1. Ver 32, Jan 2016
Comprehensive Event Lifecycle and ROI
Management Solution
“Run Successful Events – Every Time!”
CONFIDENTIAL 1
Quick Start Guide
www.goombal.com
2. Table of Contents
● Goombal Introduction – Slide 4
● Navigating through Goombal
● Logging into Goombal – Slide 8
● Setting Up Event Plan
● Creating New Event Plans – Slide 11
● Event Header – Slide 12
● Activity Types – Slide 13
● Working with Collections and Activities – Slide 14
● Working with Individual Activity Details – Slides
16-24
● Managing Event Progress
● Goombal Mobile App – Slide 26
● Event To Do Tasks and Milestone Panel – Slide 27
● Update Milestone Progress – Slide 28
● Event Budget and Expenses – Slides 29-35
● Collaboration with Team and External
Members
● Event Collaboration Rooms – Slides 36-39
● Reporting and Excel
● Detailed Event Reports – Slide 40
● Tips and Tricks
● Accepting Invitations – Slide 43
● Activity Search – Slide 44
● Documents Page – Slide 45
● Tags – Slides 46-47
● Working with Bulk Edit – Slides 48-49
● Tips – Slide 50
● Event Analytical Reports – Slide 52
● New Features to be Released Soon - Slide
53
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3. CONFIDENTIALITY/SECURITY
You undertake not to disclose any Confidential Information pertaining to Goombal, Inc. and
our products and services. Confidential Information shall mean all information and sensitive
data which the Disclosing Party protects against unrestricted disclosure to others or which is
identified as “Confidential” or “Proprietary” or would otherwise ordinarily be expected to
be confidential or proprietary regardless of the manner in which it is furnished, including
but not limited to, any trade and business secrets of Goombal, Goombal customers,
Goombal partners and/or other third parties, about which you obtain knowledge during the
course of your activities for Goombal. You shall keep all Confidential Information
confidential and not disclose any Confidential Information to any person other than
Goombal personnel on a need to know basis and only for the purpose of fulfilling your
duties. You undertake to disclose Confidential Information to third parties only with prior
written approval by Goombal. This obligation shall remain in force even after termination of
your access to Goombal confidential information.
You also acknowledge that you are obliged to the terms and conditions of Goombal’s
Privacy Agreement and Goombal User Agreement described on www.goombal.com
No part of this document may be transmitted in any form for any purpose without the
expressed written permission from Goombal, Inc. The information contained herein may
change at any time without prior notice.
Goombal, Inc. – All Rights Reserved
CONFIDENTIAL 3
4. Goombal – Designed to Work for You!
1. Simplifies your work. Eliminates pains of
spreadsheets and Emails
2. Lowers risks. Automates alerting, notifications,
reporting
3. Automates data gathering (from CRM,
Registration, etc. systems)
4. Helps you make smart decisions by generating
detailed analysis and reports
5. Makes you look good with management and
stakeholders
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5. Goombal – Cloud + Mobile Solution
Patent Pending Design
CONFIDENTIAL 5
Event Templates Planning & Budgeting
Expert Resources
RegistrationsVendors
Staffing
Reporting & Analytics
Marketing
Sponsors & Exhibitors Venue, A/V
Speakers
I
I
I
Goombal helps with planning these activities. Actual
execution will have to be done in other apps. Goombal
offers integration with a number of 3rd party marketing
and registration solutions
7. Activity Details
Keynote
Theater
Venue Activity • Basic information: Where,
when, $s, due dates, seating, etc.
• A/V, Internet, etc.: What,
how many, when, $s, etc.
• Tasks: What needs to get
done, by when?
• Staffing: Who do we need in
the room, when, how many, etc.?
• Signage & Collateral: What
signs and collateral is needed?
• Attachments: All documents
associated with this venue
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9. Logging In: Login page
www.goombal.com
1. Login with your credentials
2. Click on ‘Remember Me’ to store your
user name
3. Access your events in the My Events
page
4. Click on the Event Name to see details
1
2
3
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11. Creating a New Event Plan: My Events Page
1. Click the ‘Create New Event’ button
on the top right of the My Events
page
2. Enter the details of your event.
Fields with a ‘*’ are required fields
3. Select at least one Activity Type that
you would like to plan for your event
4. Click ‘Continue’
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3
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Anyone can create a new event
12. Event Header
Event Header contains
high-level information
about your event
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Click to expand header
Click to collapse
header
Add Event Managers by clicking on
‘Add New’ icon.
Note: All Event Managers have full
access to the entire event.
Double-click on any field to edit
information. Click on green check
mark to accept and save edits.
