Event Management System
Everything your event planning business needs in one powerful platform. From coordinating event logistics and tracking rental equipment, to managing staff schedules and vendor contracts. Manage your entire operation, your team, your finances, and your growth, all from a single dashboard.
Event Management System is part of Fiap Systems, an all-in-one business management platform for African SMBs. It combines 25 specialist modules with a shared business core, on web, mobile and desktop, priced in your local currency.
Everything You Need to Run Flawless Events
Event planning & tracking
Create and manage events with detailed timelines, locations, and client requirements. Track event statuses from initial inquiry and quotation through execution and final wrap-up. Never miss a detail with centralized event folders.
Equipment & inventory rental
Manage your inventory of tables, chairs, AV equipment, decor, and lighting. Track item availability across dates, assemble rental packages, and monitor the check-out and check-in process to prevent loss or double-booking.
Client profiles
Maintain detailed client records including contact information, event history, preferences, and payment details. Build strong relationships by understanding your clients' past events and unique requirements.
Vendor & supplier coordination
Keep a directory of trusted vendors (caterers, florists, photographers). Link vendors directly to events, track their contracts, monitor deliverables, and manage vendor payments to ensure everyone is aligned for the big day.
Staff & crew scheduling
Schedule your event crew with precision. Assign specific roles (coordinator, setup crew, serving staff) to events. Ensure adequate coverage based on headcount and track staff clock-ins directly on-site.
Contracts & e-signatures
Generate professional contracts and proposals instantly. Send agreements to clients and vendors, track signatures, and store all legal documents securely within the associated event profile.
Billing & invoicing
Create itemized invoices for services, rentals, and vendor coordination. Set up payment schedules (deposit, milestone, final payment), track outstanding balances, and accept payments easily to keep your cash flow healthy.
Rental analytics
Real-time dashboards that show revenue trends, most-booked equipment, revenue per package, and equipment utilisation at a glance. Spot your busiest event dates, see which items earn their keep, and identify opportunities for growth. Export any report as PDF or CSV for presentations, meetings, or tax preparation.
Multi-location control
Manage multiple warehouses and depots from one central dashboard. Each location operates with its own independent equipment inventory, crew roster, and branding, while headquarters gets consolidated reporting across all sites. Open new locations in minutes, compare performance, and maintain full oversight without switching between systems.
Staff & role management
Five or more built-in roles including Owner, Admin, Manager, Staff, and Cashier, each with tailored access controls. Cashiers log in with a quick PIN for fast shift changes. Control exactly who can see, edit, or manage each part of the system, keeping sensitive data secure while empowering your team.
Staff attendance
Track clock-in and clock-out times for every employee with automatic late arrival detection. Generate attendance reports by day, week, or month, and feed the data directly into payroll. No more manual timesheets or guesswork about who showed up and when.
Payroll
Automate salary calculations with support for deductions, bonuses, tax withholdings, and employer/employee contributions. Calculate net salary accurately every pay period and generate professional pay slips for each team member. Save hours of manual math and ensure your staff is paid correctly, on time, every time.
Expense tracking
Record and categorize every business expense across rent, utilities, salaries, supplies, transport, marketing, maintenance, taxes, and insurance. See exactly where your money goes with filterable, exportable reports. Make informed budget decisions backed by real spending data.
Double-entry accounting
A full chart of accounts covering assets, liabilities, equity, revenue, and expenses. Create journal entries with automatic debit/credit validation, manage statuses from draft to posted to voided, and generate financial reports that give you a clear picture of your business health.
AI business assistant
Ask questions about your bookings, equipment, or clients in plain language and get instant, accurate answers. "Which package was booked most last month?" or "Which depot generated the most revenue this quarter?" The AI remembers your conversation context and supports both Gemini and OpenAI models.
Workflow automation
Set up if-then rules that trigger automatically when things happen. When a booking is confirmed, notify the dispatch crew. When equipment is due back, flag it for inspection. Eliminate repetitive tasks and let the system handle the routine so your team can focus on delivering great events.
Internal messaging
Communicate with your team in real time through direct messages and group chats. Share files, images, and updates without leaving the system. Unread badges keep everyone on top of important conversations, whether they are across the counter or across town.
Document management
Upload, store, and organize all your business documents by category. Generate documents from templates for invoices, receipts, contracts, and more. Keep everything in one searchable location so you never lose an important file again.
Notifications & alerts
Stay informed with automatic alerts for upcoming deliveries, overdue returns, pending deposits, and equipment due for inspection. Filter notifications by location so you only see what matters to your depot. Never miss a critical event in your business.
Audit trail
Every action in the system is logged with the user who performed it, what changed, a detailed before-and-after diff, and a precise timestamp. Filter by feature, user, or date range to investigate any activity. Complete transparency and accountability for your entire operation.
Leave management
Handle leave requests for annual vacation, sick days, maternity, paternity, and unpaid leave with a structured approval workflow. Track leave balances automatically so managers can approve or deny requests with full visibility into team availability.
Shift management
Define shifts like morning, afternoon, and night, then assign employees to specific shifts by date. View the full schedule in a calendar display so coverage gaps are easy to spot and team coordination stays smooth.
Performance reviews
Conduct structured employee reviews with ratings, written comments, goal-setting, and review period tracking. Document growth, identify training needs, and build a performance history that helps you develop and retain your best talent.
Announcements
Broadcast important messages to your entire staff or target specific teams and branches. Set priority levels, pin critical updates to the top, and add expiration dates so outdated information clears itself. Keep everyone aligned and informed.
Settings & branding
Make the system yours with custom brand name, logo, favicon, and primary color. Configure your currency, timezone, and language (English or French). Every receipt, report, and screen reflects your brand, giving customers and staff a polished, professional experience.
Your questions, answered
What is Fiap Systems Event Management?
Fiap Systems Event Management is an all-in-one event and equipment rental platform that combines event planning and tracking, equipment and inventory rental, vendor coordination, and staff and crew scheduling in one system. It also includes contracts with e-signatures, billing and invoicing, and double-entry accounting so an event business runs from a single dashboard.
Does the event rental system work offline?
Yes. The Offline plus Cloud Sync edition keeps bookings, equipment inventory, and billing working with no internet, then syncs automatically once you are back online. There is also an Offline Standalone edition that runs entirely on your own computers and needs no internet connection at all.
What currencies is the event rental system priced in?
Pricing is shown in your local currency, including FCFA, Naira, Cedi, Rand, Kenyan Shilling, and more, detected automatically for your location. Clients can pay by mobile money such as MoMo and Orange Money, as well as cash, card, and bank transfer.
Does it generate quotes and track deliveries?
Yes. Event planning tracks each event from initial inquiry and quotation through execution and wrap-up, and the contracts module generates professional proposals and contracts with e-signatures. Equipment rental tracks item availability across dates and monitors the check-out and check-in process, with alerts for upcoming deliveries and overdue returns.
Can it manage multiple warehouses or depots?
Yes. Multi-location control manages several warehouses and depots from one central dashboard, each with its own equipment inventory, crew roster, and branding. Headquarters gets consolidated reporting across all sites, and you can open new locations in minutes and compare performance.
Other industries we support
Ready to Transform Your Event Management Business?
Join event planners who manage their entire operation from one powerful platform. From booking to accounting, every tool you need is already built in.