Event Diary keeps your event schedule and money records in one place. Both Artist and Event Organizer accounts use the same event form.
- Artists: record performances, payments received and costs such as travel.
- Organizers: record events you manage, client payments and expenses such as artist fees or venue costs.
Watch the Event Diary video
Watch the Artist Diary Event Diary video on YouTube, or play it below as you follow the steps.
1. Open Event Diary
Tap Event Diary in the bottom navigation. You can also open it from the main menu.
Artists and organizers use the same event form. Add your own events and update them as needed.
Event Diary is your record of events you are performing at or organizing. It brings the event date, venue, payments and expenses together. An artist can track a performance, while an organizer can keep records for a function they are managing.
2. Find events in your calendar
Choose the month and year → Tap a date
You will see events saved for that date. Tap All Events to see your full event list.
Event Status shows Upcoming, Ongoing, Completed and Total events for the displayed month. These counts depend on the event dates.
Use the calendar when you want to check a particular day before discussing another event. Open the saved event to read its time and venue. If you cannot remember the date, use All Events and look for the event by its name.
3. Add the event details
Tap + → Tap Add Event → Open Details
- Enter the event name, start date, start time and venue. These details are required.
- Set the end date if the event lasts more than one day.
- Add the contact person, phone number and notes if needed.
Use an easy name, such as “College annual day”. You can save after entering these details, or add the optional records below first.
Enter details that will still make sense when you return later. For example, “College annual day” with the correct venue is easier to recognise than “Event 1”. Add a contact name or reporting-time note if it will help you on the event day.
4. Enter the total agreed amount
Open Financials. Under Total order amount, enter the full amount agreed for the event.
Example: if the event payment is ₹10,000, enter ₹10,000 here even if you have received only an advance.
The total agreed amount tells you what the event is worth, while received payments tell you what has actually been paid. Keeping these separate helps both artists and organizers track the balance without treating an advance as the full payment.
5. Record a payment you received
In Financials, find Received payments → Tap Add
- Enter the amount you received.
- Enter the payment date.
- Choose Online, Cash or Cheque as the payment method.
Add each payment separately. For example, record the advance first, then add the remaining payment when you receive it.
For example, you may receive ₹3,000 before a performance and ₹7,000 afterwards. Enter these as two payments with their own dates and methods. You can then check how much has been received and how much is still pending for that event.
6. Record an expense
In Financials, find Expense breakdown → Tap Add
Enter the amount, date and payment method. Add who you paid and what you paid for.
An artist can record travel costs. An organizer can record artist fees, sound hire or venue costs.
Keep each expense under the event it belongs to. An artist might enter travel to the venue, while an organizer might enter sound or artist fees. Add a useful description, such as “Travel to college venue”, so you understand the cost later.
7. Attach documents if needed
Open Documents → Tap Upload event documents → Choose your PDFs
You can attach a schedule or receipt. Only PDF files are accepted, with a maximum size of 10 MB per file.
A selected file marked “Ready to upload when you save” has not uploaded yet. It uploads when you save the event.
Attach documents that help you refer back to the event, such as a programme schedule or a payment receipt. Keep the PDF readable and relevant to that event. Selecting a file is not the final step; save the form to upload it.
8. Save the event
Check your entries, then tap Save at the top. This saves the event details and uploads any selected documents.
The number of events you can save depends on your plan. If you see a limit message, check the plan options shown.
After saving, open the event and check that the main details are correct. You can save the schedule first even if payments or expenses are not yet known. Add those records later as money is received or spent.
9. Update a saved event
Open All Events → Tap the event → Tap Edit
Change the details or add new payments and expenses. Tap Update to save your changes.
- To add an expense quickly: tap + in Event Diary, choose Add Expense, then select the event.
- To record a payment quickly: tap +, choose Add Received Amount, then select the event.
Use the same saved event when a venue changes or another payment arrives. Keeping later updates under that event makes its summary easier to follow. For example, add the balance payment to the existing performance record rather than creating a second event.
10. Check the event summary
Open an event → Tap Summary
- Order amount: the full amount agreed for the event.
- Received amount: the payments you have recorded.
- Pending amount: order amount minus received amount.
- Total expenses: all costs you have recorded.
- Net profit: received amount minus expenses.
Example: agreed amount ₹10,000, received ₹6,000, expenses ₹2,000. The summary shows ₹4,000 pending and ₹4,000 net profit.
Net profit uses the money received. It does not include the amount that is still unpaid.
Read the summary before following up about an unpaid balance. Pending amount helps you see what remains to be received. Net profit is based on the payments and expenses you entered, so missing entries will affect the figure shown.
11. Check the monthly summary
Return to Event Diary → Find Financial Summary → Tap View Summary
The summary covers the selected month. Events are grouped by their start date, with the payments and expenses saved under those events.
Use the monthly summary to review the events recorded for that month together. It can help an artist review performance income and costs, or an organizer review managed events. Check the selected month and keep each event’s payment and expense entries up to date.
12. Export a copy
Open the event → Tap Export as → Choose PDF or Excel
Summary pages also have export options. You can use them when you need a copy outside the app.
Export access depends on your plan or the number of exports you have left.
An export gives you a copy to read or share outside Artist Diary. For example, you can keep a PDF of an event summary or review an Excel copy of the records. Check that the saved entries are complete before exporting.
Frequently asked questions
Can artists and event organizers both use Event Diary?
Yes. Both account types can add events, record payments and expenses, attach documents and review summaries using the same event form.
Which details are required to save an event?
Enter an event name, start date, start time and address or venue. You can also add an end date, contact details and notes.
What is the difference between order amount and received amount?
Order amount is the total agreed amount. Received amount is money already recorded as paid to you. Their difference is the pending amount.
How does Event Diary calculate net profit?
Net profit is recorded payments received minus recorded expenses. It does not include the unpaid part of the order amount.
Can I add a payment or expense after saving an event?
Yes. Edit the saved event’s Financials tab, or use Add Received Amount or Add Expense from the Event Diary + menu and select the event.
Which documents can I upload to an event?
The event form accepts PDF documents up to 10 MB each. Selected files upload when you save the form.
Can I export my Event Diary records?
Yes. Event and summary pages offer PDF and Excel exports. Availability depends on your plan or remaining export quota.
Start with your next event
Save the event details first. Then add payments and expenses as they happen, so your calendar and financial summary stay useful.
Open Artist Diary Download the App from Play storeNeed an account? Read artist registration or event organizer registration.