13. Activity Types – Add What You Need to Plan
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1. Click on ‘Add Activity Type’ button
and select required Activity Types
(Speaker, Sponsor, Accommodation,
etc.) that you need to manage for
your event. Click ‘Add’ to add them.
14. 1. The ‘Activity Tile’ shows key
summary information about the
individual activity (Marriott).
2. Click the link to view more details
Working With Collections and Activities (1)
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1. The ‘Collection Tile’ shows key
summary information about all the
activities within the collection
2. The donut with ‘75’ shows overall
progress % of all activities under the
Event Hotels collection
1. The ‘Activity Type Tile’ shows key
summary information about all the
activities within it:
• (3) – shows number or activities in
the Accommodation category
• The donut with ‘37’ shows overall
progress % of all activities under
Accommodation
• Click on ‘Accommodation (3)’ to
expand section and view more details
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2
3
15. Adding Individual Activities to Your Plan
2. Enter the type of activity (e.g.
VIP Guests Hotel) that you need
to manage.
3. If you would like to group
similar activities together, you
can optionally select an existing
‘Collection’ or create a new
collection by typing its name
(e.g. VIP Hotels if you will be
managing multiple different
hotel contracts for VIP guests).
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1. Click on ‘+’ button on the Activity
Type tile to add individual activities
you need to manage (e.g. a specific
hotel like the Marriott that you will
be managing)
2
1
16. Working With Individual Activity Details
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1. Clicking on the link (Hotel for company attendees) opens the details page on the
right (‘Activity Details’ page)
2. The blue header has information about the Date(s) / Time (s) this activity takes
place, the ‘Progress Bar’ indicating how much work has been completed, and the
‘Milestone Marker’ showing the milestone due date and status (BLACK – due in the
future; RED – past due; GREEN – Milestone Completed)
17. Working With Individual Activity Details
(continued)
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1. Goombal is built very flexibly to allow you to
manage as little or as much information as
you need
2. As a default, only some common activity-
related content is displayed in the Activity
Details page. A lot more content is available,
and you can add them to the details page
when you need them
3. Click on the Menu Icon at the top right of
the blue bar and you will see the list of
available additional content.
4. Select the content items you need and they
will get added to your page (scroll down the
page to see them)
18. Header: Working With Activity Details (1)
1. Every activity has a Details section to help
you capture information about the activity,
vendor, and specific notes related to the
vendor.
2. Note: The details you enter here will be
available to you in the Goombal Mobile app
under the TEAM page.
3. To enter / edit information, simply click on
the field, make edits, and check the green
check mark or hit the ENTER key to accept
the changes
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19. Project: Working With Activity Details (2)
1. In the Project and Budget Details section, you can manage the following:
• Project Start Date: When do you want work to start on this activity?
• Project End Date: When do you want work to be completed by?
• Milestone Due Date: What is a critical date (usually between the Project Start and End date) do
you need to get something very important done by? (E.g. you need to sign the contract with the
hotel to secure the room block by a certain date)
• Note: The milestone due date will appear on the top blue bar under the milestone marker icon.
• Milestone Description: Provide a description for the milestone.
• Note: This milestone description will appear on hover over the milestone icon the blue header bar
• Allocated Budget: You can enter an amount that you want to spend on this activity
• Expenses: Clicking the ‘+’ icon will launch the expense report page (described separately)
• Balance: Shows you the balance amount available (Allocated – Expenses)
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Click to enter
expenses
20. Images: Working With Activity Details (3)
1. Images automatically get added to the gallery whenever you add an image file to the
Attachments section. Currently, the following image types are displayed: JIF, JPG, PNG
2. In the IMAGE GALLERY section, you can view and download any image files related to that
activity
3. Hover on the box and click on the menu at the top right
4. Select the relevant option to remove the image from the gallery or download it
Note: More enhancements are planned for future releases.
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21. Tasks: Working With Activity Details (4)
1. In order to get things done, you may have to perform a number of tasks by certain due
dates. The TASKS table helps you create and manage these tasks
2. Click on the ‘+’ icon to enter tasks
3. Goombal automatically tracks due dates and alerts users by email and mobile push-
notifications as follows:
• If incomplete, and the task is coming up for due in the next 48 hours, an orange
triangle is shown within a circle
• If past due, a red exclamation mark is shown within a circle
4. Note: Tasks can be created, edited and updated from the Goombal Mobile app
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Overdue / Due
in 48 hours
High / Med /
Low priority
Display sort
options
22. Attachments: Working With Activity Details (5)
1. To add an attachment related to the activity, click on the ‘+’ icon. You are presented
options to upload files from any of the four different sources: Google Drive, Dropbox,
Box.net, and your local computer
2. After you upload the file, you can mark files as ‘Final’ versions
3. You can also edit the file details and enter comments (click on the edit icon on the right)
4. Note: All files can be downloaded and emailed from the Goombal Mobile app anytime!
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23. Team: Working With Activity Details (6)
1. If you have other members of the team who will
help manage specific activities within the event,
you can add them (one or more) as Team
Members of an activity
2. Click on the ‘+’ button to add a team member
1. Search for the member’s name (they first have to
be enrolled as a Goombal user)
2. Select the correct person from the list
3. Click Save to accept
4. To delete a member, click on the member’s icon
and delete them from the list
Note: Event has to be in PUBLISHED mode for team
members to get an invite to the event.
