The problem
The event cost only shows up on the invoice weeks later, when it's too late to react.
With Partiu Formatura
Budget per event with planned and actual cost side by side, fed by purchases and accounts payable in the same system.
Graduation operation · Events
Commencement, ball and mass run like projects: schedule, staff, cost and entry control
A graduation event has a venue, date, capacity, suppliers, scheduled staff, guest list, entry control and cost. Without a system, it all becomes a WhatsApp group and one spreadsheet per event. Here every event is a project with a schedule, staff scheduling, a tracked budget and access control on the day.
The problem and the fix
The problems Events solves every day
If any of these situations sounds familiar, it is because they happen in almost every graduation company, until the right system comes in.
The problem
Event staff are scheduled over text messages, and someone is always missing on the day.
With Partiu Formatura
Scheduling with invitations, confirmation, on-site check-in and automatic replacement of anyone who declines or doesn't confirm.
The problem
The entrance works from a printed list and the line at the ball grinds to a halt.
With Partiu Formatura
Access control with ticket scanning and facial identification, validating in seconds and logging each entry.
The problem
A supplier confirmed by phone, with no contract or deadline, disappears the day before.
With Partiu Formatura
Event suppliers come from the procurement records, with purchase order, contract and deadline on file.
The problem
A date or venue change doesn't reach everyone in time.
With Partiu Formatura
Changing the event updates the schedule in the app, sends a targeted notice and rebuilds the staff schedule.
In practice
Real examples of Events working for you
Everyday situations at graduation companies, from the problem to the result, using the modules on this page.
A ball with 900 people and a line that kept moving
The scenario
The entrance to the biggest ball of the year used to stall with manual checks against a printed list.
With the system
Tickets were validated by scanning at the entrance, with facial identification for those who opted in, and every entry was logged at the gate.
The result
The line moved without checking names on paper, and the organizers knew in real time how many people were already inside.
Catering cost under control before the party
The scenario
Catering used to come in over budget, and the company only found out during reconciliation.
With the system
The event budget started receiving purchase orders and accounts payable, with an alert when actual spend exceeded the plan.
The result
The overrun showed up while contracts were still being signed, and the deal was renegotiated before it became a loss.
A full team at commencement
The scenario
Staff went missing on the day because of scheduling miscommunication.
With the system
Scheduling gained invitations with deadlines, mandatory confirmation, a replacement queue and on-site check-in through the app.
The result
No-shows dropped because replacements were triggered days in advance, not the morning of the event.
How it works
How information flows through Events
Every step is a real module, and what comes out of one goes into the next without anyone typing it again.
- 1Event plannedDate, venue, capacity and planned budget go into the record, linked to the class.
- 2Suppliers and staffPurchase orders and staff schedules come from the same system, with deadlines and confirmation.
- 3CommunicationGraduates see the schedule in the app and receive targeted notices by class.
- 4Event dayThe entrance validates tickets, staff check in and purchases run through the app.
- 5CloseoutActual cost, attendance and ratings consolidate the event results.
Module by module
Everything included in Events
6 modules and 32 features on this page, all running on the same class, graduate and event records.
Event Record and Schedule
Where, when, for how many and with whom.
- Event with date, time, venue and capacity
- Linked to the class and the contracted package
- Schedule visible in the graduate app
- Event owner and preparation checklist
- Rescheduling with automatic updates to the app, staff schedule and notices
Event Budget and Cost
Planned and actual side by side, while you can still act.
- Planned cost per item and per supplier
- Actual cost fed by purchases and accounts payable
- Alert when actual spend exceeds the plan
- Cost allocation to class profitability
- Comparison across similar events
Staff and Scheduling
Who works the event, confirmed and with attendance recorded.
- Scheduling by role, with open spots and fee amounts
- Invitations with deadline and confirmation in the app
- Replacement queue triggered automatically
- On-site check-in and check-out
- Blocks anyone with a critical occupational safety issue pending
- Payment through the wallet, integrated with finance
Event Suppliers
Catering, decor, sound and staging with orders and deadlines on record.
- Suppliers from the shared procurement records
- Purchase order linked to the event
- Contract and delivery deadline recorded
- Delivery checked on the day
- Supplier rating after the event
Entry and Access Control
Event entry with fast validation and a record of who came in.
- Ticket validation by scanning, in seconds
- Facial identification for those who opted in
- Entry log with date, time and gate
- Re-entry control when the event allows it
- Live dashboard with current attendance
- Visitors and service providers logged in the same control
Post-event
The event is over, and what's left becomes useful information.
- Cost closeout with final actuals
- Actual attendance compared with expected
- Supplier and staff ratings
- Event photos added to the class gallery
- Incident log for the next event
Find the right plan for Events
Compare the modules and choose the setup that fits your operation.