might look like:
- Planning - Timeline drafts, layout sketches, brainstorming sessions
- Vendors - Communication notes, quotes, contract summaries
- Client - Meeting notes, feedback, change requests
- Day-Of - Setup instructions, emergency contacts, wifi info
Folders keep your notes scannable. Instead of scrolling through a flat list of 30+ notes, you can go straight to the folder you need.
Step 3: Upload and Manage Files
Contracts, invoices, venue photos, design mockups, permits, insurance certificates - every event generates a pile of documents. Instead of keeping them in a separate Dropbox or Google Drive folder, upload files directly to your event in Ripluo. Click the file upload area and attach documents to your event, specific notes, or other tools.
Having files inside the same workspace as your schedule, checklist, and budget means you never have to switch apps to find that vendor contract or reference photo. Everything lives together, organized by event.
Get Started for Free
Ready to get organized? Create your free Ripluo account and start using notes and file management to keep every detail in one place. Both tools are included in the free plan.
Frequently Asked Questions
Is there a limit to how many notes I can create?
No. You can create as many notes and folders as you need within each event. There is no limit on the free plan.
What file types can I upload?
Ripluo supports common file types including PDFs, images (JPG, PNG), Word documents, and spreadsheets. Files are attached to your event and accessible from within the Ripluo workspace.
Can my team members see all notes?
Team members added to an event can access the notes within that event. You can use folder organization to keep sensitive notes clearly labeled and separated from general team information.