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24. Publish your plan
1
2
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1. Click on ‘Publish’ button once you
are done with creating all activities in
your plan. You can always add more
activities later.
2. Publishing your plan allows other
members of your team to collaborate
and update progress
3. Email notifications will be sent for
updates, overdue tasks, upcoming
tasks only after event is Published
26. • Key information is instantly accessible 24x7 from Apple and Android mobile devices
• Download the ‘Goombal’ application from the respective mobile store (Apple Store
or Google Play)
• Launch the app and enter your login credentials (same as for the web application)
Goombal Mobile Apps
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27. Event Tasks and Milestones Panel
1. When you enter the event, the
TO DO Event Tasks and
Milestones is displayed to give
you an idea of what’s behind
schedule, and what’s coming up
for due in the next 30 days
2. You can mark items as
‘Completed’ by checking the box
3. You can click on an item and go to
the associated activity details
page directly
4. You can see ‘Upcoming’, ‘My
Items, etc. by clicking them
5. You can invoke this panel any
time by clicking the blue square
icon on the right side
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28. Update Milestone Progress
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1. Clicking on the link (Hotel for company attendees) opens the details page on the
right (‘Activity Details’ page)
2. Activity Owners can update progress of milestones to keep everyone informed.
30. Event Budgets and Expenses Design
EVENT
Event Budget ($)
VENUE
SPEAKER
SPONSOR
FOOD & BEV
.
.
Multiple
Activity
Types
Activity Types Keynote Theater (S)
Room – 1 ($) Room – 2 ($)
Keynote Speaker ($)
Spkr- 1a ($) Spkr – 1b ($)
Spon – 1a Spon – 1b
Spon – 2a Spon – 2b
Bkfst – Day 1 ($)
Activities
Lunch – Day 1 ($)
Event budgets and expenses can be tracked at a very granular
level in Goombal.
Event has an overall budget that is entered in the Event Header.
This budget can be allocated to any number of different
activities in the event.
Expenses can be entered against these individual activities.
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31. Working With Budgets and Expenses (1)
You can allocate money to different
activities in your event. This will help
you and your team know how much to
spend on different activities. To allocate:
1. From the Activity Details page:
Double click and enter an ‘Allocated
Budget’ value
2. From the Budget Tracker page:
Double click in the Allocated
Budget column and enter a value
for an activity
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32. Working With Expense Reports (2)
Expense Report entry page can be
accessed from either of 2 places:
1. From the Activity Details page: Click
on the ‘+’ icon in the Budget Details
section
2. From the Budget Tracker page: Click
on the ‘+’ icons next to the
Expenses cell associated with an
activity
CONFIDENTIAL 32
33. Working With Expense Reports (3)
1. The Expense Entry window has two pages. When the page first pops up, it shows
the All Expenses table as shown. This contains a summary of all expenses entered
for the associated activity
2. To enter new expenses, click on the Add/Edit Expense tab at the top left
3. To export the expense entries into an Excel, CSV, or PDF file, click on the Export icon
at the top right. All table entries will be downloaded into the selected file format
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34. Working With Expense Reports (4)
1. To add a new expense, start entering information in the form
2. Estimated Amount is the amount you think you will have to spend. If this amount is
not spent or committed by contract, mark the Expense Status as Estimated.
Estimated amounts will not get counted as expenditure
3. Expense Status allows you to state whether the Actual Expense is Paid already or
Committed for payment in the future (contractually committed). These
classifications help in the accounting reports
4. You can add one attachment per expense item as proof of expense
CONFIDENTIAL 34
35. Budget Tracker Page
1. The Budget Tracker page give you a comprehensive view of your overall event
budget by activity
2. Click on the Expand / Collapse arrows icon at the right to expand / collapse page
3. You can allocate budgets to activities simply by clicking in the Allocated Budget field
4. You can enter expenses by clicking on the ‘+’ button
5. Balance is calculated automatically (=Allocated Budget – Expenses)
6. You can download all receipts, files, etc. by clicking on the Blue Download icon in
the Download column
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37. Event Collaboration Rooms (1)
1. The Collaboration Room feature allows you to
set up ad-hoc virtual spaces for teams to
collaborate on any topic related to the event
2. Click on the Orange Collaboration Room icon to
go to the collaboration room
1. Click on Create
Collaboration Room to
create a new room
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38. Event Collaboration Rooms (2)
1. Enter details for the collaboration room
2. You can associate a collaboration room with
any activity in your event (this is optional)
3. Note: By associating a collaboration room with
an activity, all documents shared in the room
will be automatically stored in the activity
details page
4. You can add other members of your event team
as collaborators
5. You can also invite anyone with an email
address as a Guest of the room. Guests will
have access only till the Expiry Date after which
access will be denied.
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39. Event Collaboration Rooms (3)
1. Within a collaboration room, you can create new messages, click on a message and add comments
and share files, add new collaborators, etc.
2. All Collaborators will get notified by email when a new message or comment is posted in the room
3. To view all attachments that have been shared as part of a collaboration room during the entire time
the room has been in use, click on the ‘View All’ button at the bottom of the Attachments box on the
right
CONFIDENTIAL 39
43. Please click this link to accept your
invitation: https://www.goombal.com/pa
ges/public/home.jsf?gmbluadbk=578&re
qUniId=uSZ3DpqJHmsY2&ty…
Accepting Event Invitations: My Events page
1. Click on the URL in your email
2. Sign in with your credentials
3. In the ‘My Invitations’ list, Accept /
Reject the invitation
4. After you accept the invitation, you
get access to the event plan
5. You can also accept invitations from
the Goombal Mobile app
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3
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Users get invited to become part of an Event Team as Event Managers or Activity Owners
44. Activity Search
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1. To search for a
specific activity, enter
the search text and
click on the RED
search icon or hit
ENTER on your
keyboard
2. Activities that match
your search text will
be displayed (you
may need to expand
the sections to see
the detailed results)
3. To cancel search, click
on the RED ‘x’ mark
in the search box
45. Documents Page – All Event Attachments
CONFIDENTIAL 45
1. You can view all files attached to various parts of your event in the DOCS (Documents)
page. Click on the DOCS tab on the right panel to access this page
2. You can add files, search for files, edit files, and download them from this page
3. If you wish to restrict certain files to only Event Managers, edit the attachment and
select ‘Event Manager’ in the VISIBILITY setting
4. All documents in the event are accessible through your Goombal Mobile app
46. Tagging Activities
CONFIDENTIAL 46
1. To enter a tag, click
on the TAGs edit icon
at the top right
2. Type a tag name. If
the tag name exists, it
will be displayed
3. You can add up to 10
tags per activity
4. To remove tags, click
the red ‘x’ on the tag
5. After adding or
removing tags, select
the green check mark
to accept edits
1. Tagging activities helps you to create an association
between related Activities across different Activity Types
2. For e.g., to plan an Evening Dinner, you may want to tag
an associated Venue activity and a related Food & Bev
activity with the tag ‘Evening-Dinner’
3. Searching for a tag results in display of all activities
associated with that tag. In the example above, if you
search for ‘Evening-Dinner’, the search result will display
the related Venue and Food & Bev activities
47. Tagging Activities – Searching (2)
CONFIDENTIAL 47
1. To search for activities associated
with a tag, enter the tag name in
the search field
2. You can also click on a tag in the
activity tile (blue tag on the bottom
left) to invoke the search directly
3. Note that when you enter multiple
word tags, the spaces are replaced
by a hyphen. You need to enter the
hyphen in your search term
4. Click the SEARCH icon and the
results are displayed
5. You can cancel the search by
clicking the ‘x’ icon
48. Working With Bulk Edit
1. Click on the menu to invoke
Bulk Edit
2. Select Bulk Edit to launch the
pop-up
1. Bulk Edit allows you to copy/paste content
into Goombal from external Excel and .csv
files
2. Using Bulk Edit, you can also manipulate
large rows of data like in an Excel
spreadsheet
3. You can also export the table data to a .CSV,
.XLS, or .PDF file
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49. Working With Bulk Edit (2)
1. In the pop-up, paste the block
of content from Excel as
follows:
1. Make sure the columns in
Excel are in the same
order as in the Goombal
pop-up table
2. Select the block of cells in
Excel
3. Copy the block (CTRL-C)
4. Click on the first empty
cell in the Goombal table
where you want to paste
the content
5. Paste the block of data
(CTRL-V)
Note: If you enter incorrect data in
a cell, it will flag it in RED color as
shown above. Simply edit the cell
and fix the error.
Save your edits as prompted!
CONFIDENTIAL 49
53. New Features to be Released Soon
● Programs (to define and work with your event agenda)
● Leads Management – new Activity Type
● Updated Reports (incl Programs)
CONFIDENTIAL 53
